Structure and Layout of Letters

STRUCTURE AND LAYOUT OF LETTERS :

By-Dr Shalini Kalia STRUCTURE AND LAYOUT OF LETTERS

PUNCTUATION STYLES:

Open Punctuation-No punctuation after either the salutation or the complimentary close Mixed/Standard Punctuation-A colon/comma after the salutation and a comma after the complimentary close PUNCTUATION STYLES

Formats:

Formats Block- All lines begin at left margin block format with open punctuation.ppt Modified Block- Traditional letter format, still used in many companies. Date line, complimentary close & signature block begin at or near the horizontal center of page modified block format with mixed punctuation.ppt Simplified Block- Efficient letter format, like block format all lines begin at the left margin but the salutation and complimentary close are omitted and a subject line is required which is placed between the inside address & body simplified block format.ppt

Standard Letter Parts:

Standard Letter Parts Heading and Date Contains writer’s address and date Month should be spelled out, not abbreviated followed by day and year Writer’s name is omitted as it appears in signature block Inside Address 4 spaces below dateline Includes personal/professional title, name of person/company, complete address

Slide 5:

Salutation-Greeting that precedes the body of the letter Placed double space below the inside address Use of Sir/Madam-to address govt officials Use of “Dear”-to address non govt officials Use of “My Dear”-used for personal/semi official letters Use of name-when letters are addressed to a person in particular. Mr /Ms/ Mrs (surname) could be used without sounding too informal Use of first names-when working relations between people concerned are informal Use of common salutation-’Dear Sir/Madam” when one doesn’t know the gender of the recipient Body Double space below salutation Text usually single spaced , double spacing between paragraphs

Slide 6:

Complimentary Close Should reflect formality of relationship with the reader Double space below body Signature block 4 spaces below complementary close If writer is speaking legally for company, firm’s name, writer’s name and person’s title to be mentioned Reference Initials Initials of person who has keyed in or typed the letter in lower case Double space below the signature block

Special Letter parts:

Special Letter parts Mailing Notation To indicate how the letter was sent or how the letter to be handled Can be placed at the top (below the date) or at the bottom Attention Line Directs a letter to a particular person, or a position in the company/department Reference Line- directs reader to previous files/documents Double space below inside address

Slide 8:

Subject Line-Tells what letter is about Double space below salutation Generally used in simplified block format, optional in other formats In modified style, can be centered Word “sub” may be omitted special letter parts pg 1.ppt Second Page Heading Name of person/company to whom message is sent page no. and the date Usually put six lines from the top edge of the paper. The body of letter starts a double space after the heading

Slide 9:

Enclosure Notation-used when papers/documents accompany the letter Double space below reference initials Copy Notation-used when people other than addressee are sent copies of correspondence 2 lines below ref initials or enclosure notation Post Script-used to emphasize something special letter parts pg 2.ppt

Thank You:

Thank You