English Grammar

1. Department of English
Islamia College University, Peshawar_________Letterhead
August 27, 2008_________________________Date
PERSONAL____________________________Mailing Notation
Mr. Ahmad Nadeem
BIT-I Department of Computer Science_______Inside Address
University of Peshawar
Through proper channel__________________Attention Line
Dear Student____________________________Salutation
Subject: Telling about the Standard Parts, Optional Parts and Styles ofFormal Letters
935___________________________________File Number
As format counts a lot in formal correspondence, you would like to know about the standard parts,
optional parts and styles of business letters.
A formal letter has seven standard parts. First is the Heading which includes the letterhead (the sender’s
address) and the date with 2-6 line space between them. Two lines below is the Inside Address. It is the
receiver’s address consisting of his/ her name or professional title, and address. Two lines below is the
Salutation, which are the words of addressing. Next is the Body of the message, occurring at a double
line space from the salutation and carrying the whole idea of the message. Paragraphs are created to
present different aspects of this idea. Successive paragraphs have double line space between them. Two
lines below the Body is Complimentary close such as “Sincerely, Yours sincerely, Truly yours,
Cordially etc.” Signature Area is 3 to 5 lines below. It has the name and professional title of the sender
with his/ her signature above. Reference Section lies at a double line space from the Signature Area and
consists of the composer’s and typist’s initials.
There are seven optional parts of formal letters and they are included only when appropriate. Attention
Line is usually placed between the Inside Address and Salutation with a blank line before and after it. It is
used when the letter is being sent through proper channel or when the professional concerned is a regular
traveler and the writer wants a prompt response. Subject Line helps to tell the reader at a glance about the
gist of a letter. It may include or omit the word ‘subject’. It is usually placed on the second line after the
Salutation. Enclosure Notation is usually typed a single or double space under the Reference Section. It
alerts the addressee to check for additional pages of information. Copy Notation is typed just below the
Enclosure(s) or the Reference Section, whichever is last, when the sender wants persons other than the
addressee to receive the letter. Next is the File Number, typed above the Body, which helps in filing and
quick retrieval for both the sender’s and receiver’s organization. Mailing Notation, such as
REGISTERED, CONFIDENTIAL, PERSONAL, SPECIAL DELIVERY etc may be typed between the
date line and the inside address at a double line space before and after it. An alterna-
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2. Mr. Ahmad Nadeem 2 of 2 August 27, 2008
tive placement is below the last notation. Postscript, handwritten or typed, may be added below
everything else on the page. It is added to emphasize a point already mentioned, to include a brief
personal message or to insert information left out at the time of typing the letter.
The various arrangements of these parts result in three different styles of letters. In Full Block Style,
every part begins flush with the left margin. In Block style, Heading, Complimentary Close and Signature
Area begin at the center while the rest are flush with the left margin. Semi-Block form is like Block form
but with indented paragraphs.
There are two Punctuation Styles as well. In Open Punctuation, the letter has no punctuation except in
the body and abbreviations, while Mixed Punctuation has commas after the Salutation and
Complimentary Close. American letters, however, have colon after the Salutation.
I hope the parts and styles of Formal letters are now clear to you. Talk to me or write to me if there is any
confusion.__________________________Body
Thank you
Sincerely yours____________________Complimentary Close
____________
Muhammad Sadiq___________________Signature Area
Lecturer
ms.______________________________Referance Section
Enc: Sample letters and Templates______Enclosure Notation
Cc: 1.Prof. Bashir Ahmad
Islamia College Peshawar__________Copy Notation
2. PersonalRecord
PS: I could not respond promptly due to my pressing engagements._________Postscript
(Full Block Form with Open Punctuation)