The document provides guidance on writing different types of letters. It discusses the structure and format of business letters and personal letters. It also covers topics like addressing the recipient appropriately, organizing ideas clearly, using a polite and respectful tone, and revising the letter for errors. Tips are provided like being concise, using short sentences, and ensuring the purpose and message are clear to the reader. Examples of two sample letters in different formats are also included.

1. “ How to Write a Letter”

2. Love, Passion,Emotion & Expression Long, Long ago, I was like fresh air for lover, fresh water for common people and many more. In Fact, time has changed but still I am Young and beautiful ! I’m universal truth. Hey smart boy & girl; will you guess, who am I, won’t you? Rajeev Ranjan

3. Have you guessed, haven’t you? I am a letter. You can use me in a formal situation or informal situation, choice is yours, isn't it? Seriously I warn you that in formal situation, be very clear, concrete and precise about your objectives and thoughts. In informal situation, naturally emotions will overflow because your are using me as a means to express own feelings to a dear ones, won't you? Who will stop you to write a long--------------?

4. Great care is required to ensure that your message is accurately interpreted by its reader. Writing has to be much clear than spoken language because it lacks there assisting cues.( Hemingway) Letter writing is an art. It needs great care and attention. A letter carries emotion, passion, information, complain, request, happiness or many more. It demands a clear concept, objective and conscience to think and write in a proper way.

5. Different types of letters

6. Hey do you know ? What …………….??? Why do we write a formal letter? Let see We need to write a letter for: Provide or ask for information Make enquiries or respond to them Registering complaints Place orders & send appropriate reply Promote or Persuade To send a recommendation Make an appeal Give a warning

7. If you think reason is clear can you tell me what can be the contexts ? Customer to a manufacturer/supplier Customer to sales personnel Member of the public to a government deptt Member of the public to an academic institution Member of an organization to the representative of another organization Member of an organization to a customer /representative of the public

8. “ AIDA”. I want to talk about ”AIDA”. What???? In fact, “AIDA” is : Attention Interest Desire Action Do you think this AIDA has any great value in letter writing?

9. See two different format of letters

10. Format Business Letter

11. Your brother/sister has passed the All India Senior Secondary School Examination (AISSCE) of the CBSE.S/he wishes to join a Hotel Management Course. Write a letter for him/her to seek detail information about admission to a Management College. 450, 25 th Street Mor, Mokama Patna-803302 The Director ICCFAI 1, Institutional Area Mahatma Gandhi Road, Mayur Vihar New Delhi-110001 Sir/Dear Sir I saw your advertisement about the Management Courses offered by your institute in the Hindu dated 18 th July 2009. My brother /sister has passed the AISSCE Of the CBSE, in the commerce stream with 85% marks and is interested to join the above course this year.( see next page)

12. Remaining part of previous page Kindly let us have the following details : Date of commencement of the course Duration and timings Boarding facilities Course and Hostel accommodation fees All the necessary details required to get admission I shall be grateful if you could respond at the earliest. Yours Sincerely Sneha/Shubham

13. ??????An Applicant ??????? Rohini Nagar R-1/6 Sankatmochan VNS-51005 Utter Pradesh To The Principal Harvest International School New Delhi Respected Sir/Madam With reference to your advertisement on website for the post of PGT (English) I intend to apply for this post. My professional capabilities would make me an asset to your prestigious school. My area of expertise is in English Language Teaching including curriculum development, developing ELT materials and developing a course in English for specific purposes etc. I am confident that I could contribute valuable ideas and skills to your organization. (see next page)

14. Remaining part of previous page and educational accomplishments. Enclosed is my resume, which contains more details about my work experience Thanking You Yours Sincerely Ram Niranjan My Contact Address Ram Niranjan S/O- B P Singh AT/PO-Mor, Mokama Patna-803302 Mobile No- 9571303820(P), 09097171909(Res) Email ID- dillovemor@gmail.com

15. We have read two different types of letter. Can you name them? Now we would like to see the format of a letter i.e. Official letters/Letters to the Editor Sender’s Address----- ------------------------ Pin--------------------- Date------------------- Inside Address------- ------------------------ Pin------------------- Sir/Madam, Sub------------------ Introductory Para-------------------------------------------------------------------- Main Body of the Letter------------------------------------------------------------- Concluding Para----------------------------------------------------------------------- Yours Sincerely/Faithfully Signature Full Name in capitals Designation (If Needed)

16. Business Letter Tel.No………….. Reference No( if needed)……….. Sender’s Address----- ------------------------ Pin--------------------- Date------------------- Inside Address------- ------------------------ Pin------------------- Sir/Madam, Sub------------------ Introductory Para-------------------------------------------------------------------- Main Body of the Letter------------------------------------------------------------- Concluding Para----------------------------------------------------------------------- Yours Sincerely/Faithfully Signature Full Name in capitals Designation (If Needed) Enclosure( if needed) C.C( if needed)

17. Some relevant points we should learn by heart when we write a letter Aims and objectives should be clear Gather all the relevant information , related documents and previous correspondence Decide the importance of the points Arrange the points in order of significance Write first draft and leave spaces for desired changes and additions.

18. Revision makes something perfect. So here is a checklists for us. Check whether the information is relevant , correct & complete Grammatical and punctuation errors Correct Spellings Does the letter sound natural & sincere? Is it clear, concise and courteous? Are the sentences short and crisp? Have the ideas sequenced Properly? Will it give right impression to the reader? Most important, have a look before the mirror ! Is it a kind of letter you/I would like to receive yourself/myself?

19. Different ways of writing date, time and salutation . 28August 2009 Oct 04,2009 29 th November2009 If you write as “Dear Sir/Sir/Madam/Sirs > the subscription will be “yours Faithfully” “ Dear Mr. Singh/Dear Ms.Jacob > salutation will be “yours sincerely”.

20. A number of people think that style does matter for making sth sensible and smart. Don’t You? Let see 2 versions of letter and decide at your own level, ‘the best’. Vodafone India Limited 3/4 Berli, Mumbai- 50 25 th May 2009 Ms. Mubina Jhumpa Bazar Surat-05 Respected Ms. Mubina It is with great pleasure that we inform you that you are proud winner in our Vodafone India Talk contest. We send you are heartiest congratulation on the same. As per rules already announced ,you will receive a cash prize of RS. 3 lakhs. You will be required to present yourself at Mumbai to receive your prize at our office on 25 th inst. You will be required to bring with you all such documents as will establish proof of your identity as the right person. (see next page)

21. Continuation of last page We will undertake to defray your travel expenses: viz, 1 st class Ac railway fare and one third of the fare for expenses. You are asked to note that no other expenses of any other kind will be paid. Please duly acknowledge receipt of our letter. Thanking you We remain Yours faithfully Vishal Dev

22. Do you think, the letter was good? Why/why not Vodafone India Limited 3/4 Berli, Mumbai- 50 25 th May 2009 Ms. Mubina Jhumpa Bazar Sector -06 Surat-05 Dear Ms. Mubina We are delighted to inform you that you have won the “Vodafone India Talk” contest. Heartily congratulation ! You will now receive our cash prize of Rs.3 lakhs. We invite you to come to our Mumbai office on 27 October to receive the prize. Kindly bring your identity card, or any other document that will serve as an identification. (see next page)

23. Continuation from previous page Your air fare by L class will be paid by us. We will also pay you an additional sum for your expenses. Could you please acknowledge this letter, and let us know your travel details so that we can arrange to receive you at the airport? Thank You Yours sincerely Vishal Dev (Managing Director)

24. References www. thelistproject.org www. indianstampghar.com www. savvy-business-correspondence.com www. britishpensions.org.au Language Skills Book/Functional English by CBSE, January 2008 The Orient Longman Practice Book- Core English , 2004 D .Byrne(1979) Teaching writing skills, Longman www. letterwriting .co.in

26. Rajeev Ranjan English Language Teacher PGDTE & B.ED(ENGLISH) English and Foreign Language University (Hyderabad) EmailId: [email_address]