help in writing a letter and user manual

LETTERS

When we are write formal business letters (request/ reply) we should:

1. Get to the point quickly; the letter should be brief but clear.

2. Specify the requested action, if it is a REQUEST letter.

3. Repeat the request and provide a brief summary of the request if it is a REPLY letter.

FORMAT

· The  block format  for letters is used for business letters. This means that all text (apart from the letterhead) begins at the left margin.​

· Date:  Month  (spelled out, e.g. April not Apr. or 4),  Day  (number) followed by a  comma , and finally the  year  (numbers). ​

· Recipient address:​

1. Name (Mr./Ms./Dr.)​

2. Job title (if short then on the same line, if long then on a separate line)​

3. Full address: street, city, country, zip (post) code.​

· Salutation for formal letters:​

1. If you know the name: Dear Mr./Ms. …..​

2. If you don’t know the name: To whom it may concern.​

· Paragraphs (short and to the point):​

First: State purpose.​

Second: What is wanted.​

Third: Requesting specific action.​

· Close: Yours truly/Sincerely.​

· Signature: ​

1. Sender signature at the bottom of the page. ​

2. Sender’s full name.​

3. Sender’s job title.​

· Enclosed material must be listed on the same line:​

Enclosed: ….​

Encl. …..​

· Formal letters can be sent to multiple recipients. They will be mentioned at the end of the letter:​

cc: Names of other recipients. ​