Letter Writing

Styles of Letter
Formal
Informal
Informal: May use contractions (cant, wont, shouldnt, etc.).
Formal: Avoid contractions (write out full words cannot, will not,
should not, etc.).
Informal: May use first, second, or third person.
Formal: Write in third person (except in business letters where first
person may be used).
Informal: May use clichs
Formal: Avoid clichs

Informal: May address readers using second person pronouns

(you, your, etc)
Formal: Avoid addressing readers using second person pronouns
(use one, ones, the reader, the readers, etc.)
 Informal: May use abbreviated words (photo, TV,
etc)
Formal: Avoid using abbreviated words (use full
versions like photograph, television, etc.)
Informal: May use imperative voice (e.g.
Remember.)
Formal: Avoid imperative voice (use Please refer to.
.)
Informal: May use short and simple sentences.
Formal: Longer and more complex sentences are
preferred (short simple sentences reflects poorly on
the writer)
Characteristics of Good
Letters
Good will:
It means the act of making friend
and then keeping the friend.
Have to be honest, polite and
sincere.
It can be achieved through word
choice and message.
 Principles of Good
Communication
Letters should be concise, accurate,
complete and clear.
Follow conventional letter format.
Components of Letter
Essential Components
Writers address.
Date.
Inside Address.
Salutation.
Letter body.
Complimentary Close.
Signed name.
Typed name.
 Optional Components:
Subject line.
New-page notification.
Enclosure notification.
Copy notification.
Formats of Letters
Full block letter.
Modified block letter.
Simplified format.
 Complaint Letters
The complaint letter formalizes a
problem situation by putting it into
writing and is usually the last resort to
try to get a situation resolved.

Introduction:
1. State problem politely.
2. Suppress your anger.
3. Include supporting evidences like
Dates of purchase.
Check number
Name of salesperson
State that copies of these documents are
enclosed.
Discussion
Explain in detail about the problem.
(information about shipping, breakage
information, itemized list of defects).
Be specific.

State what you want done and why.

Conclusion

End your letter positively.

Include your phone

number and the time you
can be best reached.
Activity
1. Write a business compliant letter to ABC
computer company (make up your own
address) about two defective laptops you
just purchased.
 Adjustment Letter
Introduction:
State that you agree with your

readers complaint and will

honor her recommendation.
(100% yes letter)
Begin with buffer ( 100% no

letter).
Begin with good news( partial

adjustment letter).
 Discussion
Explain what happened, why the problem
occurred and how the problem will be
avoided.(100% yes letter)
Provide facts, figures and incontestable
details. Then state the bad news.( 100% no
letter).
Precisely explain what happened, and then
state bad news.( partial adjustment letter)
Conclusion:

End the letter upbeat. (100% yes letter).

End the letter upbeat and provide the reader
alternative. ( 100% no letter).
 Good News letters
Introduction:
Explain why and what are you writing about.

Give good news

Discussion:
Provide details.

Conclusion:
State what you plan next, when this action will
occur and why date is important.
 Bad News Letters
Introduction:
Begin with buffer.
Discussion:
State bad news.
Provide proof of your
assertion.
Conclusion:
End your letter by giving some
alternative.
Sales Letters
A form of direct mail in which an advertiser sends a
letter to a potential customer.
Introduction:
You have to tell readers why are you writing.
You can start your letter with
Anecdote.
A question.
A quotation.
Data
Discussion:
Specify what you want to offer to benefit your

audience.
Provide data.

Give testimony.

Conclusion:
Make your readers act.

Use an appealing style.