Checklist (does your letter contain the following items?):
- Sender’s address
- Receiver’s designation and address
- Subject (Topic/problem)
- Salutation: Dear Sir/Madam
- Body of the letter: It is usually written in 3 paragraphs
- Complementary close: Yours truly/sincerely
- Sender’s signature & full name
- Justified alignment/Block format
77 Alaknanda Apartments
Pin code: 1100054
- The date appears directly below the address.
- Write out the full date as follows:
- 16th of December 2013
- December 16, 2013
- Avoid writing: 16/12/2013
Receiver’s Official Designation and address:
The Times Of India
6, Tolstoy Marg
Pin Code: 110007
The Subject is written like a newspaper headline, it is not written in the form of a sentence. It is brief, crisp and it provides a brief glimpse into the issues raised in the letter. The first letter of the word Subject is in capitals and it is followed by a colon, whatever comes after the colon is underlined:
Subject: Power cuts in town
The Opening Sentence:
- I am Amit Gupta, and through the columns of your newspaper, I would like to draw the attention of the readers towards the problem of....
- I am, Sunita Chauhan, and through the columns of your esteemed newspaper, I would like to bring to the notice of the readers...
This is how you address the receiver of the letter. A more formal approach would be to address the reader as:
- Respected Sir, / Respected Madam,
- Sir, / Madam
A less formal address would be:
- Dear Sir, / Dear Madam
In many cases the word ‘Dear’ signals familiarity and might be used after a number of correspondences.
Body of the Letter, suggested ideas for paragraphs:
- Para 1: who you are/what are you writing about
- Para 2: Details about the Topic/Problem/Issue
- Para 3: What would you like the reader to do (Your hope/appeal/warning/conclusion/comment/suggestions)
- In case there is a problem that is discussed and a solution that is asked, you can include your suggestions to the third paragraph and then add a short fourth paragraph for you appeal, conclusion.
The Complementary Close:
- It is a polite way of ending the letter and includes the following examples:
- Yours truly
- Your sincerely
Sender’s Signature followed by Full name and designation:
- The sender initials or signs his/her name.
- This is followed by his/her full name and Designation within brackets
(Arun Kumar-Manager, Infratech Solutions)
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