This document discusses the format and structure of formal letters. There are two main types: good news/neutral letters and bad news/refusal letters. Letters should follow the 7 C's - consider your reader, give a personal touch, be concise and to the point, be friendly and build relationships, check spelling and grammar, use the correct format, and use a conversational style. Formal letters typically use a full block format. A proper letter includes a return address, inside address, salutation, body organized into paragraphs, complementary close, signature, and sender's address. The body of a good news letter should directly state the good news in the first paragraph, provide details in the second, and end pleasantly in the

1. LETTER

2. Purpose of letter

3. Types of formal letter
What types of formal letters are there?
 Good news or neutral letters
 Bad news or refusal letters

4. Use of 7c’s in letters
o Consider your reader
o Give a personal touch
o Be concise and to the point
o Be friendly /build the relation ship
o Check spelling and grammar
o Use the correct format
o Conversational style

5. Types of format
Semi block Block Full
Block

6. Why do we use full block
format?

7. :
Part of a letter
Return Address
(includes DATE)---------
Inside Address----------
Salutation-------------
Body---------------------


8. Return address(sender’s address)
1st line---------Street address/Apartment
2nd line--------City, State ZIP code
3rd line--------Date

9. format of date
Correct format
o (Month)(date),year( December 13,2011)
o Date/month/year (13/12/2011)
Incorrect format
13.dec.11
13.dec.20
11

10. Example
Abc Apartment Gulshan
Karachi, Pakistan 75500
December 13,2011(or)
13/12/2011

11. Inside address(receiver’s address)
1st line-----name of person/company,
designation
2nd line----Street address
3rd line----city , state ZIP code

12. Format of name/designation
Use Mr. and Ms with full name
Use Mr. and Ms with last name
Avoid to use
Mrs.
Only the first name of
person

13. Format of name/designation
If the name is short, include person’s
designation with name.
If the name is long, write designation on
2nd line.

14. Example
Ms.Abbas ,Assistant
professor
Stadium Road
Karachi , Pakistan
75500Gulshan
((OR)
Ms.Gul -e- Zehra Abbas
Assistant professor
Stadium Road
Karachi , Pakistan
75500Gulshan

15. Salutation
Begin with Dear:
Use Mr. or Ms. before the receiver’s
name
Use Dear Sir or Madam
Use colon after salutation
Example:
Dear Mr. John:
Dear Sir (or) Madam:

16. Body
Single-line space between new
paragraphs,
Ideal condition ---- 3 paragraphs.
Avoid making letters longer than one
page.

17. Good news body structure

18. Approach for good news letter
direct approach should be used for writing
messages

19. Paragraph
First Second
Third
Introductio Adequate Pleasant
n and the details or closing
good news descriptions

20. Complementary Close
Use Sincerely, Sincerely yours, or Yours
truly
Capitalize only the first word; end with a
comma.

21. Example

22. Signature line
Leave four lines for your handwritten
signature
Type your name and designation below
the signature line.
Don’t use Mr. and Ms. with sender
name.

23. Your address
Complete good news letter
Date
Recipient’s add
Salutation
Give the good news first
Provide adequate details or descriptions
End pleasantly
Complimentary close
Signature
Full Name , Status

24. thank you for your
time
Prepared by:Rabbiya Abdul Rehman