Letter Writing - Students` Niche

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Letter writing
A letter is a written or printed communication directed to a person or
organization.
Types of Formal Letters
Government
Officials
Business
house
Authorities
FORMAL
LETTER
Colleagues
Customers
Editors
What is the purpose of writing a Business Letter?
Demand
Confirmation
Thanks
Business
Letter
Complaint
Arrangements
Clarification
Warning
Qualities of a good letter
CLEAR
CONCISE
CORRECT
COURTEOUS
CONVERSATIONAL
CONVINCING
COMPLETE
We Write Formal Letters To.
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0
0
0
0
0
0
0
0
0
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Make Job applications.
Get our problems addressed/seek redressal to them.
Inform others
Persuade others
Express our view on public issue.
Appeal others.
Warm someone.
Make enquiries.
Send replies
Book/supply orders.
Send/ask for payments/discounts/brochures of information etc.
Sell products.
Make recommendations/reference.
Style of Formal Letter
0 A formal style i.e.
 the language and tones of the letter are formal, impersonal
or objective.
 no informal expression, greetings or contracted forms of
words are used.
 The language is straight forward and to the point.
 It may be strongly worded if need be but never impolite.
Points to Remember while writing a Letter
• Why are
you
writing
• Important
Facts
• Action
expected
from the
recipient
Marking Scheme Of A Letter
Content:
Expression:
0 Grammatical accuracy, appropriate words spelling
0 Coherence and relevance of ideas and style
4
4
(2)
(2)
Layout/format:
Layout includes:(1) Sender’s address,(2) Date,(3) Receiver’s address,(4) subject,
(5)Salutation, (6) Complimentary close
Word Limit : 150 for the body of the letter
NOTE: No marks are awarded if only the format is given for the candidate’s
creativity in presenting his/her own ideas. Mixing up of the traditional and
modern layouts is not acceptable.
If the candidate exceeds the world limit by 10 words or more 1 mark will be
deducted. Word limit applies only to the body of the letter.
To the Officials
0 Begin by identifying yourself. Then clearly state the
purpose of writing.
0 Give details of what you want to do or want to be done
e.g. applying for a new electricity connection.
0 Make a request for appropriates /necessary action.
To The Editors
0 You may begin with a reference to recent developments, new
events etc.
0 Establish a context for writing.
0 Give details of the topic e.g. the problem of beggary, its cause
and effects and possible solution.
0 DO NOT ASK THE EDITOR TO SOLVE YOUR PROBLEMS. He can
only give voice to your views, concern, complaints, suggestions,
criticism, appreciation. He may also be approached for
complaints against erring officials, department, business house
etc.
0 Write a letter to the Editor of a newspaper, complaining about the bad conditon of water
supply in your locality. You are Prabhu Dayal living at H-19 Dayal Bagh Colony, New Delhi.
H-19
Dayal Bagh Colony
New Delhi
5th January 2008
The Editor
Hindustan Times
New Delhi
Sub: Bad condition of water supply in Dayal Bagh colony.
Sir
I would like to draw the kind attention of the concerned authorities through the column of your
esteemed newspaper towards the problem of bad condition of water supply in Dayal Bagh colony. Most
of the time the taps remain dry. The supply is made only two hours in the morning and one hour in th
evening. Besides the water is muddy and polluted. Many residents fall sick. There are complaints of
jaundice and loose motions after drinking this water.
In this connection we have complained to the local authorities but in vain. I, therefore, request the
higher authorities to look into this matter and take necessary action immediately.
Thanking you
Yours truly
Prabhu Dayal
To Boss & Colleagues,
Authorities
0 Show due respect but do not flatter.
0 Clearly state the purpose of writing e.g. asking for a raise,
seeking action on a proposal or promise, making enquiries
etc.
0 Use polite language and pleasant tone.
To Business House/Customers :
0 Always be very polite (even if u have to complain)
0 Keep the tone friendly and pleasant.
0 Do quote reference numbers, order numbers
cheque/demand draft numbers, file numbers, coder or ID
numbers etc.
0 Convey your message in a brief and straight forward
manner.
0 Give more importance to the reader.
Sample Letter
M.A.M.C Pvt ltd
Noida
12may 2010
Junior Manager
Nokia international
Gurgaon
Subject: Review Customer relationship management program 2010
Dear Ms.Neha
This is further to our meeting of last week, in which we agreed to hold a series of meetings over the next two months to
review your experience with the implementation of the one on one Customer relationship management program 2010.
as discussed before our objectives will be the following
1. Review and access the overall effectiveness of the programme.
2. Identify and document strengths and weakness
3. Propose customer focused solutions to areas of weakness.
As, agreed the meetings will be held every alternate Tuesdays at 9am at Nokia’s office. We look forward to meeting you on
the 18th for the meeting.
Yours faithfully
Marylyn Monroe
You are Seetha / Surya living in Bangalore. You and your friend are
planning a week long holiday. You are across the following advertisement.
Select a description of your choice. Write a letter making necessary enquiries
from the tour operator before you make your final decision.
This winter fill your holidays with endless fun and thrill
We offer exciting domestic and international holidays packages for
Individual as well as group
1-Exotic Malaysia with Singapore and Star Cruise.
2-Megical Singapore 5 Nights / L Days:
Rs. 14,999/3-Bangkok, Pattaya + Kul + Gentiag Singapore
Singapore
11 days: Rs. 32,999/5-Best Of Nepal
5 nights in a 5 Star Hotel : Rs 7,999/-
4- Bangkok, Pattaya + Kul + Gentiag
7 Nights / 8 Days: Rs. 67,000/6- Exotic Goa
3 nights / 4 Days : Rs. 3,333/-
For. More details write to us or visit our website: www.sevanathholldays.com
Or write to us at: Sewa Nath Worldwide Holidays, 12.A, Kailash Building
Goverdhan Road, City Centre, Malegeon
27 Cuffe parade
Bangalore
28th November 20xx
Sewa Nath Worldwide holidays
123-A, Kailash Building, Goverdhan Road
City Centre, Malegaon
Sir
Sub : Enquiry about Exotic Malaysia with Singapore and Star Cruise
This has reference for your advertisement in ‘The Hindustan Times’ Dated 28th November
20xx about winter holidays tours.
We are a group of ten friends who would like to go on Exotic tour of Malaysia with
Singapore and Star Cruise as advertisement by you starting 15th December
Kindly send me details about accommodation and travel arrangements and whether the
quote rate is inclusive of ‘everything. Do you offer any discount to group booking?
Another thing please let me know the necessary immigration formalities and whether
they will be fulfilled by on our behalf.
Could you please arrange a short presentation on an absolutely no-obligation basis?
Looking forward to a prompt reply.
Yours truly
Seetha
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