How to write Formal Letters

Format

Sender’s address

Date in DD.MM.YYYY format (3rd. of May, 2020)

Recipient’s address (including their name and title if you know it).

Subject:   (The subject of the letter  as a phrase for example defective laptop or statement request for grant of leave) 

Salutation: Dear Mr [surname], for a man, or Dear Ms [surname] for a woman. If you don’t know the name of the recipient, use Dear Sir or Madam or Dear Sir/Madam.

Content

First paragraph

The first paragraph should be short and state the purpose of the letter- to make an inquiry, complaint, request something, etc.

Here are some options for starting your letter:

I would like to inquire about (or whether) …

I am writing regarding …

I am writing in response to …

I am writing to inform you that/of /about…

I am writing to complain about …

Further to my letter of 15th May…

This is to inform you about...

This is to bring to your notice...

Second Paragraph

The paragraph or paragraphs (in the middle of the letter) should contain the relevant information behind the purpose of writing of the letter. Keep the information to the essentials and concentrate on organizing it in a clear and logical manner rather than expanding too much.

Last Paragraph

The last paragraph of a formal letter should state what action you expect the recipient to take- to refund, send you information, etc.

Here are some expressions you can use to end a business letter.

Please let me know if …

I look forward to receiving your reply.

Thank you in advance for your help.

I would be grateful if you could inform me …

A formal ending (if you know the recipient), use Yours sincerely. A formal ending (if you don’t know the recipient): Yours truly or Yours faithfully.

Signature

Name

Multiple Choice Questions on Formal Letters

1. While writing a formal letter, the sender's address will be placed

     a. after the receiver's address

     b. before the receiver's address

     c. after the statement of the subject

     d. none of the above placements is correct.

2. The statement of the subject should be

      a. a long sentence

      b. a statement

      c. a phrase

      d. both b and c are correct

3. Select the most appropriate opening sentence for a letter of enquiry

     a. I am writing this letter to inform you about

     b. I am writing this letter to enquire about

     c. I am writing this letter to apply for 

     d. I am writing this letter to complain about

4. The first paragraph should have the following qualities

    a. It should contain all the information needed including an introduction of the writer.

    b. It should introduce the topic as specified in the subject and introduce the writer.

    c. It should be short, to the point and lead to the second paragraph.

    d. It is enough to have a single paragraph in a letter as it contains all the information.

Sample letter to the Editor of a newspaper about noise pollution in your city

House No.B-110 
DLF City Phase 1

Gurgaon
Pin Code:122001

Haryana

18th of  March, 2014

The Editor

The Times of India
Bahadur Shah Zafar Marg

New Delhi-110 001

Subject: Noise pollution in the city

Respected Sir,

I am Sarthak, a student of grade twelve, and with reference to the article published in your newspaper on the 25th of February, 2014 regarding health problems resulting from noise pollution, I would like to put in my observations on the same. That noise pollution affects us mentally and physically is a known fact for many. Some of the side-effects may be obvious while others may take time to manifest themselves.

Scientists and experts state that any noise level exceeding 90 dB. constitutes noise pollution! Continued exposure to noise pollution can lead to hypertension, heart-related problems and also irritation and lack of patience. Just last week I witnessed an incident of road rage in which a couple of young boys driving in a car were beaten up by a driver and his passenger in another car just because they had been using the horn and were trying to overtake the latter! Noise pollution can also cause deafness which can be permanent or temporary, that is why traffic controllers at airports wear ear muffs or ear protectors. This in itself is proof that we need to save ourselves from the impact of noise pollution.

As a concerned citizen, I very strongly believe that we need to educate the common man about the harms of noise pollution. It is after we take up this step that we can proceed towards the formulation of laws to curb noise pollution. The next important step after the formulation of laws is to enforce them with strict punishments and consequences. Ultimately what matters is developing a sense of ownership and civic sense. Banning of use of loudspeakers in residential areas after a particular time, banning of the use of power horns in vehicles,  and shifting of factories are just a few steps that can help solve the problem. Kindly print my letter in the columns of your esteemed newspaper so that the concerned authorities and responsible citizens take specific steps to address the problem.

Thanking you

Yours Truly

S.D.
(A Concerned Citizen)

Letter of Placing an Order

Angel Public School

14th Main Road

Nungambakkam

Chennai - 34

23rd of March, 2014

The Sales Manager

Galgotia Book Store

Connaught Place        

New Delhi

Subject: Books needed

Dear Sir
We would like to place an order with your books store for some books since your name comes highly recommended by other schools. We have an immediate need for some books and decided to contact you for the same. We hope to develop a mutually beneficial and long-lasting business relationship with your store by placing an order for a few books to start with.

Based on the catalogue put up by you on your website, we would like to place an order for the undermentioned:  

1. Indian History by Peter Jackson (Jackson and Co.)- 10 copies- code no, 103

2. Festivals by Margaret Smith (DC Publishers)- 10 copies-  code no,203

3. Caring for Earth by Janet Patterson (Nature Ltd.)- 5 copies- code no,403

Kindly send these items before the 10^th of April, also ensure that the books are properly packed in order to prevent damage in transit.  We are enclosing a cheque for Rs. 1000/- as advance payment. The balance amount will be paid by the accounts department after receiving the order.

Yours sincerely

Ketan Darshan
(Principal, Angel Public School)

In case the order includes many items, then the tabular format can be used to list the items. To understand the tabular format, let us work on the following question.

You are Mr R.K. Sharma, the Sports Head at the Blueberry Public School, Sector 14, Gurugram. Write a letter addressed to the Proprietor, Planet Sports, Videocon Tower, Jhandewalan, New Delhi to order the following sports items: 12 Cricket Bats, Power, 12 Basketballs, Cosco, 12 Badminton Racquets, Surge, and 12 Volleyballs, Surge. They need to be of the standard size.


Model Answer:

Blueberry Public School
Sector 14
Gurugram

15th of May, 2019

The Proprietor
Planet Sports
Videocon Tower
Jhandewalan
New Delhi

Subject: Sports goods required

Respected Sir,
I am Mr S.K. Sharma, the Sports Head at the Blueberry Public School, Gurugram and I would like to place an order with your outlet for some sports goods for which we have an urgent requirement. I am placing this order with your Sports outlet since you come highly recommended.

Our requirement for sports goods is as under:

Sr. No. Name of Item               Brand    Total Number

1.          Cricket Bats                 Power      12

2.          Basketballs                  Cosco       12

3.          Badminton Racquets   Surge        12

4.          Volleyballs                   Surge       12

                                          Total Items:     48

We need these items by the 25th of May, 2019 as we have our Annual Sports Day on the 1st. of June, 2019. Kindly ensure that the items are of the standard Olympic size and are free from damage. I am enclosing a cheque for Rs. 20,000/- as advance payment. The balance payment will be made on delivery to the school. Kindly provide us with a suitable discount so that we can have a mutually beneficial long term relationship.

Thanking you
Yours Sincerely
Mr.S.K. Sharma
(Sports Incharge-Blueberry Public School, Gurugram)

Letter of Cancellation of an order

Angel Public School

14th Main Road

Nungambakkam

Chennai - 34

April 23rd, 2014

The Sales Manager

Galgotia Book Store

Connaught Place        

New Delhi

Subject: Cancellation of order

Dear Sir,

This is with reference to the order no. 01/468 for the new books placed with you on 23 March 2014. The order was to be executed by 10 April 2014, but unfortunately, there has been no response from your side.

We, therefore, regret to inform you that the order placed earlier stands cancelled. We needed the books for an event on 15 April 2014, but till date, we have neither received the consignment nor any clarification from your side even after telephonic reminders.

The delay has caused us a great deal of inconvenience. The unprofessional handling of the order by you has also forced us to take the action which was completely unnecessary. We request you to kindly refund the amount of Rs. 1000/- as advance payment sent to you earlier.

Yours sincerely                                                                                                                                 
K.D. 
(Ketan Darshan)           

You are Manoj/Mahika, the store in charge of G.S.S School, Najafgarh, you placed an order for four items of School furniture including 20 chairs, 4 teacher tables, 4 almirahs and 4 desks, etc. to Pragati furniture , Hari Nagar, New Delhi which have not been delivered till date. You had asked the provider to send these items to your school by the 30^th of September. Write a letter to cancel the order.

   

The Store in charge
G.S.S School
Najafgarh

New Delhi

7^th of October 2021

The Proprietor

Pragati Furniture
Hari Nagar
New Delhi

 Subject: Cancellation of order

Our reference number: G.S.S School 123

Your reference number: Pragati ABC 

Dear Sir,

I regret to inform you that we have decided to cancel our order with your establishment vide our letter bearing reference number: G.S.S School 123 and your acceptance letter bearing reference number: Pragati ABC.

We have had to take this drastic step because the shipment has not been delivered between the stipulated time. We sent you numerous reminders regarding the shipment date but to no avail. Your lack of professional commitment has caused us a lot of inconvenience.

I request you to refund the entire advance amount paid to you by the end of this month, we will have to resort to legal action.

Yours sincerely

Manoj

(Store in charge G.S.S. School Najafgarh)

                                                                                                          

Letter of Inquiry(I)

1802, Hope apartments

Sector 15

Gurgaon

30th of April, 2020

The Manager

Western  Hotel
Panjim

Goa

Subject: Information regarding hotel accommodation

Dear Sir

With reference to your advertisement in The Hindustan Times dated the 15th of April 2020, I am writing this letter to know more about your hotel tariffs, availability of rooms and other facilities as I will be visiting Panjim after two months along with my family. 

We will be arriving in Goa to celebrate my parents’ wedding anniversary on Saturday, the 4th of July and will be leaving on the 9th of July afternoon. I wish to book three rooms with a seaside view for a total of six members of the family. I would also appreciate if you could provide me with additional information about adventure activities, local sight-seeing tours, and places of tourist importance.

I am awaiting a response from you at the soonest. It would be great if you could send me the detailed information through email or fax no later than the 2nd  of May with the total cost of stay during the weekend.

Yours sincerely
Roxy Khanna

Reply to the inquiry

Western  Hotel

Goa

2nd of May, 2020

Mr XYX

1802, Hope apartments

Sector 15

Gurgaon

Subject: Information regarding the hotel stay

Dear Sir

We are glad to provide all the information required by you as per your letter dated the 30th of April, 2020 regarding the tariff, facilities and stay in our hotel from 4th to 9th of July 2020. We thank you for showing interest in our hotel!

We will be able to provide the rooms with a seaside view as per your requisition. The room tariff is Rs 5000/- per day which also includes complimentary breakfast.

We have tied up with Blue Waters Adventures for family fun activities which can be booked after your arrival. Day tour packages are available for sightseeing.

We hope to hear from you soon. Kindly write to us if you have any other query.

Yours sincerely

M.K.S

(Manager-Western Hotel)

Letter of Inquiry (II)

Question: You are Tanmay Kumar, a student of grade twelve. Since you have just had your exams and are now free, you want to do something creative during your spare time. You would like to do a short-term course on personality development. Draft a letter to the Director of Just Right Personality Development Institute, Mukherjee Nagar, Delhi to learn about the personality development courses offered.

B-26
Sector 14
Gurgaon

11th of September, 2017

The Director
Just Right Personality Development Institute
Mukherjee Nagar
Delhi

Subject: Inquiry regarding personality development courses

Respected Sir,
I am Tanmay Kumar, a student of grade twelve. I have just completed my board exams and have two months to spare before the results are announced and admissions in colleges start. Since I have spare time, I would like to join one of the personality development courses offered by your institute about which I have heard a lot from my friends.
It would be great if you could provide me information related to the date when the new batch will start, the duration of each course, and the timings of the same since I will be coming all the way from Gurgaon. Last but not least, I would like to know about the fees for each course.
I will be highly obliged if you could send me the information required by me at the soonest. In case there is a prospectus with all the information, then kindly inform me about how to get it.

Thanking you
Yours sincerely
Tanmay Kumar

Letter of Complaint about a Product

House Number 245

XYZ  Apartments

Gurgaon

May 02, 2014

Sales Manager

Bloom  Electronics

Lajpat Nagar

New Delhi

Subject: Defective  washing machine

Sir

I regret to state that I  purchased a top-loading, LG, BXZ washing machine from your shop on  January 01,2014, vide invoice no. 4624 for Rupees ten thousand, which has turned out to be defective. The washing machine has been giving me problems from the very day I bought it. 

Some of the problems are that water from the spin basket does not drain properly, the machine stops abruptly without finishing the complete wash cycle. To make matters worse, the machine vibrates a lot as if it is going fall apart, and makes a lot of strange noises. 

I  request you to send your technician to look into the matter. The machine is still under a warranty period of two years. Hence, I expect you to either get it repaired or replaced at the earliest. I also wish to know about the annual maintenance contract to prevent any further problems.

Yours sincerely

M.K

name

Enclosed: A copy of the invoice

Letter of complaint to Civic Authorities

House No. 4A/88

Karol Bagh

New Delhi-110005

18th of July, 2014

The Municipal Commissioner

Municipal Corporation of Delhi

New Delhi

Subject: Request for removal of debris and garbage

Dear Sir

I am a resident of Karol Bagh, and I would like to request your department to look into a matter of dumping of debris and garbage from a vacant plot in my locality.
House No. 3A/88 at Karol Bagh, New Delhi was demolished by its new owner and has been lying unattended for the last two years. Although the owner of the plot/house has made a boundary wall around it, the same doesn't prevent people from throwing garbage into the plot. The dumped garbage gives off an awful odour, besides ending up as a breeding ground for harmful insects.
Despite several complaints and reminders by the residents, the apathy shown by the authorities is shocking. So far no action has been taken by the concerned department.  Kindly look into the matter and ensure proper maintenance of the area.

Yours sincerely

A.S.

Anupam Seth

Letter to the Principal

House No. 4A/88

Karol Bagh

New Delhi-110005

18th of  July, 2014

The Principal

Horizon School

Karol Bagh

New Delhi-110005

Subject: Improving reading habits among students

Respected Madam

I am the parent of Jatin Seth, a student of class 6-A of your prestigious institute, and I would like to voice my concern over the declining habit of reading among children.
Reading is a wonderful habit and goes a long way in developing the personality of a child. A well-read individual will be able to articulate well which has become a necessity in the modern world.  I believe that the parents and the school should work together to help the children.
I would like to offer a few suggestions. There should be a well-stocked class library and a compulsory reading programme for the students of class III onwards. Each student should be given a book for a fortnight and a diary should be maintained with the review of the book read. Regular quiz, book reading sessions, authors’ meet can be organized with the help of willing parents.
Kindly think over the suggestions. I shall be glad to help you in the capacity of a volunteer parent.

Yours sincerely

Anupam Seth

QUESTIONS FOR PRACTICE

Q. Madurai University, Palkala Nagar, Madurai,  offers different courses of studies through correspondence. Write to the Director, Institute of Correspondence Courses and Continuing Education, Madurai University requesting him to send you the prospectus. (Word Limit: 200 Words)

23/25 Gandhi Nagar

Bombay

March 15, 2Oxx

The Director of Correspondence Courses and Continuing Education

Madurai University

Madurai

Sir

Sub. Request -------------------

Please refer to --------------------------------------------------------regarding various correspondence courses offered by your university.

I passed my -------------------------------------------------in 2Oxx with History and Political Science as the elective subjects. I secured-----------------------------------------. Kindly let me know if I am ------------------------------------------------------

You are requested to ----------------------------------------------I am enclosing herewith ---------------------------------------------

Yours faithfully

Mohan Rakesh

1. You are surprised and concerned by personal attacks, complaints of bogus voting, mudslinging by politicians in the ongoing  Lok Sabha elections. Write a letter to the editor expressing your views on the need to have healthy and fair elections.

2.    Write a letter to the Manager, Bata Shoe Company, Faridabad complaining about the quality of shoes bought by you from their local showroom. Mention the cash memo and design number.

3.  You are Sarika Jam of Village Sukurpur, Delhi. Write a letter to Mssrs ABC Coolers, New Delhi, complaining about a desert cooler you bought from them 3 months ago.

4.  M.K. University offers Diploma course in Management through correspondence. You are Sanjay, a resident of 110, R.K. Puram, Delhi. Write to the Director, Correspondence Courses for the brochure and prospectus. Also, enquire if the course is recognized.

5.Draft a letter of inquiry to the Proprietor, High Tech Electronics, Sadar Bazaar, Gurgaon asking him if his outlet can supply you with four two tonnes split air conditioners for the new Maker's space lab. Also, ask him about the best options available and the best possible discount that can be offered. Also ask him about the maintenance schedules, rates and frequency. You are Mr Sarthak Kumar, the Principal of North Star Public School, Sector 14, Gurgaon.

6. You are Manav Dikshit, The proprietor of High Tech Electronics, Sadar Bazaar, Gurgaon. You just received a letter from Mr Sarthak Kumar, the Principal of  North Star Public School, Gurgaon. Draft a letter of reply to him informing him about the availability of two tonne split air conditioners and the discount you are ready to offer on various brands.

7. You are Seetha/ Surya living in Bangalore. Your friends and you are planning a week-long holiday. You come across the following advertisement. Select a destination of your choice. Write a letter making necessary inquiries from the tour operator before you make your final decision. 

This winter fill your holiday with endless fun and thrill We offer exciting domestic and International holiday packages for individuals as well as groups.

1- Magical Singapore 5 nights / 6 days: Rs. 25000. 10 nights / 11 days: Rs. 54,000/-   14,999/-

2- Bangkok, Pattaya + Kullu + Genting Singapore  11 days: Rs. 32,999/-  7 nights / 8 days: Rs. 67,000/-

3- Best of Nepal 6- Exotic Goa  5 nights in a 5 Star Hotel: Rs. 7,999/-

 `3 nights / 4 days: Rs. 3,333/-

For. more details write to us or visit our website:

www.sewanathholidays.com or write to us at Sewa Nath Worldwide Holidays, 12.A, Kailash Building, Govardhan Road, City Centre, Malegaon 27 Cuffe Parade Bangalore

Also, check the following link for Job Applications


https://rodrickwrites.blogspot.com/2015/02/higher-order-writing-skills-for-grade.html

Check the link below for letters to the Editor

https://rodrickwrites.blogspot.com/2014/07/formal-letter-to-editorimportant.html



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