Heading
Salutation
Signature
?
Subject
Subscription
Body
Letter writing
In this module you will have an opportunity to
investigate a special kind of writing that is particularly
useful in your everyday life.
Letter Definition
 A written or printed communication directed to a
person or an organization.
Before writing a letter
Identify your audience and purpose in order to
determine the type of letter you will write (formal or
informal).
Analyze your reader
 Who is your reader?
 Will my reader be favorable or unfavorably disposed to
what I am going to say?
 What impression do I want my letter to make on
reader?
Informal Letter
An informal letter is used for personal communication.
Informal letters are letters we write to friends and
relatives. There is no strict format to write an informal
letter.
Formal letter
A formal letter is written for professional (official and
business) communication, written in the formal
language with a specific format for business or official
purpose
E.g.:-a letter of enquiry, a letter of request, or a letter of
complaint.
Parts of a letter
All letters must follow certain conventions or formats.
Here is the format to use when writing a letter. It will
help you organize your letter and make it easier for your
receivers to read. The letter format has five parts.
 The Heading
 The Salutation/Greetings
 The Body of the Letter
 The Complimentary Closing
 The Signature
The Heading
The heading may include your complete address, but it
certainly must have the date.
• It is placed in the upper right-hand corner of the letter.
• If you choose to include your own address, set it up
this way. On the first line, write your d.no./apartment
number and your street address (whatever applies to
your address).
• The second line should list your city, town, or village,
the province, and postal code.
• The third line gives the month, the day and the year
you are writing the letter.
Greeting or Salutation
The Salutation depends on the relationship between the
sender and the receiver.
 To members of your family and friends, it could be
Dear Father, My Dearest Friend, Dear Uncle, Dear
Dhruva, etc.
 To Businesspeople or any officer of higher rank, it
could be Dear Sir, Dear Sirs, Sir/Ma’am, etc.
 The salutation is written two lines below the heading,
at the left margin.
 A comma usually follows the salutation in a personal
letter.
The Body of the Letter
In the body of a personal letter,
you do your
"conversation."
• The message you place in the body should follow all
the basic rules of paragraphing, spelling, punctuation,
sentence structure and paragraphing.
• Indent the first line of each new paragraph about five
spaces.
• Again, the language should be formal.
• The details you include, and the order in which you
present them, depend on you and what you want to
say.
The Complimentary Closing
• The subscription helps you end the letter in a polite
and courteous manner.
• The subscriptions change according to the type of
letter you are writing.
• It can be written as Yours faithfully, Yours lovingly,
Yours sincerely, With love, etc.
• Capitalize only the first word of your closing.
• Punctuate it at the end with a comma.
• Line up the first word of your closing with the first
word in your heading.
The Signature
 The signature is the part of the letter where you sign
your name.
 You may sign with your first name only, if the person
receiving the letter would recognize you from just your
first name.
 Otherwise, use your full name.
Nirmal & Dhruva Associates
D.No:6-2, Muddurthi
Visakhapatnam
05 January 2022
Madhu Mitha & Partners
D.No:9-2, Muddurthi
Visakhapatnam
Without Prejudice
Dear Sir/Madam,
Sub: Nishant Vatti v Ravi Roy and Sundaram Delivery Co. Ltd. Accident 28 December
2021-Reg.
We note that you act on behalf of the dependents in the above matter. It appears clear from the
facts of the case that the first defendant caused the accident referred to above. We have managed
to obtain a statement from an independent witness which appears to indicate clearly that liability
will be established for negligence. If the case proceeds to trial, we are confident that the court will
award damages to our client. To avoid further unnecessary legal costs therefore we are
instructed to propose settlement, entirely without prejudice, in terms whereby:
1.
Your clients pay damages in the sum of 90000/- (ninety thousand) to our client within 28
days in full and final settlement of this matter.
2.
In addition, your clients pay our client’s reasonable legal costs.
We look forward to hearing from you in the earnest hope that this matter may now be resolved
amicably in the above terms.
Yours sincerely,
Madhu Mitha & Partners
D.No:9-2, Muddurthi
Visakhapatnam
04 January 2022
Nirmal & Dhruva Associates
D.No:6-2, Muddurthi
Visakhapatnam
WITHOUT PREJUDICE
Dear Sir/Madam,
Sub: Nishant Vatti v Ravi Roy and Sundaram Co. Ltd. Accident 28 December 2021-Reg.
We refer to your letter dated 5th January 2022 setting out without prejudice proposals regarding the
above matter. Having taken our clients instructions we confirm that our clients agree to the terms
of settlement proposed in full and final settlement. We will forward a cheque for the agreed
damages amount of 90,000 to your office within 28 days. In the meantime, please provide us with
details of your client’s legal costs and bank details.
Yours sincerely,