Wednesday, 16 July 2014

Formal Letter to the Editor– An Important Checklist for students of Grade 12, CBSE


Checklist (does your letter contain the following items?):
  1. Sender’s address 
  2. Date
  3. Receiver’s designation and address
  4. Subject (Topic/problem)
  5. Salutation: Dear Sir/Madam
  6. Body of the letter: It is usually written in 3 paragraphs
  7. Complementary close: Yours truly/sincerely
  8. Sender’s signature & full name
  9. Justified alignment/Block format
Sender’s Address:

Arun Kumar
77 Alaknanda Apartments
Adarsh Nagar
New Delhi
Pin code: 1100054

  1. The date appears directly below the address.
  2. Write out the full date as follows:
  3. 16th of December 2013
  1. December 16, 2013
  2. Avoid writing: 16/12/2013
Receiver’s Official Designation and address:
The Editor                                                                                                                        
The Times Of India                                                                                                              
6, Tolstoy Marg                                                                                                              
New  Delhi                                                                                                                       
Pin Code: 110007                                                   

  The Subject: 

The Subject is written like a newspaper headline, it is not written in the form of a sentence. It is brief, crisp and it provides a brief glimpse into  the issues raised in the letter. The first letter of the word Subject is in capitals and it is followed by a colon, whatever comes after the colon is underlined:

Subject: Power cuts in town

The Opening Sentence:

  1. I am Amit Gupta, and through the columns of your newspaper, I would like to draw the attention of the readers towards the problem of....
  2. I am, Sunita Chauhan, and through the columns of your esteemed newspaper, I would like to bring to the notice of the readers...

The Salutation:
This is how you address the receiver of the letter. A more formal approach would be to address the reader as:
  1. Respected Sir, / Respected Madam,
  2. Sir, / Madam
A less formal address would be:
  1. Dear Sir, / Dear Madam
In many cases the word ‘Dear’ signals familiarity and might be used after a number of correspondences.
Body of the Letter, suggested ideas for paragraphs:
  • Para 1: who you are/what are you writing about
  • Para 2: Details about the Topic/Problem/Issue
  • Para 3: What would you like the reader to do (Your hope/appeal/warning/conclusion/comment/suggestions)
  • In case there is a problem that is discussed and a solution that is asked, you can include your suggestions to the third paragraph and then add a short fourth paragraph  for you appeal, conclusion.
The Complementary Close:
  • It is a polite way of ending the letter and includes the following examples:

  1. Yours truly
  2. Your sincerely
Sender’s Signature followed by Full name and designation:
  1. The sender initials or signs his/her name.
  2. This is followed by his/her full name and Designation within brackets
(Arun Kumar-Manager, Infratech Solutions)

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