The message of the letter is divided into three main
paragraphs:
+ First para which contains reference and purpose of the message. It should be brief and should not be more than 2 to 4 lines.
+ First para which contains reference and purpose of the message. It should be brief and should not be more than 2 to 4 lines.
+
Second para which contains the main
message/story and is long. If needed, this para can be further divided into 2
to 3 small paragraphs.
+
Third/last para which contains the concluding
message. This includes asking for a quick response/reply, deadline to take
specific action, thank you note, etc. This is also short and should not exceed
3 to 4 lines.
Between subject line and first paragraph, there should be at
least two lines gap/break.
Between first, second, third and sub-paragraphs, there
should only be a one line gap/break.
7. Complimentary Closure:
‘Yours sincerely’, ‘Yours faithfully’, etc. are known as ‘Complimentary
Closure’. Remember that only the ‘Y’ in ‘Yours’ should be capitalized.
Capitalizing ‘s’ in ‘sincerely’ should be avoided.
Between the third/last paragraph and complimentary closure there should be a two lines gap/break.
8. Signature Block:
‘Signature Block’ contains the signature of the sender.
Manual signatures and e-signatures, anyone can be used.
Between signature block and complimentary closure, 2 or 3
lines gap/break can be given.
9. Sender Name and Designation:
Signature block is followed by sending person’s name and
his/her designation (if any).
Between this section and signature block, only one line
gap/break is given.
10. Enclosure:
If the post contains any attachment in addition to the
letter, this should be mentioned in the enclosure section. For example, any
form, booklet, brochure, cheque/pay order, debit/credit card, etc. Enclosure
section can be brief as well as descriptive.
Between enclosure and the previous section,
there should be a 2 to 3 lines gap/break.
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