Name : Shree Sharma
Enrollment Number: 03611515624
Class : CSE-AIML-1
Subject : Communication Skills
Topic : Letter Writing
Writing
• Writing is a medium
of human
communication that
represents language and
emotion through the
inscription or recording of
signs and symbols an words.
• In most languages, writing is
a complement to speech or
spoken language.
Letter
Letter:-
• A written, typed, or printed
communication, sent in an envelope by post
or messenger.
Points to Be noted in
Letter Writing
• In the correct Format
• Short and to the point
• Relevant
• Free of any grammatical or spelling
mistakes.
• Polite even if you are complaining
• Well Presented
Formal Letter Vs
Informal Letter
• The main difference between a
formal letter and an informal letter
is their purpose:
• A formal letter is written
for professional (official and
business) communication , written in
the formal language with a specific
format for business or official purpose
• Eg:-a letter of enquiry, a letter of
request, or a letter of complaint.
• An informal letter is used for
personal communication. Informal
letters are letters we write to
friends and relatives. There is no strict
format to write an informal
letter.
Elements in
Formal Letters
Includes the company’s logo / symbol /
name, address, ZIP, telephone number, fax
number, email address and website of the
company.
Printed at the top center/left or the right
side.
• SENDER’S ADDRESS:
It is usually given in the letter head,
but if there is none,
the Sender’s Name, Address and
Contact details can be typed.
• Date consists of the date, name of the month and
the year.
• If the letter sheet includes a letterhead, type the
date from 2 to 3 lines under the letterhead, else
2. Date type it under the return address.
• Never send a letter without a date.
• The date is written in two styles.
• The British Method (ordinal
numbers)
4th July, 2012
• The American Method (cardinal
numbers)
: July 4, 2012
• Never write like 7-2-12 or 7/2/12 because it shows
that the writer is careless or in a great hurry.
🞂 It is a compliment or greeting.
🞂 Written beside the left hand margin, two spaces below the Inside address
and two lines above the body of the letter.
🞂 It is followed by a comma (,) or a colon (:).
🞂 Salutation depends on the gender, type, number or the social status of the
person addressed.
Eg: Dear Sir/Madam
Dear Mr. John,
Dear Sales Manager,
Respected Sir,
6. Subject
• 🞂 Subject is used so that the reader
immediately knows what your letter is about.
• 🞂 Use “Subject”.
• 🞂 Subject usually comes between
Salutation and body.
• Eg: Sub:- Project Sanction.
• Begins two spaces below the salutation.
• Contains the message or the information to
be communicated.
• Most important, lengthiest, prominent
part- written in correct, appealing and
impressive style.
• Divided normally into 3 parts:
• Introductory paragraph
• Middle paragraph
• Closing paragraph
• Double space between paragraphs.
• If letter exceeds one page, repeat the
recipient's name, date, reference/subject
line and put page number.
• Continue your letter three lines below
the heading.
8. Signature and Designation
Written double space below the complimentary close.
First comes Signature (pen written). Sign your first and last name.
Second line - written name.
Third line - business title. The signature acts as proof.
