Standard Parts of the Letter

8/3/2019 Standard Parts of the Letter

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Prepared by M.Sohail M.COM -1A

STANDARD PARTS OF THELETTER.

M.COM-1A

PRESENTED to Dr.NAEEM BAJWA.PRESENTED by GROUP NO 1

FEDERAL URDU UNIVERSITY ARTS SCIENCE AND TECHNOLOGYISLAMABAD


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EIGHT STANDARD PARTS

HEADING-LETTERHEAD.

DATE.

INSIDE ADDRESS.

SALUTATION.

BODY.

COMPLIMENTARY CLOSE.

SIGNATURE AREA.

REFFRENCE.


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HEADING

Shows where the letter comes from. It contains name of the firm,

full address. Most organizations use printed letterheads, whichprovide additional information such as: Telephone No, Fax No, e-mail 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 onboth sides.

IN CASE OF TYPED HEADING:- Depending on the format beingused, it may be mentioned to the right or left of the center, leavingsuitable space below the top of the paper.


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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 beavoided because it may sometimes cause confusion,misunderstanding besides being defaced or changed.

Needless additions of st,nd,rd,th(1st,2nd,3rd,4th) should beavoided.

In Full-Block Form, date too, is written to the left ofthecenter,leaving double space after the heading.


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INSIDE ADDRESS

Inside address carries the name and complete address of the person orcompany to whom the letter is addressed.

The two addresses i.e. the inside address and the outside address on theenvelop 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 afterthe preceding part.

In case of personal inside address, name of the person should always bepreceded 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 usedin full and never as M/S.

Two titles meaning the same thing should not be used e.g. Dr Aslam PhD


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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, Mydear Madam, My dear Dr.Fahad etc.

In case of the addressee being a firm or an organization, one of thefollowing salutation may be used:-

Dear Sirs, Dear Mesdames, Gentlemen etc.


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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 beginleaving double space after the subject line.

The message should be suitably and logically be divided into paragraphsobserving single lines between the lines and double space between theparagraphs.

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 atleft hand margin.


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COMPLIMENTARY CLOSE

The complimentary close is a kind of a goodbye-line. It should always berelated 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 good-bye.

It is written leaving two space below the last line of the body of the letter.Itmay begin at the center of the page. if signature line is along one, it mayeven 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, ifopen punctuation is used in full block form and no comma or colon is usedafter salutation, then no punctuation mark should be used after thecomplimentary close.

Most commonly used Complimentary Close include: Yours truly, very truly yours, Sincerely yours, cordially ypurs,gratefully yours,

Respectfully yours, sincerely, truly, cordially etc.


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SIGNATURE Without signature, a letter carries no worth.

The respondent identifies the sender through signature. it shouldcontains name, business name/title, department in clearl,legibleand 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 signsit.

Signature should always begin ink and never with pencil or rubber-stamp.


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REFERENCE SECTION

The reference section may includeinformation about the message composer,the typist, and sometimes word processing

data. Initials of the composer, typist usually

appears at the left margin on the sameline with last line of the signature area.

At present, there is no universallyrecommended way to include references.


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IF YOU HAVE ANY QUESTION ABOUT

THE TOPIC, YOU ARE WELCOMED.

THANKS FOR LISTENING


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Standard Parts of the Letter

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