Formal Correspondence Writing

7/28/2019 Formal Correspondence Writing

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FORMAL CORRESPONDENCEWRITINGPart 1

LECTURE 5 (WEEK 5)


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PARTS OF A LETTER

LETTERHEAD (OR SENDERS ADDRESS) REFERENCES (OPTIONAL)

DATE

INSIDE ADDRESS

SALUTATION SUBJECT

OPENING PARAGRAPH

BODY

CLOSING P.

COMPLIMENTARY CLOSE

SENDERS NAME

DESIGNATION


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FORMAT: BLOCK FORMAT

Margin to the left, no indentations

Open Punctuation requires no punctuation after date,

inside address, salutation, complimentary close.

No numbering of paragraphs.

Single-space each paragraph

Double- space between paragraphs

All paragraphs in a blocked style (begin at the left margin


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LETTERHEAD

Letterhead or return address- companys name, postal code, e-mail address ,telephone,telex

and facsimile numbers.

Preprinted letterhead-address is centred

Eg.KAJANG PLASTICS SDN. BHD.

Jalan Reko

43000 Kajang

SELANGOR

Telephone: 03-87632070

Fax: 03-87302071

Email: [email protected]


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LETTERHEAD (cont.)

When a letterhead is absent, the senders address

will usually be placed on the top left corner of the

page.

The name of the sender is not included.


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REFERENCES

A way ofidentifying a letter. They link the letter to any

earlier correspondence.

Numerical or the writers initialsfollowed by those of

the typists. Your ref: 2/92

Our ref: RA/SC (Sender/typist: Rose Ang/Susan Chu

RA/sc

A more complex references may relate to a filing

system or a clients account no.

Your ref: PK/92/9


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DATE

Written between letterhead and inside address

UK system

Day / month / year

No commas are used.

Eg.10th July 2013

Elsewhere

month/day/year

Eg. September 12th, 2013


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INSIDE ADDRESS

Written below date. Includes name and courtesy title (Mr, Mrs, Ms).

Job title/designation

Name of organization/company

Full postal address

Eg.

Mr Daniel Wong

Managing DirectorRD Consultancy

15 Gasing Road

46400 Selangor


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SALUTATION

The greeting of a letter. Should agree with the inside address.

Addressee Salutation

The Advertiser Dear Sir

Lever Brothers (Company) Dear Sirs

Puan Zaiton Dear Pn/Madam

Tan and Lim Advocates Messrs Tan and Lim

Dr Lee Dear Dr LeeAn organisation Dear Sirs

No commas


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SUBJECT LINE

Gives brief indication of the content. (Subject

Matter)

Placed one line after salutation.

Must be specific. Written in upper case/initial capitals with

underscore.

Eg. Dear Mr Tan

Revision of City Sales Tax or

REVISION OF CITY SALES TAX


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BODY OF THE LETTER

1. The most important part of the letter

2. Should include at least 3 paragraphs

(introduction,discussion, conclusion)

3. Should be informative, concise, clear.

4. Use simple words and sentence constructions.

5. Avoid jargon.


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BODY OF THE LETTER (CONTINUES)

6. Use correct grammar.

7. No numbering of paragraphs.

8. Single-space each paragraph

9. Double- space between paragraphs

10. All paragraphs in a blocked style (begin at the left

margin


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Closing

a) Complimentary Close

2 spaces after the last paragraph

Consists of CS, Signature, Name and Designation.

CS should match the Salutation.

Dear Mr Chan Yours sincerely Dear Sir Yours faithfully

No commas

Expressions such as kind regards, best wishes, allthe best, are not necessary.


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Closingb) Signature Block

Signature, Name and Designation

-the full name and the designation of the writer mustbe written in 2 separate lines immediately below thesignature.

Yours sincerely Yours faithfully

Jamie Tan (Miss) CAROL LEESales Manager Training Manager


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ENCLOSURE NOTATION

Used when any document is included with the letter

Appears one line below the signature block

Can be written in two ways: Enc or Encs

Eg. Marketing Manager

Enc/Encs

1. Cheque no. 88108

2. Catalogue


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CARBON COPY NOTATION (cc)

This means that a copy of the letter is being sent toanother person / other persons.

Indicated by the abbreviation cc:

For a person within the company:

cc Mr John Lee

For a person outside the company:cc Mr Solomon Dass

PR Manager

AC Nielsen

If more than two recipients alphabetical order/ accordingto position.


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End of Part 1

Formal Correspondence Writing

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