Page 188 - DENG102_COMMUNICATION_SKILLS_II

Unit 13: Format of Basic Formal Letter

Inside address: Inside address is the name and address of the person or institution to which the notes
letter is addressed. This is written at the left-hand side just below to the reference number; written
in three lines. The first line is used to write the name of the person or institution, second for writing
lanes, flat/plot no., etc., and the third line for city town. Semicolon is used at the end of first and
second lines and third line is closed with full stop. A specimen of inside address is given below:

Notes While writing the address respectful words like Shri or Mr. is used. The word
Esq. (Esquire) must be used to address a person of high status, after the name. While
addressing woman, the word Mrs. or Miss. Must used, for company or organizations the
word Messer (M/s) is used.

Salutation: After writing inside address, salutation word is written below it. This is a word of
respect to the receiver. In business correspondence, the words “Dear Sirs”, “Honorable Sir”, or
“Honorable Madam” is used. After the salutation, semicolon is put.
Subject heading: Subject heading is the brief statement of the main body of the letter. For the
convenience of the reader, subject heading is written. This helps the reader to understand the
contents of the letter and the department to which it is related, at the first sight. This will enable
to direct the letter to the person or department concerned without any delay and initiate action
immediately. A few examples of subject heading are given below:
l Subject: Enquiry of prices
l Subject: Regarding damages of goods
l Subject: Payment of outstanding money, etc.
Body of the letter (contents): This is the major part of the letter. The subject matter is explained
in this part. This part should be written very carefully using simple language in very effective
manner. All the facts should be stated in order of priority so that the reader could understand
every point clearly.
The body of the letter has mainly three parts:
1. Introductory part or opening paragraph: In case a reply is being sent against a letter just
received, the introductory part gives that letter number and date (reference). If a reply to
some earlier letter or letters is being sent, the reference of that letter is also made in the
introductory part.
2. Main body of the letter: The main body of the letter states the subject matter in detail.
Every point is explained in different paragraphs. It is written legibly using good words and
phrases to attract the attention of the reader, so that he may act upon immediately on the
letter.
3. Conclusion or closing paragraph: Concluding part is the third and final part of a letter. In
this part the writer of the letter makes it clear cleverly what he expects from the other party.
The conclusion is usually expressed in any of the following ways:

(a) I am confident that you will give me an opportunity to serve you better.
(b) An early reply is much awaited.
(c) Please oblige us by taking personal interest in executing our purchase order, etc.
Complementary close: The way in which a letter begins with saluting, in the same manner a
letters closed with complementary close. Complementary close is written at the right hand side
below the body of the letter. The words like, “Yours sincerely”, “Yours faithfully” is quite a
common term.

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