Related with letter's parts and formats.

1. Important Parts of Letter
Appendix A
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2. Important Parts Of Letter
 Sender’s Address
 Date
 Reference (Optional)
 Receiver’s Address (INSIDE ADDRESS)
 Subject
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3. Important Parts Of Letter
Salutation
Attention Line (Optional)
Body
Complimentary Close
Signature Block
C.C / B.C.C / Encl. (Optional)
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4. Sender’s Address
• Written on top left or right. (Personal or not
representing any company)
• Letterhead (For Official matters)
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5. Letter Head Contains
• Name
• Address
• Phone number
• Email & website address
• Logo etc
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6. Letter Head
• Note:
No rule is followed to prepare letterhead of
companies.
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7. Date
• Written after sender’s Address.
• Several ways of writing Date: like
 06 January 2011
January 06, 2011
6th January 2011
06/01/2011
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8. Reference (Optional)
• Reference of any policy, or any letter is
included or file number is included.
like Your Ref:
Our Ref
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9. Inside Address (Receiver’s address)
• Name of receiver
• Post
• Department
• Name of company
• Address of company
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10. Subject
• Provides the recipient a glance about the
subject matter of the letter.
• Usually appears below the salutation.
• Can also be placed above the salutation.
• Examples:
Guest Speaker to Workshop
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11. Salutation
• Manner of greeting
• Should be written like
1. Dear Sir
2. Dear Madam
3. Dear Sir / Madam
4. Mr. is used for men
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12. Salutation
5. Miss is used for unmarried women
6. Mrs. for married
7.Ms if you don’t know the woman
is married or not.
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13. Attention Line (Optional)
• Not commonly used.
• Used if you know the last name of
receiver.
• It can also direct a letter to a position titile
or department.
• Place attention line on the first line of the
Inside Address and name of company on
the second.
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14. Attention Line (Optional)
• Can also be written after the inside
address.
• It is written like :
Attention Manager Marketing
 Attention of Mr. Mental
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15. Body
• Contains matter of the letter like
1. Enquiry
2. Order
3. Complain
4. Adjustments
5. Sales promotion
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16. Complimentary Close
• Yours Truly
• Yours Faithfully
• Cordially
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17. Signature Block
• Name and signatures of sender.
• Three lines space is essential
write it like this
Yours Truly
Saad Hamid Usmani
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18. Encl. (Optional)
• Stands for enclosure
• Included when documents or sample
cards, or designs attached with the letter
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19. C.C / B.C.C (Optional)
• C.C means carbon copy
• B.C.C. means blind carbon copy
• Included when carbon copies of the same
letter are sent to others.
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20. Second Page Heading
(Optional)
• Whenever additional page is required, use
a second-page heading.
• Some companies have second-page
letterhead.
• In case of no second-page letterhead
follow this pattern.
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21. Second Page Heading
(Optional)
• Ms.Tania
May 26, 2013
Page 2
• Ms.Tania
May 26,2013
Page 2
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22. Per pro (P.P) (Optional)
• When letter is sent on someone else
behalf, pp is written.
• Like this
• Pp
• S.H. Usmani
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23. Formats of the Letters
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24. Full Block Format
• Every heads begin at the left hand side.
• So, its very easy to follow.
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25. Full Block Format (British)
• All heads are placed on the left hand side
but only date is placed on the right hand
side.
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26. Modified Block Format
• The date, complimentary close &
signature section near right-hand margin,
attention line/subject line may be indented,
centered, or at the left margin.
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27. Modified Block Format
• Paragraphs are indented.
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28. Simplified Block Format
•
•
•
•
No salutation
No complimentary close
Subject line is written in capital letters.
Every head is placed on the left hand side.
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