Letter may be defined as a form of written communication. It may be defined as the written communication or tool that affirms continuation of an information or requirement, or contribution of a authority or right.
When we have to write a letter we have to see different things that why we need to write this letter, when we have to write and how we have to write. Now aday we use more emails then letters because it’s cheaper and fast but emails cannot be compared with letters because letters has official status. Whenever some office especially government offices and big offices they use letter as a path of information to share. To elect a candidate for job they send letter to his or her house which states that its official he got the job.
Letter is hardware and it can be touch and can be keep safe in lock. If you have a very high profile message then you are notify by letters which you can kept as a record. And it’s a personal privacy because now days a lot of computer hackers try to hack your account and all your details but letter is the one thing which they cannot hack and you can save all your information and details in a very safe place. But one bad thing of the letter is that they are slow delivery, emails can be delivered in a minute but letter take days to be delivered to the right person.
Then the most important thing is that how to write a letter, it’s very simple to write a letter all you need is to know how to write a better and effective communication because letter need to be very well presented. You need to be aware of the 8Cs of the communication to write a letter.
8Cs of the business letter are
Clarity
· The first stage of all business letters is that they should be clear. This includes the purpose or the reason of the letter and words used within the text. Clearly state your point which indicates the reader about your idea and what are you talking about.
Conciseness
· Conciseness is one of the most important part of all business things because time is the most important thing of the all business. Your letter need to be short and the right text to be used and avoid using the extra words and unnecessary words and keep it simple and short.
Consideration
· To get a letter to be considerable you need to understand the feelings and the point of view of the reader and make your letter about the reader not about you.
Courtesy
· Business letters should show respect to the reader and should display the writer's personal respect for the reader and the company he works for.
Concreteness
· Its means not to use the wrong words in your letter which may disrespect him or his company. The letter is not to be dull and it creates interest in your letter and you not miss the important points.
Cheerfulness
· When writing a business letter, display a positive attitude that expresses joy and cheer.
Correctness
· A business letter must always be correct. This means make sure every word within the text be right and it contains facts and figures. It can be done by proofreading and by checking the mistakes of the spellings and the grammar.
Character
· Your letter should be unique and better from the other letter because it show your character and your company profile.
When we have to write a letter we have to see different things that why we need to write this letter, when we have to write and how we have to write. Now aday we use more emails then letters because it’s cheaper and fast but emails cannot be compared with letters because letters has official status. Whenever some office especially government offices and big offices they use letter as a path of information to share. To elect a candidate for job they send letter to his or her house which states that its official he got the job.
Letter is hardware and it can be touch and can be keep safe in lock. If you have a very high profile message then you are notify by letters which you can kept as a record. And it’s a personal privacy because now days a lot of computer hackers try to hack your account and all your details but letter is the one thing which they cannot hack and you can save all your information and details in a very safe place. But one bad thing of the letter is that they are slow delivery, emails can be delivered in a minute but letter take days to be delivered to the right person.
Then the most important thing is that how to write a letter, it’s very simple to write a letter all you need is to know how to write a better and effective communication because letter need to be very well presented. You need to be aware of the 8Cs of the communication to write a letter.
8Cs of the business letter are
Clarity
· The first stage of all business letters is that they should be clear. This includes the purpose or the reason of the letter and words used within the text. Clearly state your point which indicates the reader about your idea and what are you talking about.
Conciseness
· Conciseness is one of the most important part of all business things because time is the most important thing of the all business. Your letter need to be short and the right text to be used and avoid using the extra words and unnecessary words and keep it simple and short.
Consideration
· To get a letter to be considerable you need to understand the feelings and the point of view of the reader and make your letter about the reader not about you.
Courtesy
· Business letters should show respect to the reader and should display the writer's personal respect for the reader and the company he works for.
Concreteness
· Its means not to use the wrong words in your letter which may disrespect him or his company. The letter is not to be dull and it creates interest in your letter and you not miss the important points.
Cheerfulness
· When writing a business letter, display a positive attitude that expresses joy and cheer.
Correctness
· A business letter must always be correct. This means make sure every word within the text be right and it contains facts and figures. It can be done by proofreading and by checking the mistakes of the spellings and the grammar.
Character
· Your letter should be unique and better from the other letter because it show your character and your company profile.
Then it comes that what your letter will be like, it will be a direct approach or an indirect approach.
Direct approach is that in which you states the primary message right away and indirect approach is that in which you go slowly and gradually to your primary message.
Essential elements of the letter can include Sender’s address, Date, Recipient’s name and address, Salutation, Body of letter, Close, Signature block etc.
And the optional line is that which you can add to create more value of your letter or to represent better. These can include Subject line, Attention line, Security heading, Reference details, Document initials, Sender’s contact details, Enclosure details, Copy details, Headers/footers
Whenever you write the letter you have to keep sure that you write the exact title and the relations, name and address and all that information because it helps a letter to reach its destination and people can be very sensitive about their details e.g., it can be disrespectful if you don’t spell them properly or you give the wrong title so you must be aware of that.
Letters have many different formats but the main formats used are Full block, Modified block, Traditional block and the simplified format.
In full block each line will be left margin that is name and address etc. but this can be good or bad as well because some readers think it’s a misbalance technique. In Modified block, date and address and signature are centered and full justified are used. Some readers take this as the correct format because due to this letter seems balance. Traditional are very similar to the Full block and the Modified block format except that the first line of each paragraph is indented about 4-6 letter spaces. And simplified is similar to the Full block format with all the lines are justified and closed.
Then there is different approaches of letter like if you want to give a good news to someone then come quickly to the news and make the person happy by reading the letter and in bad news you need to clarify the message, take steps and make a better understanding between you and the reader and then come to the bad news.
Sample Letter
Polytechnic West
Hayman Road, Bentley
Tel: 9267 7777
October 19th, 2014
Dear Valued Student:
You have gain very good numbers in your final exams and we are preparing a lunch for top students by campus management and we will be pleased to invite you to our preferred student Spring Lunch this Saturday.
Saturday's lunch event is by invitation only. All of students need to be in formal dress which can be dress pent and shirt and you can wear tie as you wish.Lunch open at 1:00 pm sharp. Complimentary coffee and donuts will be served first and then there will be whole of 8 dishes including Asian and Americans.
In addition, rewards would be given to students who gain HD grades and there will be a little ceremony for all of the students.
We look forward to seeing you on Saturday. Please bring this invitation with you and present it at the door.
Sincerely,
Umer Nadeem
Program Coordinator
[email protected]
MEMOS
The word memorandum is derived from Middle English words memorandumsto be remembered.
A memo is written communication and it is intended to inform to a group of people of an event, policy, rule and regulations and other stuff which encourages them to take actions. The word memorandum means something that should be remembered.
A memo includes a heading statement, Consider who the audience should be, introduce the problem or issue, Suggest ways to address the problem or issue, Support your course of actions in the discussion segment and in the end close the memo with a friendly ending that restates what actions you want reader to take. In the end review and edit your memo to make sure that it is clear, concise, persuasive and free of errors.
They accomplish their goals by informing the reader about new information like policy changes, priceincrease ,or by persuading the reader to take an action, production procedure .
Memo clearly use for urgent message like if you are studying in college and college has to be closed tomorrow so college will post a memo on notice board to convey the message to all the students. So memo is very cheap and short way to convey the message within the organization.
MEMO SAMPLE
MEMORANDUM
TO: All Students
FROM: Management T.C.
DATE: October 20th, 2014
SUBJECT: EXAMINATION DATES
It’s the time of the year when all of the students have to test their ability that what they have learned early but this year the management is taking the exams after charismas holidays so students can be well prepared.
Exams Details
Date: Second or third Saturday in January (T.B.A)
Roll No.: Check eCampus accounts
We hope you all will prepare well for the exams and if anyone have some confusion please contact Hadimas, our Exam coordinator. Hadimas' cell phone number is 222-3098. Please contact Hadimas outside of office.
Thank you.
Direct approach is that in which you states the primary message right away and indirect approach is that in which you go slowly and gradually to your primary message.
Essential elements of the letter can include Sender’s address, Date, Recipient’s name and address, Salutation, Body of letter, Close, Signature block etc.
And the optional line is that which you can add to create more value of your letter or to represent better. These can include Subject line, Attention line, Security heading, Reference details, Document initials, Sender’s contact details, Enclosure details, Copy details, Headers/footers
Whenever you write the letter you have to keep sure that you write the exact title and the relations, name and address and all that information because it helps a letter to reach its destination and people can be very sensitive about their details e.g., it can be disrespectful if you don’t spell them properly or you give the wrong title so you must be aware of that.
Letters have many different formats but the main formats used are Full block, Modified block, Traditional block and the simplified format.
In full block each line will be left margin that is name and address etc. but this can be good or bad as well because some readers think it’s a misbalance technique. In Modified block, date and address and signature are centered and full justified are used. Some readers take this as the correct format because due to this letter seems balance. Traditional are very similar to the Full block and the Modified block format except that the first line of each paragraph is indented about 4-6 letter spaces. And simplified is similar to the Full block format with all the lines are justified and closed.
Then there is different approaches of letter like if you want to give a good news to someone then come quickly to the news and make the person happy by reading the letter and in bad news you need to clarify the message, take steps and make a better understanding between you and the reader and then come to the bad news.
Sample Letter
Polytechnic West
Hayman Road, Bentley
Tel: 9267 7777
October 19th, 2014
Dear Valued Student:
You have gain very good numbers in your final exams and we are preparing a lunch for top students by campus management and we will be pleased to invite you to our preferred student Spring Lunch this Saturday.
Saturday's lunch event is by invitation only. All of students need to be in formal dress which can be dress pent and shirt and you can wear tie as you wish.Lunch open at 1:00 pm sharp. Complimentary coffee and donuts will be served first and then there will be whole of 8 dishes including Asian and Americans.
In addition, rewards would be given to students who gain HD grades and there will be a little ceremony for all of the students.
We look forward to seeing you on Saturday. Please bring this invitation with you and present it at the door.
Sincerely,
Umer Nadeem
Program Coordinator
[email protected]
MEMOS
The word memorandum is derived from Middle English words memorandumsto be remembered.
A memo is written communication and it is intended to inform to a group of people of an event, policy, rule and regulations and other stuff which encourages them to take actions. The word memorandum means something that should be remembered.
A memo includes a heading statement, Consider who the audience should be, introduce the problem or issue, Suggest ways to address the problem or issue, Support your course of actions in the discussion segment and in the end close the memo with a friendly ending that restates what actions you want reader to take. In the end review and edit your memo to make sure that it is clear, concise, persuasive and free of errors.
They accomplish their goals by informing the reader about new information like policy changes, priceincrease ,or by persuading the reader to take an action, production procedure .
Memo clearly use for urgent message like if you are studying in college and college has to be closed tomorrow so college will post a memo on notice board to convey the message to all the students. So memo is very cheap and short way to convey the message within the organization.
MEMO SAMPLE
MEMORANDUM
TO: All Students
FROM: Management T.C.
DATE: October 20th, 2014
SUBJECT: EXAMINATION DATES
It’s the time of the year when all of the students have to test their ability that what they have learned early but this year the management is taking the exams after charismas holidays so students can be well prepared.
Exams Details
Date: Second or third Saturday in January (T.B.A)
Roll No.: Check eCampus accounts
We hope you all will prepare well for the exams and if anyone have some confusion please contact Hadimas, our Exam coordinator. Hadimas' cell phone number is 222-3098. Please contact Hadimas outside of office.
Thank you.
REFERENCES
BusinessDictionary.com,. (2014). What is letter? definition and meaning. Retrieved 22 October 2014, from http://www.businessdictionary.com/definition/letter.html
VanBaren, J. (2014). What Are the 8 C's of a Business Letter? | eHow. eHow. Retrieved 22 October 2014, from http://www.ehow.com/info_8396664_8-cs-business-letter.html
Memo, H. (2014). How to Write a Memo. wikiHow. Retrieved 22 October 2014, from http://www.wikihow.com/Write-a-Memo
Englishclub.com,. (2014). Sample Business Letters: Internal Memo | EnglishClub.com. Retrieved 22 October 2014, from https://www.englishclub.com/business-english/correspondence-memo.htm
Memo and letter writing fundamental to effective business communication. (2006, Nov 03). Business Wire Retrieved from http://search.proquest.com/docview/445142476?accountid=39715