this provides all way and ideas to write effective oficial letters

1. Welcome to my power point presentation
this presentation is presented by Aayushi kumari
Hope you will like and enjoy this presentation

2. Topic
Formal letter
Subtopic
Placing an order

3. What is letter?
“A written or printed communication to a person or organization
is called letter
• There are two types of letter
1. Formal letters
2. Informal letters
• Formal letters:- A business letter is a letter from one
company to another, or between such organizations
and their customers, clients, or other external parties
• Informal letters:-An informal letter is a letter that is
written in a casual manner. You can write to them to
cousins, relatives, friends or family.

4. How to make a letter
effective?
• Always start writing a letter from top
left corner.
• Always leave a gap between each
particular information.
• Write a informal letter in a good
handwriting as it is an official letter
which may be shown publicly.

5. Correctformatof informal letter
1) Sender’s address
2) Date (dd-mm-yyyy )
3) Receiver's designation and address
4) Subject (not very long , one line
statement only)
5) Salutation
6) Content
7) Yours Truly
8) Signature and name

6. content
• First paragraph
• The first paragraph should be short and state the
purpose of the letter- to make an enquiry,
complain, request something, etc. The paragraph
or paragraphs in the middle of the letter should
contain the relevant information behind the
writing of the letter. Most letters in English are
not very long, so keep the information to the
essentials and concentrate on organizing it in a
clear and logical manner rather than expanding
too much.
• Last paragraph
• The last paragraph of a formal letter should state
what action you expect the recipient to take to
refund, send you information, etc.

7. Example
50-C Pushp Vihar
New Delhi
5th May 2021
The Editor
India Today
New Delhi
Subject – Ban poly bags
Sir
through the columns of your esteem newspaper I wish to draw your kind attention
towards the problem o using poly bags
poly bags don’t decompose instead they choke the drainage system most animals eat
these poly bags and dies in long run , if they were burned their smells pollutes the
atmosphere I wish that people in their own interest and in the interest of Mother Earth
they woke up and stop using poly bags.
I hope through your daily newspaper this matter will be concerned and highlighted and
will make some effort to overcome this problem
Yours Truly
Kavita Khanna
Sender‘s address
date
Receiver’s address and designation
subject
salutation C
O
N
T
E
N
T
Signature or name

8. Letter Mechanics
• Pronoun The use of personal
pronouns is important in letters ,
I, he, she, it, we, they, you
• In a letter, do not refer to yourself
in the third person by using “the
writer”
• It is perfectly natural and
appropriate to refer to yourself as
I and to the reader as you.

9. Other things to remember
• Be Focused.
• Writeconciseandpurposefulletter
• Donot writeconfused,overlongletter.
• Donot berude.
• Donot tryto impresswithyourwriting.i.e.Please,
veryveryverythankyou

10. Typesof informal letter
• Letter to the editor
• Letter for inquiry
• Letter for complaining
• Letter for placing an order
• Letter to the principal
• Letter to request
• Letter for jobs , admissions etc.
In this presentation we will
understand the letter for placing an
order

11. Placinganorder
• In this type of informal letter we write the letter
to the manages or sales manager of any
organization for placing an order for some
objects.
• These object can be related to any department
i.e.
hospital,schools,academy,sports,stationary,electr
ical appliances,etc.
• While writing an letter for placing an order the
order must be in relevant quantity not too much
high and not too much low.
• We have to write our three to four terms and
condition about purchasing , discount , status of
items.

12. • You are Nisha music teacher of St. Joseph Convent School Kanpur you need some musical instrument for the
school place an order to the sales manager music gallery Civil Line Kanpur
St. Joseph Convent School
Kanpur
5th May 202
The sales manager
Music Gallery
Civil Lines Kanpur
Subject - placing an order for musical instruments
Sir
I wish to place an order for some musical instrument for our school the list is given below
terms and conditions:
payment should be made by cheque only , the above items must reach us in proper condition latest by 30th above
item should have two years guarantee card
thank you for your cooperation.
Yours Truly
Nisha
(Music teacher)
Name of item Quantity
Harmonium 20
Tabla 10
Piano 30
Guitar 25

13. You are miss Monika the sport instructor in Army Public School Agra the principal has asked you to place an order for
buying necessary Sports Equipment required for the school you decide to place an order to Sethi Sports Jalandhar
write a letter placing an order for the same
Army Public School
Agra
5th April 2021
the sales manager
Sethi Sports
Jalandhar
Subject- placing an order for the sports equipment for the school
Sir
as per our telephonic conversation dated 3rd I wish to place an order for sports equipment for our school the list is
given below
we request you to give 15% discount on the purchase of the Sports Equipment and a for the 10% discount that is
usually granted to the institutional buyers kindly ensure that all the items are in good condition and must reach us
in good condition by 20th please let us know the mode of payment as well as
thank you for your cooperation.
Yours Truly
Monica
(Sports instructor)
Name of the item Quantity
Hockey sticks 36
Football 25
Soccer balls 34
Skipping ropes 25