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Social letters


.Yaprak

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Style


By Social letters we mean those correspondences that are reciprocated between a person and a company, an institute, a university, or an organization. They are more formal than personal letter. A social letter is written by a real entity-an individual-it is regarded, to some extent, informal.
Social letters are usually handwritten. When, of course, they are answered by the respective institute, they are typed.


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Layout


1.Heading. It includes both the sender’s address and the date. Address includes-from from minor to major- 1.house/flat number, name/number of the street, name of the city/country, and zip/postal code. Date could be written in cardinal-5, 27, … - ordinal-1st, 2nd, 16th, …-numbers. We can write the names of months in full forms (September, August, …) or in abbreviated forms (Sept., Aug., …). We may use only digits for date, e.g., 21.11.92, or words and digits (21st Nov., 1991). The use of punctuation is rather optional. While the American tend to totally do away with punctuations, the British like to use them quite often. Heading is written on the top, right-hand side of the letter. An example of a heading is given here:

23, Main St.,
Ablin, Teaxas,
USA, Zip Code AT23.

23rd Jan., 1989


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2.Inside address or Introductory. It is the sendee’s name, position (post), name of the.


institute, and the address. Thus, the different items of an introductory are:
- Name of the recipient, if, of course, known (either in person or through business);
- His/her position (post), if known, e.g., The Manager, Dean, Secretary, etc.;
- Name of the company, university, hotel, etc. you are writing to; ( This should be known);
- Address of the company, … (This, too, should be known.).


John C. Markstein,
The Manager,
Robseberry Four Star Hotel,
106, Ford St.,
Brighton,
England.

It should be noted that while the first two items are optional, the second two are compulsory. Therefore, they should be known and written down. Inside address is put on the top left-hand side of the letter, two spaces below the heading.


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3.Salutation. It should always conform with the inside address. Here is how this conformity works out:



- If you know the person you are writing to then you give his/her name in the inside address, and thus in the salutation part you write: ’Dear Sir’ or ‘Dear Madam’.
- If the recipient is very well-known, or is a close friend of yours, yours, you may write: ‘Dear Mr. …’ or ‘Dear Mrs./Miss./Ms. …’ or simply ‘Dear John/Mary’.
- If you do not know the person by name but you know his/her post or you know who s opening your letter, you would write: ‘Dear Sir/Madam’, ‘Dear Manager’, ‘Dear Principal’.
- If you know neither the name nor the post of your recipient, you write: Dear Sirs’, Gentlemen’, Dear Mesdames’.


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4.Body. The body of a social letter should be brief, well-stated and easy to read.


The three main topics are:

Reference. It is something that you refer to as an opening for the letter. It can be a letter received from the institute you are writing to, an advertisement you have read recently, an exhibition just visited, etc. any of these may prompt someone to write a social letter. Also, you may touch upon the main topic of the letter in the Reference paragraph.

Several days ago, I happened to glance over one of your ‘Want ads’ in the local weekly, ‘The ……..’. It read, ‘We are looking for a dynamic sales manager who can sell out our newly manufactured dishwashers.’ Since I find myself capable enough to handle the job, I am writing to you to apply for it.

Purpose. In this paragraph, you elaborate on the reason why you have written the letter. What is it you are asking for or you are providing with? Are you answering a query or are you asking for an answer? ‘purpose’ could be written in more than one paragraph.

The clack pair of shoes I bought from your ‘High Street Kensignton’ Chain Store on 21st Aug., 1992 are by no means wearable. The heel of one shoe has come off and the lace holes of the other are turn our. The color has totally faded away.

Conclusion. In this paragraph, you round off the letter and hope for an early reply, a prompt action, etc.
Could you let me know by return what sort of compensation you would render in order to make good for the loss incurred?


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5.Subscription (Complimentary Ending, closing). It should always correspond to your salutation. Below are some salutations with their corresponding subscriptions:



Dear Sir/Madam,’
‘Dear Sirs,;’ Gentlement,’=> Yours faithfully,’
‘Dear Mesdames,’ => Yours faithfully,’
‘Dear Mr(s). Jones,’ => Yours faithfully,’
‘Dear John,’ => Yours sincerely,’

There are, of course, other subscriptions that other people or institutes use, use the standard and usual subscriptions are the ones mentioned above.


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6.Signature. You should write or type your name and then either sign or put your initials there. If the signatory is a lady, she should mention, usually in parenthesis before her name, whether or nor she is Mrs. Miss. Or Ms. Then, she would write her name and sign.


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7.Postscript (P.S.). The abbreviation ‘P.S’. Is used when the writer realize that he/she has forgotten something; and, since he has already signed the letter, he cannot write it in the letter itself. Then, usually three spaces below the subscription, he puts down these two letters, and right in front of it, he would write whatever left out. Postscript is usually handwritten and should not be overused.


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8.Enclosure (Enc./encl.). When the writer wishes to enclose something, e.g., a check, an application form, his/her resume or P.C.V., etc., he would write ‘Enc./Encl.’ and then put the number of pages of the ‘Encl.’ in front of it. This shows that the letter is accompanied by some documents.


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Types of Social letters



1.Letters of Application. In this kind of letter, you would apply for jobs, posts (positions), further studies at a university, etc. since a letter of application is your first impression on your prospective employer, or your first introduction to your future principal, you should take utmost care to be as clear, concise, correct, coherent, and courteous as possible. Note that your application should be handwritten, like a complaint letter. A typical application letter usually contains some items that are listed as follows:

- Reference to the advertisements that prompted you to write the application

- Formal promulgation of the application.

These two items are usually stated in the first paragraph.

- Brief but complete information/particulars about/of yourself, e.g., age, education, marital status, military service status, etc. sometimes the company or the university you are writing to asks the applicant to send a resume or a P.C.V.- personal curriculum vitae-together with the application form. If so, each of these two should be written on a separate sheet of paper and then be enclosed with the letter. Otherwise, such information is written in the second paragraph of the application itself. Note that a resume is, in fact, a short account of your life as a whole, whereas a P.C.V. is a short account of your education background.

- Commercial, secretarial, managerial, academic, or any other training you have taken regarding the post you are applying for. When you mention any of the above said course, you should also refer to or produce any standards or passes you have acquired.

- Any previous employment or experience in the job. Of course, you would mention where and when you had gained the experience in the job. Of course, you would mention where and when you had gained the experience. Both this item and the preceding items should be written in the third paragraph.

- Reference to a referee’s, giving his/her name, address, etc. note that you should obtain the referee’s permission before quoting him/her.

- If any testimonials are asked for or you deem it necessary to be sent, mention them with the exact number(s) of page(s) because you will enclose them with the application letter. Remember that the ‘referee’ and the ‘testimonials’ should be stated in the fourth or conclusion paragraph. Of course, in the same paragraph you may reiterate your application, and request for an interview, application form, etc. also, note that you should always send copies of your testimonials, not the original ones.

- Sometimes it is wise to mention the reason why you have left, or you are going to leave, your present job. If so, state it simply and clearly. This should be written in the third paragraph.

If your application contains P.C.V. or resume or testimonials, then it bears enclosures and this should be indicated in the letter.


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2.Unsolicited Application. This is the kind of application you write when there hasn’t been any advertisement in the press for the job, post, etc. you are applying for. The only difference is that in this type for the job, post, etc. you are applying for. The only difference is that in this type of application there is no ads to refer to, i.e., the application is offhand. Unless you would think it advisable to provide as much information and evidence (resume, P.C.V., testimonials) as necessary, there will not be any need for a rather comprehensive and fully formal application. You would only mention that you are willing and ready to work or study in the company or university.


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3. Recommendation letter. As the dean or principal of a university or an institute, or the manager of a company, you may be requested by a firm or an institute to write a letter recommending a person for a job or future studies. Sometimes the recommendation is not positive; then you are advising your addressee not to have any deals with the person you have written about. Usually the letter is addressed to a specific individual in a firm or institute. But if it is a general recommendation then you may address it ‘To Whom It May Concern’.



Note that whether your recommendation is positive or impartial, it should include only facts and nothing more. The letter shouldn’t be exaggerated because of any favoritism, nepotism, despise, or envy.


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5.Letter of Inquiry. In such a letter, you inquire for some goods or services, e.g., books, household appliances, room in a hotel, membership of a club or library, etc. in such letters you usually ask for:


- Price (monthly or yearly price list):
- Range or specifications of the goods or services (catalogs, brochures, etec.)
- Delivery of the goods or services (date and method);
- Type of payment.
Here are some examples of inquiries:

Dear Sirs,

We are interested in your electric razors and would be grateful if you would send us your catalog. Please satate your best price and earliest delivery.


Yours faithfully,
(Eckersley and Kaufman, 1975, P.50)

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