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Layout & Convention of Letter Writing

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Presentation on theme: "Layout & Convention of Letter Writing"— Presentation transcript:

1 Layout & Convention of Letter Writing

2 I Every well-constructed letter is made up of at least the following parts:
Heading Inside address 3. Salutation / Greeting 4. Body 5. Complimentary closure 6. Signature

3 1. The heading Printed letterhead, including name of organization, address, telephone number, etc. Date.

4 2. Inside address (optional if it is a personal letter)
“Mr.” “Ms.” “Mrs.” “Miss” “Rev.” for clergymen “Dr” , “Prof.” “General” “Captain” “President”etc. Messrs.; Gentlemen; Mmes or Madams; Messrs. Two or more men are addressed as “Messrs”, but a father and a son could not be lumped as “Messrs.” They should be addressed individually as : Mr. Howard Brown Mr. John Brown For unmarried sisters, the envelope should be addressed like “Misses Mary and Jane Howell”

5 Dear + Mr./Mrs./ Ms./Miss + Surname
3. Salutation Dear + Mr./Mrs./ Ms./Miss + Surname Dear Sir or Madam, or Dear Sir/Madam Dear Sir, Dear Sirs Dear+ Christian name

6 4. Body of the Letter Making a start (opening); Stating the main points (middle part); concluding

7 5. Complementary Closing
Affectionately, Yours with love, Fondly, With best wishes, Love, Yours,

8 Always hand-write your signature; Sign your name in ink;
6. The signature Always hand-write your signature; Sign your name in ink; Write you name legibly, so there can be no doubt as to the exact spelling of your name.

9 7. Special remarks Attention Notice or Particular Address
Letter subject Postscript Title Enclosure

10 II. The Envelope Write the recipient’s address in the center (or a bit to the right), and single space if it takes three lines or more. On the first line, you write the recipient’s name, (followed by the recipient’s organization, if any) then the street number, street, city, state and ZIP code. The country’s name comes last; Use only accepted abbreviations. Place your own single-spaced address in the upper left-hand corner. First, you write your own name, then your organization followed by the street, city, province and the name of the country.

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