Tips to Write Effective Letter

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[email protected] 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

[email protected]

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

E-MAIL

Tips To Write an Effective Letter

mailto:[email protected]

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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?

http://avignalearning.com/courses/communication-skills/written-communication/

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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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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


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

E-MAIL

Documents

Tips to Write Effective Letter