What is a Letter?
Written form of communication.
Conveys information, expresses thoughts, or makes requests.
Can be formal or informal.
Composed on paper or electronically.
Follows a specific format (salutation, body, closing).
Sent through mail or email.
Records correspondence.
Used for personal, professional, and business purposes.
Tangible and lasting communication.
Allows for thoughtful expression of ideas.
Difference between Letter and Email
Letters and emails differ in several aspects. Letters are physical documents on paper that
are sent via traditional mail with postage, resulting in longer delivery times. They follow a
specific format, tend to be more formal, and can be kept as tangible records. On the other hand,
emails are electronic messages sent instantly over the internet. They are more casual and
conversational, stored electronically, and used for quick and informal communication. Emails are
typically typed, while letters can be handwritten or typed. Letters may require a physical
signature, while emails often use electronic signatures. While composing and sending letters is
more time-consuming, emails are faster and more convenient. Additionally, letters are less prone
to technical issues or accidental deletion, while emails can be easily lost or deleted.
Formal Letter
Business correspondence
Job applications
Complaints or requests
Official notifications
Academic or professional communications
Invitations
Informal Letter
Letters to friends and family
Casual updates or sharing personal news
Thanking someone for their help or kindness
Inviting someone to an informal event or gathering
Catching up with someone after a long time
Sending greetings or well wishes
Expressing condolences or congratulations in a personal context
Points to be considered in Letter Writing
Aspect Informal Letter Formal Letter
Tone Casual Formal
Idioms Can be used “make a hay while sun No idioms
shines”
“Under the water”
Contraction Didn’t, Shouldn’t, haven’t, I’m not. No Contraction
Phrasal Verb Find out, go up Discover, Increase
Imperative Send it soon! You may send it at your earliest
convenience.
Language Conversational Polite and precise
Salutation Hi Asad, Hey Ali Dear [Title] [Name],
Closing Regards, Cheers, Love Yours sincerely,
Structure Flexible Standardized
Introduction Friendly and Informal Formal and Concise
Body paragraphs Personal, anecdotes and casual details Focused on the main topic,
supporting facts
Conclusion Casual and heartfelt Summarizes the main points
Length Varies, can be longer Typically concise, to the point
Examples Letters to friends, family Business letters, letters of
appreciation and formal request
Punctuation Informal and relaxed Formal, punctuation rules
Use of contractions Common No, very rare
Examples "Hey Ali, How have you been?” "Dear Mr. Smith, “I am writing to
“Thanks a lot” formally request an extension for 7
days leave”
Very, Really, Totally Strongly
To top of it off Furthermore,
On top of it all Moreover,
TV Television
A lot of Much , Many
Note: Please note that these are general differences and may vary depending on the specific
context or culture.
1. Layout
Layout means general arrangement of letter writing on paper.
2. Heading
This refers to address appears at the top of the letter. There are two forms:
a. Indent Form
1525, Tariq St.,
Gulshan-e- Iqbal,
Karachi.
th
18 May, 2023
b. Block Style
1525, Tariq St.,
Gulshan-e- Iqbal,
Karachi.
18th May, 2023
Note:
Order of address will be: number of house, name of street, town or city, area, country.
Never write your own name at the top of the letter.
Focus on punctuation, there is a comma after each line and full stop after last one,
however it varies in different organizations.
Abbreviation of “street” will be ‘St.’ not ‘Str’. Similarly ‘Road’ ‘Rd.’ ‘Square’ ‘Sq.’
‘Avenue’ ‘Ave.’ etc.
Date format will be 9th Feb., 2023. The month of year will be ‘Jan.’, ‘Feb.’, Sept.’, etc.
Abbreviation of Day will be 1st, 2nd, 3rd , 4th etc.
3. Margin: should be equal on right and left side as well on top and bottom mainly 1 inch
on all sides.
4. Salutation: Mainly start with ‘Dear’ it should be written on left side of the paper with
‘comma’ at the end.
5. Body: Main part of the letter is called body which can be comprised of 3 paragraphs.
6. Subscription: This term referred to the end of the letter which begins with the word
‘Yours’ ‘Y’ will be capital and no apostrophe will be used before‘s’. Friends and acquaintance
‘sincerely’ ‘affectionately’ these words starts with small letter and end at ‘comma’.
7. Signature: It will be written beneath the ‘subscription’ and should be written clearly.
8. Postscript: If you want to include some more information after completing the letter
you may include few lines under the signature and it will be headed by the letter ‘P.S’ which is
abbreviated for of ‘ Postscript’.
Salutation:
Never begin ‘Dear Friend’, use ‘Dear Ali’ , ‘Dear Uncle Aslam’, ‘Dear Aunt Saima’
To a person who is very friendly use ‘My Dear’. After salutation always use ‘comma’.
Body of letter will:
Introduction
Purpose
Conclusion
Introduction can be started by following phrases:
Informal:
I have just received your letter and am writing at once because…….
I am sorry it has taken so long to reply to your last letter but…….
It was much disappointed to learn……….
I was very sorry to hear that……………..
You will be glad to hear that……….
Formal:
Reference to your letter No……………….
Reference to subject cited above, it is submitted that……..
In continuation to references above………………………..
Reference to telecon between Voice Chancellor and Head of Department Pharmacy
Department………
Apropos reference above, it is highlighted that……………….
Reference to your letter No. ……………………….I am directed to write ……………….
Main Body:
This is important part of the letter. You have to explain why you are going to write a
letter. Take great care to answer correctly to the question or asks appropriate information
from the receiver without any ambiguities.
Conclusion:
It is used to ‘round off’ a letter with polite wish. It can be expressing the hope to see
someone soon, sending regard, being remembered to the friends.
FORMAT LETTER
[Your Address],
[City, State, ZIP Code],
[Email Address]
[Phone Number]
[Date]
The Registrar,
Degree Issue Department,
FUUAST, Gulshan Campus,
Karachi, Pakistan
Subject: Request for Issuance of Doctor of Pharmacy Degree
Dear Sir/Madam,
I hope this letter finds you in good health and high spirits. I am writing to formally
request the issuance of my Doctor of Pharmacy degree from the Federal Urdu University for
Arts, Science and Technology, Gulshan Campus, Karachi.
I, Saba [Last Name], am a dedicated and diligent student who has successfully completed
all the requirements for the Doctor of Pharmacy program in the academic year [Year]. I have
fulfilled all the necessary coursework, completed the required practical training, and have met all
the academic criteria set forth by the university for the aforementioned Degree. Additionally, I
have cleared all my outstanding dues to the university.
As a graduate of the Doctor of Pharmacy program, it is of utmost importance that I
receive my official degree certificate as soon as possible. The degree holds significant value and
is crucial for my career advancement and future prospects. It will enable me to pursue further
professional opportunities, such as licensure and employment in the field of pharmacy.
Therefore, I kindly request the Degree Issue Department to process my request for the
issuance of my Doctor of Pharmacy degree certificate. I have attached all the necessary
documents, including copies of my academic transcripts and evidence of clearance of dues, to
support my application. I would greatly appreciate it if you could expedite the process and
provide me with a confirmation regarding the status of my request.
Please feel free to contact me at [Phone Number] or via email at [Email Address] if any
further information or documentation is required. I am available at your convenience for any
clarification or additional steps that need to be taken to facilitate the issuance of my degree.
Thank you for your prompt attention to this matter. I am grateful for your assistance and
cooperation in this regard. I look forward to receiving a positive response and the timely issuance
of my Doctor of Pharmacy degree.
Yours faithfully,
[Your Full Name]
Encls: (As stated) [Student ID Number]
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
The Editor
[Newspaper Name]
[Newspaper Address]
[City, State, ZIP Code]
Subject: Urgent Attention Needed: Inconvenience Caused by Crowded Service Route for
FUUAST Students
Dear Editor,
I am writing to draw your attention to a pressing issue that is greatly inconveniencing the
students of the Federal Urdu University for Arts, Science and Technology (FUUAST),
particularly during the morning hours. The crowded service route, combined with uninterrupted
traffic, has become a significant challenge for the students' daily commute.
As the number of students at FUUAST continues to increase, the transportation services
have failed to keep pace with the rising demand. Consequently, students face extreme
overcrowding on the buses, leading to discomfort, compromised safety, and delays in reaching
their destination.
Additionally, the uninterrupted traffic during the morning rush hours worsens the
situation. Traffic congestion not only causes delays but also poses potential risks to the safety of
the students. The combination of overcrowded buses and heavy traffic creates a stressful and
inconvenient commuting experience for FUUAST students, affecting their academic
performance.
I urge the relevant authorities to address this issue promptly. It is essential to take
immediate action to alleviate the overcrowding problem on the service route and explore viable
solutions to streamline the transportation system for FUUAST students. This could involve
increasing the number of buses, adjusting timings to avoid peak traffic hours, or considering
alternative routes.
Furthermore, I call upon the traffic management authorities to evaluate the situation and
implement measures to alleviate the traffic congestion during peak hours. Collaborating with
local law enforcement agencies to improve traffic flow, identify bottleneck areas, and implement
effective traffic management strategies can significantly alleviate the inconvenience faced by the
students.
I kindly request your esteemed newspaper to shed light on this critical issue through an
article or editorial. By highlighting the challenges faced by FUUAST students, we can raise
awareness among the general public and encourage the relevant authorities to take necessary
actions. It is vital that the concerns of the affected students are acknowledged and addressed.
Thank you for your attention to this matter. Your support in addressing this issue will be
greatly appreciated. Please feel free to contact me at [Phone Number] or via email at [Email
Address] if you require any further information or if there are any updates regarding this matter.
Yours sincerely,
[Your Full Name]
[Student, FUUAST]
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
Dr. [HOD's Name]
Head of Pharmacy Department
University of Karachi
Karachi, Pakistan
Subject: Request to Deliver a Lecture on the Future of Doctor of Pharmacy Students at
FUUAST
Dear Dr. [HOD's Last Name],
I hope this letter finds you in good health and high spirits. I am writing to request your
esteemed presence as a guest speaker at the Federal Urdu University for Arts, Science, and
Technology (FUUAST) to deliver a lecture on the future prospects for Doctor of Pharmacy
(Pharm.D.) students after obtaining their degree.
As you are well aware, the field of pharmacy is constantly evolving, and it is crucial for
students to gain insights into the opportunities and challenges that lie ahead. Considering your
expertise and experience in the pharmaceutical industry, your guidance and expertise would
immensely benefit the Pharm.D. students at FUUAST, who are eager to explore their career
paths and make informed decisions.
The lecture would focus on various aspects, including but not limited to:
1. Current trends and advancements in the pharmaceutical industry.
2. Emerging career opportunities for Pharm.D. graduates.
3. The significance of research and specialization in pharmacy.
4. Professional development and lifelong learning in the field.
5. Skills and competencies sought by employers in the pharmaceutical sector.
6. Challenges and strategies for career growth in pharmacy.
7. Guidance on pursuing higher education or advanced certifications.
Your valuable insights, real-life examples, and practical advice would greatly inspire and
motivate the students, helping them understand the potential pathways and opportunities
available to them upon completion of their Pharm.D. degree.
We propose scheduling the lecture at a mutually convenient date and time during the
academic year. The duration of the lecture can be determined as per your preference, ensuring a
comprehensive discussion while accommodating the students' academic commitments.
We genuinely believe that your lecture will significantly contribute to the professional
development and future success of our Pharm.D. students. Your presence and guidance will
empower them to make informed choices, establish career goals, and prepare themselves for a
fulfilling and prosperous future.
We kindly request you to consider our invitation and let us know of your availability and
preferred topics of discussion. Your confirmation will enable us to plan and organize the event
effectively.
Thank you for considering our request. We eagerly look forward to your positive
response and the opportunity to welcome you to FUUAST.
Should you require any further information or have any specific requirements, please do
not hesitate to contact me at [Phone Number] or via email at [Email Address]. Your support and
mentorship will be greatly appreciated.
Yours sincerely,
[Your Full Name]
[Position/Designation (if applicable)]
[Department (if applicable)]
Federal Urdu University for Arts, Science, and Technology (FUUAST)
Karachi, Pakistan
