LETTER WRITING A letter is a formal or informal piece of communication directed to an individual or an organization. KINDS OF LETTERS- INFORMAL LETTER- Written to our: Parents, relatives, friends or close acquaintances FORMAL LETTER-Written to business associates, formal relations and acquaintances.

FORMAT OF A FORMAL LETTER SENDER’S ADDRESS DATE RECEIVER’S ADDRESS SUBJECT SALUTATION MAIN BODY THANK YOU COMPLIMENTARY CLOSE-YOURS SINCERELY (if we address by name)/FAITHFULLY(if we address by Sir/ma’am

FORMAT OF INFORMAL LETTER SENDER’S ADDRESS DATE SALUTATION MAIN BODY COMPLIMENTARY CLOSE/SIGNING OFF YOURS AFFECTIONATELY/ YOURS LOVINGLY OR YOUR LOVING FRIEND/YOUR AFFECTIONATE FRIEND

Common Types of Business Letters Acceptance Letter (yes/ legal) Acknowledgement Letter (Receipt) Adjustment Letter (a legal document / addresses a complaint or claim) Application Letter (request job consideration/ interview) Complaint Letter (a legal document) Cover Letter (accompanying resume or order) Inquiry Letter (posing a question) Order Letter (request letter) Refusal Letter (reject an offer) Response Letter (answers inquiry) Sales Letter (marketing)

WAY TO WRITE THE DATE 5 September 2016 5 Sept. 2016 wrong 5th September 2016

SALUTATION BEGINNING Dear Akshay Dear Mr/Mrs/Ms Sharma Dear Sir or Madam or ma’am

COMPLIMENTARY CLOSE ENDING INFORMAL LETTER- Yours affectionately/Your affectionate friend Yours lovingly/Your loving friend FORMAL LETTER- Yours sincerely (if the name is known) signature NAME (full) Yours faithfully (if the name is unknown)

Before writing a letter . . . Read the letter or letters to which you need or want to respond or read a written announcement or article motivating or requesting a letter response. Examine the tone (language) of the letter, announcement or other printed material to which you will respond. The tone of the motivating piece helps you determine the tone of your written response (formal or informal). Identify your audience and purpose in order to determine the type of letter you will write (formal or informal). Think about / Plan your response.

Body A generally acceptable format for the body of most business letters is block style, with no indentions or centering of any parts. Paragraphs should also be single spaced within the paragraph and double spaced between different paragraphs.

JOB APPLICATION Introduction: I am writing to appy for the place/post/job/position advertised in---on… I am particularly interested in applying for the post of .... I would like to apply for the position/post .....advertised in ..... I am writing in connection with your advertisement in....for the place/post....of I am replying to an advertisement that appeared in ...... for the post/job.....of I am writing to inquire about the post advertised in yesterday's ------ I have read/seen your advertisement in today´s ------ and I would like to apply for the job/place/post/position of .... My reason for writing is to appy for the job I saw advertised in….

JOB APPLICATION I have attached a resume outlining my qualifications and experience and please contact me at any time to arrange for an interview. I enclose my CV and would be glad to attend an interview at any time convenient to you. My CV with my qualifications and experience has been attached and I would be happy to attend an interview at any time convenient to you. I have enclosed my CV in the hope that you will consider my application.

REFERENCE TO QUALIFICATIONS: I feel I am well qualified for the position (and name your qualifications ). I have qualifications in ..... I am in my final year of .. I have graduated from I have a degree in .....from...... I have also completed a -----year course in...... I have also done ------ I have a certificate in... I can speak ---------fluently...... I hold certificates in ......

MAIN BODY( SECOND PARAGRAPH) GIVE DETAILS OF OUR WORKING EXPERIENCE MENTIONING THE KIND OF JOB, THE DUTIES,ETC... Some years ago/Last spring I worked as.... I have had two years experience as .... After finishing university/graduating I spent .... working in.... At the present moment I am working for...... I have also been employed by...... For the last two years I have been working as a .... I have been in charge of..... My duties included

PERSONAL I am a very organized and reliable person who enjoys working with people I am a very sociable and hard working person I am able to cope with difficult situations. I am very easy to work with. I am friendly, reliable and work well under pressure. I am an enthusiastic and friendly person who enjoys working with people.

COMMON ABBREVIATIONS Pp : per procurationem (A Latin phrase meaning that you are signing the letter on somebody else’s behalf, if they are not there to sign it themselves, etc.) P.S. : postscript (When you want to add something after you’ve finished and signed it….) P.T.O. : please turn over (to make sure that the other person knows the letter continues on the other side of the page) RSVP : please reply ASAP : as soon as possible Cc. : carbon copy (When you send a copy of a letter to more than one person, you use this abbreviation to let them know) Enc. : enclosure (When you include other papers with your letter)

STYLE Do’s- Factual rather than emotional tone Formal language and grammar Focused approach Use terminology and concepts related to the industry / field. (Jargon-business or journalistic Maintain courtesy and propriety Adhere to the format Don’ts- No short forms or SMS lingo No slang or colloquial words Avoid Passive Voice Brevity at the cost of bluntness. Avoid vagueness- Be specific in requests or statements of facts. No hanging participles like- Thanking you

ALWAYS REMEMBER Do not offer misleading information. Do not make promises which you do not have authority to keep. Do not make untrue, damaging allegations because a letter is a permanent record and proof of intention. 4. Follow- Completeness, Concreteness, Clarity, Conciseness, Coherence, Consideration and Courtesy.