WRITTEN COMMUNICATION - TOPIC 2 LETTER WRITING

WRITTEN WRITTEN COMMUNICATIONCOMMUNICATION

TOPIC 2TOPIC 2

LETTER WRITINGLETTER WRITING

GROUP 2GROUP 2

1) JESSIECA THOMAS

2) AHMAD SIDI

3) NORAINI SALLEH

4) MIUN GALAU

5) MARIAM MOHD KAMAL

6) SALAMIAH BUJANG

7) MARY ANIS

How To Write The IntroductionHow To Write The Introduction

How To Write The Body Of The LetterHow To Write The Body Of The Letter

The Formal LetterThe Formal Letter



• The introduction is the first part of you letter.

• It includes everything from the letterhead to the first paragraph.


1. The Letterhead or Return Address

2. The Inside Address

3. Attention Line

4. Salutations

5. Subject Line


1. The Letterhead or Return Address

a) Sender’s nameb) Addressc) Phoned) Faxe) Email


2. The Inside Address

a) Recipient’s name and position

b) Organization’s name

c) Mailing address


3. Attention Line

To communicate with the right person to get things done.

E.g “The Personnel Manager” or a person

E.g “Mr. Zamarul Hisham”


4. Salutations

The polite offer to person before we start conversing with him or her.

E.g “Dear Sir”, “Dear Datuk”, “Dear Tan Sri”


5. Subject Line

A concise and precise phrase used to describe our business with the recipient.

E.g “Re: Complaint Over vacuum Cleaner Model xxx231”.

All these thing can be written on the left or the right depending on the actual format you adopt.

How To Write The Body Of The How To Write The Body Of The LetterLetter


1. Introduction

2. Middle

3. Conclusion


1. Introduction

a) Why

Example:

a) Responding to an advertisement

b) Following up on a previous meeting or conversation

c) Answering to a complaint


b) What

What you would like the recipient to do.


2. Middle

Supports that idea by giving it more detail and justification.


3. Conclusion

a) Express your gratitude to your recipient

b) Add a salutary close, e.g: Yours Sincerely, Sincerely, Yours truly

c) Sign your name and end it with your name and position if you are writing for an organization



• Sent in the official capacity

• For job, lodge formal complaints

• Acting as part at the organization


Part of Formal Letters1. Letterhead2. Address3. Date4. Recipient’s address5. Salutation6. Subject line7. Introduction8. Middle body9. Ending10. Sender’s name


Letterhead

a) Name

b) Address

c) Contact number

d) Fax number

e) E-mail address

f) Logo

Letterhead or Return Address Letterhead or Return Address

KAJANG PLASTICS SDN. BHD.

JALAN REKO

43000 KAJANG SELANGOR D.E.

Tel:03-87632070

Fax:03-87302071

Email: [email protected]


Date

May 24, 2003


Recipient’s address

a) The recipient’s name and positions

b) The organization’s name

c) The organization’s complete mailing address

Recipient’s addressRecipient’s address

Mr. Arumugam Narayanan

General Manager

Jenderam Hypermarkets Group Sdn. Bhd.

566 jalan Durian hutan

45000 Jenderam

Selangor D.E.


Salutation

a) Address people appropriately

Dear Sir,


Subject line

a) Use a concise and precise phrase used to describe our business with the recipient.

Re: Required product details


Introduction

a) Responding to an advertisement

b) Following up on a previous meeting or conversation

c) Answering to a complaint

It was a pleasure talking to you on Monday. As promised, I have compiled a folder of information about my company as well as samples of our work. I think the package comprehensively sums up what we do.


Middle body

Supports that idea by giving it more detail and justification.

a) To place arguments

b) To place ilestrations

c) To place reasons

d) Phrase (long short)


Ending

a) Closing salutations

b) Sender’s name

c) Position

Sincerely,

Adiputro Sostrowongso

Sales Manager

Sample Of Formal Letter

THE ENDTHE END

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WRITTEN COMMUNICATION - TOPIC 2 LETTER WRITING