Letter Writing

Letter writing A letter is a written or printed communication directed to a person or

organization.

Types of Formal Letters

FORMAL LETTER

Government Officials

Authorities

Colleagues

Editors

Customers

Business house

Business

Letter

Demand

Confirmation

Arrangements

WarningClarification

Complaint

Thanks

What is the purpose of writing a Business Letter?

Qualities of a good letter

CLEARCONCISECORRECTCOURTEOUSCONVERSATIONALCONVINCINGCOMPLETE

We Write Formal Letters To.

0 Make Job applications.0 Get our problems addressed/seek redressal to them.0 Inform others0 Persuade others 0 Express our view on public issue.0 Appeal others.0 Warm someone.0 Make enquiries.0 Send replies0 Book/supply orders.0 Send/ask for payments/discounts/brochures of information etc.0 Sell products.0 Make recommendations/reference.

Style of Formal Letter0 A formal style i.e.

the language and tones of the letter are formal, impersonal or objective.

no informal expression, greetings or contracted forms of words are used.

The language is straight forward and to the point.

It may be strongly worded if need be but never impolite.

• Why are you writing

• Important Facts

• Action expected from the recipient

Points to Remember while writing a Letter

Marking Scheme Of A LetterContent: 4Expression: 4

0 Grammatical accuracy, appropriate words spelling (2)0 Coherence and relevance of ideas and style (2)

Layout/format:Layout includes:(1) Sender’s address,(2) Date,(3) Receiver’s address,(4)

subject, (5)Salutation, (6) Complimentary close

Word Limit : 150 for the body of the letter

NOTE: No marks are awarded if only the format is given for the candidate’s creativity in presenting his/her own ideas. Mixing up of the traditional and modern layouts is not acceptable.If the candidate exceeds the world limit by 10 words or more 1 mark will be deducted. Word limit applies only to the body of the letter.

To the Officials

0 Begin by identifying yourself. Then clearly state the purpose of writing.

0 Give details of what you want to do or want to be done e.g. applying for a new electricity connection.

0 Make a request for appropriates /necessary action.

To The Editors0 You may begin with a reference to recent developments, new

events etc.

0 Establish a context for writing.

0 Give details of the topic e.g. the problem of beggary, its cause and effects and possible solution.

0 DO NOT ASK THE EDITOR TO SOLVE YOUR PROBLEMS. He can only give voice to your views, concern, complaints, suggestions, criticism, appreciation. He may also be approached for complaints against erring officials, department, business house etc.

0 Write a letter to the Editor of a newspaper, complaining about the bad conditon of water supply in your locality. You are Prabhu Dayal living at H-19 Dayal Bagh Colony, New Delhi.

H-19Dayal Bagh ColonyNew Delhi

5th January 2008

The EditorHindustan TimesNew Delhi

Sub: Bad condition of water supply in Dayal Bagh colony.

SirI would like to draw the kind attention of the concerned authorities through the column of your esteemed newspaper towards the problem of bad condition of water supply in Dayal Bagh colony. Most of the time the taps remain dry. The supply is made only two hours in the morning and one hour in th evening. Besides the water is muddy and polluted. Many residents fall sick. There are complaints of jaundice and loose motions after drinking this water.

In this connection we have complained to the local authorities but in vain. I, therefore, request the higher authorities to look into this matter and take necessary action immediately.

Thanking you

Yours trulyPrabhu Dayal

To Boss & Colleagues, Authorities

0 Show due respect but do not flatter.

0 Clearly state the purpose of writing e.g. asking for a raise, seeking action on a proposal or promise, making enquiries etc.

0 Use polite language and pleasant tone.

To Business House/Customers :0 Always be very polite (even if u have to complain)

0 Keep the tone friendly and pleasant.

0 Do quote reference numbers, order numbers cheque/demand draft numbers, file numbers, coder or ID numbers etc.

0 Convey your message in a brief and straight forward manner.

0 Give more importance to the reader.

M.A.M.C Pvt ltdNoida

12may 2010

Junior ManagerNokia internationalGurgaon

Subject: Review Customer relationship management program 2010

Dear Ms.NehaThis is further to our meeting of last week, in which we agreed to hold a series of meetings over the next two months to

review your experience with the implementation of the one on one Customer relationship management program 2010. as discussed before our objectives will be the following

1. Review and access the overall effectiveness of the programme.2. Identify and document strengths and weakness3. Propose customer focused solutions to areas of weakness.As, agreed the meetings will be held every alternate Tuesdays at 9am at Nokia’s office. We look forward to meeting you on

the 18th for the meeting.

Yours faithfullyMarylyn Monroe

Sample Letter

This winter fill your holidays with endless fun and thrill We offer exciting domestic and international holidays packages for Individual as well as group1-Exotic Malaysia with Singapore and Star Cruise. 2-Megical Singapore 5 Nights / L Days: Rs. 14,999/- 3-Bangkok, Pattaya + Kul + Gentiag Singapore 4- Bangkok, Pattaya + Kul + Gentiag Singapore 11 days: Rs. 32,999/- 7 Nights / 8 Days: Rs. 67,000/- 5-Best Of Nepal 6- Exotic Goa 5 nights in a 5 Star Hotel : Rs 7,999/- 3 nights / 4 Days : Rs. 3,333/-

For. More details write to us or visit our website: www.sevanathholldays.com Or write to us at: Sewa Nath Worldwide Holidays, 12.A, Kailash Building Goverdhan Road, City Centre, Malegeon

You are Seetha / Surya living in Bangalore. You and your friend are planning a week long holiday. You are across the following advertisement. Select a description of your choice. Write a letter making necessary enquiries from the tour operator before you make your final decision.

27 Cuffe parade Bangalore

28th November 20xx

Sewa Nath Worldwide holidays123-A, Kailash Building, Goverdhan Road City Centre, Malegaon

Sir

Sub : Enquiry about Exotic Malaysia with Singapore and Star Cruise

This has reference for your advertisement in ‘The Hindustan Times’ Dated 28th November 20xx about winter holidays tours.We are a group of ten friends who would like to go on Exotic tour of Malaysia with Singapore and Star Cruise as advertisement by you starting 15th DecemberKindly send me details about accommodation and travel arrangements and whether the quote rate is inclusive of ‘everything. Do you offer any discount to group booking? Another thing please let me know the necessary immigration formalities and whether they will be fulfilled by on our behalf.Could you please arrange a short presentation on an absolutely no-obligation basis? Looking forward to a prompt reply.

Yours trulySeetha