Saturday, 15 October 2016

How should we write a letter

Know how to write a letter, whether it is business or personal, is a skill everyone needs. Following is information on the proper format of business letters, a cover letter for your resume and tips on writing personal letters.

Tips on Writing a Letter
What to Include

Know your audience. Only use technical terms or jargon if you are sure the reader will understand.
A good letter will be clear and to the point. Do not write two pages if one will do and leave out unnecessary details.
Remain professional and do not include any threats or slander in your letter, even if you are writing a complaint letter or a resignation.

The basic format works for any kind of business letter.

On the upper left-hand side, you put your address (two lines), skip a line, and put the date.
Skip between one and four lines, put the recipient’s name, title, and address of the company.
Skip another line before the salutation. The salutation should say “Dear” followed with their name, position (like Director of Resources) and name, or To Whom It May Concern: and follow with a colon.
Skip a line and begin the letter.
When finished, skip a line before the closing.
The closing is usually “Sincerely” or “Thank you” followed with a comma and three to four lines.
Type your name, skip a line, and type “Enclosure” if there are any. If there is more than one, put how many there are in parenthesis after the word.
If someone else typed the letter, your initials are capitalized and the typist’s initials follow in lower case, separated by a slash or colon.
Cover Letters
To learn how to write a letter to accompany your resume, you need to know to use the standard business format.

The letter should have three paragraphs and should be one page long.
The first paragraph explains why you are writing, what position you want, and why you want it.
The second tells why you are the best person for the job and summarizes your skills and experience.
The last sentence mentions again the position you want and briefly summarizes the paragraph.
The closing paragraph mentions your resume and asks for an interview. You need to be strong and upbeat in this paragraph so the reader will want to interview you. Thank the person for his time and include contact information.
Whether your cover letter is formal or informal in style, you should use the same format.

Personal Letters
It is also important for everyone to know how to write a letter of a personal nature.

Personal letters are not as formal as business letters and can be hand-written or typed.

Your address and date will be in the upper right-hand corner of the paper.
The closing and signature will also be on the right hand side.
The first line of each paragraph in the body of the letter is indented.
Your street address is on the first line, with the town, state, and zip on the second line.
The third line contains the date.
Skip a line before the salutation. This can be informal, since this is a personal letter, and put a comma after it.
The paragraphs in the body of the letter are single spaced and have a skipped line between them. The first paragraph is usually an introduction and a summary of the reason you are writing. The next paragraphs(s) go into more detail, and the closing paragraph summarizes. You may want to thank them or ask questions.
The closing comes after two skipped lines, can also be informal, and ends with a comma.

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How should we fold and insert into an envelope


1) Depending on the size of the envelope and the size of the letter, you will need to fold differently. This is for a standard formal A4 letter, you should fold twice, resulting in three sections.

2) Bend the letter (without folding) into an ‘S’ shape until the three sections look roughly the same size. If you have the envelope to hand, you can check that it will fit. The start of the letter should face outwards. If you are using an aperture envelope, it is especially important that the address is facing outwards and will be positioned correctly when it is inside. The sections do not have to be the same size; it is convention to have the front section slightly smaller than the others.

3) Fold down firmly, and use a ruler to press on the fold, making it neat, straight and crisp.

4) Place it into the envelope so that it is facing out and with the top of the letter at the top of the envelope. If it helps, imagine you are using an aperture envelope.

5) If you are hand-writing the address, do so before you put the letter in the envelope, otherwise you will dent the letter.


Manually collating, folding and stuffing letters, invoices, brochures and other mail pieces can be extremely tedious and time consuming. Folding-inserting equipment automates this process by providing an efficient and cost-effective way to prepare materials for mailing.

All FP folder-inserter machines have the following features:

Feed, fold, insert, seal and stack.
Control with user-friendly color touch screens.
Combine multiple sheets for insertion into envelopes.
Handle various sizes of envelopes and documents.
Accept stapled sets.