Checklist (does your letter contain the following items?):
- Sender’s address
- Receiver’s designation and address
- Subject (Topic/problem)
- Salutation: Dear Sir/Madam
- Body of the letter: It is usually written in 3 paragraphs
- Complimentary close: Yours truly/sincerely
- Sender’s signature & full name
- Justified alignment/Block format
77 Alaknanda Apartments
Pin code: 1100054
- The date appears directly below the address.
- Write out the full date as follows:
- 16th of December 2013
- December 16, 2013
- Avoid writing: 16/12/2013
Receiver’s Official Designation and address:
The Times of India
6 Tolstoy Marg
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:
- 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...
- I am, Sunita Chauhan, and through the columns of your esteemed newspaper, I would like to bring to the notice of the readers...
This is how you address the receiver of the letter. A more formal approach would be to address the reader as:
- Respected Sir, / Respected Madam,
- Sir, / Madam
A less formal address would be:
- Dear Sir, / Dear Madam
In many cases, the word ‘Dear’ signals familiarity and might be used after a number of correspondences.
The 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 in the third paragraph and then add a short fourth paragraph for you appeal/ conclusion.
The Complimentary Close:
- It is a polite way of ending the letter and includes the following examples:
- Yours truly
- Your sincerely
Sender’s Signature followed by Full name and designation:
- The sender initials or signs his/her name.
- This is followed by his/her full name and Designation within brackets
(Arun Kumar-Manager, Infratech Solutions)
A Sample Letter of the Letter to the Editor
22nd of December, 2017
Times of India
6 Tolstoy Marg
Subject: Menace of stray animals
I am Komal Singh, a student of grade ten and a resident of Gurgaon and through the columns of your esteemed newspaper, I would like to draw the attention of the readers towards the problem of stray animals on the roads. This is a serious issue as it has caused a lot of inconvenience to residents and commuters.
The presence of stray animals on the roads, markets, and public places has resulted, not only in traffic jams but also very poor sanitation. To make matters worse, the number of traffic accidents has risen. Just yesterday, a couple who were on a scooter met with an accident when a dog suddenly rushed into their path making the rider to swerve into a buffalo resting by the roadside.
I suggest that the civic authorities should impose a hefty fine on the owners of these so-called stray animals who let them free so that they can feed on leftover stuff. It is important for people to avoid throwing wrappers, half eaten food and unused vegetables on the roads and footpaths. I request you to print my letter in your newspaper so that the concerned authority wakes up to the problem and does something to solve it.
(A Concerned Citizen)
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