This presentation includes what is letter? formats of letter parts of letter kinds of letter. it is easy wording and helpful presentation.

1. Formats and types
By:
HAMIDAH REHMAN

2.  A letter is a written communication sent to a person or an
organization by a person or organization is usually sent
through the post.
 It is very important medium of sending and receiving
messages. A letter has a great variety. It is written for a
number of purposes.

3. Formal Informal Semi-Formal
 Official letters,
 Business letters
 Application for
job, inquires,
orders, claims,
adjustments.
 Tone and style
is formal.
 To the point we
write.
 To Friend,
Relatives,
acquaintance.
 Tone and style is
informal.
 Personal matter
like invitation of
marriage,
birthday party.
 Tone, style and
language is
formal.

4.  The letters which are written in our official or business life
are called formal letters.
 The language and tone is direct.
 They have only one specific purpose.
 No irrelevant detail is allowed.
 Business letters, application for job ,inquires, orders,
claims and adjustments etc.

5.  Business letter may be written to sell products, or to apply for job.
 Following are the kinds of business letters:
 Letter for inquiry
 Letter answering requests
 Order letters
 Claim letters
 Adjustment letters
 Credit letters
 Collection letters
 Sales letters
 Sales promotion letters
 Employment letters
 Social letters/ Goodwill letters
 Memorandums

6. Essentials parts : Non- essential parts:
oHeading
oDate
oInside address
oSalutation
oMain body
oComplimentary close
oSignature
oReference line
oAttention line
oSubject line
oIdentification line
oEnclosure
oCopy notation

7.  The style or the form of business letters means the
way in which the various parts of letters are
arranged on the paper.
 Following are the formats of business letters:

9.  Letterhead (sender’s address)
 Date
 Inside address (recipient’s address)
 Subject line
 Salutation
 Body of the letter (introduction, second
 paragraphs, conclusion)
 Complimentary close
 Signature
 Name and title
 Reference line

10.  Like the full-block format all lines begin at the left margin.
The subject line exchanges the salutation and there is
no complimentary close. The name and title are
written in capital letters.

11.  Letterhead
 Date
 Inside address
 Subject title (Subject:)
 Body of the letter (introduction, second paragraphs,
conclusion)
 Signature
 Name and title
 Reference line

12.  It is identical to the block letter except it has
indentations.
 All beginning sentences of paragraphs are
indented five to ten spaces.

13.  Letterhead
Date
 Inside address
 Subject line
 Salutation
 ----------Introduction---------------------------------------------
 --------------Second paragraph---------------------------------
 ------------------Conclusion---------------------------------------
Complimentary close
 Signature
 Name and title
 Reference line

14.  This is similar to the full-block letter but has two
exceptions: to the right go:
1) the date and
2) the complimentary close, signature, name and title
line.

15.  Heading
Date
 Inside address
 Salutation
 Body of the letter (introduction, second
 paragraphs, conclusion)
Complimentary close
 Signature
 Name and title
 Reference line

16. • This format is used by some government
agencies.
• The inside address appears two to five lines
below the signature block.

17.  Letterhead
 Date
 Salutation
 Body of the letter (introduction, second
 paragraphs, conclusion)
 Complimentary close
 Signature
 Name and title
 Inside address
 Encl.:
 Cc

18.  This format can be used only in sales and
advertising letters.
 The first line of the paragraph begins at the left
margin ; the rest of the lines are intended.

19.  Letterhead
Date
 Inside address
 Salutation
 ------------------the body-------------------------------
----------------------------------------------------------
--------------------------------
 Complementary close
 Signature
 Name
 Reference line

20.  Paragraphs are intended
 The first line of each paragraph is intended five
or seven spaces . Other things remain same as
above.

21.  The letters which are written to friends, relatives
and acquaintances.
 The purpose of such letters is to give some
information, invitations, thanks, congratulations
and condolence etc.

22.  Heading
 Date
 Inside address
 Subject
 Salutation
 Main body
 Complimentary close
 Signature
 Name

24.  Letters are written about personal matters but they
required an element of formality.
 Language and style is formal but nature of context
and relationship is not so formal.
 Invitation to marriage is example of semi-formal
letter.

25.  It is a type of job application.
 It is sent with resume/CV.
 Cover letters are important because they give you
the opportunity to add details about information
mentioned on your resume.
 They also allow recruiters to differentiate between
two candidates with similar qualifications.

26.  Open punctuation: no comma ,no full stop is used at
the end each line of heading , the date, the inside
address , the salutation, and the complimentary close.
 Close punctuation: a comma or full stop is always
used at the end of every line in the heading , the date,
the inside address , the salutation, and the
complimentary close.
 Mixed punctuation: no line of heading , date and
inside address is punctuated . However , a comma or
colon is used after salutation and a comma after
complimentary close.

27.  1. When you are writing a formal letter to a company, what information do
you include?
a)Your address
b)Both your address and the company's address
c)Your date of birth
 2. If you are writing a job application letter but you haven't been given a
named contact, how do you sign off your letter?
a)Cheers
b) Yours faithfully
c) Yours sincerely

28.  3. What should you always do when writing a formal letter?
a)Use paragraphs
b)Use Correct Sentences
c)Make a cup of tea before you start
d)Put in some colorful pictures
 4. Salutation and complimentary close are not used in:
a)Block form
b)Hanging paragraph format
c)AMS Simplified format
d)Modified block form
 5. A short covering letter is required with a/an:
a)Resume/CV
b)Complaint letter
c)Application
d)Formal letters