Legal Writing

Business Letter
• A Legal letter is a letter written in formal language, usually used when
writing from one business organization to another, or for
correspondence between such organizations and their clients and
other external parties OR
• "a direct or personal written or printed message addressed to a
person or organization."
 Letter Writing
Introduction

- Date: 9th January, 2016/ January 9, 2016.

- Address Director – LLM

Master Program Law

- Salutation Dear Sir/ Madam

Dear Mr./ Mrs./ Miss/ Ms./ Dr./ M/s.
Dear (Name)

- Subject Line Application for leave – reg.

Senders/ Receivers Reference number
 Letter Writing

Body

- Body 1 Para which states the main idea.

This is with reference to the telephonic
discussion we had on…

- Body 2 Para which states the supporting idea and

detailed information.
The situation is urgent and I would like to
avail the leave immediately…

- Body 3 Para which states the closing idea/ opinion.

Anticipating that the matter would be
considered and obliged…
 Letter Writing
Conclusion
- Complementary Close
- In anticipation of a positive response at
your end…

- Salutations/ Signature/ Signature line

- Yours sincerely/ Sincerely yours
- Best Wishes.
- Warm Regards/ Best Regards.
- Yours obediently

- Attachments
- Attach: xyz documents
- Format: Office 10
 Optional Parts of the letter
1. Reference line
2. Subject line
3. Enclosures
4. Postscript

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 Optional Parts of the Business Letter

1. Reference line
If the recipient specifically requests information,
such as a job reference or invoice number, type it on
one or two lines, immediately below the date.
If you are replying to a letter, refer to it here.
For example;
Re: Job # 625-01
Re: Your letter dated October 6, 2007

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 Continued:
• While referring to a legal cases , some letters have the cases as
Reference. For example, Mirrors Case, Ref:234 or Ref:234 ( cases job)
• But some firms/organization use new reference number for every
legal letter and refer to the reference no of the received letter. e.g.
Ref: 234/12/10, we would like to inform you that…and so on.

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 Optional Parts of the Business letter
3. Subject line
It tells your reader at a glance what your
letter is about. It is usually placed on the
second line below the salutation.
4. Enclosure notation
An enclosure or attachment notation is
included to remind your reader to check for
additional pages of information if the additional pages are
deemed necessary. The enclosure
notation is usually typed single or double space under
reference initial (specially in faxes).
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 Optional Parts of the Business letter

8. Postscript
If there is a Postscript, it should start a double
space beneath all other information and can be
proceeded by the initial “P.S.,” “PS,” or “PS:”
However, the current trend is to omit these
initials. A busy person reading will often read
the postscript (extra/additional) while noticing else,
knowing that there may be found the most interesting
tidbit of the letter. Many business people write
postscript for emphasis rather than for afterthoughts,
and they are frequently used for personal messages in
business letters.
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 Letter Layout
Business letters are usually arranged in one of
the letter styles.

1. Block Style
Every line begins at the left margin. This is in
common format because it is quick and easy to
set up and read.

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 Letter Layout
2. Modified block
The date, complimentary close, and signature
sections begin at the horizontal center of the
page or are placed so, so that they end near the
right-hand margin. Attention and subject lines
may be indented, centered, or begin at the left
margin, where all other parts begin.

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 Modified block. Block Style

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 Letter Layout
3. Semi block style
(Modified block
with paragraph
indented)

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 Letter for in time delivery (1)
Receiver’s
Designation +
Address
Date:12/6/10
Subject: IN TIME DELIVERY OF HEATERS Ref:313
R/Sir
Reference to the subject cited above, your department is requested to deliver the
ordered goods well in time per P.O # 250 delivery schedule. In case of late
delivery, we will not be able to market the product in time. Besides, after the
snow fall season, the market demand will drop as our competitors will have
captured the market and the sale of the Heaters will become very difficult.
Thanks and best of Regards

Abdul Basir
Manager Sales,
Ariana Chain of Super Stores, Kabul
Cc: Finance Department
P.S. Prices of the ordered goods are not subject to change.
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 Letter for in time delivery (2)
Receiver’s
Designation +
Address Dated:14/6/10
Subject: PRICE RE-CONSIDERATION Ref: 314
R/Sir
Reference to the subject cited above and our last communication Ref letter 313,
your department has failed to deliver the order well in time as per P.O # 250.
Resultantly, we are unable to market the product at the previously agreed prices.
So, kindly, reconsider the prices of the product delivered late.

Thanks and best of Regards

Abdul Basir
Manager Sales
Ariana Chain of Super Stores, Kabul
Cc: Finance Department
P.S. Prices have to be lowered because of late delivery on your side please.

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 Letter for in time delivery (3)

Receiver’s
Designation +
Address

Subject: Low Quality Ref:315

R/Sir
Reference to the subject cited above and our last communication Ref letter 313 and
314, I would like to remind you that the order received has lower prices but at
the same time the quality of the heaters has also been lowered.
We are potential customers in the market and for long term business
relationship, we strongly recommend your good office to replace them with the
quality agreed in the P.O 250.

Thanks and best of Regards

Abdul Basir
Manager Sales
Ariana Chain of Super Stores, Kabul
Cc: Finance Department
9/5/2022
P.S. You will receive the low Quality products back in the next week.
Formats