FORMAL LETTERS

A letter is a written form of communication that is addressed to a specific person or a

specific organization. It is one of the easiest and non-expensive means of
communication. Formal letters include applications, letters to editors, official letters,
letters to and from organizations, government departments, etc.

Points to remember
● Write the letter in the full block style of writing (i.e. everything written aligned
next to the margin)
● State your reason for writing in the first paragraph.
● Informal expressions, greetings or contracted forms of words should not be
used.
● The language should be simple, straightforward and to the point.
● Word limit: 100-120 words

Format

Sender’s Address

X---------------X line

Date (mm/dd/yy)

X---------------X line

Receiver’s designation

Receiver’s address
X---------------X line

Salutation (Sir/Madam)

Subject:
X---------------X line

Content in 3 paragraphs
X---------------X line

Yours sincerely / truly

Signature

Full name
A. OFFICIAL LETTERS

Written to various public or civil servants regarding civic amenities, law and order, etc.

Format same as formal letter.

Sample Letter

Write a letter to the Police Commissioner about the inadequate parking facility in the
commercial street area of Indore which is causing a lot of inconvenience to the public.

C-505 Shehnai Residency

Indore

August 3, 20XX

The Police Commissioner (Traffic)

XY Police Station
Indore

Sir

Subject: Inadequate Parking Facility in Commercial Street Area

I would like to draw your kind attention towards the lack of an essential civic amenity
which causes a lot of inconvenience to the residents as well as the vehicle users.

The inadequate parking facility in the Commercial Street Area of Indore causes a lot of
confusion leading to chaotic traffic. Most of the vehicles are parked on the road further
blocking the movement of vehicles to and fro. Sometimes people have to park their
vehicles outside the commercial area and walk to the shops. It is not only an
inconvenience but also a risk as a number of thefts have been reported when these
vehicles are left unattended.

I would like to offer some suggestions to ease the situation:

1. Adequate parking area should be provided compulsorily.

2. The traffic police should regulate the traffic to ensure its smooth flow.
3. Parking on the road should be prohibited. Vehicles should be towed away
immediately.
4. There should be parking attendants to ensure safety of vehicles.

I hope my suggestions would be implemented for public welfare.

Thanking you
Yours sincerely
(Signature)
Akshat Khandelwal
Practice Questions:

1. Write a letter to the Commissioner of Indore Municipal Corporation complaining

about the poor sanitary conditions and mosquito menace in your locality.

2. Write a letter to the Commissioner, Police, drawing his attention towards the
increasing incidents of pick-pocketing, day-light robberies and murders in your city.

B. LETTERS TO SCHOOL/COLLEGE AUTHORITIES

Format:

Writer’s Address

Date

The Principal

Name of the school

City

Salutation (Respected ……)

Subject:

Content (100-120 words)

Thanking you

Yours obediently

Full name

Class, Section
Model Letter

You are Lalit/Laxmi, of Little Valley School, Indore. You have been selected to represent
your state at the National Athletics Meet. Write a letter to your Principal, requesting her
to grant you permission to attend the school one hour late for a fortnight as you have to
attend the athletics coaching camp.

12-H, Vijaynagar
Indore

date (mm/dd/yy)

The Principal
Little Valley School
Indore

Respected madam
Subject: Permission for Late Arrival

I am Lalit Kapoor, a student of Class X A. You will be pleased to know that I have been
selected to represent Madhya Pradesh at the forthcoming National Athletic Meet to be
held at Delhi, in the month of December.

An athletic coaching camp is being held from mm/dd to mm/dd/yy. This fortnight long
camp will begin at 6:00 am and continue till 8:00 am and then from 4:00 pm to 6:00
pm. I do not want to neglect my studies altogether. But, circumstances constrain me.
Much though I wish to report to school on time, I fear I may be late by an hour.

Keeping in view the circumstances detailed above, I request you to grant me

permission to attend school one hour late for a fortnight. I assure you that I will cover
the syllabus at home or in the stay-back schedule.

I hope you will grant me permission.

Thanking you in anticipation.

Yours obediently

Lalit/Laxmi Kapoor

XA
Practice Questions:

1. You are Kiran/Karan, a student of ABC Senior Secondary School, Indore. Your
Pre-Board English Exam is on the same day as the All India Entrance Exam for the
National Institute of Dance. Write a letter to the Principal of your school, requesting her
to change the date of the school English exam or allow you to appear for it later.

C. LETTER TO THE EDITOR

Writing a letter to the editor is probably the best way to express one’s opinions publicly
especially for raising voice on a particular issue or matter. One can confidently voice
out opinions in front of the readers through print media including newspaper,
magazines and journals. In newspapers and magazines, letter to the editor column is
provided where readers can give their views and opinions freely and can also give
necessary suggestions.

Points to Remember

● The letter should be meaningful and relevant. It should discuss only those topics
and issues which are of public interest.
● Usage of correct words and polite tone
● Clear and concise piece of write-up
● Written in about 100-120 words
● Do not ask the editor to find solutions for the issue discussed.
Format

Sender’s Address

Date

The Editor
The …..
City

Sir/Madam

Subject: short relevant phrase to indicate the theme of the letter

Paragraph 1: reason for writing; introduction of topic; refer to any article related to the
issue

Usual ways to begin:

Through the columns of your esteemed newspaper I would like to draw the
attention of the public and the authorities to …. OR

With reference to your article titled ______ published on ______, ….

Paragraph 2: main content; details with suitable examples, reasons, cause-effect

relationships….

Paragraph 3: suggest 2-3 practical and relevant solutions

Thanking you

Yours sincerely
Signature
Full Name
Letter to Editor – Model

You are Ravi/Rashi Desai. Recently you visited Nainital and some other tourist places
and were shocked to see the garbage and refuse of all kind strewn everywhere and
floating in water. Write a letter to the editor of a local daily expressing your disgust
regarding the same.

17-C Sector A
Lajpatnagar, Delhi

September 16, 20xx

The Editor
The Times of India
New Delhi

Sir
Subject: Are Our Mountains Garbage Dumps?

I wish to convey my feelings of disgust and disappointment that I experienced during a

recent visit to Nainital and its surrounding mountain lakes.

Most of the lakes I visited were no longer pristine and presented an unpleasant sight
with garbage and refuse of all kind floating on their waters. The once clean mountains
were strewn around with polythene bags, leftovers of eatables and sundry waste. What
shocked me the most was the apathy of local authorities who choose to turn a blind
eye to the rampant manner in which the visitors are gradually making these lovely hills
a huge garbage dump.

Such disregard for the conservation of our natural heritage will strip our majestic hills of
their splendour. I urge the general public to desist from such mindless acts and request
the concerned authorities to take immediate action.

Thanking you

Yours truly
Ravi Desai
Letter to Editor – Model 2

A recent study warned the people about the increasing level of noise pollution in your
city of which the overuse and misuse of loudspeakers is the greatest reason. Write a
letter to the editor of a local daily expressing your concern regarding the same. You are
Rajesh Jha of Indore.

25-B, Saket
Indore

October 25, 20xx

The Editor
The Times of India
Indore

Sir

Subject: The Evil of Indiscriminate Use of Loudspeakers

Through the columns of your esteemed newspaper I want to draw the attention of the
public and the authorities to the evil of the indiscriminate use of loudspeakers.

There is no doubt that the loudspeakers are a great gift of science and are very useful
when large gatherings are to be addressed. But the trouble arises when such a useful
thing is misused by the people. They are generally misused during the wedding
season. Also very small occasions are made public by the use of loudspeakers. Then
there is a spate of night vigils during which the loud noise keeps us awake throughout
the night. Their organizers don’t care whether there are students preparing for their
exams in the neighbourhood or patients who require rest and quiet.

There should be some restrictions on the use of loudspeakers. People should be

allowed to use the loudspeakers only after taking permission from the local authorities.
People should also be made aware that loudspeakers cause noise pollution which is
dangerous for our health.

Thanking you

Yours truly

Rajesh Jha
Practice Questions

1. You are Vivek Mishra, an educationist and a social worker. You feel that the
schools and the parents play an important role in moulding a child’s personality.
Write a letter to the editor of a local daily expressing your views regarding the
same.
Value Points
o importance of school for a child
o shaping of physical and mental health
o development of right attitude
o character building
o providing opportunities to develop skills

2. You are Manoj/ Mahima Gupta, resident of 120, Bhavan Road, Mathura. Write a
letter to the editor of a national daily, highlighting the harmful effects of using
plastic bags and the need to create awareness in this regard in not more than
100-120 words.

D. BUSINESS LETTERS
A business letter is a formal way of communicating between two or more parties. A
business letter can be used for making enquiries, registering complaints, asking for and
giving information, placing orders and sending replies.

Format is the same as formal Letters.

Present your objective in a clear and concise manner.
Remain polite and courteous, simply state the queries / details / problem(s) along with
any other relevant information.

Some steps in writing business letters.

1. (i) Introducing oneself if it is the first time you are writing
(ii) Referring to an earlier letter if you are responding to it.
2. Stating the purpose of the letter
3. (i) Stating action/information required from the addressee
(ii) Explaining action taken/supplying information
4. (i) Urging action to be taken
(ii) Offering assistance in future
Letter of Enquiry

A letter enquiry could be written to enquire about

- a procedure for admission or membership
- a training programme/course
- tour / travel arrangements
- sale / services
Include the following content
- Refer to the advertisement if mentioned in the question.
- Specify the information that you need
- Conclude politely requesting for a prompt response

Letter for Placing an Order

Goods ordered through a letter include
- Books
- Sports / laboratory equipment
- Magazines / journals
- Electronic gadgets
- Garments
- Household items
Include the following content
- Refer to the advertisement
- Give details of goods being ordered (brand, item, author, colour/size etc,
quantity, price if given)
- Give the mode of dispatch and payment
- Conclude politely asking for a prompt and safe delivery of goods.

Letter of Complaint
The complaint could be against
- Poor services by an agency/organization
- Defect in product
Include the following content:
- Introduce & give details of product you wish to complain against
- Give details of the problem
- Ask for action to be taken
- Conclude politely, hoping for prompt action
Sample Letter of Enquiry

You are Meena Saxena of Kanpur. You have come across an advertisement for a
coaching centre that prepares students for the Pre Medical Test (NEET). Write a letter
to the director of the institute asking for information that you require before you decide
to join it.

7, Greater Colony
Kanpur

January 21, 20xx

The Director
Gupta Tutorials
25, High Street
Kanpur

Sir
Subject: Enquiry regarding NEET coaching

This is with reference to your advertisement in ‘The Daily Times’ dated January 16,
20xx. I am preparing for NEET. I am interested in joining your institute, but before I do
so, I would like the following information:

1) Duration and timings of the course.

2) Fee structure and mode of payment.
3) Strength of each batch.
4) Success rate of your institute.
5) Any scholarships awarded to meritorious students.

I would be grateful if you could give me a prompt response so that I can take a timely
decision to join your institute. A self-addressed stamped envelope has been enclosed
herein for the same.

Thanking you
Yours sincerely
Meena Saxena
Encl: Self-addressed stamped envelope.
Sample 2

You are Advait/Advika. You are about to finish your high school soon. You wish to
continue your studies from United States. Write to a college asking for admission
details in the course of your choice.

90, Diviners’ Street

Delhi India

May 21, 20xx

The Director
St. Palloti College
Philadelphia

Sir/Madam

SUBJECT: Enquiry Regarding Admission Process

I will finish senior secondary school in June 20xx. I am interested in pursuing further
studies in the United States. I would like to go into the general field of communications
or advertising, but have not yet decided on a major. Please send me the appropriate
application material, along with information for international students and any other
piece of information that you can provide me on housing and employment
opportunities. I am particularly interested in the following:

1) Duration and timings of the course

2) Fee structure and mode of payment
3) Placement chances of your institute
4) Any scholarships awarded to meritorious students

I would be grateful if you could give me a prompt response so that I can take a timely
decision. A self-addressed stamped envelope has been enclosed herein for the same.

Thanking you
Yours sincerely
Advait/Advika Yadav
Encl: A self – addressed stamped envelope

Practice letters of Enquiry

1. You are Mahima/ Mahendra running a garment-export business of your own.

Write a letter to the supplier enquiring about the availability of the cloth-material
that you need. Invent the details.

2. You are Aditya/Akila. Write a letter to KCG Infotech, Pune asking for details
regarding a summer course in Multimedia offered by them.
Sample Letter for Placing an Order
You are Priya Khanna, librarian of your school, Aligarh. You have been asked to place
an order for some books for the school library. Write a letter to the Sales Manager,
Light House, Main Road, Noida, placing an order for the books that you need.

Army School
Aligarh

January 20, 20xx

The Sales Manager

Light House
Main Road
Noida

Dear Sir
Subject: Placing an order for books

I have reliably learnt that your book shop supplies books to educational institutes
at discounted rates. I would like to place the following order for the school library.

S.No. Book’s Name Class Author/Publication Quantity

1. Beehive Class IX NCERT 10
2. Moments Class IX NCERT 10
3. First Flight Class X NCERT 10
4. Footprints Class X NCERT 10

All books should be in good condition, well bound and packed properly. Kindly
ensure that the order reaches us within a week. Any damage during transportation
will be your responsibility. Kindly offer us a suitable discount. The payment will be
made by cheque on receipt of the books.

Thanking you

Yours sincerely
(Signature)
Priya Sharma
Librarian
Practice letter:
You are Kamolika/Kamal the Sports In-charge of your school. On the occasion of
Navarohan (Sports Day) the school has decided to award budding sport stars by giving
them the sports set of the sports they play. Write a letter to Messrs B.N. Rama & Sons,
Connaught Place, New Delhi, placing an order for various sports items. Do not forget
to ask for the discount given to educational institutes / students.
Sample Letter of Complaint

You are Anshu / Akash staying at 5 K K Nagar, New Delhi. Last month you bought a
video camera from Ruchi Electronics, South Bazaar, New Delhi against a warranty of
two years. Now you discover that there is something wrong with this camera. Write a
letter to the dealer complaining about this problem. Also request him to replace it.

5 K K Nagar
New Delhi

November 10, 20xx

The Dealer
Ruchi Electronics
South Bazaar – New Delhi

Sir

Subject: Complaint regarding video camera.

I purchased a Filmcon 260 camera from your shop last month vide bill number A-267,
dated October 5, 20xx. I am writing to express my dissatisfaction with the purchase.

Last week, all of a sudden, the camera stopped working. Whenever I start recording,
the shutter closes on its own and the video does not get saved.

The camera still falls under the warranty period. I would be grateful if you could replace
the camera at the earliest. I am enclosing herein a copy of the bill and the warranty
card for your reference.
Looking forward to a prompt response.

Yours sincerely
Anshu Malhotra

Encl: Copy of the bill and warranty card.

Model letter of complaint
You had ordered a box of letterhead stationery for your central office in KK Nagar in
Delhi. You discovered that the letter head had a wrong address printed. Write a letter of
complaint asking for fresh printing with the correction.

5 K K Nagar
New Delhi

April 20, 201xx

The Dealer
Royal Printers
South Bazaar
Bangalore

Sir

Subject: Complaint Regarding Faulty Letterhead.

This is with reference to bill number 123-FX and order form dated March 17, 20xx. I
received a box of letterhead stationery for our central office in KK Nagar in Delhi.
Though we did receive your shipment within one week, the letterhead carries another
firm's address.

I am returning the stationery under separate cover, with the needed correction noted. I
will appreciate your sending me the correct and freshly printed stationery as soon as
possible. Also, I trust you will credit my account with Rs. 250, the cost of returning the
stationery.

I am enclosing herein a copy of the bill and order form for your reference.
Looking forward to a prompt response.

Yours sincerely
(Signature)
Vaidehi Sharma
Encl: Copy of the bill and order form.
Model letter of cancelling an order

You are the librarian of Army School Lucknow. Write a letter to the Sales Manager of
Book House, Main Road, Noida cancelling the order of encyclopaedias because the
bookstore is charging more than it quoted for.

Army School
Lucknow

March 15, 20xx

The Sales Manager

Book House
Main Road
Noida

Sir/ Madam

SUBJECT: Cancelling an Order for Books

With reference to my letter dated March 13, 20xx for an order of books for the school
library, I would like to cancel my order for the set of encyclopaedias.

The cost of the same is way more than the quoted price, so I am exercising my right of
cancellation within the three-day period as stated in the order form.

I have stopped payment on my cheque for Rs.30,000, which I gave to your salesman. I
am sorry for any inconvenience this cancellation may cause.

Thanking you

Yours sincerely

Priya Sharma
Librarian

Practice question of complaint:

1. You are Ambika living at Railway Road, Ranchi. Last month you shifted in an
apartment in Ranchi. Now you discover that there is some problem with the electrical
fittings of the house. Write a letter to the landlord complaining about the problem.

2. You are Shivani/Shivam, Incharge of Cultural, committee of Jai Deep School, Nehru
Vihar. You had placed an order for the supply of several musical instruments to
M/s Gagan Musical Store, Karolbagh for organising the Annual Day, at your school. As
the dealer did not supply the instruments before the due date you were forced to
arrange for the instruments from some other store. Write a letter to the dealer
for cancellation of the order placed by you and seeking a refund of the advance money
deposited by you.