Formal Letters

Letter types include:

 Business or official letters (for making enquires, registering complaints, asking for or giving information,
placing orders and sending replies.)
 Official letters to school and college authorities
 Letters to the editor (giving suggestions on an issue)

How to write effective Business correspondence

Business letters serve two main purposes:

1. They open the lines of communication to help you receive a desirable response, whether it is solving a
problem, making arrangements, or seeking information; and

2. They serve as official records of correspondence, so that you can strengthen your case.

Useful guidelines:

Letters to the officials:

 Begin by identifying yourself. Then clearly state the purpose of writing

 Give details of what you want to do or to be done e.g. applying for a new telephone connection.
 Make a request for an appropriate action.

Letters to the Editors:

 You may begin with a reference to recent developments, new events etc.
 Establish a context for writing.
 Give details of the topic e.g. the problem of beggary, its causes and effects and possible solution.
 DO NOT ASK THE EDITOR TO SOLVE YOUR PROBLEMS. He / she can only give voice to your
views, concerns, complaints, suggestions, suggestions, criticism or appreciation. He / She may also be
approached for complaints against erring officials, departments, business houses etc.

Letters to boss & colleagues, acquaintances:

 Show due respect but do not flatter.

 Clearly state the purpose of writing e.g. seeking action on a proposal or promise e.g. making enquiries.
 Use polite language and pleasant tone.
Letters to business houses / customers
 Always be polite even when you have to complain. Keep the tone friendly and pleasant.
 Do quote reference numbers, order number, cheque / demand draft numbers, file numbers, code or ID
numbers etc.
 Convey your message in a brief and straight forward manner.
 Give more importance to the reader.

FORMAT OF A FORMAL LETTER

 SENDER’S ADDRESSis written here. Never put your name before address. Write the house number
first, followed by the street, town/city and pin code.
 The DATE appears directly below the address in words (name of the month).
 RECEIVER’S designation & address in the next line
 SUBJECT ( The central theme indicated concisely )
 SALUTATION ( SALUTATION CHECK – LIST )
o For Acquaintances / strangers / Officials / Editors:
Dear Sir / Madam
Dear Mr / Ms / Mrs + Name
 For Authorities :
Sir / Madam

BODY OF THE LETTER

Para 1: Who you are and why you are writing.

Para 2: Details of the problem / topic / issue

Para 3: What you would like the reader to do; your hope, appeal, warning, conclusion, comment etc.

Para 4: closing the letter

Write Yourswith a capital ‘Y’ and sincerely/faithfully or truly with a small ‘s’,‘f’ or ‘t’ respectively .

REMEMBER : the word YOURS never takes an apostrophe .

SIGNATURE, Full NAME ( in capital letters ) and DESIGNATION of the person writing the letter
is put here.

MARKING SCHEME OF A FORMAL LETTER

FORMAT: 2 MARKS
 (UPTO 2 MARKS MAY BE DEDUCTED FOR NOT USING PROPER LAYOUT) Layout should include
date, receiver’s designation and address, salutation, subject, complementary close and designation of the
writer.

CONTENT : 4 MARKS.

 (It includes your creativity in presenting ideas which are relevant to the topic of the letter.)
 If the letter is to THE EDITOR of a newspaper, you should try and present both sides of the picture.
 If the issue raised is one which requires argumentative presentation or highlights a discursive topic,
remember to present the pros and cons of the situation. Always give suggestions to overcome the problem
or modify/improve the situation or resolve the issue (if any).

EXPRESSION : 4 MARKS

 FLUENCY: It is your ability to present your ideas in a coherent and organised way. Before answering in
the fair you should jot down your ideas. The process to follow before attempting his ‘letter’ answer is :
 Think about the letter / topic. Brainstorm to chalk out the points to be written.
 Use CODER – Collect ideas, Organise them to maintain a fluency, Draft the letter by putting together all
the common ideas coherently & logically with a proper transition of paragraphs, Edit the letter and delete
all the unnecessary or repeated points and then Revise the letter.
 End with a positive note.
o ACCURACY – Itinvolves grammatical correctness as well as structuring of sentences. Your effort should
to present your content in simple, straightforward language by collating all your ideas coherently.

(PLEASE NOTE: NO MARKS ARE ALLOTTED FOR THE LAYOUT, IF THE CONTENT IS
WRONG.

COMMON MISTAKES IN WRITING FORMAL LETTERS:

 Mistake in writing the format.

 Sender’s address not written.
 Ideas not presented in paragraphs.
 Only problems written, suggested solutions not provided.
 Editor asked to solve the problem (Letter to the editor).
 Topic not understood.
SAMPLES:

1. 1. LETTER TO THE EDITOR:

Suppose you are an educationist and feel strongly about the flaws in the existing system of education. You
feel that the system neglects the talent and skills of the students and is restricted to classroom teaching.
Write a letter to the editor of an English newspaper making a case for education beyond classroom
teaching. Sign yourself as Dr. Amit Verma. (Word Limit: 200 Words)

27 University Enclave
New Delhi

4 December 2016

The Editor
The Hindu
New Delhi

Sir

Subject : Education Beyond Classroom Teaching

Through the columns of your esteemed newspaper, I would like to draw the attention of the readers
towards the necessity of education beyond the classroom.

The examination season has started. It has now become fashionable for some schools to go over-board with
the [Link] schedule for junior classes resembles that of the Civil Service examination.

Most schools seem to believe that classroom education is the only stepping stone to success. In the process,
they overlook other talents and skills of students like music, painting and sports and qualities of head and
heart such as courage, chivalry, wit and friendship. What are these schools doing to inculcate these
qualities in children? Instead of pushing and prodding the children like beasts of burden and leaving them
dazed and flabbergasted, they should aim for the overall development of children.

The main problem is our inability to live peacefully with others and our selfish mentality. The schools
should teach the students the age-old values of brotherhood, tolerance, team spirit andsatisfaction .Co-
curricular activities have a vital role to play in this regard, so the schools should pay extra attention to it
while designing the curriculum. The interests of the students should be taken into consideration in order to
develop their skills. The education imparted should be practical and relevant to their life. The examination
system should stress more on understanding the subject than merely cramming facts.

I request you to give space to my views in your prestigious newspaper and create awareness among the
public and the concerned authorities so that the education system can be re-vamped and children start
enjoying their studies in their school and college life.
Thank you

Yours sincerely

Signature

Dr. Amit Verma

2. LETTERS OF ENQUIRY/ LETTERS OF INFORMATION

Write a letter to M/s Laxmi Stationary Mart, Chawri Bazar Delhi asking them to send their rates and terms
of supply of stationary items. You are R. K. Mittal, Office Superintendent, Bundelkhand Public School,
Jhansi. (Word limit 125 – 150 words.)

Bundelkand Public School

Jhansi

20 December 2018

The Manager
M/s Laxmi Stationary Mart
Chawri Bazar
Delhi

Reference No …………

Dear Sir

Subject : Inviting Rates and Terms of Supply

This is to bring to your notice that on behalf of Bundelkand Public School we would like to place a bulk
order for the supply of stationary items for our school office and the administrative block for the session
2019-2020. We have selected a few leading stationers for the purpose of supply of these items. We have
included your prestigious firm in the list, keeping in view the goodwill it enjoys in the stationery market.
Kindly quote your rates and terms of supply and also state your discount rates if any which will also help
get due weight and consideration.

We need the following items with their brands and number of items required

[Link] Particulars Brand Numbers

 1 Pencils HB Natraj 20 Dozens

2 Pencils HH Natraj 30 Dozens

3 Type Paper Star 20 Reams

4 Cyclostyling Paper Star 20 Reams

5 Computer Paper Star 40 Reams

6 Carbon Ribbons Kores 40 Packets

7 Carbon Paper Kores 20 Packets

Let us remind you once again that maximum discounts and the suitable terms of supply will be important
considerations before placing the order. The lists of rates and terms of supply received after 20 April 2019,
will not be entertained .Please let us know whether it will be possible for you to supply us the above items.
Kindly let us know the maximum time which you will require to supply us these items.

Yours sincerely

Signature

[Link]

3. LETTER TO COLLEGE AUTHORITY – SEEKING INFORMATION

You are Mallika, student of class XII, Townvale Girls’ School, Shimla, all eager to enter the National Film
Academy, Shimla, after the board results. Write a letter to the director of the film academy seeking
information regarding admission procedure, eligibility criteria, fee structure, placement opportunities, etc.

BB-101, Townvale Girls’ School

Shimla-112233
14 January 2019

The Director
National Film Academy
Shimla-112211

Sir

Subject: Seeking information about admission

I am greatly interested in joining your esteemed academy for the academic year 2019-20. I am a student of
class XII at present and hope to be eligible for your admission criteria. Even though I have heard quite a lot
about your institution from my friends and advertisements, I would like to clear some of my doubts
regarding your admission procedure.

Kindly let me know when is the right time to apply for a course. Where are the admission forms available?
Can I download a form over the internet? I hope your institution welcomes payment of fee in instalments.
Are there scholarships for eligible students? Any entrance test conducted for the same?

I would also like to know further details such as the course duration, tuition and other fee, study centers
and any placement assistance provided after the successful completion of the course.

I am looking forward to an early reply from your side.

Yours truly

signature
Mallika Sharma

4. SAMPLE LETTER OF ORDER/PURCHASE

As Megha Mohan, Librarian, Model Secondary School, Kanpur, write a letter to M/s Sohanlal& Bros
Booksellers, Agra, placing an order for books. (Mention at least 4 titles of the books) to be supplied
immediately.

Model Secondary School

Kanpur

25th August 2018

The Manager
M/s Sohanlal & Bros.
Booksellers
Agra

Dear Sir

Subject : Supply of books for the school library

This is with reference to your quotation dated 30 th July 2018. We are pleased to inform you that our
management has decided to place an order with your esteemed firm.

We would like to place a bulk order to you for the supply of books to our school library. We shall not settle
for less than 20 % discount on the purchase of the books. Besides, we hope to get another 5 % special
discount that is usually granted to the institutional buyers. It goes without saying that you will have to bear
the mail and other expenses involved in the dispatch and delivery of books.

The list of books with their particulars is attached herewith.

List of Books

S. Name of the books Code Authors/Publisher’s name No of

No copies

1 History of India HR01 L Prasad 20

2 Modern Trigonometry MT56 Bansilal 30

3 Modern Algebra MA19 S K Sen 25

4 The New Atlas of the AT40 Frank Bros 30

 World

5 Wonder That Was HR22 Mani Sharma 15

India

6 India Wins Freedom HR47 M A Q Azad 10

The above books must reach us in proper condition and order not later than 15 September 2018, if our
terms and conditions are acceptable to you. In case the books reach us in a damaged condition, we will be
bound to return the delivery without payment.

Yours sincerely

(Signature)

Megha Mohan

Librarian

5. LETTER OF COMPLAINT

You are Manish, staying at 22, Kirti Nagar, Delhi. You bought a mobile phone from “Mobile Villa”, Roop
Nagar, Delhi. The phone developed a problem within a few days of the purchase. Write a letter to Sales
Manager of the showroom complaining about the defect and seeking immediate replacement.

22, Kirti Nagar

Delhi
25th August 2018

The Sales Manager

Mobile Villa
Roop Nagar
Delhi

Sir

Subject : Complaint against defective mobile phone

I wish to bring to your kind notice that I bought NOKIA N73 mobile on 10th August 2018 vide receipt
[Link]/099 from your showroom.

I regret to inform you that after one week of using it, problems started to appear. The flash of the camera is
no longer working. In addition, the display screen blanks out very frequently in the midst of checking of
messages. Also, the display screen is getting blurred which makes it difficult for me to see the SMS
messages clearly. The ring tone is not audible, as a result of which, I have not been able to attend important
calls.

Under the terms and conditions of the sale, the phone carries a guarantee of two years towards any defect.
You are, therefore, requested to replace it at the earliest so that I would be spared from further
inconvenience.

Yours faithfully

Signature

Manish Thakur

Enclosed:

1) Cash Memo

2) Copy of the warranty