STANDARD PARTS OF THE LETTER.

M.COM-1A
PRESENTED to Dr.NAEEM BAJWA. PRESENTED by GROUP NO 1
FEDERAL URDU UNIVERSITY ARTS SCIENCE AND TECHNOLOGY ISLAMABAD

Prepared by M.Sohail M.COM -1A

EIGHT STANDARD PARTS

HEADING-LETTERHEAD. DATE. INSIDE ADDRESS. SALUTATION. BODY. COMPLIMENTARY CLOSE. SIGNATURE AREA. REFFRENCE.

Prepared by M.Sohail M.COM -1A

HEADING

Shows where the letter comes from. It contains name of the firm, full address. Most organizations use printed letterheads, which provide additional information such as: Telephone No, Fax No, email address, title of the business. IN CASE OF PRINTED LETTERHEAD:- in all forms of letters, the Heading is made at the head of the page, leaving equal space on both sides. IN CASE OF TYPED HEADING:- Depending on the format being used, it may be mentioned to the right or left of the center, leaving suitable space below the top of the paper.

Prepared by M.Sohail M.COM -1A

DATE

It serves the purpose of proof as to when letter was written. Date is mentioned to the right of the corner, leaving double space below the last line of Heading. It should always be written in full, as 27 December,2011 or December 27,2011. Mentioning date in figures as 27/12/2011 should be avoided because it may sometimes cause confusion, misunderstanding besides being defaced or changed. Needless additions of st,nd,rd,th(1st,2nd,3rd,4th) should be avoided. In Full-Block Form, date too, is written to the left of thecenter,leaving double space after the heading.

Prepared by M.Sohail M.COM -1A

INSIDE ADDRESS

Inside address carries the name and complete address of the person or company to whom the letter is addressed. The two addresses i.e. the inside address and the outside address on the envelop should always be in the same . Inside address should be suitably and correctly split into three or four lines. it is always written alongside the left margin, leaving suitable space after the preceding part. In case of personal inside address, name of the person should always be preceded by the title of Mr,Miss,Mrs.Dr,Prof etc. If title of the firm, to whom the letter is written, begin with a personal name, it is preceded by Messrs the title Messrs should always be used in full and never as M/S. Two titles meaning the same thing should not be used e.g. Dr Aslam PhD

Prepared by M.Sohail M.COM -1A

SALUTATION

Salutation is a friendly, pleasing and formal greeting to the reader. It is always typed on the second line below the inside address, two line above the body of the letter at the left hand margin. Salutation is followed by mark of comma, or colon. If addressee of the letter is singular, one of the following salutation may be used:Sir, Madam, Dear Sir, Dear Madam, My dear Sir, My dear Madam, My dear Dr.Fahad etc. In case of the addressee being a firm or an organization, one of the following salutation may be used:Dear Sirs, Dear Mesdames, Gentlemen etc.

Prepared by M.Sohail M.COM -1A

BODY OF THE LETTER

The body of the letter contains the message. It should be typed leaving double space after the salutation. In case of subject of the message is also written, the body should begin leaving double space after the subject line.

The message should be suitably and logically be divided into paragraphs observing single lines between the lines and double space between the paragraphs.
Normally, three to five stroke spaces is left to begin the first line of each paragraph. However, in Full Block Form and Block Form, all lines of paragraph begin at left hand margin.

Prepared by M.Sohail M.COM -1A

COMPLIMENTARY CLOSE

The complimentary close is a kind of a goodbye-line. It should always be related to salutation, both in form and spirit. It should show the same degree of formality as is observed in the salutation. E.g. if salutation is the hello of the letter, complimentary close is its goodbye. It is written leaving two space below the last line of the body of the letter.It may begin at the center of the page. if signature line is along one, it may even begin from the left of the center. Complimentary close id always followed by comma.

In full block form, it is always written t the left hand margin. However, if open punctuation is used in full block form and no comma or colon is used after salutation, then no punctuation mark should be used after the complimentary close.
Most commonly used Complimentary Close include:

Yours truly, very truly yours, Sincerely yours, cordially ypurs,gratefully yours, Respectfully yours, sincerely, truly, cordially etc.

Prepared by M.Sohail M.COM -1A

SIGNATURE

Without signature, a letter carries no worth. The respondent identifies the sender through signature. it should contains name, business name/title, department in clearl,legible and reflective form. It is made beneath the complimentary close, leaving three to four stroke spaces.

In Full-Block Form, signature is also made at the left hand margin.

It usually bears the name and designation of the person who signs it. Signature should always begin ink and never with pencil or rubberstamp.

Prepared by M.Sohail M.COM -1A

REFERENCE SECTION
The reference section may include information about the message composer, the typist, and sometimes word processing data. Initials of the composer, typist usually appears at the left margin on the same line with last line of the signature area. At present, there is no universally recommended way to include references.

Prepared by M.Sohail M.COM -1A

IF YOU HAVE ANY QUESTION ABOUT THE TOPIC, YOU ARE WELCOMED.

THANKS FOR LISTENING

Prepared by M.Sohail M.COM -1A

Prepared by M.Sohail M.COM -1A