SUBJECT: GE5 Purposive Communication

FORMAL LETTERS “Thank you for being one of our valued customers. We
appreciate your cooperation in this matter.”
When we write a formal letter, we usually want to
FORMAL LETTER CLOSING
request information, to apply for a job, of course, or to
Yours Sincerely,
complain. Look at the topic below. Then study the plan
and read the model.
Al Olsen
PARTS OF THE LETTER
President, Vancouver Manufacturing.

Ending a letter:
1) Yours faithfully
If you do not know the name of the person, end the
letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this
way.
3) Your signature
Sign your name, then print it underneath the signature.
If you think the person you are writing to might not
know whether you are male or female, put you title in
FORMAL LETTER: DETAILS
brackets after your name.
FORMAL LETTER USEFUL LANGUAGE
I am writing in response…
I am writing to complain about…
I read your advertisement for…
I would be grateful for information about…
Could you tell me if…?
I wish to find out more about…
I look forward to receiving a reply

Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are
writing to, use this. It is always advisable to try to find
out a name.
2) Dear Mr. Jenkins, TYPES OF FORMAL LETTER
If you know the name, use the title (Mr., Mrs., Miss or  Order Letter
Ms., Dr, etc.) and the surname only. If you are writing  Complaint Letter
to a woman and do not know if she uses Mrs. or Miss,  Apology Letter
you can use Ms., which is for married and single  Adjustment Letter
women.  Inquiry Letter
FORMAL LETTER OPENING  Letter of Resignation
 Clear reason for writing  Application Letter
“As our new letterhead indicates, we have recently  Acknowledgement Letter
changed the name of our business from Fort  Circular Letter Announcement
Vancouver Manufacturing to Vancouver  Letter of Commendation
Manufacturing.”
 Letter of Recommendation
FORMAL LETTER BODY
 Relevant information and questions ORDER LETTER
“There has been no change in management and we will
be providing the same products and fine service on
which we have built our reputation in the industry. We
would appreciate it if you would bring this
announcement to the attention of your accounts
payable department and direct them accordingly,”
FORMAL LETTER CONCLUSION
 Request for fast reply and polite finish
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WHY DO WE WRITE A COMPLAINT LETTER?

A complaint letter is written with the aim and
hope of finding a suitable solution for a problem that
has not been addressed. There is an umpteen number
of problems faced by people, and raising complaints to
bring these problems to the attention of the higher
authorities is the only way to rectify the problems.
WHAT IS THE MOST IMPORTANT FACTOR IN A
COMPLAINT LETTER?
The most important factor in a complaint letter
is the problem. Ensure that you explain the problem
properly and state the seriousness of the problem. Be
sure to include any documents or copies of documents
that might serve as proof.
apology LETTER
COMPLAINT LETTER
A complaint letter is a written communication
used to raise your concerns with a product, service or
to address other types of grievances. The purpose of
the letter is to address the problem and seek a
productive resolution.
In writing Complaint Letter see to it that you
write the letter in a polite manner. The format of a
complaint letter follows the format of a formal letter.
To write a complaint letter, you can start with the
sender’s address followed by the date, the receiver’s
address, the subject, salutation, body of the letter,
complimentary closing, signature and name in block
letters.
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Politeness: It should be courteous and friendly
letter which gives respect to the member. The tone of
the letter should be polite and soft.
Lucidity: It should be written in a simple, but
free-flowing language.

LETTER of resignation
A resignation letter is a document that notifies your
employer that you are leaving your job. It formalizes
your departure from your current employment and can
be submitted by email or as a printed letter.
HOW TO WRITE A RESIGNATION LETTER?
1.Put your name and address at the top
To follow proper business letter formatting, place your
name and address in a centered list at the top of the
page.
2. Include the date
Left-align the date you submit the letter under your
address. Listing the date is important because your
company’s HR department will use it to officially
begin your notice period.
3. List the company address
Use professional business letter formatting to list your
company’s address. Put the company name on the first
line, followed by the street address, city, and ZIP code,
like this:
4. Address your boss by name
Unsure how to address your resignation letter?
Typically, you should address your manager, but, if
necessary, you can address a whole unit, team,
department, or company.
If you’re on a first-name basis with your boss, use their
first name. Otherwise, use their formal title and last
name (for example, “Ms. Chen” or “Dr. Jones”).
5. Say that you want to resign
Don’t stress about how to start your resignation
letter. Just make it clear that you’re resigning from
the first sentence. Your manager will appreciate
your straightforward approach.
adjustment LETTER 6. Set your final workday
Simply worded, an adjustment letter is a Tell your employer the exact date you want to quit.
formal reply to a customer's claim or complaint. A Doing so lets them immediately begin planning their
goodwill adjustment letter will inform the latter that next steps, and it helps you avoid the stress of not
the company has received their complaint. It will also knowing when you’ll get to leave.
specify what corresponding actions the company will 7. Give your reasons for leaving (optional)
take to resolve the issue. In the body paragraphs of your resignation letter,
WHAT SHOULD AN ADJUSTMENT LETTER provide reasons for leaving your company. Acceptable
FOCUS ON? reasons range from general health concerns and
The three primary goals of an adjustment letter spending more time with family to relocation,
are rectifying the wrong, regaining customer retirement, and career change.
confidence, and promoting further business. 8. End by thanking your employer
WHAT ARE THE POINTS TO BE BORNE IN MIND This is how to end your resignation letter:
WHILE WRITING AN ADJUSTMENT LETTER? Thank your manager
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If you feel grateful, acknowledge the opportunity your ● Be addressed to a specific person (only use Dear
employer gave you Sir/Madam if you're unable to find out the appropriate
Optionally, offer to help with the transition process, or person's name)
note your desire to keep in touch ● Include your reason for writing
9. Sign off ● Demonstrate your interest in and knowledge of the
If you submit a hard copy of your resignation letter, organization
sign above your typed name. But your typed name is ● Highlight relevant skills and experience you have to
all you need for a letter of resignation attached to or offer
written in the body of an email. ● Include evidence that you have the skills sought after
inquiry LETTER by the employer
● Refer to any documents you have enclosed in the
application (e.g., resume)
● Express willingness for an interview
● Be written using enthusiastic and positive language
DON'TS
● Be generic
● Apologize for qualities, qualifications or experience
you don't have - emphasize what you
do
● Repeat exactly what is in the resume
● Be copied from resume publications - employers do
recognize them!
● Focus on what you expect to gain from the
organization – include what the organization will gain
from you
● Include unsupported claims about your skills
● Have spelling mistakes and typos
● Include jargon / acronyms not clear to the reader
● Be sent without proofreading it first

What to include in the letter:

At the top ↑:
● Name and address of company / organization you
are applying to
● The date, e.g., 26 September 2016
● A formal greeting using the appropriate title and
name of the addressee, e.g. Dear Ms. Smith, NOT Dear
Sarah. It is always best to address your letter to a
specific person. If the name is not provided in the job
application LETTER ad, phone the organization and ask receptions for the
Also known as a cover letter, an application
name and title of the addressee. Use Mr./Ms. if you are
letter is a summary of your strongest and most relevant
unsure of the title, not Mrs./Miss. Use ‘Dear
skills and abilities that will be expanded in your
Sir/Madam’ only if you are unable to find out.
resume or selection criteria. It introduces you to
● A heading with reference to the job under
potential employers and highlights your suitability for
application, e.g., Re: Application for [name of
the position you are applying for.
position], reference number (if applicable)
All written applications should include an
At the bottom ↓:
application letter. In many cases, your application
● An appropriate 'sign-off', e.g., Yours faithfully,
letter is just as important as your resume. It is unlikely
● Your name and contact details (address, phone
that your resume will be read if your application letter
number(s), email address)
doesn't make a good first impression.
STRUCTURE OF THE APPLICATION LETTER
THE DO’S AND DON'TS OF MAKING AN
An application letter can be structured into 3 parts:
APPLICATION LETTER
Introduction
DO’S
The beginning of your application letter should
● Be professional in appearance
include:
● Be tailored to the job under application
The position you are applying for
● Be one A4 page in length
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Where you saw the job advertisement  It should state the acknowledgment letter
A sentence or 2 about why you think you are a great fit for receiving documents or product received.
for the role and the organization  The body of the letter should consist of
Body details of the product received along with exact dates.
The body of the application letter is where you 'sell  It should confirm that the product/document
yourself. It should address the key requirements stated has been received in a
in the job ad, describing how you have the required good condition without any damage.
qualifications, knowledge, skills and experience.  If any damage is caused during the
Identify keywords, phrases and skills mentioned in the transportation, it has to be mentioned in the letter
ad and focus on emphasizing your strengths in itself.
these areas. It isn't necessary to include everything  The later part should declare the required
mentioned in the job ad. Instead, focus on three to five steps to be taken in the future.
of the most important elements.  While closing the letter we should thank
Points to remember: the concerned person.
● Keep to one theme per paragraph and support your TYPES OF ACKNOWLEDGMENT LETTERS
claims with examples. From Employer
● Write persuasively The company sends the acknowledgement
● Explain why you are interested in the position or letter to their employees when they demand some
working for the company / organization documents for internal procedures. The format is
● State the value you will bring to the position shown in the figure beside.
● Identify how your achievements and skills qualify Sending or Receiving Documents
you for the role When the documents have been sent or
Conclusion received, then an acknowledgment letter for receiving
At the end of the letter: laptop should be sent to confirm the reception of the
 Refer to any attached documentation, documents.
including your resume Student Acknowledgement Letter for Project
 Express interest in further discussing your To best gratitude to the people and companies
application and the available position in an who assisted you in implementing the project, most of
interview the personalities write so-called Project
 Indicate your availability for an interview and Acknowledgement letters. This letter helps to
your contact details demonstrate acknowledgement of the special type of
 Sign off with 'Yours sincerely' (or 'Yours support you have obtained while executing the project,
faithfully' if you addressed the application to and not as a stage where you can thank
Dear Sir/Madam) individuals for general “love and support” type of
acknowledgement LETTER support.
Acknowledgement letter is a letter of receipt Letter for Business
which confirms the reception of certain documents. In business, the acknowledgement letter
For example, if an employee sends a resume or CV to plays a crucial role. For each and every product
apply for a job to an employer, then the employer has delivery an acknowledgment letter is required as proof
to acknowledge the employee by sending a letter. This of receipt of the product. It helps in setting up a good
letter could be sent via mail or by post. It is a relationship between seller and purchaser.
necessary document which has to be kept saved for A format is shared here explaining how this
future purposes. confirmation letter should be.
The acknowledgment could be of different types of circular LETTER announcement
acknowledgment letters such as an acknowledgement Standard Letter with identical information that
sent when sending a document, or while receiving a is sent to several persons. The use of circular letters
document, for businesses, for projects, for a makes it easier to communicate with many individuals
resignation letter, etc. It is based on at once. One of the most affordable ways to
situations in which we acknowledge a person for disseminate information to a large audience, and it
receiving a certain document, or details, or sometimes may also be used to launch a brand-new product into
even when we have received the products. the market.
ACKNOWLEDGMENT LETTER FORMAT When to use:
 Must include the name and address of the A circular letter is a written document that is
sender. addressed for circulation to a group of people.
 The present date has to be mentioned. LETTER of commendation
 The subject of the letter should be
declared at the beginning of the letter.
SUBJECT: GE5 Purposive Communication
SUBJECT: GE5 Purposive Communication

LETTER of recommendation them. If necessary, use more than one paragraph to

provide details.
 In a letter of recommendation, the writer
Third Paragraph
evaluates the traits, skills, and abilities of the person
When writing a letter recommending a
being recommended in view of their suitability for
candidate for a specific job opening, the
carrying out a certain duty or job.
recommendation letter should include information on
 Recommendation letters are almost always how the person's skills match the position they are
specifically requested to be written about someone, applying for. Ask for a copy of the job posting and a
and are therefore addressed to a particular requester. copy of the person's resume so you can target your
 Letters of recommendation are typically letter accordingly.
related to employment, admissions to institutions of Summary
higher education or scholarship eligibility. This section of the recommendation letter
Who to ask: Consider faculty members, administrators, contains a brief summary of why you are
internship/co. operative recommending the person. State that you "strongly
education supervisors, and employers. recommend" the person or you "recommend without
The persons you ask to write your letters should: reservation" or "has my highest recommendation" or
Know you well something similar.
know you long enough to write with authority Conclusion
know your work describe your work positively The concluding paragraph of your
have a high opinion of you recommendation letter contains an offer to provide
know here you are applying more information. Include a phone number within the
know your educational and career goals paragraph, include the phone number and
be able to favorably compare you with your peers email address in the return address section of your
be well known letter, or in your signature.
be able to write a good letter
Remember that no one will meet each of these Sincerely,
requirements. Choose a group of letters that adequately Recommender Name
represents your skill set. Typically, letters should cover Title
your academic and scholastic skills, research abilities
and experiences, and applied experiences
STRUCTURE OF THE LETTER
Dateline
Your Name
Your Title
Company or any School Name Address
State, Zip Code

Recipient’s Name
His title
Company address
State, Zip code

Salutation
If you are writing a personal letter, include a salutation
(Dear Mr. Johnson, Dear Dr. Jameson, etc.) If you are
writing general letter (To Whom it May concern).
BODY OF THE LETTER
First Paragraph
The first paragraph of a recommendation letter
explains your connection to the person you are
recommending, including how you know them, and
why you are qualified to recommend the person for
employment or school.
Second Paragraph
The second paragraph of a recommendation
letter contains information about the individual you are
writing about, including why they are qualified, what
they can contribute, and why you are recommending
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