3/11/2011 1 Mohammad Fathi Electrical Engineering, University of Kurdistan, Sanandaj, Iran mfathi@ieee.org February 2011 Letter Writing in English Writing Letter Writing • Personal letter • Business letter Visit http://www.letterwritingguide.com/ http://www.sampleletters.in/ Book: A course in letter writing for Iranian students, Mrs. Sarah. J. Rutledge Moridi for sample letters. 3/11/2011 2 Personal Letters: Layout  Heading: Writer's address 261 Azadi Street Tehran July 20, 2010  Salutation: is the greeting of your letter.  A comma always follows the salutation.  Examples: Dear Mr. Smith, Dear Ali, Dear Uncle Reza, Dear Mrs. Jones  Never use both first name and last name.  Body: Here you say what you have to say  Introduction  Development  Conclusion Personal Letters: Layout  Closing: choose the words that are closest to the meaning which you wish to convey.  Only the first word is capitalized.  The closing is always followed by a comma.  Examples: Sincerely yours, Regards, Best Regards, Best, Your friend  Signature  Sign the name you usually use.  Do not place any punctuation after the signature. 3/11/2011 3 Personal Letters: Layout placement Heading Salutation Body Closing Signature 3/11/2011 4 Personal Letters: Body  Introduction  Refer to a letter you have recently received, e.g. I was very happy when I received your letter yesterday, or Thank you so much for answering my latter so quickly.  Refer to an event which has prompted you write, e.g. I am writing to tell you …, or I am so sorry …  If you have a definite purpose or pressing need, write it directly, e.g. I need a letter of invitation from you to …  Purpose  the most important part  Write as tactfully as you can  Conclusion  Round off the letter with a polite wish.  Example: I hop you will be able to…, I am looking forward to hearing from you soon, I appreciate your time and effort, Personal Letters  Invitations  It is my pleasure to invite you to …, I would like to invite you to …  Thank-you  Informal: Thank you so much for…,  Formal: I would like to thank you for  Congratulations: are sent to mark your happiness at someone else’s success.  Congratulations! , Please accept my warmest congratulations!  Reply: It was very kind of you to send me good wishes. 3/11/2011 5 Personal Letters  Condolence: if someone dies and we write to a relative to express our sympathy.  I was so sorry to hear about the death of your father; please accept our condolence.  I wish to express my sympathy for the death of your husband.  It was a great shock to learn of the death of your brother. please accept our condolence.  Reply: thank you very much for your kind letter of sympathy.  Apology  shows that you are sorry and says that you value your relationship with the other party. Sample: Invitation letter 3/11/2011 6 Sample: Apology letter Sample: Thank you letter 3/11/2011 7 Sample: Apology letter Homework  You are to write a personal letter and send it. The type of the letter is optional. 3/11/2011 8 Writing Letter Writing • Personal letter • Business letter Business Letter: Layout  Heading  It is similar to that of a personal letter.  When you are using business stationery which has a letterhead, you write only the date.  Inside Address  The name and address of the person to whom you are writing must be included under your own address.  Sometime you do not know who is going to read your letter. In this case, you can direct your letter to the company concerned.  Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown.  Salutation  Usually use “Dear ….” 3/11/2011 9 Business Letter: Layout  Body  The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.  Closing  Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on.  Signature  Your name  The printed version of your name, and if desired you can put your title or position on the line underneath it.  Enclosure  If letter contains other document other than the letter itself, your letter will include the word "Enclosure." 3/11/2011 10 [...]... information behind the writing of the letter  Last Paragraph : should state what action you expect the recipient to take- to refund, send you information, etc Business Letters  The order letter: the most common use of business letter • You request a Profroma invoice consisting of merchandise, prices and finally the amount of money you should send Dear Sir, Please send me a proforma invoice for one... forward to seeing you there, Sincerely, Signature Ms Susan Harris Resignation letter 483 Spring Road Ft Berliner, VA 58265October 21, 2004 Mr Jack Wilkins Head of Inventory Control Widgets Unlimited, Inc 16 Ferris Blvd Clinton, VA 58763 Dear Mr Jenkins: I am formally notifying you that I'll be tendering my resignation from Widgets Unlimited, Inc My last day will be on November 12, 2004 I never imagined that... Business Letter: Body  first paragraph:  Reference : begin by referring to something which has caused you to write  Example: Thank you for your letter I have received on , and You may remember that I visited last year  Purpose: The first paragraph should be short and state the purpose of the letter- to make an enquiry, complain, request something, etc  Middle paragraph: contain the relevant information... questions you have Sincerely, Signature Peter Ziggad Head Sales Manager 15 3/11/2011 Abbreviations Used in Letter Writing The following abbreviations are widely used in letters:  asap = as soon as possible  cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)  enc = enclosure (when you include other papers with your letter)  pp = per... stores Once again I would like to apologize for the mix-up in your order and any inconveniences this may have caused you Sincerely, Signature Scott Mahoney Customer Service Manager 12 3/11/2011 Invitation letter: formal Lockwood Middle School 307 Main Street Lockwood, NJ 51686December 17, 2008 Mrs Jody Coling President Lockwood Health Association 23 Main Street Lockwood, NJ Dear Mrs Coling: My name is... and I am writing on behalf of the students at Lockwood Middle School We would like to invite you to attend a special event being held at our school in a week's time A significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood.You are invited to attend a presentation that will be held within the media... with your letter)  pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc)  ps = postscript (when you want to add something after you've finished and signed it)  pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)  RSVP = please... small tear in front of the part where the left toe would go My order number is AF26168156 To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats Than you for taking the time to read this letter I... parts:  The letter of application  A Resume or Curriculum Vitae (CV): Gives the essential facts about yourself, your education, your work experience, personal qualities, and what you have actually accomplished  The letter of Recommendation from references CV: is almost enclosed with the letter of application Bear in mind that you are trying to sell yourself by an application for job, so include  The... and business career  Your important honors and publications  Your important jobs and the highest position you have had  Hobbies and Interests  Skills  Your age, martial status, and the number of children (if applicable)  Points of interest for your prospective employer 14 3/11/2011 The Letter of Recommendation  Place a fair, moderate and impartial judgment on the person your are recommending  . Engineering, University of Kurdistan, Sanandaj, Iran mfathi@ieee.org February 2011 Letter Writing in English Writing Letter Writing • Personal letter. 3/11/2011 8 Writing Letter Writing • Personal letter • Business letter Business Letter: Layout  Heading  It is similar to that of a personal letter.