An introductory lesson into writing messages by hand or by print. These messages are addressed to or intended for someone else.
1. LETTER WRITING |"
STRUCTURE AND LAYOUT
2. DEFINITION 3333 e A Letter is really a piece of conversation in writing.
3. e 1.The Indented Style e 2.The Block Style e 3.The Semi- block Style e 4.The Hanging — indented Style
4. THE FULL- BLOCKED STYLE 123 Acacia Avenue Portland, OR 97205 July 21, 2008 Full block format Mr. Bob Jones Widgets Inc. 987 Straight Road Springfield, OR 97477 e Dear Mr. Jones REQUEST FOR JOB APPLICATION PACK Iam writing to ask for a job application pack for the role advertised on your website Please find my address details above. Thank you for your time Yours faithfully, Tom Smith Tom Smith
5. COMMON COMPONENTS OF BUSINESS LETTERS 1 Heading 2 Date 3 Reference 4 Inside address 5 Attention line 6 Salutation 7 Subject 8 Body 9 Complimentary close 10 Signature 11 Identification marks 12 Enclosure
6. HEADINGS Ba e Name, address and other details are printed on the top of the page e Any other information is indicated in the
To give a balance appearance to the letter , a maximum one-fifth of the total space should normally be used for the letterhead.
8. RULES OF WRITING DATE e Typed two space below the last line of the letter head e Indicated on the upper right hand corner or depending on the format you adopt e Preferable way of writing should be in a logical order, if sono comma is used
9. CONTINUED ma e Name of the month and year is written in e No suffix as —nd or -th is added to the e EXAMPLE: 2 August 2007 August 2, 2007
10. REFERENCE ma e Now a days companies prefer to indicate reference number in the body of letters: Thank you for your letter No. AB/46/P497 of April 2, 2009.
11. INSIDE ADDRESS
e Should be written two spaces below the date and two spaces below the attention line e If no attention line then two space above the salutation in the left margin e The details should not be abbreviated e Names should not be misspelt
12. SPECIALMARKINGS ~SsW € ee e It ensures prompt attention e It’s written two space below the inside address and two space above the e This line is generally underlined e Example: e Attention: The Sales Manager
13. e Two spaces below the attention line/inside e Depends upon-1.personal relationship e 2.form of the inside If the name of the recipient has been used in the inside address it is usual to use personal Addressing a firm, company, a board, etc use ‘Dear Sirs/Madams..’
14. SUBJECT @ e Purpose- to let the reader know immediately what the message is about. e It saves time e Type the line in a double space between the salutation and the first line of the body of the letter.
15. SAMPLE ws Mr. R. K Sinha Sales Executive Raipur, (C.G) Dear Sir, Sub: INTERNATIONAL CONFERENCE- 24 AUGUST 2009
16. e Main purpose is to convey a message e First paragraph, reference, to any correspondence which has already taken place should be given e Second paragraph should state main e Closing paragraph states expectations, wishes, or intentions
17. e The paragraph should not have any e Participial ending should be e If used it should end with ‘lam,’ as- Hoping to hear from you soon, Yours faithfully
18. COMPLIMENTARY CLOSE
e Typed two space below the last line o the body of the letter e The close must agree the salutation e ‘Yours’ should be placed before sincerely, faithfully, etc. e ‘s should not be used at any cost
19. SIGNATURE # e Placed below the complimentary close e Name is typed four space below the closing line providing enough space for e Routine letters of the firm may be signed by other officer by inserting ‘for’ or pp (per procurationem).
20. ENCLOSURE rl 3 e If there is anything attached to the letter it must be indicated against the enclosure line e Typed two lines below the last line of the letter on the left hand side e The abbreviated form Encl. is used
21. FORMS OF LAYOUT e Standard size of paper-8 1/2 by 11, others- 8x10 inches, 5x10 inches e Margins - one inch on the sides, one and half inch on the top and bottom e Envelopes- According to the size of the paper with least folds e In window envelops address R should come under window. °
22. PUNCTUATION : e Open Punctuation-No commas, no full stops in entire letter except body e Mixed punctuation- The comma is put after the date, the house number, the salutation, and the complimentary close and the full stop follows after the last line of the address
e Closed style — This is the conventional e All the parts of the letter are punctuated Of the three styles, the mixed punctuated style is most accepted
24. GIST OF THE : sets. PRESENTATION & 333 e HEADING- ° e 1/5" of the space e DATE- e Right side, follow logical order, -nd and — th should not be used
25. e INSIDE ADDRESS e Details not to be abbreviated, take care of spellings e ATTENTION LINE e Should always be underlined
26. CONTINUED & e BODY- ° e 1t para-Reference e 2¢ para-main message e 39 para- expectations, intentions e Participial ending to be avoided, if not then use ‘lam’
27. CONTINUED & 333 e COMPLIMENTARY CLOSE ~ e ‘s should never be used e Signature should be above your name e PAGE e Standard size is 8% by 11 e 1’’ margin on sides and 1 %"' at top and