Presentation On writing official Letters

Submitted To:
Ma’am: Tenzila Khan

Submitted By:
Niamat Ul Azam
Definition of letter
• A written or printed communication directed to a person or
organization
• Letters may be created and send as
1. Email or electronic transmission
2. Hand delivered transmission
3. Regular mail transmission
Types of letter
• There are two main types of letter
1. Formal letter
2. Informal letter
Formal ​letters
• What is a formal ​letter?​
• ​Usually written to people you don’t ​know
• ​•​E.g. Written to:​–
• ​Complain​–
• ​Apply for a job​–
• ​Reply to a formal letter you have received
A FORMAL LETTER

- A letter to a business partner, collegue or any

professionals
Style / Language
• ​Not personal
• ​Need to give information in the ​shortest, clearest way possible​
• ​Use language that is business-like…
Structure
• ​Every piece of writing should have:​–
• ​Beginning
• ​Middle
• ​End
Informal letter
• An informal letter is a letter written to a friend or family.
• These are also known as personal letters.
AN INFORMAL LETTER

– a letter to a friend or a member of a family

Starting off…..
• Correct addresses:
YOUR address (right)
• Their address (left)
• - but only if it is an official letter, not personal)
• Date
• Dear Sir or Madam ( or their actual name…Jim, Anne,Mr.Jones,
Miss.Peters, etc..)
Starting cont……..
• Why are you writing to them...”I am writing to you to because…..”
• Explain who YOU are….
• Be polite! “I hope you don’t mind me writing to you but I had tell you
about..”
• Be strong (If it is a letter of complaint) eg.” I must inform you that I
am not happy with….”
Last paragraph…..
• This is a concluding paragraph
eg. To sum up, I would say
that…
• Give an overall view of the
letter.
Signing off…..
• If you know them personally -
Yours sincerely
• If you don’t know them - Yours
faithfully
• RE-READ YOUR WHOLE
LETTER!!!!
LAYOUT OF A LETTER
1. YOUR ADDRESS

2. THE NAME AND ADDRESS OF THE PERSON

TO WHOM YOU ARE WRITING

3. THE DATE
4. THE GREETING,

5. THE BODY OF THE LETTER (INTRODUCTION, MAIN

PARTS, CONCLUSION)

6. THE ENDING
Letter layout.

Your address
Name and address of
someone who you are
writing to

Date
Dear Rida,

It was so nice to see you last week.

Thanks for the invitation to your party on Friday. I´ll be there
at 8 o´clock. I´ll bring some good dresses for you. See you
soon!
Love,
Your name
Layout

DATE
5 September 2011
5 Sept. 2011
September 5, 2011
5.09.2011
9/5/11
5th September 2011
Layout

BEGINNING
Dear Mr Cloud
Dear Mr J. Cloud
Dear Mrs Cloud
Dear Miss Cloud
Dear Ms Cloud
Dear Ms Mary Cloud
Dear Manager
Dear Sir or Madam
Layout
ENDING
Yours sincerely
(you know the name)
signature
NAME (printed)

Yours faithfully
(don’t know the name)
signature
NAME (printed)
Conclusion
 Depends on the type of letter.

CLOSING STATEMENT
I look forward to hearing from You.
I am looking forward to hearing from You.
I look forward to hear from You.
I look forward to Your reply.
I am looking forward to Your reply.
The end