Nuts and Bolts of Letterwriting

Letter Margins

•One and half inches from the left&right•Two inches from the top& bottom

Nuts and Bolts of a Letter

•Letterhead 1/5-1/6 of space for thisCompany NameCompany AddressPhone, fax, telex & email

Some have ‘our ref’ and ‘your ref’ with initial of the writer or a file number will be given as a reference.

Date

• Commence two spaces below last line of Letterhead

• Month /Date/Year or Date/Month/Year• August 02, 2012 or 02 August 2012

Note no 3rd, 2nd !Address traditionally is on the left hand side, but

increasingly you will see it centered or right justified.

Inside Address

Two spaces below Date and Single Spaced:• Name• Full Address:

As shown in AddressAve. / St./Pl./La.

Ms. Vidya Bhandarker314 Lawley St.Waterkloof, Pretoria 0181South Africa

Ms. Vidya Bhandarker435 Stanton PlaceAlexandria, VA 22304USAMs. Vidya Bhandarker314 Merida Ave.Fort Worth, Texas

Attention

Two spaces below: Inside AddressImportant to identify :Person/Title/Department/Organization Attention: /Attn: Sales Executive, DCP Systems

Salutation

• Two spaces below Attention:

Left hand sideDear/Respected/Crisp Mr. Dr. Ms. etc.

Subject: Common to India

• Between Inside Address and Salutation• Or between Salutation and Body of the letterDepends on the organization. If you have both

Attention and Subject then :Attention: Senior Communications Officer Dear SirSUBJECT: CIRCULATION OF SPOORTHY

Introduction/Body/Future Action/Closing

• Acknowledge previous correspondence• Or provide an intro to the matter being

discussed:– Thank you for your letter of _____– We have received you order number

Salutation and Complimentary Close should match

Two spaces below the one line of Closing

• Dear Sir= Yours Faithfully• Respected: SincerelyFive spaces for signatureThen name of writer, designation, Dept and

Organization

Enclosures; CC; bcc:

Enc:Two spaces below the last line of designation of writer

CC: Two Spaces followed by name of recipient of the

copy.Bcc: and name of the person you are sending

the blind copy to

More than one Page?

Make sure you numbering commences from page two

Format: Ms. Vidya -2- 26 August 2012Or

226 August 2012 Addressee Name