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Letter Notes - Handout

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  WRITING LETTERS PARTS OF A LETTER Since letters serve as records, some routine details are necessary in the mechanical makeup of a letter. The different parts of the letter have their own fixed positions there may be slight variation from left to right in the different styles of layout. 1. Heading or letterhead 2. Date 3. Inside Address 4. Salutation 5. Attention Line, Subject Line, Reference Line 6. Letter Content 7. Complimentary Close 8. Signature 9. Enclosures 10. Copies 11. Mail 12. Initials Letter Head Date Be Careful with the Date In India / UK the day comes first, in US the month comes first. So 12 06 09 is twelfth of June in India, but sixth of Dec in US. So write the date as 12 June 2009. Use capital for the month, no need of th, rd or st after the day. Inside Address Name & Address of the receiver as written on the envelope. Can be written in indented or block form. Indented form requires first line to begin at the margin, subsequent lines two spaces away. A comma follows each line and a full stop is put after the last line. In Block Form all lines begin at the margin, no punctuation at end of any line. Salutation Begins at the margin, two spaces below the Inside Address.  A letter addressed to an organization begins with Gentlemen or Dear Sir or Sirs. To a particular official by designation e.g. “The Sales Manager”, the letter begins with Sir, or Dear Sir, (Madam or Dear Madam). Sometimes the letter is addressed to an official by his name and designation. Mr.A.K. Basu, Sales Manager, when the salutation is Dear Mr. Basu  unique constro unique constro unique constro unique 58c mg road pune india    telefax 020 26643107 email uniqueconstro@gmail.com 4 February 2009 Your ref : Our ref : UC/exp/213 Dear Mr Basu Poona Furnishings 7 Lakshmi Heights Pune Office Furniture We have moved to a new office and need extra desks, chairs, filing cabinets and light fittings. Please send us your catalogue with prices, sizes, colours for all these items. Yours sincerely  Ajit Deshpande Purchase Manager Layout of Business Letters 1. Block Form 2. Modified Block Form 3. Semi-Block Form 4. Indented Form 5. Hanging Indented Form  1. BLOCK FORM unique constro unique constro unique constro unique 58c mg road punei india    telefax 020 26643107 email uniqueconstro@gmail.com 4 February 2009 Your ref : Our ref : UC/exp/213 Dear Mr Basu Poona Furnishings 7 Lakshmi Heights Pune 411 002 Office Furniture We have moved to a new office and need extra desks, chairs, filing cabinets and light fittings. Please send us your catalogue with prices, sizes, colours for all these items. Yours sincerely  Ajit Deshpande Purchase Manager Characteristics   Every part of the letter begins on the left hand side   As there are no indentations, takes minimum time to type   Latest style but already very popular   Drawback is letter looks heavy on left side and blank on right  2. MODIFIED BLOCK FORM unique constro unique constro unique constro unique 58c mg road punei india    telefax 020 26643107 email uniqueconstro@gmail.com Dear Mr Basu Your ref : Poona Furnishings Our ref : UC/exp/213 7 Lakshmi Heights Pune 4 February 2009 Office Furniture We have moved to a new office and need extra desks, chairs, filing cabinets and light fittings. Please send us your catalogue with prices, sizes, colours for all these items. Yours sincerely  Ajit Deshpande Purchase Manager Characteristics   the name and address of the addressee ( person you are writing to ) are at top left   date is on the right   there is no punctuation in the address or after Yours faithfully/sincerely or Dear   the paragraphs start at the margin and there are line spaces between them    the writer’s name and title are under the signature   There are no punctuations except in the letter content   The form is neat in appearance and is used extensively Project sample letter and discuss
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