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parts of formal and informal letters
- 3. Definition of “Letter” Letter “A written or printed communication directed to a person or organization.” Business Letters: A letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. • Personal Letters: A type of letter (or informal composition) that usually concerns personal matters, rather than professional concerns and is sent from one individual to another.
- 4. Writing effective letter • Consider the following points to write effective Business letter: ─ In the correct format ─ Short and to the point ─ Free of any grammatical or spelling mistakes ─ Well presented o Consider 7Cs of communication: —Clear —Concise —Correct —Courteous —Conversational —Convincing —complete
- 5. The business letter consists of seven principal parts: 1. The letter head 2. The date 3. The inside name and address 4. The salutation 5. The message ( Body) 6. The complimentary closure 7. The writer’s signature and official position
- 6. Letter Head The Health Officer, Municipal Cooperation, City, place, 2_ Examination Hall, City Date The Editor, The News , City. Subject: -------
- 7. BUSINESS LETTER FORMATE 1_ Sender information: This section includes your complete address, phone number, and email address, Name Street Address City, State, Zip Code Country (if not in the same country as your recipient) Your Phone Number Your Email 2_ Date 8 October 2018 3_ Address the recipient using Ms., Mr., or use any job-appropriate title as necessary Name Job Title Company Street Address City, State, Zip Code Country (optional)
- 8. Subject • Subject is use so that the reader immediately knows what your letter is about. • Use this format “Subject: CAPITAL WORDS” . ,
- 9. Salutation Dear Sir, Dear Madam, Dear Mr. John, Respected Sir, Dear Sales Manager, Dear Customer, Dear Ladies and Gentlemen, Dear Vice President
- 10. Body Divided normally into 3 parts: Introduction. Explains the reason for the letter and what you want to achieve with it. If the recipient doesn’t know who you are, you can also mention mutual connections here. Second paragraph. Gives more detail about your request, such as the steps you’ve taken or fees paid. In case of marketing or job application letters, the second paragraph is where you’ll sell the product you’re promoting or your application. Third paragraph. Optional and is included in situations where the second paragraph isn’t enough to explain the situation in full.
- 11. Closing The closing includes one or two sentences that request the recipient to take whatever action is requested in your letter, and thanks them for reading your mail. Examples of business letter closing: Please email me at (your email) or call me at (your business phone) to schedule a meeting. Thank you for your consideration. If you need to discuss anything with me or the team, please don’t hesitate to call us at (your phone). We're always at your service.
- 12. The complimentary closure Formal: Respectfully yours, Sincerely, Yours faithfully Informal: Cordially yours, Warm Regards , Best wishes
- 14. Thank you