Slide 1: Title Slide
The Art of Letter Writing
A Guide to Effective and Purposeful Communication
Slide 2: Introduction
What is a Letter?
A letter is a written message conveyed from one person to another, typically through the post or another delivery service.
Despite the rise of digital communication, letter writing remains a crucial skill for formal, personal, and professional correspondence.
Why is it still important?
Provides a formal record of communication.
Conveys a sense of importance and personal touch.
Required for many official purposes (job applications, legal notices, etc.).
Helps develop writing and communication skills.
Slide 3: Main Types of Letters
1. Formal Letters:
Written for official or professional purposes.
Follow a strict format and use formal language.
Examples: Business letters, job applications, letters to government officials, letters to the editor.
2. Informal Letters:
Written to friends, family, or acquaintances.
Use a personal, casual tone and have a flexible format.
Examples: Letters to parents, friends, or relatives, thank-you notes, invitations.
Slide 4: Deep Dive: Formal Letters
Purpose: To inform, request, complain, inquire, or apply in a professional setting.
Key Characteristics:
Structure: Follows a specific, prescribed format.
Tone: Professional, objective, and polite.
Language: Uses formal vocabulary and avoids slang, contractions, or colloquialisms.
Content: Precise, relevant, and to the point.
Slide 5: Structure of a Formal Letter
Sender's Address: Your address (top left).
Date: The date the letter is written (below sender's address).
Receiver's Address: The address of the person you are writing to (below the date).
Subject: A brief line summarizing the letter's purpose.
Salutation: The formal greeting (e.g., "Dear Sir/Madam," or "Dear Mr. Smith,").
Body of the Letter: The main message, typically 2-3 paragraphs.
Complimentary Close: The formal closing (e.g., "Yours faithfully," "Yours sincerely,").
Signature: Your handwritten signature, followed by your typed full name.
Slide 6: Writing the Body of a Formal Letter
Paragraph 1: Introduction
State the purpose of the letter directly. Why are you writing?
Example: "I am writing to apply for the position of Marketing Manager advertised on..."
Paragraph 2: Main Content
Provide all the necessary details, information, or arguments. Be clear and logical.
This is the core of your letter.
Paragraph 3: Conclusion
Summarize your purpose and state what you expect. This could be a call to action or a concluding statement.
Example: "I look forward to hearing from you at your earliest convenience."
Slide 7: Deep Dive: Informal Letters
Purpose: To connect with people you know personally, share news, or express feelings.
Key Characteristics:
Structure: Flexible and less rigid than a formal letter.
Tone: Personal, warm, and conversational.
Language: Casual language, contractions, and colloquialisms are acceptable.
Content: Can be about any personal topic.
Slide 8: Structure of an Informal Letter
Sender's Address: Your address (top left or right).
Date: The date of writing.
Salutation: A warm, personal greeting (e.g., "Dear Mom," "Hi [Friend's Name],").
Body of the Letter: The main message, written in a conversational style. You can use paragraphs as you see fit.
Complimentary Close: A friendly closing (e.g., "With love," "Best wishes," "Your friend,").
Signature: Your first name.
Slide 9: Principles of Good Letter Writing
Purpose: Always be clear about why you are writing the letter.
Audience: Write with the recipient in mind. Use an appropriate tone and language.
Clarity: Use simple, direct language. Avoid ambiguity.
Conciseness: Be brief and to the point, especially in formal letters.
Accuracy: Ensure all information (names, dates, addresses) and grammar are correct.
Slide 10: Common Mistakes to Avoid
Incorrect Format: Not following the standard format for formal letters.
Spelling and Grammar Errors: Creates a poor impression. Always proofread.
Wrong Tone: Being too casual in a formal letter or too stiff in an informal one.
Vague Subject Line: The recipient won't know the letter's purpose at a glance.
Forgetting to Sign: An unsigned letter is incomplete and invalid in formal contexts.
Slide 11: Conclusion
Letter writing is a timeless and essential skill.
Understanding the difference between formal and informal letters is key.
Following the correct structure and principles of good writing ensures your message is received clearly and effectively.
Practice is the best way to become a confident letter writer.
Slide 12: Q&A
Thank You
Questions?
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