Letter writing

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 Learning objectives

• Understand the purpose of formal letters.

• Learn the different parts of a formal letter.

• Understand the basic elements of different types of letters

• Learn how to draft letters effectively

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 What is the
purpose of a letter?
▪ Letters are brief messages sent to
recipients that are often outside
the organization (Bovee, C., &
Thill, J., 2010).
▪ Often printed on letterhead paper
▪ Inexpensive and convenient mode
▪ A common form of business
communication even today
This Photo by Unknown Author is licensed under CC BY

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 Parts of a business letter
• Sender’s address
• Date
• Receiver’s address
• Subject
• Reference
• Salutation
• Body of the letter (Introduction, discussion,
conclusion)
• Complementary closure
• Signature
• Enclosures/Attachments
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Sender’s address
Peter Bernard
Cochin House
VRA Nagar
Kochi, Kerala

Do not write ‘From’ before the address.

No full stop or comma after the address.

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 Date

• 8 September 2021 / 08 September 2021

• September 8, 2021
• 8 Sep 2021 (first three letters of months- Jan, Feb, Jun, Oct etc.)

• Avoid 8/7/2018 or 10.1.2018 formats.

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 Receiver’s address

Dr Shyam Diwakar The Principal

Principal Asian College of Journalism
Asian College of Journalism or Chennai
Chennai

Do not write ‘To’ before the address.

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 Salutation
• Salutation is followed by a comma (colon is also used)
• Dear Sir, Dear Sir or Madam,
• Dear Ladies and Gentlemen, Dear Friends,
• To Whom It May Concern

• If you are on first name terms with the recipient

• Dear Mr. Peter, Dear Peter,
• Dear Ms Kajal,

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 Subject line
• Should be center aligned.
• Enquiry about the prices of furniture
• Incorrect charge query
• Job inquiry
• Application for Sales Associate
• Informational interview request

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 Reference

• Should be center aligned

• Reference- Indicates what the letter is in reference to

• The advertisement on The Hindu dated 25 Sep 2021
• Letter number ABC/123 dated 20 Aug 2021
• Circular no. AMSP/08/SEP2021

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 Body of a letter- Introduction
• This is your opening paragraph.
• Include an attention statement.
• A reference to the purpose of the document
• An introduction of the topic depending on the type of letter
• Use an emphatic opening- the most significant or important
element of the letter.

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Body of a letter- Discussion

• Core content of the letter

• If you have a list of points, a series of facts, or a number of
questions, they belong in the body of your letter.
• Organize the information using a bulleted or numbered list
• Emphasize the key points clearly and briefly.
• Specific, meaningful information needs to be clear, concise, and
accurate.
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 Body of a letter- Conclusion

• Remind the reader about the key points

• Should not introduce new information.
• Give a clear summary sentence
• Make clear what you expect to happen.
• Conclude by thanking the recipient for his or her attention
• Invite them to contact you if you can be of help or if they have
questions

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 Complementary closure & Signature
• ‘Thank you’ is preferred nowadays over ‘Thanking you.’
• Put full stop after ‘Thank you’ - Thank you.
• Sincerely yours / Cordially / Regards /Warm wishes Thank you.
• Yours sincerely, (if you have addressed the person by
his or her name) Yours sincerely,
• Yours faithfully, (if you do not know the name of the
person and if you have used ‘Dear Sir/Madam’)
• No apostrophe in ‘yours’
This Photo by Unknown Author is licensed under CC BY-SA

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Enclosures/Attachments

• Documents included with the letter, such as brochures, reports,

or related business documents.

• Use indications such as ‘Enclosures,’ ‘Encl.,’

• If the enclosure is lost, the recipient will know about it.

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 (From address)

Format of a letter (Date)

Format
(To address)

Salutation
Sub:
Ref:
…………………………………………………………
………………....Body………………..………………
…………………………….…………...

Yours sincerely,

(Signature)

Encl:

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Types of business letters

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Sales letter
• To persuade customers or other stakeholders to act in a desired
manner.
• Sales letters are like advertisements.
• Discuss the product and benefits offered to the prospective
customers.
• Mentions the advantages for making a quick decision about the
purchase.
• Must possess an attractive opening

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Enquiry letter

▪ To enquire about information, advice, details of goods, job

vacancies, etc.

▪ Clearly state the information required

▪ Mention the quantity, quality, size etc. about the service or product

▪ Mention the period or the date till which the information is required

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Quotation letter

▪ Normally sent in response to enquiry letters

▪ Sellers supplying relevant information regarding products or

services

▪ Includes price list, mode of payment, discount to be allowed,

transportation charges, guarantee etc

▪ Specify time constraints, deadline for responding

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Order letter

▪ When both the parties i.e. buyer and seller are interested in entering a
contract, an order letter is written.

▪ From the buyer’s point of view, it is called as purchase order and from the
seller’s side it becomes a sales order.

▪ Once contract is created detail description of product, price, quantity,

mode of payment, time of delivery and specification has to be
mentioned.

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Complaint letter
▪ What do you when you don’t find the good received up to your satisfaction?
▪ When the expectations of buyer and sellers are not met after the transaction.
▪ A complaint can be written by a buyer as well as seller.
▪ Clearly mention the point of discord.
▪ Mention the expected action to be taken by the other party.
▪ Use a polite language in order to prevent any kind of damage to the future
dealings.

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