Letter,memo and e mail - copy
- 1. LETTER & MEMORANDUM PRESENTED BY AASMA MEHAK PRESENTED TO, SIR MUTI-UR-REHMAN DPT BATCH-I SEM-II KIHST 1
- 2. LETTER • A written or printed communication directed to a person or organization. Latter may be created or sent as: a. E-mail transmission b. Hand-delivered transmission c. Regular mail transmission 2
- 4. TYPES OF LETTER 4 BASIS FOR COMPARISON FORMAL LETTER INFORMAL LETTER Meaning A formal letter is a letter, written in formal language, in the stipulated format, for official purpose. A letter written in an friendly manner, to someone you are familiar with, is called informal letter. Objective Professional Communication Personal Communication Format Written in prescribed format only. No prescribed format. Written in First person - Business letters, third person - others. First, second or third person. Written to Business, college/institute, employer, organizations, etc. Friends, family, acquaintances etc. Voice Passive Active Sentences Long and complex Short and simple Size Concise Large or concise Contractions and Abbreviations Avoided Used
- 5. PARTS OF LETTER ADDRESSES writer’s address: normally written at the top of paper at right hand corner DATE January 1,2019 or 1st January, 2019 SALUTATION In this part we greet the person to whom we are writing. BODY Some suitable openings according to the occasion & should be closed with a proper phrase. 5
- 6. PARTS OF LETTER OPENINGS • I received your kind letter only other day • I was very glad to receive your letter • I am much pain to hear that CLOSING • With best regard • With best wishes • Hoping for an early reply • Hoping to see you soon • Thank you, 6
- 7. PARTS OF LETTER THE SUBSCRIPTION (COMPLIMENTARY CLOSE) After closing the body of letter, we put subscription at the bottom of left hand corner 7
- 8. COMPLIMENTARY CLOSE 8 AMERICAN STYLE BRITISH STYLE MORE FORMAL • Respectfully, • Respectfully yours, • Yours respectfully, FORMAL • Sincerely, • Sincerely yours, • Yours truly, • Yours faithfully, (with dear Sir/Madam) • Yours sincerely, INFORMAL • All the best, • Regards • Best wishes, • All the best,
- 9. PARTS OF BUISNESS LETTER 9
- 12. WHAT IS MEMORANDUM (MEMO)? • A memorandum is a written record, message, or reminder. • Less formal and shorter than letter. • Memos are considered to be official documents in most organization. 12
- 13. PURPOSE OF MEMO 13 “solve problems” by • Informing • Persuading • Refuting • Arguing • Analysing
- 14. STANDARD PARTS OF MEMO • The standard memo format contains six parts i. TO ii. FROM iii. CC iv. DATE v. SUBJECT or RE vi. BODY of memo 14
- 15. PARTS OF MEMO “TO” line Address the recipient appropriately (use full name or tittle of a person). If sending the memo to entire stuff, then write: “to all Employees”. “FROM” line Write your name in this line. CC line Add additional recipients in cc line, it indicates who will receive the “courtesy copy” of memo. DATE Include date (write complete date). SUBJECT or RE Choose specific phrase for subject line. 15
- 16. FORMAT 1616
- 17. WHAT ARE THE DIFFERENCES BETWEEN LETTER, E-mail & MEMO……..? 17
- 18. COMPARISIONS 18
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