Letters and Everything PDF

# GEE 101 English proficiency ## LETTER - is a written message from one party to another containing information. - a written or printed message from one person to another, usually put in an envelope and delivered as mail. ## TYPES OF LETTERS 1. FORMAL LETTERS 2. INFORMAL LETTERS 3. ELECTRONIC M...

# GEE 101 English proficiency ## LETTER - is a written message from one party to another containing information. - a written or printed message from one person to another, usually put in an envelope and delivered as mail. ## TYPES OF LETTERS 1. FORMAL LETTERS 2. INFORMAL LETTERS 3. ELECTRONIC MAIL - **Formal Letters (official letters):** A formal letter is a letter written to a business, a college, or any professional that are not considered friends or family. - **Informal Letters (personal letters):** An informal letter is a letter written to a friend or family. - **Electronic Mail (email):** Messages distributed by electronic means from one computer user to one or more recipients via a network. ## TYPES OF FORMAL AND INFORMAL LETTERS ### FORMAL LETTERS - Cover Letters - Résumé - Follow-up-Letters - Accepting Job Offers - References ### INFORMAL LETTERS - Apologies - Complaints - Invitations - Offering Condolences - Appreciation and Thank you ## STYLES OF LETTER WRITING 1. BLOCK STYLE 2. SEMI BLOCK STYLE 3. MODIFIED BLOCK STYLE ## PARTS OF A LETTER - Heading - Greeting - Body - Closing - Signature ## HEADING - The heading includes the writer's address and date at the top of the letter. - **Example:** 350 5th Avenue Manhattan, New York City December 8, 2017 ## GREETING - The greeting means "hello". It begins with a capital letter and ends with a comma (,). - **Example:** Dear T. Angelica, ## BODY - The body of the letter contains the main text or message. Each paragraph should be indented. - **Example:** Thank you for always encouraging me to learn more and work hard. Thank you for taking care of us, teaching us and I am so lucky to have you as my teacher. ## CLOSING - The closing means "good-bye". The first word of the closing begins with a capital letter and ends with a comma (,). - **Example:** Sincerely, ## Samples for Closing: - Your friend, - Yours Truly, - Sincerely, - Respectfully yours, - Your son, - Your daughter, - Love, ## SIGNATURE - The signature tells who wrote the letter. It is located at the end of the letter just below the closing. - **Example:** Venus Jane ## SAMPLE LETTER 350 5th Avenue Manhattan, New York City December 8, 2017 Dear T. Angelica, Thank you for always encouraging me to learn more and work hard. Thank you for taking care of us, teaching us and I am so lucky to have you as my teacher. Sincerely, Venus Jane ## DIFFERENT TYPES OF LETTER - Thank You Letter - Apology Letter - Business Letter - Congratulation Letter - Goodbye Letter - Resignation Letter - Invitation Letter ## Parts of a business letter - Business letters require good, solid communication skills and knowledge of business letter conventions. - Business letters represent you when you conduct transactions in writing. - For example, you might write to request a price list, apply for a job, or inquire about a refund policy. - Although your letter should not be particularly personal in tone, it should reflect courtesy, clarity, and an understanding or your reader's needs. - In business, time is valuable. - Make it easy for your reader to help you by writing simply and by including on the information your reader needs. - Make your letters readable and direct. - Choose short, accurate word choices, short sentences, and orderly paragraphs. - These are easy to read, understand, and remember. - Use personal pronouns, active voice, and action verbs. - Don't use technical unless you are positive your reader will understand them as you do. - Don't write to impress; write to explain. - Make your letters readable by typing them on 8 by 11 inch typing paper. - Check your text for clarity, completeness, and readability. - Don't ever forget to proofread. Minor errors in spelling, punctuation, and grammar hurt your credibility. - Make sure that your letters look neat and tidy on the page. Sloppy appearance will detract from even a well-written letter. ## 1. The Heading. - This contains the return address (usually two or three lines) with the date on the last line. - Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, email address, or something similar. ## 2. The date - The date line is used to indicate the date the letter was written. - However, if your letter is completed over a number of days use the date it was finished in the date line. - Use the American date format: October 11, 2006. - Write out the date two inches from the top of the page. Depending on the format you are using. ## 3. Sender's Address - It is optional. - Place the address on line below the date. - Another option is to include the sender's address directly after the closing signature. ## 4. The Inside Address. - The inside address is the recipients address. - It is always best to write to a specific individual at the firm to which you are writing. - If you do not have the person's name, do some research by calling the company or speaking with employees from the company. - Include a personal title such as Ms., Mrs., Mr., or Dr. - Follow a woman's preference in, being addressed as Miss, Mrs., or Ms. - If you are unsure of a woman's preference in being addressed use Ms. - For international addresses, type the name if the country in all-capital letters on the last line. - The inside address begins one line below the sender's address or one inch below the date. - It should be left justified, no matter which format you are using. - If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope. ## 5. The Greeting/Salutation - The greeting in a business letter is always formal. - Use the same name as the inside address, including the personal title. - If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (i.e., Dear Lucy:). - In all other cases, however, use the personal title and full name followed by a colon. - Leave one line blank after the salutation. - It normally begins with the word "Dear" and always includes the person's last name. - If you don't know a reader's gender, use a nonsexist salutation, such as "To Whom it May Concern". ## 6. The Body. - For block and modified block formats single space and left justify each paragraph. - Leave a blank line between each paragraph. - Remember conciseness. - In the first paragraph, consider a friendly opening and then a statement of the main point. - The next paragraph should begin justifying the importance of the main point. - In the next few paragraphs, continue justification with background information and supporting details. - The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action. ## 7. The Complimentary Close - short, polite closing ends with a comma. - It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. - It begins at the same column the heading does. - Capitalize the first word only (i.e., Thank you). - Leave four lines between the closing and the sender's name for a signature. ## 8. Enclosures - If you have enclosed any documents along with the letter, such as a resumé, you indicate this simply but typing Enclosures one line below the closing. - As an option, you may list the name of each document you are including in the envelope. ## 9. The Signature Line - Skip two lines and type out the name to be signed. - This customarily includes a middle initial. - Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name. - The signature should start directly above the first letter of the signature line in the space between the close and the signature line. - Use blue or black ink. ## HOW TO WRITE A BUSINESS LETTER - The Ohio Academy of Science - This page shows a diagram of a business letter - Letterhead or typed heading - Inside Address - Salutation - Date - Body (Text) - Signature - Typed Name - Complimentary Closing ## 1. Block Style: - A full block style is when all the components if the letter are aligned at the left margin. Side, top, and bottom margins should be 1 to 1 1/4 inches. Paragraphs are separated by a double line space. Font size should be 12 in times new roman. - Shows an example of a block style letter ## 2. Semi Block Style: - All text is aligned to the left margin, except the date, attention line, and complimentary close. Paragraphs are separated by double or triple spacing or a tab. It is similar to block style but has a more informal appearance. - Shows an example of a semi-block style letter ## 3. Modified Block style: - All text aligned to the left margin, except for the author's address, date, and complimentary closing. All paragraphs we write in a modified block style are not indented. The author's address, date, and closing begin at the right. - Shows an example of a modified block style letter. ## American style - This page shows an example of a business letter in American style. ## British Style - This page shows an example of a business letter in British style. ## DIFFERENCE BETWEEN LETTER AND APPLICATION **LETTER** - A letter you write because you are replying to someone or letting someone know what is happening. - In formal letter, you have to mention the subject. - When writing a letter you can explain your purpose in more than one or two paragraphs. **APPLICATION** - An application is written to apply for something. - Application is not having a subject. - When writing an application you summarize your purpose. ## APPLICATION - Shows an example of an application for sick leave. - To - The Head master, - Govt. High School, - Haroonabad - Sir, - I beg to state that I am suffering from fever. I cannot attend the school today. - Kindly grant me leave for one day and oblige. - Dated: 1st Oct., 2007 - Your Obediently, - Muhammad Tahir Aslam - Class vii, - Roll no. 38. ## Four types of workplace correspondence: - Four major formats used for producing workplace correspondence: letters, memos, e-mails, and microblogs. Throughout this chapter, that word **correspondence** refers to all of these forms. ## Understanding the Process of Writing Correspondence - The process of writing correspondence is essentially like that of writing any other kind of workplace document. - The more formal the correspondence, the more time you are likely to spend on each of these steps. ## Selecting a Type of Correspondence - **Letters:** Because letters still use centuries-old conventions such as the salutation and complimentary close, they are the most formal of four types of correspondence and are therefore most appropriate for communicating with people outside your organization or, in some formal situations, with people within your organization. - **Memos:** This type of correspondence is moderately formal and therefore appropriate for people in your own organization. - **E-mail:** This type is best for quick, relatively informal communication with one or many recipients. Recipients can store and forward an e-mail easily, as well as capture the text and reuse it in other documents.. In addition, the writer can attach other files to an e-mail. - **Microblogs:** Microblog posts such as Twitter tweets or Facebook status updates can be useful for quick questions addressed t a group. This is the most informal type of correspondence.