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At Avigna Learning Academy, we will coach you on how to prepare good documents–effective mails, good essays, good presentation content, well thought out agendas, properly documented reports—anything to do with writing.
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info@avignalearning.com www.avignalearning.com +91 80 – 2658 8910 / +91 9886 052174
Renu (first name) Bhatt (last name)
Marketing Manager
Avigna Learning
#54,100 ft Ring Road
IInd Phase, JP Nagar
Bangalore 560 078
renu@hotmail.com
Date:
4 spaces
Amanjeet Singh
Customer Service
Airtel
Baba Kharak Singh Marg
New Delhi
3 spaces
The Start
If you don’t know whom you are addressing:
Dear Sir/Madam; Dear Ms, Mrs. Mr. (Ms. is used for a lady if you do not
know her marital status.)
Use last name if you know their last name, as a formal address, especially if
you are making contact for the first time:
Dear Mr.Murthy /Mrs.Gupta. If you don’t know the name or the gender of the person then use –
Dear Sir/Madam.
If you are sending informal mail such as a promotional newsletter or a
general reminder, you may use Hello or Hi.
Name, Designation,
Company name,
Address of sender
e-mail id
(Letterhead or left
or center justified)
NOT ESSENTIAL
IN E-MAIL
Full name,
Designation,
Company name
and Address of
Addressee
NOT
ESSENTIAL IN
Tips To Write an Effective Letter
2
info@avignalearning.com www.avignalearning.com +91 80 – 2658 8910 / +91 9886 052174
Use first name for a close contact:
Hi Ramesh, Dear Ramesh. With first name, do not use Mr., Ms., or Mrs.
Sometimes if you receive a mail where the sender uses his/her first name—
Kavitha, Rahul, Frank, then you should not answer by using their last name.
Reply using their first name only.
Eg: Dear Kavitha/Rahul/Frank.
Also, when you sign off, don’t use Mr. /Mrs/Ms. but your first name .
2-spaces
The Reference
With reference to your advertisement in the Times/your letter of 23 rd
March/ your phone call today,
Thank you for your letter of March 5 …
This is in regard to the phone call we had on March 5/meeting with you HR
yesterday evening…
Reasons for Writing
INTRODUCTION:
I am a …..
I would like to introduce myself/my company/my product….I am a…/The
company is a ……./My product……
ENQUIRY
I would like to know if/whether
I am writing to inquire about
MAKING A REQUEST:
I would like to ask you if…
Could you please…?
I would be grateful if you could…
Would you mind…?
Can I/May I…?
Could you possibly?
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info@avignalearning.com www.avignalearning.com +91 80 – 2658 8910 / +91 9886 052174
ORDER:
Please look into the matter immediately.
Please get it done as soon as possible.
I would like you to send/forward the payment to the concerned department
within two days…
Please make yourself available for a meeting at 8AM tomorrow.
_____________must be done according to regulations.
_______________should be made/done.
SUGGESTION:
My recommendations are/recommendation is as follows….
I would like to suggest that the following changes can be made with regard
to….
_______________can be done.
_____________may be done.
ASKING FOR A MEETING:
I would like to meet you if it is ok with you…
Can we meet at…..?
If you could let me know a convenient time suitable to you, I can come
over…..
REGRET/APOLOGY:
I am terribly sorry that….
I deeply regret the inconvenience caused to you by this ….
I would like to apologize for….
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info@avignalearning.com www.avignalearning.com +91 80 – 2658 8910 / +91 9886 052174
ASKING FOR PARDON/EXCUSE YOURSELF:
I know how upset you are with us on the matter of…I would like to meet
you in your office and explain matters.
This is not to give any excuse but just to let you know how deeply we
regret….
Can we please meet and sort this matter out? I want to repeat how terribly
sorry I am about….
Since I have to leave on an urgent matter, please excuse me from the
meeting scheduled today. Can we meet some other time? I am sorry….
Please excuse me from the staff picnic fixed for next weekend. The reason is
that I have to…….
AGREEING TO REQUESTS
I would be delighted to
I would love to
GIVING BAD NEWS
Unfortunately …
I am afraid that …
ENCLOSING DOCUMENTS
I am enclosing …
Please find enclosed …
Enclosed you will find …
CLOSING REMARKS
Thank you for your help.
Please contact us again if we can help in any way/ if there are any
problems/if you have any questions.
5
info@avignalearning.com www.avignalearning.com +91 80 – 2658 8910 / +91 9886 052174
Do give us a call if you find this interesting
REFERENCE TO FUTURE CONTACT
I look forward to ...
…hearing from you soon.
….meeting you next Tuesday.
…seeing you next Thursday.
…your call
3 spaces
THE FINISH
Yours faithfully, (If you don't know the name of the person you're writing
to)
Yours sincerely, (If you know the name of the person you're writing to)
Best wishes,
Best regards, (If the person is a close business contact or friend)
Thanks and regards,
4 spaces
SIGN OFF
Your signature
Your full name (Ashok Awasthi)—does not use Mr./Ms./Mrs.
2-spaces
Designation
Company name
Address
Contact Number
e-mail id
ONLY IF IT IS
NOT
MENTIONED
ON TOP OF AN
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