letter writing
TRANSCRIPT
LETTER HEAD
Example
Mukesh Patel Technology Park, Babulde, Near Tapi Bridge, Mumbai-Agra Road
(NH3),
Shirpur, Dist. Dhule, Maharashtra – 425 405 India. www.nmims.edu
Ph. + 912563 286545
DATELINE
WRONG
METHOD
CORRECT
METHOD
2nd August,2015
2 Aug. 15
02/08/15
2 August 2015.
August 2, 2015.
SUBJECT LINE
The purpose of subject line is to let the reader
know immediately what the message is about.
Like reference and attention line it saves time.
The subject can be written before as well as
after salutation.
Subject- Supply of raw material
7
ATTENTION LINE
To obtain prompt response, sometime a letterwhich is addresses to an organization andcompany is marked to the attention of aparticular officer by name or designation.
Attention: Mr. Narendra Sonawane
First Year Course Co-ordinator
Or
Kind Attention: Mr. Narendra Sonawane
First Year Course Co-ordinator
8
SALUTATION
SALUTATION
COMPLEMENTARY CLOSE
Sir, Dear Sir, Yours
faithfully,
Dear Mr. Ram,
Dear Mrs. Smith, Yours
sincerely,
Dear Customer,
BODY OF LETTER
Introduction
The letter should open with expression of
pleasure, acknowledgment, or with reference to
the ‘action' you have taken in response of the
reader's previous letter, if any
Many thanks for your order of 25th July……..
We thank for your enquiry…………...
With reference to your letter no…….
11
BODY OF LETTER
Main Paragraph
This paragraph contains the subject matter of
the letter. It should be brief and to the point,
but care should be taken to see no relevant
details are omitted from it.
12
BODY OF LETTER
Closing Paragraph
The closing paragraph should be brief. It should be like natural and logical outcome of the main paragraph, motivating the reader to act. It may take the polite wish, special thanks.
We look forward to our next meeting.
We hope to hear from you soon.
13
COMPLEMENTARY CLOSE
Example
Yours faithfully
Sign
Mr. Vivekanand Bagal
Assistant Professor in Physics
Department of Applied Sciences &
Humanities
Carbon Copy or Courtesy Copy
Notation
• If copy of the letter is to be sent to others for their information, this is shown at the bottom left side of the letter with name(s) of the person to whom the copy is sent.
CC :
1. The Director
2. The Associate Dean
3. The Head of Department
Identification Mark or Reference
Initial
It is now customary to put the initial of the of the person dictating the letter and the person typing it towards the end of the letter near the left hand margin.
For Example
MD:GP
MD : Dr. Manojkumar Deshpande
GP: Mr. Gajanan Patil
Post Script
If we forget to mention some necessary
information in a letter, than we can add one or
two lines through “post script”.
PS : New rates would be implemented from 21
March 2015
Example M.R.ENGINNERING WORKS
46-B Mathura Road
Faridabad , Haryana
Date: 5 January 2015.
Ref: NTPC/PUR/2010/95
The General Manager
National Thermal Power Corporation
Badarpur, Delhi
Kind Attention: Shri S.C. Sharma, Asst Works Manager
Subject : Your order No.1245 dated 12 May 2010
Dear Sir,
Thank you very much for your letter No. NTPC/PUR/2010/95 dated 12 May 2010. We are glad that you have sent an order for themachine tools.
The work on your order would have started by now, but I regret to say that two of our drawing accompanying the order are notquite clear. These drawings are enclosed.
Kindly Send the fair copies of the drawing through a courier so that we may start the work without any delay.
Yours faithfully
( Mahesh Malhotra)
Proprietor
Enc l: Two Sheets of Drawings
Cc : Account Department
PS : 12 %Vat tax would be included on each order.
RK/MM
Complete Block Format
Main Characteristics
Left Aligned
No Punctuation mark except body
Leave one line between two paragraphs
123 Pine Street
Oak Ridge, NJ 07438
30 March 2015
ABC Company
345 Spruce Street
Whatever, IL 01233
Dear Sir
Insert the part of the body of the letter here. The
body of the letter should tell something about what
you hope to convey.
It should also have a closing paragraph in it. There
should be at least two sentences per paragraph.
Yours faithfully
Mrs. DeGrawMrs. DeGraw, Chairperson
Enclosure
MD/GP
Modified Block Format
Main Characteristics
date, complimentary closing and the signature line are slightly to the right of the center of the paper.
Body of the letter is like Complete Block Format (Left aligned)
Colon after salutation
for example -
Dear Sir:
123 Pine Street
Oak Ridge, NJ 07438
March 30, 2015.
ABC Company
345 Spruce Street
Whatever, IL 01233
Dear Sir:
Insert the part of the body of the letter here. The
body of the letter should tell something about what
you hope to convey.
It should also have a closing paragraph in it. There
should be at least two sentences per paragraph.
Yours faithfully,
Mrs. DeGrawMrs. DeGraw, Chairperson
Enclosure
MD/GP
Semi Block Format: Tips
Punctuation mark is compulsory for dateline,
address, salutation and complementary close
Each paragraph starts with space in body of the
letter.
Do not leave blank line between two paragraphs
in body of the letter
Date line and complementary close is on
extreme right side
123 Pine Street,
Oak Ridge, NJ
07438,
March 30, 2015.
ABC Company,
345 Spruce Street,
Whatever, IL 01233.
Dear Sir,
Insert the part of the body of the letter here. The
body of the letter should tell something about what
you hope to convey.
It should also have a closing paragraph in it.
There should be at least two sentences per
paragraph.
Yours faithfully,
Mrs. DeGrawMrs. DeGraw,
Chairperson
Enclosure
MD/GP
COMPLETENESS
For ex.
I sent you letter hoping that I would receive a reply
by the end of this week. I still have not.
( Which Letter? What was it about? When was it
dated)
CONSIDERATION
(You Attitude)
For ex.
We are delighted to inform that we have
extended shopping time by two hours. ( Why
use ‘we’ so many times? Is it more important
than ‘you’?)
Ans: So that you will be able to shop freely, we
have extended the shopping time by two
hours.
CONCISENESS
For ex.
I want to take this opportunity to tell youthat we are grateful to you for all the helpthat you extended when we were in HongKong.( Why ornament your thought? Say itclearly and simply)
Ans: Thank you for your hospitality in HongKong for being so kind when we were inHong Kong.
CONCRETNESS
Use of figures, facts, names and examples add a special
touch to expressions.
For ex.
I will send the goods to the upper floor by noon. (But
how?)
COURTESY
Be Sincere
Avoid Anger
Use Positive words
Never preach
For ex.
Please sign here. (Make it more polite)
CORRECTNESS
Correct use of grammar
Use Appropriate words
Adopt right level of communication to suit
the receivers level