LETTER WRITING

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Introduction
Letter Writing is the basic tool of Writing
It is the oldest form of writing
Most essential documentation in the

process of communication
Letters are classified into two types
Formal letters / official letters
Informal letters/ Personal letters
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 Letters Written to officials on various

purposes are called formal letters

Examples:
Leave letters
Business letters
Bank communications etc.

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 Informal letters / Personal letters are those

that are written to parents, brothers, sisters,

friends and other relatives
They too are written with a purpose

but with certain emotions are incorporated in

them

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 Formal letters as said are also Written

with a pre-determined purpose so they

are to be written in a picture framed
manner hence they require certain
elements to be placed in certain places
They are required in order to attract the
attention of the reader
First impression is the best

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 The following are the required elements

Heading
Inside address
Salutation
Subject
Reference*
Body of the letter
Subscription / Closing remarks
Signature
Enclosures / Encls.*
Copy to / Ccto*
Identification marks*

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-------------HEADING-------------------------------------------------------------------

------DATE---FROM
--------------------------------------------------------------------------------------------------------------TO
-----------------------------Inside Address-----------------------------------------------------------------Salutation,
Sub:
Ref:
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Subscription,
(signature)
Encls:*
Ccto:*
Identification Marks*

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What is a business letter?

Its a formal written message in a conventional
form for a specific audience to fulfill a specific
need
Correspondence made in business helps in

making decisions

It acts as a chief tool as it helps in sending

or receiving information

Information can be in the form of ideas,

opinions, suggestions, documents, etc.

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How to make an effective business letter?

It requires ,
Prewriting: audience analysis, purpose identification,
scope, and analysis of the action desired
(APSA): Audience, purpose, scope and action should
be kept in mind
Writing: outlining the needs to be written & following
several writing strategies like brainstorming,
free writing and mind mapping
Post writing processes: the first draft is revised, edited
and evaluated
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There are four different formats employed in business letters

Block format or style
Modified block format or style
Semi-block format or style
Simplified format or style

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-------------HEADING---------------BLOCK FORMAT OR STYLE

---------------------------------------------------DATE---FROM
------------------------------------------------------------------------------------TO
------------------------------inside address----------------------------------------------------------------Salutation,
Sub:
Ref:
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Subscription,
(signature)
Encls:*
Ccto:*
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Identification
Marks*

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-------------HEADING---------------- MODIFIED BLOCK FORMAT

---------------------------------------------------------DATE---FROM
---------------------------------------------------------------------------------------------------------------TO
------------------------------Inside Address----------------------------------------------------------------Salutation,
Sub:
Ref:
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Subscription,
(signature)
Encls:*
Ccto:*
Identification Marks*

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HEADING-------------------------------------------------------------------

SEMI- BLOCK FORMAT

------DATE----

FROM
--------------------------------------------------------------------------------------------------------------TO
-----Inside Address-----------------------------------------------------------------------------------------Salutation,
Sub:
Ref:
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Subscription,
(signature)
Encls:*
Ccto:*
Identification Marks*

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HEADING-------------------------------------------------------------------

SIMPLE FORMAT

---DATE---FROM
--------------------------------------------------------------------------------------------------------------TO
------Inside Address----------------------------------------------------------------------------------------SALUTATION,
SUBJECT:
REFERENCE:
------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

(signature)
Encls:*
Ccto:*
Identification Marks*

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