Chapter 4_Letter Writing

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HOW TO WRITE A LETTER

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Chapter 4: 

Chapter 4 Letter Writing

Learning Objectives: 

E-mail Rules and guidelines of letter writing Block format and indented format Different kinds of letters 2 Learning Objectives

Simple Rules to be followed: 

Check every message with care. Edit every message however brief it maybe for the following. Edit messages offline. Clarify a doubt by referring to books or on the Internet. 3 Simple Rules to be followed

Simple Rules to be followed – Contd.,: 

Limit each message to one purpose. Allot separate lines for different ideas or details.. Avoid sending provocative and personal messages. Practice e-mail manners. Develop e-mail organization routine Keep messages brief & concise. 4 Simple Rules to be followed – Contd.,

Simple Rules to be followed – Contd.,: 

Avoid nicknames. Minimize the use of abbreviations. Restrict the use of jargon & short forms. Respect punctuation. Conform to certain styles of greeting. 5 Simple Rules to be followed – Contd.,

Recommended Practices: 

Do a small flow-chart of important points till you become adept at writing mails. 6 Recommended Practices Whom am I mailing? What’s his role? What am I mailing X for? Is it the first time? What was the instruction given to me?

PowerPoint Presentation: 

14A, North Mada Street Chennai – 625 001. 20th March 2005 Dear Raghav , It's been a long time since we met, so I thought I would pen a letter to you. All of us are fine here. I hope to hear the same from you. You must be very busy with your half-yearly exams. I am also busy with my preparations for the same. The only thing that keeps me going is the 15-day holidays after the exams. I can barely wait for the Christmas holidays to start. In fact, I am writing this letter to invite you to my place for the Xmas holidays. Let me know when your exams get over. We can meet with each other and have fun. I will ask Papa to speak to Uncle regarding this. I am eagerly looking forward to meeting you in person. All the best for your examinations. Convey my respects to Uncle and Aunty. Yours affectionately, Divya Address Date Salutation Body of the letter Complementary close and signature

Tips for Letter Writing: 

Try to keep the letter to one page. Make certain your punctuation, spelling and grammar are correct. No matter how upset you are with the recipient, try not to show your anger in your letter. You are much more likely to get the desired response if you remain polite. 8 Tips for Letter Writing

Letter Style: 

Full Block Indented Style 9 Letter Style

PowerPoint Presentation: 

Navarathri Fireworks Ltd Kamaraj salai 33 Sivakasi 654332 February 3, 2007 Mr.Jayaraj , Manager Guptji Layout Bangalore 678555 Dear Mr.Jayaraj : SUBJECT: Your Order dated January 26, 2007 In response to your order for the delivery of 100 cartons of firecrackers, we have decided to comply with the same and you will receive the consignment on February 5, 2007. We prefer the Demand Draft as the mode of payment. We are also sending you details of our seasonal discount offer and you can be assured of the high quality of our goods. Should you have any queries, please feel free to contact us. We look forward to a mutually beneficial relationship. Sincerely yours, Jeyasekaran Prabhu Marketing Manager Enc: Catalogue with special Discount offer Full Block

PowerPoint Presentation: 

Navarathri Fireworks Ltd Kamaraj salai 33 Sivakasi 654332 February 3, 2007 Mr.Jayaraj , Manager Guptji Layout Bangalore 678555 Dear Mr.Jayaraj : SUBJECT: Your Order dated January 26, 2007 In response to your order for the delivery of 100 cartons of firecrackers, we have decided to comply with the same and you will receive the consignment on February 5, 2007. We prefer the Demand Draft as the mode of payment. We are also sending you details of our seasonal discount offer and you can be assured of the high quality of our goods. Should you have any queries, please feel free to contact us. We look forward to a mutually beneficial relationship. Sincerely yours, Jeyasekaran Prabhu Marketing Manager Enc: Catalogue with special Discount offer Indented Style

PowerPoint Presentation: 

Navarathri Fireworks Ltd Kamaraj salai 33 Sivakasi 654332 February 3, 2007 Mr.Jayaraj , Manager Guptji Layout Bangalore 678555 Dear Mr.Jayaraj : SUBJECT: Your Order dated January 26, 2007 In response to your order for the delivery of 100 cartons of firecrackers, we have decided to comply with the same and you will receive the consignment on February 5, 2007. We prefer the Demand Draft as the mode of payment. We are also sending you details of our seasonal discount offer and you can be assured of the high quality of our goods. Should you have any queries, please feel free to contact us. We look forward to a mutually beneficial relationship. Sincerely yours, Jeyasekaran Prabhu Marketing Manager Enc: Catalogue with special Discount offer To Address Salutation Body Complementary Close Date Letterhead or Heading

Match the phrases with one another to make complete sentences: 

S.No. A B 1 Glad for writing such a wonderful letter 2 Thank you to your sister and brother 3 I enjoyed to hear from you 4 We are all fine here 5 Wish reading your letter 6 I would a long time since we have seen each other 7 It's been like to invite you to my house for Diwali 8 Convey my regards to hear the same from you 13 Match the phrases with one another to make complete sentences

Answer : 

14 Answer S.No. A B 1 Glad to hear from you 2 Thank you for writing such a wonderful letter 3 I enjoyed reading your letter 4 We are all fine here 5 Wish to hear the same from you 6 I would like to invite you to my house for Diwali 7 It's been a long time since we have seen each other 8 Convey my regards to your sister and brother

Read the following letter and rectify the mistakes if any.: 

15 Read the following letter and rectify the mistakes if any. 14A, North Mada Street Chennai – 625 001. 13/02/04 Suresh, it's nice to write to you. I’ve wanted to write for a long time but never found the time to do until now. I was busy with my project for this semester. College has been so hectic that I hardly had time to eat or sleep. However, this semester has been intresting because of my visits to various company for my project. Now my project is nearing completion and am eligible to 12 days leave. I would like to invight you home if you are free. Me and my friends are planning a short trip to Kodaikkanal for three days and would like you to acompany us. How are you? How is everyone at home? We are all fine. Convey my regards to grandpa and your parents and my love to Chinku. I will be waiting for reply. Love Dilip

The Corrected Letter: 

16 The Corrected Letter 14 A, North Mada Street Chennai - 625 001. 13 th February, 2004 Hi Suresh, How are you? How is everyone at home? We are all fine . It's nice to write to you. I have been wanting to write for a long time but never found the time to do so until now. I was busy with my project for this semester. College has been so hectic that I hardly had time to eat or sleep. However, this semester has been interesting because of my visits to various companies for my project. Now, my project is nearing completion and I am eligible for twelve days leave. I would like to invite you home if you are free. My friends and I are planning a short trip to Kodaikkanal for three days and would like you to ACCOMPANY us. Convey my respects/regards to grandpa and your parents and my love to Chinku. I will be waiting for your reply. Love, Dilip