1736 form and structure of the letter while writing a

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graphic presentations will enrich the quality of written message. 17.3.6. FORM AND STRUCTURE OF THE LETTER While writing a business letter, attention must be paid to build the parts of a business letter and to the choice of format. As a letter with a poor and loose structure cannot get the attention that it may seek correct format and standard writing convention should be followed while designing the letter. In order to ensure clarity of presentation, the letter should be divided into sections and sub-sections each with a clear purpose and place in the body of the letter. Parts of a Business Letter A business letter includes ten elements that is sender’s address, date, reference, inside address, subject, salutation, body, complimentary close, signature, and enclosures. Senders Address The writer’s address should be put in the top right hand corner. The street address, city pin code, telephone, fax, and email address should be mentioned. The writer should not include his/her name or tile, as it is included in the letter closing. If a printed letterhead is used the address should not be written again. Date The date line is use to indicate the date the letter was written. The month, day and year should be written two inches from the top of the page.
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200 Reference This is an optional element and may be placed below the dateline. The writer’s reference number as well as the reference number of the recipient should be mentioned (your Reference /our reference). Inside address The inside address is the receiver address include a personal title such as Ms. Mrs. Mr. or Dr. The inside address begins one inch below the date. It should be left justified, no matter which format is used. Subject This is also an optional element it may be place either before or below the salutation. The topic of the letter should be written in phrase form. Salutation As salutation is a greeting used to address the receiver of the letter, it should be, as that used it the inside address, including the personal title. Use the personal title and the surname should be followed by a comma or colon, formal parses such as “Dear sir/Dear madam/ Dear consumer” may also be used if the name of the recipient is not known. Body As the body of a business letter contain the message of the letter, it must be organised carefully. It should be divided into three distinct parts, that is, the opening segment, the middle segment, the closing segment. In the first segment, which may consist of one or more than one paragraph, a friendly opening can be made and then a statement of the main point. The purpose of a business letter is generally found in the opening segment. The middle segment is the part in which all the details that support the main points are included. It may begin justifying the importance of the main point, and the next few paragraphs may contain more information and supporting details. The closing segment of a letter usually restates the purpose of the letter and states what action the writer wants the reader to take.
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