In previous section of this series, we have discussed about letter writing tips and abbreviations. Now here we will discuss of addressing an envelope.
Addressing an envelope should be fairly simple.
- In the upper – left hand corner should be your name and underneath that should be your return address.
- In the upper – right hand corner should be the postage stamp (with correct postage amount)
- In the middle – centre should be the recipient’s name and recipient’s address.
Now let’s discuss few things which need to be kept in mind while addressing the envelope –
- Print/ write all the information on the envelope before stuffing and sealing it so it will be written/ printed on a flat surface.
- If you are writing to a different country, make sure you put it at on the last line of your return address and the recipient’s address.
- If you are writing a friendly letter with a small envelope, you can write the return address on the flap of envelope of there is no room on the top – left hand corner.
Part 3 : Letter Writing Tips & Abbreviations
Part 5 : How to address a letter?
In previous section, we have learnt about Parts of the letter, now let’s move to the third lesson of this series.
There are some letter writing tips, which one must keep in mind which writing content and giving it a proper shape.
- Always proofread your letter after writing it, check for sentence structure, grammar, and spelling mistakes.
- Proofread your letter again and again after you have revised it.
- Keep the recipient in mind, and write in a way that he/she can easily understand the letter.
- Don’t use abbreviated date, e.g use April 26, 2017, and not 4/26/17.
- Be respectful when you write, even if you are writing a letter of complaint.
- Be concise and keep to the point, but don’t leave out any important information.
- Try to keep your letter short enough to fit on one page.
- If your letter is more than a page long, use another page, don’t use the back of page.
- If you have access to company (or personal) stationery with a letter head on it, use that instead of regular papers.
Now moving on to the abbreviations that are used in letter drafting –
- asap – As soon as possible
- cc – carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)
- pp – per procurationem (a Latin phrase meaning that you are signing the letter on somebody else’s behalf; if they are not there to sign it themselves, etc)
- enc – enclosure (when you include other papers with your letter)
- ps – postscript (when you want to add something after you have finished and signed it)
- pto (informal) – please turn over (to make sure that the person knows the letter continues on next page)
- RSVP – please reply (respondez s’il vous plait)
Part 2 : Parts of letters
Part 4 : Addressing an Envelope
In the previous part, we have seen Introduction to letter writing. Now moving on to the second part i.e. parts of letters.
There are 7 parts of a letter –
- Your Address – At the top of your letter, you will put your address, so the reader will know where to send their reply to.
- Date – Put the date on which the letter was written in the format Month/Day/Year, for example – April 17, 2017
- Inside Address – The inside address is only required for a business letter and will include the address of the person you are writing to along with the name of recipient, their title and company name. If you are not sure who the letter should be addressed to either leave it blank or try to put in a title ie. ‘Director of Human Resources’.
- Greeting – The greeting will address the individual that the letter is being sent to. This is usually completed in the form of “Dear Vani” or “Hey Vani” for less formal letters.
- Introductory Paragraph – The first paragraph will generally outline the purpose for the letter and the reason that the letter is being sent. This can address any issues that are outstanding and is used to set the tone for entire rest of the letter. In this first paragraph, the summary of the letter can be found and the intentions which will be displayed through the rest of the letter should be outlined. From first paragraph of letter, the individual should be able to note the tone of letter.
- Body – The body of the letter will expand upon the introductory paragraph and the individual can extend their thoughts and feelings further when it comes to the letter. The body of the letter can be anywhere from multiple pages for personal letters, to one page or two pages for most business letters and other types of proposals.
- Closing – In the closing of the letter, the individual will close the letter and finish any thoughts that have been mentioned. The closing of the letter comes in various forms from yours truly, for those individuals that are familiar with one another, to a traditional sincerely which is a versatile closing that can be used in a variety of letters detailing many situations.
Part 1 : Introduction to Letter Writing
Part 3 : Letter Writing Tips & Abbreviations
The art of writing a letter takes practice, knowledge about proper form and the ability to put into words your feelings, thoughts, and/or ideas. In fact, letters need planning and preparation. If you learn the basic parts of a letter, it will help you to create letters for a variety of occasions.
The presentation of the Letter –
The presentation of the letter can be handwritten for less formal letters that are addressed to friends and family members, especially thank-you letters. In the case that you have illegible handwriting, you may want to consider typing the letter in these cases, although proper etiquette dictates against this type of behaviour.
Formal letters which are written on behalf of business to or professional contacts should remain typewritten and grammatical as well as spelling error free. These types of letters should be legible and professional and therefore typing the letter is one of the most effective ways to ensure that the letter demonstrates a professional appearance through the entire course of letter, thereby creating a positive impression on the recipient of the letter.
As regards outward presentation, it is important to determine the tone which will be written in the letter, including a professional tone or a tone that will be taken with friends or family members in more informal settings, Read through the letter once and see whether it has been completed to ensure that the tone remains the same. The tone can be adjusted based on the language which is used through the letter, as well as the greetings (familiar as opposed to formal).
Kinds of letters :
- Personal Letters – Acceptance letter, Birthday letter, Collection letter, Complaint letter, Condolence letter, Congratulation letter, Credit letter, Donation letter, Excuse and Apology Letter, Formal letter, Friendship letter, Goodbye letter, Grievance letter, Introduction letter, Letter of invitation, Letter of request, Promotion letter, Scholarship letter, Sorry letter, Transfer letter, Welcome letter.
- Social Mails and Letters – Appeal letter, Charity letter, Dispute letter, Farewell letter, FIR letter, Hardship letter, Retirement letter, Thank you letter.
- Business Mails and Letters – Acknowledgement letter, Agreement letter, Announcement letter, Appreciation letter, Cancellation letter, Claim letter, Follow-up letter, Marketing letter, Miscellaneous letter, Negotiation letter, Order letter, Persuasive letter, Sales letter, Proposal letter, Solicitation letter.
- Job Application Mails and Letters – Application letter, Appointment letter, Authorization letter, Certification letter, Confirmation letter, Dismissal letter, Employment letter, Endorsement letter, Internship letter, Interview letter, Job letter, Inquiry letter, Permission letter, Reference letter, Resignation letter, Sponsorship letter, Termination letter, Warning letter.
Part 2 : Parts of letters