WRITING A LETTER

SESSION-6
Letters

 Letters are brief messages sent to recipients that are often outside the
organization.
Letter
Standard Parts of a Letter

1. Heading – Letterhead & Date

 American business format: November 5, 2020
 Asian/European Format: 5/11/2020 or 5 November, 2020
2. Inside Address
 Sequence: Line-1: Courtesy Title, Name, Line:2 Address
3. Salutation
 Asian format: Dear (surname first name middle name comma): EG: Shaikh Aisha Iqbal,
4. Body
5. Complimentary Close
6. Signature Area
7. Reference Section
 Format: (Signer:Writer:Typist) – EG: AIS:MMN:YA or AIS/MMN/YA
 One person only: AIS
Optional Parts of a Letter

 Attention Line
 Subject Line
 Enclosure Notation
 Copy Notation
 File or Account Number & Mailing Notation
 Postscript
Letter Styles/Formats

1. Block Format
2. Modified Format
3. Semi-Block / Modified-Block with Para Format
Block Format

 Block format features all elements of the letter

aligned to the left margin of the page.
 It has a neat and simple appearance.
 Paragraphs do not have an indent and are
separated by a double line space.
 This is a common format because it is quick &
easy to setup.
 Modified Format

 Modified block differs from block style in that the

date, complimentary close & signature lines begin
at the center point of the page or are placed in such
a way that they end near the right-hand margin.
 The beginning of each paragraph is indented five
spaces (centered), along with the subject line, if
used.
 Attention or subject line may be indented, centered
or begin at the left margin.
 Depending on the length of the letter, paragraphs
may be separated by a single or double line space.
Semi-Block Format

 Semi-block is similar to block but has a more

informal appearance.
 All elements are left-aligned, except for the
beginning of each paragraph.
 Paragraphs are indented and separated by a
double line space.
Punctuation Format

Open Punctuation Mixed Punctuation

 Used in American business format  A Colon follows salutation (Asia & Britain
uses comma)
 No any part of letter except body &
abbreviations has punctuation marks.  A comma follows complementary close
WRITING A LETTER
OF REQUEST
SESSION-6
What is a Letter of Request?

 A letter of request is a letter in which one person asks another person or group of people
to grant a specific demand or respond to an inquiry or appeal.
 Request Letter is a letter which is written when you need certain information, permission,
favour, service or any other matter which requires a polite and humble request.
Sample
Class Exercise-I

 You read a brochure about a training program that can help you get a promotion or a salary raise.
Not much information is given on the brochure. It only says “register yourself for a world-class
Communication Skills Certification by ABC Training Institute” in December 2020.
 Write a letter of request asking about the details of the training program.
Class Exercise-II

 You’re having a clash in your exam date. Write a letter to the examination department requesting
to reschedule your exam.