Letter Writing

The word communication is derived from the Latin word ‘communicare’ and this
means to share, commune or communicate or impart and to communicate in
terms of letter, exchange of thoughts, ideas and information through words in the
letter.
You need communication in any form of social life.
Communication when it comes to letter is one way or two way.
It is nothing but a communication written by an authorized person of an
organization.
PURPOSES
1. Making an enquiry
2. Answering an enquiry
3. Placing an order
4. Demanding/refusing credit
5. Making/refusing/accepting a request
6. Making/Responding to grievance
ESSENTIALS OF A LETTER:
1. A deep perception of human nature, deep understanding of psychology of man.
2. A discerning eye to judge the attitude of the respondent
3. An ability to anticipate the reaction of the receiver.

Structure of a business letter

Compulsory Optional

1. Date 2.Inside Address 1. References 2.Attention

3.Body 4.Complimentary 3.Highlights
Clause 5.Typed Signature 4.Identification Marks
5.Closures
COMPULSARY
1. Heading (on the letter head) should consist of name and address of the
organization and the telephone address and the telegraphic address.
2. The inside address should consist of full address, name, designation of the
person to whom the letter is written to, what it appears on the envelope. Align
the information on one side.
3. If the person ‘to’ has a professional title, abbreviate the name.

SLS NOIDA
SECTOR 62, INDUSTRIAL AREA

THE BANK MANGER

PNB, SECTOR 62
NOIDA

DATE: 20/12/18, Dec 20th 2018, 20/Dec/2018

SUBJECT: Sanction of loan
Sir/Madam,
This is to ------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------
Looking forward --------------------------------------------------------------------------------------
-----------------------------------------------------------------------------------------------------------
Thanking you
Yours Sincerely
(Signature) (Enclosures)
4. The word ‘date’ if written should be written in capital letters and should be
aligned to left side of the paper.
5. Salutation: the choice of salutation depends upon the relationship between you
and the receiver and also if you are unaware of the gender, the safe choice is
addressing both. If you’re addressing the officer of a company then there are 3
ways to address it.
 Informal way: Dear Ram, Dear Seema
 Formal way: Dear Mr. Ram, Dear Ms. Seema
 Semi-formal: My Dear
6. Body: The body consists of the messages of the letter and has 3 parts:
 INTRO: specifying the nature of the business or the occasion of writing the
letter
 MIDDLE: The message has to be conveyed along with essential information
 CONCLUSION: The concluding remark, requesting his or her approval and
consideration or expectation or intention
7. Complimentary close: We should formally signify the end of the letter. It is
written just below the letter. Always end it in a positive note like ‘Thanking you’
followed by signature. Signature plays a very important role as they add
authenticity to the letter otherwise without it it’s just a blank paper. The writer
can also write his/her full name and designation.
8. Enclosure: Mentioned as the optional, aligned to other margin.
9. Copy Notation: if the copy of the letter needs to be sent to multiple persons
other than the addressee, then the members to whom the copy has to be sent
has to be mentioned below the enclosures with name and design of members
(optional).
QUALITIES OF A GOOD LETTER-
1. Effective style and a right tone. Compulsory elements- to, from, date,
subject………, etc.
2. Be warm and friendly. Do not try to impose any sense of threat, warning
or disrespect.
 3. Be courteous and considerate. Suppose you get a letter which is not
courteous or rude, keep your calm, read between the line, understand,
but at the reply do not be revengeful.
4. Be specific and positive. Don’t use abstract words.
5. Be direct and concise. Avoid long phrases.
JOB APPLICATION LETTER-
Job application letter is any letter which an individual right to sell his/her services
in the mark etand in the modern concept it can be both online and offline. It
should be prepared in such a manner that in a go it catches the attention of the
employer. There are two types of cover letter-
1. Solicited – You have to give a reference. It can be defined as an application
in response to the advt. for a job-
a. Online options and
b. print media
Mention reference in intro of 1st para, do not write the name in 1st para
2. Unsolicited- Not make any reference about anyone. Just furnish your
details. Talk directly about yourself.
NOT MENTION NAME, CLASS, PRN…..
RESUME- Document which mentions personal detail, background, details,
educational qualifications, address, etc of the individual.
Header at the centre of the sheet should be in “RESUME” in capital.
Traditional style
RESUME
NAME :
PHOTO
AGE :
DATE OF BIRTH :
HEIGHT :
WEIGHT :
BLOOD GROUP :
MOTHER’S NAME :
FATHER’S NAME :
MOTHER’S PROFESSION/
OCCUPATION :

FATHER’S PROFESSION/
OCCUPATION :
SIBBLINGS :
MARITAL STATUS :
(SPOUSE’S NAME) :
SPOUSE’S PROFESSION :
ADDRESS :
(i) LOCAL :
(ii) PERMANENT :
(iii) E MAIL ID :
CONTACT NUMBER :
(I) LANDLINE :
(II) CELL NO. :
DETAILS OF EDUCATIONAL QUALIFICATIONS :
S.no. Name of the Name of the Year of % of Position
exam board/university passing marks (if any)
secured
1. BA LLB
2. XII

DETAILS OF PROFESSIONAL QUALIFICATIONS/ACHIEVEMENTS:

S.no. Name of Duration Salary Recommendation
organisation Drawn/ (if any)
Stipend
2018 (in
reverse order)
DEATAILS OF EXTRACURRICULAR ACTIVITIES : (OPTIONAL)
*make a box or number it*
ACIEVEMENTS :
HOBBIES :
LANGUAGES KNOWN : In parenthesis (only when you know both how to read
and write) in order of fluency
INTEREST :
AIMS/ ASPIRATIONS :
REFERENCES : (min 2) (family, friends and relatives are not references)
Professional colleague are your references along with phone numbers

Signature
(self-attested)

Modern/latest Style of preparing the resume:

 Prepared in letter style
1. BASIC INFORMATIOIN:
A. NAME
B. ADDRESS
C. TELEPHONE NUMBER
D. email ID
2. CAREER OBJECTIOVES:
A. GENERAL GOALS
B. AREA OF INTEREST
C. SKILLS
3. EDUCATION:
BA LLB- scored this much, from this university, year, etc (in statement)
12th…..
4. EXPERIENCE: In reverse chronological order
5. SKILLS: Acquired skills
6. ACTIVITIES/ ACHIEVEMENTS: Extra curricular
7. REFERENCES:

Resumes under… head are called chronological resumes. Education and work
experience are in accordance to the proposed job you prepare a chronological
resume, for fresh graduates for little or less experience the chronological/
traditional one is the best
Functional Resume- Used when a candidate has taken a lot number of jobs in
various area or is wanting to switch over a career.
Resume should be written only on one side of the paper. Should never have your
weakness, always customize your resume to suit the requirement of the job, and
highlight your accomplishments.
If the job application letter says they do not need a resume, use the modern style
method in the letter.
ELECTRONIC SCANNABLE RESUME- An electronic resume …… It is a plain text
which is either in the ASCII American Standard code for information interchange
or in HTML i.e. Hypertext Markup Language. Submitted along the job application.
It is for those companies who process all their incoming resumes automatically by
using an ATS automated electronic transfer system. Resumes are also scanned by
OCR Optical. And in this process the resumes that match the max score for
relevant keywords and desired skills are printed and the candidate are called for
an interview.
While preparing a resume following points should be in mind. Use standard
forms…….. Use various techniques to draw the attention, like bold, capitalization,
indentation, etc. Always avoid underlining and fancy scripts like italics. Don’t use
any lines boxes and graphics. Use industry buzz words, avoid columns. Don’t
worry about the length.
VIDEO RESUMES- Here you have to speak in front of camera, highlighting all skills,
capabilities and abilities. Important as you have to systematically represent
yourself. Aware about concepts like framing, lighting, editing, scripting, etc.
VISUAL CV- Where you create your own website and augment your credentials
and achievements. Need to be crisp and Catchy. It should be also easy to create
an impact. In the past few years there are many online presentation tools. A new
name has been assigned which is Presumes. This online templates help people to
design and formulate their resumes in a proper manner.

BUSINESS LETTERS
1. Acknowledgement letter- (Theory imp) When you have to acknowledge
someone’s help (whether monetary etc.) or support when you required
some help or guidance for a help in a task. It expresses the gratitude you
have. Same format given officially. Should not be delayed appreciation
letter.
2. Letter of recommendation- Could be internal or external. Positive attributes
of the person needs to be highlighted. And why the person is going to be a
great assets for the following coming proposal. It can go beyond 4
paragraphs also.
3. Appreciation letter- Need to appreciate everyone for their good work.
Normally written for juniors by seniors, or one firm to another.
4. Acceptance Letter- When you accept a job offer
5. Apology letter- When you fail to fulfil something or someone has made an
undue or unintentional problem to another. Apology always helps. Offer
the apology to have caused the inconvenience.
6. Complaint Letter- An error has occurred, wrong billing of goods, damaged
goods, wrong good dispatched. It is regarding any loss you suffered or a
grievance against any person in the organisations. You should be calm and
poised, no sense of being aggressive, but should be firm and determined.
Mention the record or proof like a bill, etc. Mention how it could be
rectified.
7. Adjustment Letter- When you receive a complaint letter. Should be mature
in dealing with it. It helps you to review and revisit your behavior. Should
mention how you will be looking into the manner. If the fault is at your end
you should accept it, avoid being rude, be sympathetic, give alternatives
without being aggressive, tell how you can help the client in it. Should go
positive about it.
8. Enquiry Letter- When you want to know about any product, sample. It
could be a scholarship, instalment of an ac, car, etc.
9. Permission Letter- Could be any permission use of resources. Based on
needs, hierarchy, etc. Asking for loan, conducting an event. Have to be
requesting as you are seeking permission.
10. Invitation Letter- Can be both formal and personal. Birthday party,
engagement party, speaker somewhere,
11. Rejection Letters- When you decline a request, declining a candidate a job
offer. For candidates who fail to sale through the recommendation, etc.
12. Order Letter- Transaction between customer and lender. Give accurate and
full description of goods, quantity, details requiring delivery, Prices, time
specified for delivery of payment, required, etc.
13. Sales Letter- Catch a reader’s attention, like an advertisement. Anything
intriguing and interesting, should create a desire so as to he wants to
purchase the product, talk about the product and don’t exaggerate. How
authenticated your claim is, arrange free demonstration for customers,
comparative pictures for another product, legitimizing the claim, induce an
action, make the offer tempting by using special offer and discount. After
sale service, guarantees, warranties, etc.
Ques- Write a letter. With winter going on you intend to purchase electric
heaters for your office at Safdarjung road New Delhi, assuming yourself to be
the maintenance officer of unique technologies Pvt Ltd. New Delhi. Write a
letter of enquiry to West World Appliances Mumbai seeking information about
the availability and price of the product.