UNIVERSITY INSTITUTE OF ENGINEERING
COMPUTER SCIENCE ENGINEERING
Bachelor of Engineering
Communication Skills
UCT-141
LETTER WRITING DISCOVER . LEARN . EMPOWER
Letter Writing
Course Outcome
CO Number Title Level
CO1 Apply
Produce contextual written text and speech.
CO2 Write original short compositions, in the form of Create
paragraph writing, business correspondence, blogs etc.
CO3 Exhibit strategic competence to relate both spoken & Apply
written English to a wide range of communication
situations.
CO4 Demonstrate linguistic competence- through accuracy Understand
in grammar, pronunciation and vocabulary.
CO5 Justify their stand in spoken and written English Analyze
through logical support and argument.
Definition of “Letter”
Letter
“A written or printed communication directed to a person or organization.”
Letters may be created and sent as:
• E-mail or electronic transmissions
• Hand-delivered transmissions
• Regular mail transmissions
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Business letters are created to:
Persuade or inform readers (Eg: a letter from a candidate requesting your vote)
Analyze a concept or situation (Eg: a letter from the human resources manager
explaining the new payroll deposit system to company employees)
Propose a solution (Eg: a letter offering a plan to reduce or prevent school
violence)
Correct some perceived error or miscommunication. (Eg: a letter to a creditor
about a billing error you have noticed)
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Letter Writing Etiquette
Etiquette is good manners or appropriate or accepted social practices that
reflect and promote civility.
When should you write a letter?
•To thank someone who has been gracious, kind or helpful to you.
•When you need assistance or answers to help you make intelligent decisions.
•To respond to a letter or letter request that you have recently received.
•To create legal documents that record information and support claims.
•To show that you are a courteous, professional, detail- oriented person who is aware of etiquette.
•To write a compliant for something/someone.
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Letter Mechanics –
1. Pronoun (Point of View)
• The use of personal pronouns is important in letters . . . I, he, she, it, we,
they, you
• In a letter, do not refer to yourself in the third person by using one or the
writer.
• It is perfectly natural and appropriate to refer to yourself as I and to the
reader as you.
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2. Focus and Specificity
• Be Focused; however, avoid long sentences.
• Don't be so concise that your tone is blunt.
• Use terminology and concepts related to the industry / field. (Jargon may
not be appropriate in business writing. )
• Avoid vagueness. Be specific in your requests or statements of facts.
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3. Active versus Passive Voice
Examples:
PASSIVE Sentence : It was discovered that the salary totals were
incorrect.
Who discovered “it” [the problem]? The underpaid employee, The payroll
specialist, The Accounting Department, An Intern, The IRS? (Be
specific.)
Revised ACTIVE sentence: The Accounting Department discovered that
the salary totals were incorrect.
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Parts of a Business Letter
• Sender’s address and date (Include telephone number and email if
available)
• Inside Address (recipient’s address) -person receiving the letter
• Salutation (greeting)
• Body (paragraphs) -The message
• Complimentary Close - Yours faithfully or Yours sincerely
• Signature Line (with or without title) -Write name in block letters
• Enclosure (optional)
• cc notation (copies sent to others)
• Sender/typist initials (optional)
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Block Style Letter Format
• Sample text here (16)
Everything flush to left
margin with no indents.
Signature Block: Align this with the Complimentary Close.
Leave four blank lines to sign your name. Don’t forget to
sign your name exactly as you typed it. Your title is optional
and depends on the relevancy and degree of formality you
need or want to establish.
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Business Letter - Content
Each paragraph in the business letter should contain different topics.
•The first paragraph should grab attention and state the reason for the
letter.
•The middle paragraphs, as in most letters, should support your reason
and go into details.
•In the final paragraph, it professional etiquette for the writer to thank the
reader for taking his or her time to read the letter.
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Closing
• The end of a business letter marks the biggest difference between
business and personal letters.
• The ending of a business letter usually states ‘Sincerely,’ followed by
three blank lines for the writer’s signature and then the writer’s typed
name.
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Enquiry Letters
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ENQUIRIES
Letters of enquiry describe what the writer wants and why.
• Solicited enquiry: An enquiry made in response to the seller’s
advertisement and publicity.
• Unsolicited enquiry: An enquiry made the buyer’s own initiative.
• Enquiry for some favor: An enquiry not about goods but about some
other information, may be about some special price or some favorable
terms.
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ENQUIRIES
• Routine enquiry: An enquiry made by an old buyer in the usual
course of business.
A letter of enquiry should be:
• Straightforward, compact and courteous;
• Positive and confident in tone;
• Brief and to the point, yet clear, complete and correct.
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Content
• Subject Heading:
• This should inform the reader that this is an enquiry or request; e.g.
• Enquiry about Textbooks
• Request for Brochure
• Query about Website
• Question regarding Product Components
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First Paragraph
This should tell the reader what you want; e.g.
1. Please send me... (for things that the organization offers to send)
2. I would be grateful if you could tell me... (for things that are not
normally offered)
3. I am writing to enquire whether... (to see if something is possible)
4. I would especially like to know... ( + a more detailed request)
5. Could you also... ( + an additional enquiry or request)
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Second Paragraph
This paragraph tells the reader why you are contacting his or her
organization, and gives further details of the enquiry.
There are two reasons why you may contact an organization:
1. You have contacted this organization before, and want to again.
2. You have not contacted this organization before, but you have heard
about them.
You should describe from where information was received, such as from an
advertisement or a recommendation.
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Example openings for the second
paragraph
• I saw your advert in the Hindustan Times on Tuesday, 22 September
2018.
• Your company was recommended to me by Ms. Elsie Wong of Far
Eastern Logistics
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Final Paragraph
This paragraph should contain a polite expression and/or an expression of
thanks to the reader. The degree of politeness (and therefore the length),
depends on how unusual or difficult your request is.
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Final Paragraph
• Possible language includes:
1. Thanks. (For a very informal and normal enquiry or request)
2. I look forward to hearing from you.
3. Thank you very much for your kind assistance.
4. I appreciate that this is an unusual request, but I would be very grateful for
any help you could provide. I look forward to hearing from you.
• If you think the reader might have further questions, you can suggest that he or
she contact you; e.g. 'If you have any questions, please do not hesitate to contact
me'.
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SAMPLE 1
Golden Gate Engineering
Prince Square,
Prince Street,
Dehradun
24 September 2009
Pro-Skills Training Centre
Jubilee Building
Silver Road
Dehradun
Sub: Enquiry about Quality Control Course
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Dear Sir or Madam
I am writing to enquire whether your company could offer a course on Quality Control for
our managers.
I saw your advert in the Hindustan Times on Tuesday, 22 September 2009, and the Quality
Control Training Course (Ref.: QC 101 ) mentioned in the advert might be suitable for us.
I would like to know if it is possible for you to offer a 3-month training course starting
before or, at the latest, on Monday, 12 October 2009, for a group of 20.
Could you send us some information about the teaching staff and the possible schedule
for this course? I am looking forward to receiving your reply.
Yours faithfully
(signature)
David Mathur
Managing Director
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Sales Letter
A document designed to generate sales
• Convinces the reader to place an order; to request additional information;
or to lend support to the product or service or cause being offered
• Influences the reader to take a specific action by making an offer – not an
announcement
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Sales Letters
• Grab the reader’s attention
• Highlight the product’s appeal
• Show the product's use
• Conclude with a request for action (buy it!)
• Appeal to the reader with reader-centered issues (health, convenience,
service, saving money…)
• Use concrete words and colorful verbs
• Be ethical and truthful
• Don’t brag or go on
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• Sample text here (16)
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Advantages Of Sales Letter
• They are less costly
• They are convenient
• They are effective
• They are addressed to a specific audience or target market
• They can be very comprehensive. They can fully explain things regarding
a product
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Commandments
1. Focus on what your prospect wants, needs, hopes, dreams, and desires
… or appeals to their emotion
2. Always write to someone specific.
3. Get your readers’ attention immediately!
4. You must write to sell!
5. Don’t put them to sleep
6. Please tell them exactly what you want them to do.
7. Never use negative tone in a letter.
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Assessment Pattern
Students are assessed on the basis of the following parameters:
• Hourly Test- 2
• Assignments
• Surprise Test
• Quiz
• End Semester Exam
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APPLICATIONS
• Applicable to both personal and professional life
• Will strengthen the letter writing skills of students
• Students will be able to write letters in a wide range of professional
situations
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REFERENCES
• www.primaryresources.co.uk/english/powerpoints/how_to_write_a_letter.p
pt
• www.2.econ.iastate.edu/classes/econ292/deiter/Letterwriting.ppt
• www.writing.pppst.com/letters.htmlclassroom.jc-
schools.net/samst/Unit1/friendlyletters.ppt
• www://ylejoe.wikispaces.com/file/view/Formal+letters.ppt
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THANK YOU
For queries
Email: [email protected]
