Letter writing, as per Indian standards. Helpful for people in communication field.

2. Letter writing is an important channel of communication
between two people who are geographically distant from one
another. In the earlier times when the telephone and e-mail
were not available the only means of communication between
people was through letters.
Letter writing is a skill that has to be developed. In general
there are two types of letters: Formal, that are written to convey
official business information and informal, which are personal
letters to communicate with friends and family. A letter is usually
one in a series of exchanges between two people.
We have to follow a specific format while writing a letter. There
are different formats for both formal and informal

3.  Provide a permanent record that can be filed &
referred to in the future.
 Can be reread & studied, which is important if a letter
is long, is complex, or has been written in anger.
 Can be revised & edited to ensure they adhere to the
principles of business communication.
 Can have legal value.
 Letters are the most important means of written
communication.
 Modern information technology has not diminished
their importance.

4. Etiquette is good manners or appropriate or accepted social
practices that reflect and promote civility.
When should you write a letter?
To thank someone who has been gracious, kind or helpful to you.
When you need assistance or answers to help you make intelligent
decisions.
To respond to a letter or letter request that you have recently
received. (do not wait too long).
 To create legal documents that record information and support
claims.
 To show that you are a courteous, professional, detail oriented
person who is aware of etiquette.

5. ϠFORMAL LETTER
 a) Official letter ( officials, for requests or complaints.
Letters to Editors Application letters i.e. job
applications also fall in this category.)
 b) Commercial letter ( business letters, they serve as
a means to reach to people not only within the
locality and neighborhood but also in other cities and
countries)
 c) Demi official letters (written by officials to another
officials, senior or junior public person may also write
a DO official.
ϠINFORMAL LETTER

6.  Address & the date are not given at the beginning.
 Instead the Address ( Name, Roll No., name of the
class etc.) is given at the end below:
 “Yours faithfully,” “Yours faithfully,”( To the principal ,
teacher etc)
 The date is written on the left hand against signature
of the writer.

7.  Is written by an individual when conducting business
of a personal nature.
 An application for employment,
 A request for information,
 Comment about services received.

8.  Any item sent with the letter, such as a cheque,
invoice, photograph, is considered as enclosure.
 Single or double space.
 Writer may list the items enclosed or merely indicate
the number as part of the notation.
 When items are attached then use ATTACHMENT
OR att. In place of enclosure notation.

9.  Is used when a copy of a letter is being sent to
someone else than the addressee.
 The copy notation may appear as cc for courtesy
copy or c for copy.
 Double space below the reference initials (or
enclosure notation, if used)
Examples:
 1-CC: Aman Sharma
 CC: Abhishek, Baghpat Road, Meerut
 2- C: Ms Aditi,
112 West End Road
Meerut Cantt.

10.  Is used when it is unnecessary or inappropriate for
an addressee to know that a copy of the letter is
being sent to other individuals.
 The blind copy notation should appear only on
copies not on the original.
 Place the blind copy notation where the regular copy
notation normally appears.
 Example:
 bcc: Aditya Tiwari
 bcc: Mrs. Shruti Verma , CA

11. If your letter is addressed to an organization
of only women or only men, use----Dear Sirs,
Dear Ladies, Dear Mesdames (plural form of
MADAME; pronounced as /mei’da;m, ‘dam

12.  1 Name of the organization & complete mailing
address.
 2 Phone number.
 3 A fax number.
 4 An e-mail address.
 5 A web (URL).
 6 An organization slogan.
 7 Emblem or logo.
 8 Other information.

13.  Formal Language: often associated with written
standard English conventions. It is signaled by
complex, complete sentences, impersonality, avoidance
of colloquial or slang vocabulary.
 Informal Language: is characterized by a simpler
grammatical structure (i.e. loosely-connected
sentences and phrases), personal evaluation,
and a colloquial or slang vocabulary.

15. 1. YOUR ADDRESS
2. THE DATE
3. THE NAME AND ADDRESS OF THE PERSON
TO WHOM YOU ARE WRITING.
4. THE GREETING (SALUTATION).
5. THE BODY OF THE LETTER (INTRODUCTION, MAIN PARTS,
CONCLUSION).
6. THE ENDING.
7. YOURS FAITHFULLY,
YOUR SIGNATURE
YOUR FULL NAME

16. Addresses:
1) Your Address:
The return address should be
written in the top right-hand
corner of the letter.
2) Date:
Different people put the date on
different sides of the page.
You can write this on the right
or the left on the line after the
address you are writing to.
Write the month as a word.
3) The Address of the
person you are writing
to:
The inside address
should be written on the
left, starting below your
address.

17. Salutation
1) Dear Sir or Madam,
If you do not know the name of the
person you are writing to, use this. It
is always advisable to try to find out
a name.
2) Dear Mr. Gaurav (Example),
If you know the name, use the title
(Mr., Mrs., Miss or Ms, Dr, etc.) and
the surname only. If you are writing
to a woman and do not know if she
uses Mrs. or Miss, you can use Ms,
which is for married and single
women.
Ending a letter:
1) Yours Faithfully
If you do not know the name of
the person, end the letter this way.
2) Yours Sincerely
If you know the name of the
person, end the letter this way.
3) Your signature
Sign your name, then print it
underneath the signature. If you
think the person you are writing to
might not know whether you are
male of female, put you title in
brackets after your name.

18. First paragraph
The first paragraph should be
short and state the purpose of
the letter- to make an enquiry,
complain, request something,
etc.
Middle Paragraph(s)
The paragraph or paragraph in
the middle of the letter should
contain the relevant information
behind the writing of the letter.
Most letters in English are not
very long, so keep the
information to the essentials and
concentrate on organizing it in a
clear and logical manner rather
than expanding too much.
Last Paragraph
The last paragraph of a formal
letter should state what action
you expect the recipient to
take- to refund, send you
information, etc.

19. The following abbreviations are widely used in letters:
asap = as soon as possible
cc = carbon copy (when you send a copy of a letter to more than
one person, you use this abbreviation to let them know)
enc. = enclosure (when you include other papers with your letter)
pp = per procurationem (A Latin phrase meaning that you are
signing the letter on somebody else's behalf; if they are not
there to sign it themselves, etc)
ps = postscript (when you want to add something after you've
finished and signed it)
pto (informal) = please turn over (to make sure that the other
person knows the letter continues on the other side of the page)
RSVP = please reply

20. House No 123,
ABC Road,
Meerut(UP),
PIN: 250001
3rd October, 2016.
The Secretary,
AV G Subharti
Institute of
Management,
Meerut.
Dear Sir/ Madam,
1. I would be grateful if you would send me the information about
the regulations for admission to the MBA (HA) course, in the Institute of
Management.
2. I would be grateful if you could also tell me whether Hostel
accommodation is available for 1st year students.
Yours Faithfully,
Xyz ,
XYZ .
Subject: REQUEST FOR INFORMATION ON MBA(HA) COURSE

22. 1. YOUR ADDRESS
2. THE DATE
3. THE GREETING (SALUTATION),
4. THE BODY OF THE LETTER (INTRODUCTION, MAIN
PARTS, CONCLUSION)
5. THE ENDING
6. YOURS FAITHFULLY,
YOUR SIGNATURE
YOUR FULL NAME

23. Addresses:
1) Your Address:
The return address should be written in the top
right-hand corner of the letter.
For example:
House no 123,
ABC Road,
Meerut(UP),
PIN: 250001
2) Date:
Different people put the date on different sides of the
page. You can write this on the right or the left on
the line after the address you are writing to. Write
the month as a word.
Date
For example: 03 Oct 2016
3) Greeting:
Written on the left-hand side of the
letter.
Begin with:
Ø Dear........,
For example: Dear Ashish, Dear
Anoushka,
Ø Dearest…….., or My dear….,
(for close friends & family)
For example: Dearest father, My
Dear Uncle Vinod, Dearest Sita,

24. Content of a Formal Letter
1st paragraph
The first paragraph should start with your
expression of happiness or sorrow:
For example:
Ø I received your letter on…
Ø I’m happy to receive your letter…
Ø Thank you for your letter which I received…..
Ø I’m so glad to hear…..
Ø I’m glad to learn that….
Ø I’m sorry to hear that…..
Ø I’d like to say sorry for…
Ø I’m sorry for not writing….
In the 2nd paragraph, mention your main reason
for writing the letter. You may use the
following phrase:
Ø In your last letter, you wanted me to describe /
advice…..
Ø I’m writing this letter to….
Last Paragraph
Inform the reader that you are ending
the letter. You may use the following
phrases:
Ø I’ll write again soon.
Ø Do write to me soon.
Ø Well, that’s about all for now.
Ø Please give/send my regards to…
Ø Please convey my warm regards to….
Ø Let me pen off here.
Ø Take care of yourself.
Ø Hope to hear from you soon.
Ø I’m looking forward to hearing from you
soon.
Ø Hope to receive a reply from you.

25. House no 123,
ABC Road,
Meerut(UP),
PIN: 250001
3rd Oct 2016.
Dear Aman,
1. Thanks a lot for a great weekend. We really enjoyed
ourselves.
2. I was wondering whether we could go to Dehradun for
the holidays. It would be nice to have you as our company. Do tell
us about your decision.
3. Give our regards to your wife and children.Thank you
once again for the lovely weekend.
Yours Lovingly,
XYZ ,
XYZ .

26. More livelyRespectful
Ask them how they
are doing/invite
them to events.
Depends on
the question.
People in
position.
To inform an
authority of
something
important.
Friends or
Family
To catch up
with a friend.

28.  Commercial correspondence is the correspondence you
share with another party during the course of or in
continuation of a business transaction. It is a very important
part of business, primarily because it is a form of written
documentation. It gives statement of intent.

29.  A business letter is a formal way of communication between two or more
parties.
 Business letters can be informational, persuasive, motivational, or
promotional.
Business letters are documents created to:
o Persuade or inform readers (Eg: a letter from a candidate requesting your
vote)
o Analyze a concept or situation (Eg: a letter from the human resources
manager explaining the new payroll deposit system to company employees)
o Propose a solution (Eg: a letter offering a plan to reduce or prevent school
violence)
o Correct some perceived error or miscommunication. (Eg: a letter to a
creditor about a billing error you have noticed)

30.  The most important element of writing a good letter is
your ability to identify and write to your audience.
 If you are addressing your letter to the department of
human resources, avoid using highly technical terms
that only engineers would understand, even if your
letter is addressed to an engineering company, chances
are that the personnel in human resources does not
have an engineering background.

31.  The next element is that you make sure
you present your objective in a clear and
concise manner. Don't be vague about your
objective.
 Another important element to remember is
to remain professional. Even if you are
writing a complaint letter, remain polite and
courteous, simply state the problem(s)
along with any other relevant information
and be sure to avoid threats and slander.

32.  Full-block format
 All text flush left, sApaces between paragraphs.
 Semi-block/Modified format
 The writer’s address, date, complementary
close, and signature to the right side of the
letter.
 The date aligns with the complementary close.
 Notations of enclosures flush left below
signature.

33. XYZ
House no. 123
Your name and
address are the first
thing on a business
letter.
Mr. XYZ,
House no 123,
ABC Road, Meerut(UP),
PIN: 250001

34. Mohammed Ali
924 First Avenue North
St. Louis, MO 57844
Make two empty lines.
Then type the date.
April 1, 2004
Mr. XYZ,
House no 123, ABC
Road, Meerut(UP),
PIN: 250001
3rd October, 2016.

35. Mohammed Ali
924 First Avenue North
St. Louis, NewYork
April 1, 2004
Make two empty
lines.
Type the name, title,
company, and address
of the person you are
sending the letter to.
Mr. XYZ,
House no 123, ABC
Road, Meerut(UP),
PIN: 250001
03 Oct 2016.
Mr. ABC,
Secretary,
AV G Subharti Institute
of Management,
Meerut.

36. Make one empty
line.
Type the body of the
letter. This is where
you give
information, ask
questions, or tell
the person what you
think.
I am writing to request………..
03 Oct 2016.
Mr. ABC,
Secretary,
AV G Subharti Institute
of Management,
Meerut.

37. Dear Mr. ABC,
1. I am writing to request information
about your computer class, “Training For
Employable Computer Skills”.
2. Specifically, I would like to know
when the class meets, what topics are being
covered, and how I can register for the class.
Thank you for your time.
3. I look forward to hearing from you
soon. Make one empty line.
Type the closing.Sincerely,

38. Make 4 empty lines.
Type your name.
Mr. XYZ
Sincerely,
Dear Mr. ABC,
1. I am writing to request information
about your computer class, “Training For
Employable Computer Skills”.
2. Specifically, I would like to know
when the class meets, what topics are being
covered, and how I can register for the class.
Thank you for your time.
3. I look forward to hearing from you
soon.

39. When you print your
letter you will sign
right here.
Mr. XYZ
Dear Mr. ABC,
1. I am writing to request information about
your computer class, “Training For
Employable Computer Skills”.
2. Specifically, I would like to know when
the class meets, what topics are being
covered, and how I can register for the
class. Thank you for your time.
3. I look forward to hearing from you soon.
Sincerely,
XYZ

40. Salutation
(Opening Greeting)
Comp. Close
(Signing off)
Context
Dear Sir/Madam/Sirs
(Name not used)
Yours faithfully, Formal Situations
Recipient not personally known
Recipient senior in years, position
Dear Dr/Mr/Mrs/Miss
Raja,
Dear Colleague
Dear Customer
Yours sincerely, Friendly (or would-be friendly, e.g. for
selling or conciliatory letters).
Established relationships.
Implied relationships.
Dear Aman/ Seema
My dear Aman /
Seema etc.
Yours,
Yours sincerely,
Kind regards.
Best wishes.
Affectionately,
Close, informal relationships.
More personal.