Letter Writing Process

8/8/2019 Letter Writing Process

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LETTER WRITING PROCESS



LETTERS - INTRODUCTION

´ Letters reinforce personal and business

relations.

´

Easy to write if systematic writing planfollowed

´ It is a typical composition process that

involves

«Prewriting

«Writing

«Post-writing.



PREWRITING:

´ It involves

«audience analysis

«purpose identification

«scope determination and

«an analysis of the action desired.



WRITING:

´ It involves

« organising the matter

« outlining what needs to be written and

« writing the first draft.

Brainstorming => list ideas as they come to our mind.

Free writing => express ideas without worrying

about spelling, grammatical mistakes

Mind mapping => Clustering technique -mind¶s natural

ability to organise information.



POST-WRITING:

´ Revising« Process of improving the

² Content

² layout and

² sentence structure of the letter.

´ Editing« Involves correcting its

² Grammar

² Spelling

² Punctuation

² format and structure.

´ Evaluating« Refers to the process of critically examining the letter to

ensure that it can achieve its purpose.



Parts of a Business Letter:

Date line

ReferenceInside address

Subject

Salutation

BodyComplimentary

close

Sender·s Address

Signature

Enclosures

Optional

Optional

Optional

Structure of a Business Letter



Sender¶s Address:

The writer¶s address should be put in the top right handcorner.

The street address, city and pin code, telephone, fax and e-

mail address should be mentioned.

Examples:

205 Barrackpore Trunk Road

Kolkata-700108

Nalco BhawanP-1 Nayapalli

Bhubaneshwar-750013

B-3/16,Janakpuri

New Delhi-110058



Date:

Indicate the date the letter was written.Should be written two inches from the top of the page.

Examples:

May 4,2004

May 4,2004



Reference :

Optionalplaced below the dateline

(Your Reference/Our Reference).

Examples:

Reference:AVS/SP/04/329

Our Ref:ATC/RS/127

Your Ref:AVS/SP/04/329



Inside Address :

Receiver¶s address.Include a personal title such as Ms,Mrs,Mr, or Dr.

The inside address begins one inch below the date.

It should be left justified,no matter which format is

used.

Examples:Mr Nicholas Parker

Managing Director

Nicholas Parker UK Ltd

Royal Mint,Tower Br idge

London EC3N 4HJ,UK

The Executive Assistant

Br itish Council

16 Camac Street,1st Floor

Kolk ata 700 017



Subject :

Optionalmay be placed either before or below the salutation.

The topic written in phrase form.

Examples:SUBJECT:Purchase of Sixty Scanners

Dear Mr.Chopra,

Dear Mr.Chopra,

SUBJECT:Purchase of Sixty Scanners



Salutation:

Is a greeting used to address the receiver

Use the personal title

Example:

Ms Lara DavidPersonnel Manager

International Consultants Pvt Ltd

G-13/6, South Extension, Part-2

New Delhi ² 110049

Dear Ms. David,



Body:

contains an opening stating the main idea

a middle with details and

an action closing.

Complimentary Close: begins one line after the last body paragraph.

First word should be capitalised and

four lines should be left between the closing

and the sender¶s name for a signature.



Signature:

Contains the writer¶s name and title

Some cases the name of the organisation

Enclosures: Optional

list of documents are enclosed along with the

letter



BUSINESS LETTER FORMATS

´ Block

´ modified block

´ semi-block and´ simplified.

´ Used according to the writer¶s convenienceand the need of the reader



BLOCK FORMAT

Easy to use and simple.

Paragraph not intended.

All parts of a letter that is date line, inside

address, salutation, body and so on begin atleft.



Block Format:

June 15, 2004

Mr D K Paul

Personnel Manager

Alpha Petrochemical Limited

621, Ahuja Chambers, Nariman Point

Mumbai-400 021

Dear Mr Paul:

It is with pleasure that i accept your offer of an Executive Trainee position at the

production division of your company. I assure you that i will put all my skills and

experience to work for APL.

As desired, i can join you by the end of September, 2004. I am grateful to you for

giving me this opportunity to work with you. I look forward to meeting you inSeptember.

Yours sincerely,

Sd/-

Ravi Kapoor



MODIFIED BLOCK

´ The date line, the complimentary close and

the signature block begin at the centre of the

page to align with the closing lines.



Modified Block Format:

June 15, 2004

Mr DK Paul

Personnel Manager



Mumbai-400 021

Dear Mr Paul




As desired, i can join you by the end of September, 2004. I am grateful to you for giving

me this opportunity to work with you. I look forward to meeting you in September.

Yours sincerely,

Sd/-

Ravi Kapoor



SEMI-BLOCK FORMAT:

´ Similar to modified block format except that

each paragraph is indented. The line endings

are unjustified



Semi-Block Format:

June 15, 2004

Mr DK Paul

Personnel Manager



Mumbai-400 021

Dear Mr Paul




As desired, i can join you by the end of September, 2004. I am grateful to you for

giving me this opportunity to work with you. I look forward to meeting you in September.

Yours sincerely,

Sd/-

Ravi Kapoor



SIMPLIFIED FORMAT:

´Resembles the block style except that the

salutation and complimentary close are

omitted. Include a subject line in capitalletters. This informal style of formatting

is gaining popularity.



Simplified Format:

.

June 15, 2004

Mr D K Paul

Personnel Manager



Mumbai-400 021

ACCEPTING JOB OFFER


production division of your company. I assure you that i will put all my skills andexperience to work for APL.

As desired, i can join you by the end of September, 2004. I am grateful to you for giving

me this opportunity to work with you. I look forward to meeting you in September.

Ravi Kapoor



STYLE AND TONE

´ A good business letter can« get you a job interview

« get you off the hook, or

« get you money.

´ A good business letter can increase your chances of achieving whatever you want

´ Whereas a bad business letter may go unnoticed.



INQUIRY LETTERS

Request informations or seek clarifications.

Need to write inquiry letters to individuals, firms,

organisations or institutions because we need some

information.

A letter of inquiry should be organised into three parts:

Opening

Body

Closing



An Inquiry Letter

NATIONAL TOURS ANDTRAVELS PVT LTD

M-15/6, South Extension, New Delhi-110 049

www.nationaltour s.com

May 18,2004

Ms Savitha Kumar

Tr aining Manager

Sar na Corpor ate Tr aining Pvt Ltd

D-28/15, R ing Road, Delhi-110 052

Dear Ms Kumar:

Please provide infor mation regarding tr aining cour ses for f ield staff involved in aggressive selling of tour pack ages.

We presently have 24 sales tr ainees who need intensive tr aining in sales and marketing sk ills. K indly send

us the following infor mation to enable us to choose the r ight cour se for them:

1. List of the cour ses best suitable for our sales staff

2. Dur ation of each cour se

3. Cour se content

4. Fee structureWe would be glad if you could send us the infor mation before May25. we look forward to hear ing from

you.

Sincerely,

Sd/-

P R Mehta

Gener al Manager



Replies To inquiry Letters

Two kinds of replies may be written to letters of inquiry, that isletters giving the information asked for and letters of regret.

Letters Complying with Requests

A direct approach should be used in such letters. A positiveresponse to an inquiry may be organised into three parts

Opening : Purpose of the letter

Body : The requested information and other relevant details

Closing : A goodwill expression



REVA COMPUTERS

Dealer s in HP

Ajmer Road,Jai pur -302006

May 8,2004

Rakesh Mathur

Purchase Manager

Avy Tr ading Corpor ation

Court Lane,Civil Lines,Delhi

Dear Mr.Mathur,

As you requested,we are sending you detailed infor mation about the Hp Scan jet 3200C

model,and our business ter ms,in the enclosed booklet.

We are the main dealer s of HP scanner s in North India and would be pr ivileged to do business

with reputed com panies like your s.You could also visit our we bsite www.revacom puter.com

to receive more infor mation about our com pany and a list of our customer s.

We hope that enclosed infor mation will help you make your decision.Just send us e-mail if

you need any other infor mation.We look forward to receiving a purchase order from you.

Sincerely,

Sd/-

Mr.R avi Malhotr a

Sales Manager



Letters not complying with Requests

Opening : Buffer statement

Body : Explanation Closing : Goodwill expression

.............................

.............................

.............................

Opening => A negative response letter should be opened with a buffer

statement, which could be an expression of appreciation, a

compliment, agreement.

Body => The reason for not being able to give the information asked for

should be explained.

Close => The letter should be closed with a goodwill expression.

..............................

..............................

..............................

Negative Response to Inquiry



LETTERS PLACING OR DERS

A letter that orders supplies, services or merchandise.

To order items by letter, the direct pattern may be used.

.............................

.............................

.............................

Opening => The letter should be begin in order language making it clear that is

a supply/purchase order.

Body => The order items should be listed and specific data such as detailed

description of the item/items, catalogue reference, quantity/number,

price, clear address to execute the supply order should be included.

Close => The time-period for the delivery of the item/items must be mentionedand mode of payment must be stated. The letter should be closed

with an expression of appreciation and goodwill.

..............................

..............................

..............................

Placing an order



Order Letter

AVT TRADING CORPORATION

Court Lane, Civil Lines, Delhi

May 23,2004

Mr Ravi Malhotra

Sales Manager

Reva Com puter s

Ajmer Road, Jai pur -302006

Dear Mr Malhotr a,

Please send the following items on the business ter ms agreed upon:

Catalogue No Item Descr i ption Quantity

128 HP Pavilion T2501 Desktop 05

236 HP Scan jet 3200C 05

We would be gr ateful if you could send the items duly insured. The insur ance char ges may be

Included in the bill .

We would a ppreciate receiving the items by June 15, 2004. as desired, we would make the payment

by crossed bank dr aft.

Sincerely,

Sd/-

Rakesh Mathur

Purchase Manager



INSTRUCTION LETTERS

Instruction letters specify the instructions with specific details

and focus on the required action.

A letter of instruction is a simple routine letter that consists of

directions for the reader.

A letter of instruction should be organised into three parts:

Opening : Purpose and instruction/instructions

Body : Details

Closing : Focus on action and a courteous close



Letter of Instructions

Apr il 21, 2004

Mr Girjashank ar

Chief Manager, State Bank of IndiaISM Br anch, Dhanbad

Dear Mr. Girjashank ar:

Iam wr iting to infor m you that i have lost my cheque book number 233601. please issue

me a new cheque book . Also, stop any payment against any cheque bear ing the number

233601 233650.

I have signed the cheque requisition sli p and handed over the same to my off ice peon.

Iam sending him to collect the cheque book. I would be o bliged if you could give him the

cheque book.

Thank you.

Sincerely,

A K Mishra

Dept of Mining Engineer ing

Indian School of Mines, Dhanbad



LETTERS URGING ACTION

Letters urging action or motivate the reader to act.

It needs a tactful beginning, a reasonable approach and a well-

presented argument.

A Letters urging action may be organised, into three parts:

Opening : Gains the reader¶s attention

Body : Details that build the reader¶s interest and reduces

resistance.

Closing : Motivates action



SMART COUNSELLING SERVICES

C-26, Qutab Institutional Area, New Delhi-110016

Apr il 16,2004

S K ChatterjeeHR Consultant

Allen Management Consultants, Noida

Dear Mr Chatterjee

Our or ganisation admires your consultancy¶s expertise in conducting tr aining

progr ammes in marketing management.

The success of your tr aining progr amme in Export Management has revolutionised the

very idea of corpor ate tr aining. We are now, or ganising our XIII th Tr aining Progr amme on

µExport Marketing¶ from 24th -28th May,2004, at our off ice. I have been asked by the member s

of the tr aining Or ganising Committee to invite you to give a talk on ³New Trends in Export

Marketing´.

We will offer you a standard honor ar ium of R s 5000 and the nor mal tr avelling expenses

by air or tr ain(ACI). Iam sure your presence will make the progr amme a great success. Please

call me at 9835222281 by Apr il 30 to give your a pproval so that we can make necessary

arr angements.

Sincerely,

V S Sood

Gener al Manager

A Letter Urging Action



COMPLAINT LETTERS

Expression of dissatisfaction.

Complaint Letters open with a clear problem statement, support the

complaint with data and close with an expression of goodwill.

The key elements in complaint letter are

Mentioning the purpose of the letter

Explaining what happened

Convincing the reader that your complaint is genuine

Motivating the reader to act.



Complaint Letter

July 5, 2004

The Gener al Manager

Dhanbad Telecom Distr ict

Bhar at Sanchar Nigam LtdDhanbad

Dear Sir,

I would like to point out a billing error in my May and July telephone bills.

According to the May bill(see copy attached), I had to pay an arrear of R s.4391/-for January

and March bills. As these bills were already paid in Apr il 2004.I pointed out the error to theAccounts off icer (TR),Dhanbad, and he assured me that the error would be corrected.

However, in my July bill (copy attached), the same arrear has a ppeared again. Moreover, my

telephone number 2203821 has been disconnected because your com puter claims that I have

not paid the telephone bills for more than three months.

Please correct this error and instruct the concer ned department to reconnect my telephone

without any reconnection char ge. I have enclosed the recei pts for all the bills paid by mesince Apr il 2004. I a ppreciate your cooper ation in this matter.

Sincerely,

Dulal Chakr avarthy

14, Lu by circular Road

Dhanbad-826004



Adjustment Letters

To satisfy an aggrieved customer, has potentialto damage the goodwill of the company in the market.

The key elements in an adjustment letter are

Appreciation and understanding

Apology and explanation

Investigation and expression

Expression of goodwill.



Adjustment Letter

BHARAT SANCHAR NIGAM LTD


July 12,2004

Mr Dulal Chak arvarthy

14, Lu by Circular RoadDhanbad-8260045

Dear Mr Chak ar avarthy,

Thank you for your letter dated July 5 pointing out a billing error on your May and July telephone bills.

We are sorry for the inconvenience caused to you. I discussed he pro blem with our Accounts Off icer,

who infor med me that our com puter did not show your payment because you made the paymentmanually. As the list of manual payments reached the accounts department after the July bills had been

f inalised, your telephone was disconnected.

The error s have been corrected and you will receive the corrected bills within a week. In the meantime,

your telephone line has been reconnected, and you do not have to pay any reconnection char ge.

Thank you for your cooper ation.

Sincerely,

Gener al Manager


Bhar at Sanchar Nigam Ltd

Dhanbad



Thank you

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