Letter writing
The contents of a letter
• follow the basic rules of writing.
• introduction - say what the letter is going to
be about
• body, ∞ three paragraphs, develop the idea
stated in your introduction
Format
•
Blocked format all typescript beginning at
the left-hand margin.
•
Semi blocked, address, paragraphs and
Friendly Letters
• Your address goes at
the top right hand side
of the page.
• Always remember to
put the date below
your address.
• Avoid abbreviations.
• The salutation follows
Example
10
Ardenne
Road,
Kingston 10
10th January, 1997
Dear Rosie,
Remember to start a
new paragraph to
indicate each new
types of
friendly letters
Close with any appropriate phrase of your choice, such as ‘your friend’ or ‘Yours,’ then sign your name.
Thank You
letters express thanks for time spent in other
people’s home or for gifts and other tokens of
friendships, sympathy; etc:
In such cases you need to refer to what you are
thanking the persons for and mention how you
types of
friendly letters
• Invitation letter indicate the date, time and place as well as the purpose of the proposed visit.
• Ask for a response as to whether the person you are inviting will be able to attend.
Sympathy letters .
• give comfort in a time of sadness. Be tactful as well as sincere.
Cöngratulations letters
• Are sincere and cheerful. Mention the happy
occasion whether passing examinations; the winning of a team event; the birth of a child;
• be brief in your
Business Letters
• Business Letters
request information, order goods, make complaints about unsatisfactory
goods or service or to make contact with
business or professional organisations
• Business letters need • to be well written in
standard English,
• to be simple and concise as well as courteous.
• give a good first
impression of
yourself to the
organisatjon or
Format of a business letter
• Your Address
• Your address is written at the top right hand side of the page. (if semi
blocked)
• it is always, followed by the date.
• Your address as well as the date should always be written in full.
• Do not write your name above your address.
• The Inside Address
• The name and the full
address of the company or organization to which you are writing should be
Format of a business letter
• Each line starts at the
left hand margin.
• The inside address is
punctuated in the
same way as your
address.
Addressing
• the person’s name is
placed above the
address and an
Example
The Salutation and the ClosingMr John Jackson
Vice President
Jackson and Company
154 King Street
Kingston.
10 Ardenne Road
Kingston 10
January 10, 19-7
• The salutation is
placed after the inside
address. If you do not
know the name of the
person to whom you
are writing, you
should use the
salutation:
•
Dear Sir/Madam,
• and close:
Salutation and closing
• addressing your letter to a particular person in the company or organisation, such as:
Dear Mrs Brown
or
Dear Mrs Green
your end:
Yours sincerely.
Your may, if you prefer, use
‘Yours truly or ‘Yours respectfully.’
• DO …
1 Be simple and concise
Say what you mean in simple, everyday
language. Avoid
roundabout phrases,
jargon, slang and chich_s.
2 Be specific
Include all relevant information but avoid useless information. Use specific words rather than vague ones and active
Do
3 Be courteous
• Do not use roundabout, sarcastic remarks. Instead, use words such as ‘please’ and ‘thank you’ which set a tone of sincerity or
friendliness
• Avoid overuse of the personal ‘I.’ Use the
recipient’s name and other personal pronouns such as ‘you’ and ‘we’.
• Consider your reader and his/her point of view and try to express yourself in simple dignified language rather than flowery or
3 Types of Business letters
• Letter of Application
• Your opening paragraph should state whether you are writing in response to an advertisement or if it is an unsolicited letter of enquiry.
• You should also state
specifically what position you are applying for.
• You should then include facts about your educa tion,
experience, special abilities and personal char acteristics which make you the right person for the job.
• You should also give the full names and addresses of two or three referees, reputable
persons such as teachers,
doctors or ministers of religion who can comment on your
character, experience and special abilities which would make your an asset to your potential employer.
• Letter of Request
• A letter of request for goods or services
should include: • - The date.
• - The specific size, style, colour of the goods as well as the quantity you need.
• - Directions for delivery as well as the method by which you will make
payment.
• Letter of Complaint • Your letter should be
clear, polite and specific. • Include details such as the
make and model of goods and !f possible, the serial number.
• Be specific about the problem without getting angry or being abusive.
• In your closing paragraph, state specifically what
action you .expect the
Letter to the Editor
• the aim of the speaker or writer is to influence the
opinions of people
• They use words which would persuade the
audience or influence them to adopt the same line
of thought.
• Such words are emotionally toned and they
suggest to the audience particular feelings and
attitudes
The following letter to the Editor.
Select the main idea which the writer
expresses.
What words and expressions help to
make the ideas convincing?
Andean High School Trincity
March 14, 1994 The Editor,
Express Publishing Company St Catherine.
Sir,
I am a student of form five and an
ardent cricket fan, who now represents the
views of many young people in our
schools. It is alarming that such a position
should be taken against teachers and school
children when the Ministry itself
It is meet that the Ministry recognize that such
opportunities to see a fine display of bowling and batting styles and the skills and technique of field setting rarely occur. Should we really be denied this grand opportunity?
If productivity is so urgent a concern of the Ministry, then wh were we granted two days off for the Carnival
Celebrations? Is cricket a less cultural activity? In my opinion, such unjustified discrimination against schools should be strongly condemned.
The refusal of the Ministry is an open confession of a short sited policy which cannot at any time be defended.
Write a letter to the editor
The roads in your country are becoming
more congested with the increased volume
of traffic. Write a letter for the editorial
page of a newspaper, in which you suggest
ways of overcoming problems caused by
this congestion.
LETTER TO THE EDITOR
1. You have read on the editorial page of your newspaper a letter representing the view the young drivers in this
country are responsible for the high rate of traffic
accidents. Write a reply in which you strongly protest this view.
2. You are thoroughly dissatisfied with the postal service in your country. Write a letter for the editorial page of your newspaper, stating the grave inconvenience you have experienced
3. You have purchased a faulty appliance from a firm.
Despite several letters of complaint nothing has been done to rectify the unfortunate circumstance
4. Someone has written an article in the newspaper
condemning Carnival as a waste of time and
money.
Write a letter in reply to this view. You should
project a Positive attitude to Carnival.
5. A motion has been moved in Parliament to
abandon racing pools in the country. Write a letter
to the Editor giving your views on the issue.
6. The roads in your country are becoming more
congested with the increased volume of traffic.
Write a letter for the editorial page of a
newspaper, in which you suggest ways of
7.The problem of squatting is becoming a
menace in your area.
Write a letter to the Editor exposing the
ways in which squatting has affected
people in your neighbourhood
8.The library facilities in your country have
deteriorated in recent years. Write a letter
to the Editor, in which you strongly request
Government to take immediate steps to
