Important Parts of Letter

Appendix A

1

Important Parts Of Letter

Sender’s Address

Date

Reference (Optional)

Receiver’s Address (INSIDE ADDRESS)

Subject

2

Important Parts Of Letter

Salutation

Attention Line (Optional)

Body

Complimentary Close

Signature Block

C.C / B.C.C / Encl. (Optional) 3

Sender’s Address

• Written on top left or right. (Personal or not

representing any company)

• Letterhead (For Official matters)

4

Letter Head Contains

• Name

• Address

• Phone number

• Email & website address

• Logo etc

5

Letter Head

• Note:

No rule is followed to prepare letterhead of companies.

6

Date

• Written after sender’s Address.

• Several ways of writing Date: like

06 January 2011

January 06, 2011

6th January 2011

06/01/2011

7

Reference (Optional)

• Reference of any policy, or any letter is

included or file number is included.

like Your Ref:

Our Ref

8

Inside Address (Receiver’s address)

• Name of receiver

• Post

• Department

• Name of company

• Address of company

9

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

10

Salutation

• Manner of greeting

• Should be written like

1. Dear Sir

2. Dear Madam

3. Dear Sir / Madam

4. Mr. is used for men 11

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.

12

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.

13

Attention Line (Optional)

• Can also be written after the inside address.

• It is written like :

Attention Manager Marketing

Attention of Mr. Mental

14

Body

• Contains matter of the letter like

1. Enquiry

2. Order

3. Complain

4. Adjustments

5. Sales promotion

15

Complimentary Close

• Yours Truly

• Yours Faithfully

• Cordially

16

Signature Block

• Name and signatures of sender.

• Three lines space is essential

write it like this

Yours Truly

Saad Hamid Usmani

17

Encl. (Optional)

• Stands for enclosure

• Included when documents or sample

cards, or designs attached with the letter

18

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.

19

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.

20

Second Page Heading (Optional)

• Ms.Tania May 26, 2013 Page 2

• Ms.Tania

May 26,2013

Page 2

21

Per pro (P.P) (Optional)

• When letter is sent on someone else behalf, pp is written.

• Like this

• Pp

• S.H. Usmani

22

Formats of the Letters

23

Full Block Format

• Every heads begin at the left hand side.

• So, its very easy to follow.

24

Full Block Format (British)

• All heads are placed on the left hand side but only date is placed on the right hand side.

25

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.

26

Modified Block Format

• Paragraphs are indented.

27

Simplified Block Format

• No salutation

• No complimentary close

• Subject line is written in capital letters.

• Every head is placed on the left hand side.

28