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- 2. Formal Letters: Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for a number of reasons such as, to express your concerns while working in a professional setup to provide official information across your workspace to order goods, to apply for employment, etc. to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.
- 3. formal letter should be, Correct and accurate in all respects Concise or brief, but not at the cost of clarity Complete with all necessary details Courteous and polite Clear without any room for ambiguity Structure of a Formal Letter: As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.
- 4. PARTS OF A FORMAL LETTER: An official letter is written in a formal tone. There are certain elements found in all official letters . These are listed below. SENDERS ADDRESS: The address of the sender is placed at the top left corner of the page. It is not punctuated in current practice. The address is on sited when official letters are written on personal or company letterheads. Date: The date is placed below the sender's address.
- 5. INSIDE ADDRESS: This is the name, designation and address of the receiver. It is placed below the date. The inside address is not punctuated, and each line of the address begins on the left margin. SALUTATION: The most common forms of salutation in an official letter are Dear sir (or Dear sirs if the organization and not a specific individual is being addressed) and Dear sir/ madam may be used. In case you do not know whether the person to whom the letter is being sent is a man or a woman, the salutation 'Dear sir/madam' may be used. If you know the name of the person you are writing to, address the person by his or her sur name or full name, accompanied by a title, as in, 'Dear Ms Uma Verma' or 'Dear Dr. Sharif .
- 6. SUBJECT: This is a brief statement of the subject of the letter or what it is about.It is placed below the salutation Body of the letter: This is the main part of any letter. An official letter should be brief, clear, precise and complete w Body of the letter respect to the informationbeing conveyed.What is just as importantis that your letter must be polite,evenwhen refusing an offer or sayingsomething difficult for the receiver to accept. Complimentary close: The complimentaryclose is a word or phrase used to end a letter, and appears above the signature. Use the expression"Yours sincerelyif you have addressedthe receiver by his/her title and a (eg, when your salutationwas 'Dear Ms Verma). Use the receiver has not been addressedby name (eg, "Dear madam' and similar salutation use 'Yours faithfully as the complimentaryclose.
- 7. This phrase 'With regards' used to be reserved for those situations in which the addressee w someone you know well. Nowadays, it is increasingly acceptable in almost all cases (except for a few rare very formal situations). Note that forms like "Yours respectfully, "Yours obediently and "Your obedient servant' are now dated and seem overly formal to the point of awkwardness.
- 8. BLOCK FORMAT Senders Address Date Inside address Salutation Subject line Body: paragraph 1 ....... .. ...... .... Body paragraph 2 ........ .. ...... .... Body paragraph 3 ....... .......... .. Complimentary close Signature Enclosures
- 9. MODIFIED BLOCK FORMAT Senders Address Date Inside address Salutation Subject line Body: paragraph 1 . . . .... .. . . . . .. .. . . ... . . . .. . . ... . . Body paragraph 2 . .. . .... .. . . . . .. .. . . .... .. . . . ...... .. Body paragraph 3 . . . .... .. . . . . .. .. . . Complimentary close Signature Enclosures
- 10. SEMI -BLOCK FORMAT Senders Address Date Inside address Salutation Subject line Body: paragraph 1 . . . ... . . . . . .. . . . . . . ... . .. . . . . .. .. . . .. . . . . .. . . . .. Body: paragraph 2 . . . ... . . . . . .. . . . . . . ... . .. . . . . .. . . . . .. Body: paragraph 3 2 . . . .... . . . . .. . . . . . . .... .. . .. . . . . .. . . . .. Complimentary close Signature Enclosures
- 11. THANKYOU