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Official Correspondence Presentation by Dr. Mrs. Anisa Mujawar

Join Dr. Mrs. Anisa Mujawar for a presentation on official correspondence, including useful phrases, opening and closing lines, and general guidelines for business letters and emails.

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Official Correspondence Presentation by Dr. Mrs. Anisa Mujawar

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  1. WELCOMETO A PRESENTATION ON OFFICIAL CORRESPONDENCE BY Dr. MRS. ANISA MUJAWAR

  2. Useful Phrases Salutation

  3. Useful Phrasessalutation

  4. Official Correspondence Glossary

  5. Useful Phrases

  6. Opening lines Why do we need an opening line in a business letter or formal email? • To make reference to previous correspondence. • To say how you found the receipt’s name/address. • To say why you are writing to the recipient. 10 Good Opening Lines: • With reference to your letter of 8 June, I …. • I am writing to enquire about ….. • After having seen your advertisement in … , I would like ….

  7. After having received your address from …, I … • I received your address from … and would like… • We /I recently wrote to you about … • Thank you for your letter of 8 May. • Thank you for your letter regarding …. • Thank you for your letter/e-mail about …. • In reply to your letter of 8 May , ….

  8. Closing lines Why do we need a closing line in a business letter or email? • To make a reference to a future event • To repeat an apology • To offer help 10 Good Closing Lines • If you require any further information , feel free to contact me. • I look forward to your reply. • I look forward to hearing from you. • I look forward to seeing you. • Please advise as necessary. • We look forward to a successful working relationship in the future. • Should you need any further information, please do not hesitate to contact me. • Once again, I apologies for any inconvenience. • We hope that we may continue to rely on your valued custom. • I would appreciate your immediate attention to this matter.

  9. General Guidelines • Include address of the person you are writing to on the letter below your company address. • After the address, double space and include date. • Double space (or as much as you need to put the body of the letter in the center) and include the salutation. Include Mr. for men or Ms. for women, unless the recipient has a title such as Dr. • State a reference reason for your letter (i.e. ‘with reference to our telephone conversation..’) • Give the reason for writing (i.e. ‘I am writing to you to confirm our order…’) • Make any request you may have (i.e. ‘I would be grateful if you could include a brochure..’) • If there is to be further contact , refer to this contact (i.e. ‘ I look forward to meeting you at…’) • Close the letter with a thank you (i.e. ‘Thank you for your prompt help..’)

  10. Finish the letter with a salutation (i.e. ‘Yours sincerely’) • Include 4 spaces and type your full name and title. • Sign the letter between the salutation and the typed name and title. Tips • Keep the letter brief and to the point. • Do not use shortened verb forms – write them out (i.e. ‘don’t instead of do not’) • Always keep a copy correspondencefor future reference.

  11. Standard Letter Format Styles Block style :All section to the left margin of the page. Semi-block style : The date ,sign, address ,heading (If not on preprinted letterhead stationary) are on the right side. All other sections to the left. Indented Style : The date , sign , address heading (If not preprinted letterhead stationary) are on the right side. The greeting is to the left. Paragraphs are indented with no space line between paragraphs. Memorandum style: Used for interoffice correspondence above the body of the memorandum at the left are : Date To From Re: / Subject: Body text may be indented /block format signature is not required

  12. Standard Letter Format Styles

  13. E-mail : To: abc@xyz.com Cc: Account Payable Subject: Request for copy of invoice. Dear ABC, I am Mr.Pote from the Account Department of Chhatrapati Shivaji College, Satara. First of all, apologies for the delay in payment. I request you for a copy of the invoice so that we can clear it for payment at the earliest. Please send it to the email address mentioned below. Thank you. Mr.Pote A.Y. Senior clerk Accounts Department Chhatrapati Shivaji College, Satara. E-mail: patilay@yahoo.co.in

  14. Self-trust is the first secret of success! Good Luck!

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