LETTER WRITING

By:
Muhammad Suleman
What is letter???

“A written or printed communication directed to a

person or an organization.”
Sample Format:
Letter
Mechanics
Pronoun
The use of personal pronouns is important in letters . . . I,
he, she, it, we, they, you

 In a letter, do not refer to yourself in the third person

by using “the writer”.

 It is perfectly natural and appropriate to refer

to yourself as I and to the reader as you.
 Letter Mechanics

Focus and Specificity

 Be Focused.
 Write concise and purposeful letter
 Do not write confused, overlong letter.
 Do not be rude.
 Do not try to impress with your
writing. i.e.
Please, very very very
thank you
 Letters format

Modified Block Style Full Block Style

Semi Block Style
 Two main categories of Letter:
Personal Letters: ( Informal Letter)
A type of letter (or informal composition) that usually concerns
personal matters, rather than professional concerns and is sent from
one individual to another.

Business Letters: ( Formal Letter)

A letter written in formal language, usually used when writing from
one business organization to another.
 Personal Letter:

These are the letters which keep

us in touch with family and
friends.
These are usually chatty and
informal.

 Parents
 Close relatives
 Close friends
Parts of an Personal (Informal) letter

1. My Address

2. Date

3. Greeting

4. Introduction

5. Explanation

6. Close

7. My name
 Personal Letter

 Example
Write a letter to your friend Mona telling her
about your visit to Countryside.
 Po box 999,
Karachi,
Pakistan.
02-01-2023

Dear Mona,
This summer was great. I traveled to Countryside
with my family. First, let me tell you about my
flight..................................

The first day was wonderful. We went to lots of

interesting places. For example,……………….

So as you can see, I really enjoyed my visit to

Countryside and I ……………………
I will write again soon.

Best wishes,
………………
Flat,18/2 Street 06,
I I Chandigar Road, Karachi.

02 January,2023.

Dear Rizwana

How have you been? I’m really sorry that we haven’t been in touch. Things have been
very busy, but I do have some news to share with you. I will be in city for a few weeks in
the month of Nov and I would love to have the chance to see you.

It’s about time that we catch up, don’t you think? Who among our friends are also in the
city? Maybe we can go out for dinner with the old friends. I’m going to be available on
the weekends, so if you can find a time for us to get together, please do inform me.

I know it has been way too long, but I hope to hear back with updates from you soon.

Yours loving,
Jamila
Dear Rehan,

I am writing to apply for the Web Developer position as posted on the website. In line with this
application, I am also enclosing the completed job application form, my certification, and my
resume. My references are available upon request.

I graduated with a degree in Information Technology from SMI University and I believe that my
previous experiences, as well as my education, will make me a great addition to your team. I am
highly organized and efficient at my job, and I continually strive for excellence.

Please take a look at my resume for a more in-depth view of my work experience. Please do not
hesitate to contact me at any time.

Thank you for your time and consideration. I look forward to speaking with you regarding this
opportunity.

Regards,
Irfan Khan
THE BUSINESS LETTE
What is a Business Letter?

A business letter is a letter,

 Written in formal language

 To find out information
regarding business activities
 To apply for a job
 To make a complaint
Types of Business Letters

Inquiry
letter
Response
to a Letter Letter of
of
Request Thanking

Type
Letter of
s Letter of
Complaint
Request
Response
to a Letter
of
Complaint
Subject: Complaint regarding replacement of defective Electric Toaster

Dear Mr. Dale,

I hereby wish to bring to you notice that the electric toaster that I have purchased from your
company on 03rd December 2022 is defective. I received a sealed piece from your stores
along with the warranty card. But when I opened the toaster and started to use it according
to the instructions it did not work at all.

I am a loyal customer who has purchased many electronic products from your stores before
but never faced such issues in earlier occasions. I request you to kindly replace the defective
electric toaster at the earliest.

I am also enclosing a copy of the purchase bill for your perusal and records.

Thanking you in anticipation of a quick and positive response.

Sincerely,
Kennedy.
Dear Mr. Horton

Up until recently we have enjoyed coming to Horton's over the years for the food and the
service. Unfortunately, after our visit this past Friday, this view has changed for us.

The issue started when our reservation for eight was pushed back because of overfilled
capacity and we were forced to wait for more than 30 minutes. We were finally given a round
table which was crowded for a group of eight.
This past Friday our immediate family brought other family members to the restaurant who
was visiting from another state. Instead of the usual delightful service and fare we
encountered problems almost at every turn.

While I sat reading over the dinner selections I overheard people at a table behind me
discussing what they were ordering. Many of the items did not appear on my menu. The
waiter was busy clearing other tables and taking dessert orders while I waited to place mine.
He then moved to a table of eight behind me and began taking their orders.

Indeed, our table was near the middle of the dining area and was surrounded by other large
groups who were quite noisy. .As an overall rating, our experience at your establishment was
not near what we had come to expect from Horton's. Hopefully you will be able to return to
your previous level of excellence.
How to Write
a Cover Letter
 What is a Cover Letter?
 A cover letter is a letter sent
alongside your resume to
introduce yourself, explain why
you are sending in your resume,
and provide more information
about yourself. It is to cover
everything we can’t express in our
resumes
 Proofread your letter.
Before you send the letter, read over it a few times to
make sure it conveys what you wanted to say, and
that it's free of spelling or grammatical errors.
 10 things to remember when
writing a covering letter

A good covering email will make your CV stand out from the
countless others that pass across an employer's desk. Here are 10
ways to ensure yours makes an impact:

1.Address the contact mentioned in the job advert and quote the
reference

2. Outline your current job situation and why you want to move
on - don’t be negative

3. Talk about the company to show you’ve done your research

4. State why you are interested in them as an employee

5.Tell them why they should be interested in you as an

employer
10 things to remember when
writing a covering letter
 6. Tailor information to the job and avoid repetition

7.Highlight your transferable skills, achievements and
versatility

8.Tailor your information but don’t slavishly match the
job description

9. Make sure it’s neat and brief.

10.End by politely expressing interest in further
dialogue
 Proofread, proofread, proofread!
You Should Include…

 Your address and the date the letter

was written
 The name and address of the person to
whom the letter is being sent
 A salutation (Dear :)
 The body of the letter
 A complimentary close and signature
 A title of respect, such as Dr., Mr., or
Ms.
 A return address and zip code
 Can also include reference initials,
enclosure notifications (such as your
resume), copy and postscript
You Should not Include…
 including the wrong information can
hurt, rather than help, your application
for employment.
 Mentioning salary requirements in the cover
letter, without it being requested . not good.
What if the employer wanted to offer more?
Or less?
 When applying for a temporary job post, some candidates think it's OK to
let the employer know the job would be perfect for them, because they are
looking anyways!
Next to Nothing (too short)
"Here's my resume. Call me. [Phone number].“
Criticism of a Prospective Employer
You Should not Include…
 Personal Stories
 Awkward Language
 Someone Else's Words
 Irrelevant Experience
 Arrogance

Wrong Company Name/Wrong
Cover Letter
 Cultural Preferences
 Jokes
 Your street address Your city,
state, zip code

Month, Day, Year

Mr./Ms./Dr. Name
Title
Name of company/organization
 First paragraph – Company address
City, State, Zip code

This is where Dear Mr./Ms./Dr. Last Name:

you will mention Paragraph 1: Answers “Why am I

writing?”

the job for which Identify the position and

the company

you're applying
Indicate how you learned
about the position
Request the employer’s
and how you consideration
Introduce basic information

found the job about yourself

Paragraph 2: Answers “Who am I,

listing. It only and why should you hire me?”
Contain a brief summary of

needs to be 1 to your personal data and

work experience.

2 sentences in Relate your skills, experiences, and qualities that would benefit you in this
position

length Paragraph 3: Answers “What is my next step?”

Refer the reader to your enclosed resume
Reiterate your interest in the position
Specify how you will follow up
 Body paragraph – Most cover letters will only
have 1 or 2 body paragraphs. You don't want
to overwhelm the hiring manager or use up a
great deal of his or her time. Try to answer
the following questions in your body
paragraphs: Why am I a qualified candidate
for this position?
 What work experience do I have that fits
the job requirements in the company's
listing?
 Why do I want to work for this
company specifically?
 Final paragraph – This will be where you wrap up and discuss
how you will proceed with the application. Consider including the
following:Reiterate in one sentence why you feel you're a perfect fit for
the position.
 Discuss what you'll do next. If you plan on following up with the hiring
manager in a week or two, include a specific date. Otherwise, just say
that you look forward to interviewing for the position and discussing
your qualifications further.
 Provide your contact information. Include your email address and your
phone number so the hiring manager can get in touch with you.
 Mention that your resume or references are attached (if applicable).
 Thank the person for their time

 End your cover letter with a respectful

closing statement. "Best" or "Sincerely" are both classic options.
Also, since you won't be able to sign your email, finish the letter by typing your full
name.
Email Cover
Letter
Questions……..