may have the following forms. (i) Dear Sir/Madam (when we are writing to a total stranger whom we do not know at all). (ii) Dear Mr/Ms/Dr/Professor + Surname as in: Dear Dr Sinha, (when it is a formal relationship with the addressee and the writer does not know him or her personally). (iii) Dear Sujata (when the writer knows the addressee personally and the two share a semi-formal relationship).
. Reference to previous correspondence, if any. Most official letters carry a subject line just above the salutation. This is for quick reference to the subject.
. Content of letter The content of the letter begins on the next line and is arranged in two or three paragraphs. . Complimentary close and signature Letters usually end politely with the following phrases: Thank you, With regards, With best wishes, Hope to see you soon, Hope to receive an early reply etc.
The complimentary close is followed by ‘Yours sincerely/ Yours truly’, and the writer’s signature in the next line. Given below is an example of the format of a formal letter. Ritu Patel Manager, Customer Services Vijayanagar Gas Company , Ameerpet Hyderabad November Mr Shagun Thomas , Vijay Apartments Begumpet Hyderabad Sub: Your application No. F323 for a new gas connection Dear Mr Thomas, With regards, Yours sincerely, Ritu Patel Nowadays all the parts of a letter are aligned on the left.
This style is called the Full-Block style. The date and signature are very important in letters. We do not use commas after every line in the address. Do not begin your letters with hackneyed expressions like, ‘With reference to your letter dated January’.
Instead, use personalised variations like, ‘I was glad to receive your letter of January…’ or ‘We were happy to note from your letter that the goods have reached you safely…’ Never end your letters with hanging participles like ‘Thanking you’ or ‘Awaiting your reply’. Instead write, ‘Thank you’ or ‘We/I await/look forward to your reply’. Informal Letters Informal letters include personal letters. If it is a personal