LETTER WRITING

A letter is a written message conveyed from

one person to another person through a
medium.

It is a means of communication and a store

of information, letter writing has played a
role in the reproduction of writing as an art
throughout history.
 TYPES OF LETTERS

LETTER

PERSONAL LETTER OFFICIAL LETTER

Informal Letter Formal Letter
Family members, friends, Official correspondence
relatives Letter to Editor
How to Write Formal
Letters
 What is a formal letter?
• Usually written to people you don’t know
Write about:
– Registering complaints and writing replies
– Making enquiries
– Asking and giving information
– Creating awareness regarding some social issues
– Placing orders, cancellation of orders
– Business letters
– Job application
 Style / Language
• Not personal
• Need to give information in the
shortest, clearest way possible
• Use language that is business-like but
clear
• Formal letters usually give factual
information
Writer’s address Street
Town
PINCODE
Date 00th Month 0000
Designation
Recipient’s
name and Street
address Town
Name/ PINCODE
salutation
Sir / Madam Subject or
Subject of Letter e reason for letter
Opening Main point of the letter…
paragraph
Explanation of the problem

Final Conclusion of letter – ‘Thank you for your co-operation.’ Formal ending –
paragraph
Yours faithfully use ‘yours
sincerely’ if
Signature
J. Clay recipient’s name
Mr. J. Clay is known
Writer’s name
 Format of Formal Letter
Sender’s address
-------------------
Date --------------
Receiver’s address
---------------------
Sub.- -------------------------------------------
Sir/Madam
-------------------------------------------------------------------------------------------
------------------------(body of the Letter)-------------------------------------------
--------------------------------------------------------------------------------------------
Yours faithfully
Signature
(Name)
Designation
 Writing & Organising a Formal Letter
• Plan layout/format
• Decide on greeting and ending
• Brainstorm
• Organise ideas
• Plan introduction, main body &
conclusion
• Proof read, edit and redraft
Layout
 Greetings/ Salutation...
• Dear Sir or Madam
• Sir/ Madam
• Respected Sir (Principal)
• Dear (Name)-
Use this if you have been given a person’s name or if
you have received a formal letter with the name of
the sender on it (reply)
 Endings/ Complimentary /Subscription...

If you use:
• Dear Sir or Madam
Yours faithfully
Yours truly (The Editor)
• Respected Sir/ Madam (The Principal)
Yours obediently
• Dear (Name)
Yours sincerely
 Formal letter brainstorm might include:
• Brainstorming is a way of getting your ideas down
on paper
• First read the question properly
• Reason you are writing
• Information you want to give
• Information you want to get
• A complaint/a request/ an Order
• What do you want to happen next/ suggestions
 Organising Ideas

• Think about the order of your information

• Decide what info to put in the:
– Introduction – beginning
– Main body – middle
– Conclusion – end
• Think again why you’re writing the letter
• Make sure you have all info you need written
down in your brainstorm
• Cross out info you don’t need from your
brainstorm
 Formal Letters...
Body of the letter- divided in short paragraphs

• Beginning = introduction (para1)

State the purpose of the letter/ main idea/reference to the
issue.

• Middle = main body (para2)

Comment on main issue, cause- effect, give examples- 3 to 4
good points to emphasize on your main point

• End = conclusion (para3)

Sum up the letter with polite wish, ideas, suggestions, appeal
or request.
 Introductions
• Only 1 paragraph long (or 3 to 5 sentences)
• Important part of letter!
• Needs to set the tone of the letter
• Lets the reader know what you are writing about
• Your letter could start by:
– Giving brief details of a complaint (e.g. product,
time, date, place)
– Referring to a letter you have been sent
– Giving details of a job advert you have seen (e.g.
Where and when you saw it, the job title)
 Introductory Lines
• I am a resident of……….. . It pains me to bring to your
kind attention the growing issue of…..”
• I am a resident of……. . It brings me joy to bring to
your kind attention the improvement in……”
• Through the esteemed columns of your highly
reputed newspaper I want to express my great
concern and anxiety over the burning issue of…
• I am writing to you to draw your attention towards
the.....(add the topic here)for e.g pathetic condition
of the roads
• I am writing to inform/ask/inquire you about ...
 Main Body
• Brainstorm usually gives you ideas for
main body
• Introduction leads into these ideas
• A way of planning your main body would
be to plan what you are going to write in
each paragraph
• Support your reasons and go into details
 Main Body
• Firstly, … • In my opinion, …;
• First of all, … • I (do not) feel/believe/think …;
• Secondly, … • I am (totally) opposed to/in
• Furthermore, …; favour of …;
• What is more,... • I strongly (dis)agree with …
• Finally, … • I am really dissatisfied with…
 Main Body
• I think the authorities are lending deaf ears to
our request.
• An enlightened approach is needed to deal
with this matter
• A sincere endeavour ought to be made to…
• immediate requirements demand restrictions
on..
• As mentioned above the condition of the
roads is worsening day by day
 Conclusions
• The end of the letter
• Only 1 paragraph long (3 to 5 sentences)
• To let the reader know you have
definitely finished your letter
• Think about what you want to say at the
end
• Appeal/ request
 Conclusions
• Kindly grant my humble writings a little space in your
esteemed columns“
• I hope my points will be taken into consideration.
• I hope this letter will rise up to the occasion and give a new
definition and direction to the ways and means of the
concerned authorities.
• I hope my letter will find a suitable place in your esteemed
columns.
• I hope this letter will rise up to the occasion and give a new
definition and direction to the ways and means of the
concerned authorities.
• I look forward to meeting / seeing you
• I look forward to a prompt reply
Write a letter to the Police Commissioner of your city
drawing his / her attention to the menace of hawkers
outside your school. Tell him / her what dangers they
pose and offer solutions for their rehabilitation.
Flat 236, Block C,
Hill Crest View Apartments,
Salem Street,
Coonoor-26.

23rd February, 2018.

The Police Commissioner,

Police Commissioner’s Office,
6, Cavalry Road,
Coonoor-3

Subject: Menace of hawkers

Dear Sir,
I write to draw your attention to the menace of hawkers outside St. Paul’s School in Nehru Nagar of our town. I am the
Secretary, Swach Bharat Club, St. Paul’s School.
The hawkers sell open food and cheap toys. A number of our school students cluster around them and the lane in front of
our school is blocked, dirty and congested.

I would request you to look into this problem and have the hawkers move into the field behind our school. This would
ensure that they are not deprived of their livelihood and the area in front of our school is kept clean and congestion fee.
The hawkers must also be warned about the importance of necessary hygiene and the sale of clean food. This will ensure
that students do not fall sick after eating food sold by the hawkers.

I trust that you will consider my suggestion and take the necessary steps as outlined in my letter to you to deal with the
menace of hawkers outside the school.

Thanking you,

Yours faithfully,
Santosh Haldar
Secretary, Swachh Bharat Club
 Placing order letter
Address Given
Date

Ref. No. _____________________

The Manager
Name of company
Address of company

Dear Sir/Madam

Subject: _____________________

Body of the letter

•Ref. to quotation dated
•List of requirement/items to be ordered
•Date on which delivery is required
•Mode of payment
•Items to be in good condition and as per requirement.

Yours faithfully
Name
Designation
Question 1.
You are Sakshi/Saksham, Hostel Warden, Radha Krishna Public School,
Vrindavan, Uttar Pradesh. Write a letter to the Sales Manager, Bharat
Electronics and Domestic Appliances Ltd., New Delhi, placing an order for fans
microwaves, ovens and geysers that you wish to purchase for the hostel. Also
ask for discount permissible on the purchase.
Radha Krishna Public School
Vrindavan
Uttar Pradesh XXXXX
18 May 20XX

The Sales Manager

Bharat Electronics and Domestic Appliances Ltd.
New Delhi 1100XX

Dear Sir
Subject: Placement of order for electronics

We are happy to place the order for the following items. Kindly send the following items at the above. address
through transport carefully.
Name of the Items No. of Items Brand
Fans 50 Bajaj
Microwaves 25 LG
Ovens 30 Philips
Geysers 25 Nova
All the items should be in good condition, well bound and packed properly. The items must be delivered by the
end of the month of the issue of this letter. Any damage during transportation would be your responsibility. As
in the past also, we have never been given any opportunity to complain and the goods have always reached
as well on time, and in excellent condition as per our specifications. We do expect the same delivery this time
as well. Kindly offer us a suitable discount as has been the practice all these years.

Yours faithfully
Saksham
Hostel Warden
1.Write as you speak. Your letter should be in the nature of a conversation.
2.Adopt a familiar style for those who are intimate, but write in a formal tone to the
strangers.
3.Use a suitable beginning before you start with the actual letter.
4.Write what you have to say –– clearly, briefly and precisely.
5.Be courteous and tactful. Avoid offending.
6.Avoid boring remarks. Better do away with hackneyed phrases.
7.Never fail to date your letter.
8.Write in a simple clear and colloquial language. The style of a letter depends on
the nature of its contents. Private letters should be in the conversational style;
business letters, short, concise and to the point; and official letters, formal and
dignified.
9.Correct spellings are equally desirable even in the most familiar forms of
correspondence. A letter should be legible, straightforward and grammatically
correct.
10.Avoid bad punctuation which is often the cause of obscurity.
 COMPLAINT LETTER
Letters of complaint are written when you have a problem with a product or a thing.
The tone of this letter has to be very polite. Take care of the following things while
writing these letters.

•Describe what is wrong with the product or describe the issues/problems. Give the
date of purchase and place of purchase, if applicable.
•Explain how you would like to resolve the problem.
•Explain that you look forward to receiving a reply with a resolution. Set a date or
time limit in which to receive the reply. Give a phone number where you can be
reached.
Address given
Date

The Manager
Name of Company/Agency
Address

Dear Sir/Madam

Subject: ………………………………..
Body of letter
Para I – Purchased
•When?
•Where?
•What? Model/Brand
• Bill No.
Para II – Technical complaints
(at least 3 points)
Para III – Since the ………………………………. (item) is under warranty, so kindly replace it
within ………………………………. days. Failing which, I/we will be forced to move to the
consumer court.

Yours faithfully
Name
Question: You had bought a mobile phone from a reputable showroom in Mumbai
but after a month it developed a serious fault. Write a complaint letter to the
manager asking for immediate repair or replacement of the same. You are
Sadiq/Razia, 123, TT Nagar, Bhopal.
123, T.T. Nagar
Bhopal
30 September 20XX

The Manager
Shiv Ram & Sons
Mumbai

Dear Sir
Subject: Complaint against a defective mobile phone

I bought an LG Nexus 5 from your show–room vide receipt number 123 dated 15
September 20XX. The phone has a warranty of three years vide Guarantee Card
number 123 valid upto 30th August 2021. I regret to inform you that the phone has
developed a technical snag and stopped working. In fact, just a few days after its
purchase, it had started giving me trouble off and on but I related it to the
connectivity issue or some minor fault that I thought would settle with time. Since it is
still in warranty period, you are requested to replace it immediately. Needless to say
that mobile phones are not a luxury but a necessity these days. An early and
appropriate action will be highly appreciated.

Yours faithfully
Razia
You live in a crowded area in Ghaziabad, Uttar Pradesh. Unauthorized parking of
vehicles in your area is causing a lot of inconvenience to the locals. Write a letter to
the police commissioner district complaining against this practice. You are
Akash/Akansha of Kavi Nagar, Ghaziabad.
24, Kavi Nagar
Ghaziabad, Uttar Pradesh 201 XXX
25 January 20XX

The Police Commissioner

Ghaziabad 201XXX

Dear Sir

Subject: Unauthorised parking in Kavi Nagar

I would like to draw your kind attention towards the problem of unauthorised parking
of vehicles in Kavi Nagar area. The locals have lodged various complaints to the
local police station but all in vain. This is one of the most crowded market place of
the area where a proper parking place is required. The unauthorised parking
causes a lot of inconvenience to the residents. Narrow streets are blocked causing
accidents and frequent road rages. Not a day passes when there are no physical
fights, use of abusive language or occurrence of untoward incidents. The cars could
be towed away from the unauthorised lot and heavily fined. A stern action on your
part would truly be appreciated. You are, therefore, requested to direct the local
police to monitor the parking in the area and do the needful.
Yours faithfully
Aakash
How to Write Informal Letters
 Informal LETTERS
• Friends and family
THANKS
• Can have a style like you are talking
(chatting)
So when do we use them?
•Inviting a friend
•Advising a friend
•Apologizing to a friend SORRY
•Thanking a friend for spending holiday together
•Reminding a friend
•Congratulating a friend
•Requesting for help CONGRATULATIONS!
•Admitting a mistake
 Street
Town
Your address
PINCODE

Date Day, 00th Month, 0000

Informal
greeting Dear Joe,

Opening Polite introduction – ‘How are you? I am fine.’

paragraph

Next New topic…

paragraph

Final Conclusion of letter – ‘ I hope to hear from you soon’.

paragraph
Appropriate
Lots of love ending – from,
Your name or love, etc.
Bob
signature
 Introductory lines

•I hope you enjoyed your weekend

•I hope you’re doing well
•I hope you’re having a great week
•I hope you’re having a wonderful day
•It’s great to hear from you
•It has been a while since I have heard from you. How
have you been? I hope this letter finds you in the best
of your health and cheerful spirits.
 USEFUL PHRASES
•Thank you for your letter

•It was nice to hear from you

•I'm sorry I haven't written for so long Hoping to hear from

you before too long

•I'm afraid to say that I won't be able to… Do you think you
could…?

•I regret to inform you that we are unable to…

• I am writing to ask whether it is possible…

 Main Body
•State your reason for writing
•Expand on what you mentioned in the first
paragraph

Reason one is writing:

•I am writing because …
•The reason I am writing is because …
• I wanted to …
•I would like to …
 Conclusion
• Make some concluding remarks
• Invite the person to write back/ meet you

Closing expressions
• Anyway, / Well that’s all for now
• Hope to hear from you soon / Looking forward to
hearing from you soon
• Send my regards (love) to…
• Stay in touch / Keep in touch
• Bye for now. See you
 Complimentary Close
•Lots of love
•Best,
•Best wishes,
•Kind regards,
•Yours lovingly
•Yours affectionately
 Formal or informal?
I’m writing to
invite you to our Do you want to come to
school award the school disco with me
ceremony on and my friends? It will be
great fun!
Monday.

I’m writing to
Guess what! I went to
complain about the
KFC yesterday and ate
food I ordered
7 pieces of fried
yesterday from your
chicken! It was
KFC restaurant in
delicious! Yum!
City Mall.
 Closing sentence
I look forward Take care
to receiving mate, I can’t
your reply. wait to receive
your reply!
 Q. You are Aakriti/ Abhinav. Write a letter to your friend describing your
boarding school in about 120-150 words.
B-32, sector-11
Rohini
New Delhi-110085

April 15, 2018

Dear Muskan

How have you been? I hope my letter finds you in best of health and spirits. It has been
almost a month I transferred to the boarding school. I am very happy in my new school.

The classes and dormitories are very spacious. There are well equipped science
laboratories and a library with a great collection of books. The school has amazing
sports facilities such as swimming pool, horse riding track and archery range.

I believe my life here will be interesting and enjoyable. Although I have made many new
friends, I still miss you and the other friends. Please, pay my regards to your parents.

Yours lovingly,

Aakriti/ Abhinav
SAMPLE LETTERS
Q. Your class wants to visit a well known historical
monument in a nearby town. Write a letter to Principal
of your school asking for a letter of permission for
excursion.
Golf Links Apartments
New Delhi – 110010

10th October 2016

The Principal
XYZ School
New Delhi
Respected Sir,

Subject: Permission for an excursion

I understand from my class teacher, that we shall be having a long weekend just before Dusshera
holidays. We could use this occasion to go on an excursion tour to the Taj Mahal in Agra, which is
about a hundred kilometres from Delhi.

All the students of class X C want to go on this visit and are willing to contribute for the same. This
excursion would give us valuable insight into India’s glorious historical past. Besides, it would also
help us understand the architectural design and craftsmanship of the Moghul era. We could start
early on Saturday morning and return by the evening, without disturbing the academic schedule.

Please grant us permission to undertake this excursion, which would be of great educational value
to us.

Yours obediently,
Kamaljeet Singh
Question: Imagine that you are in a boarding
school and have performed poorly in your
terminal examination. Write a letter to your
mother, explaining the reasons for your poor
performance, and tell her how you plan to do
better in the forthcoming examinations.
Jingle Bells Residential School
Igatpuri – 422 402

10th October, 2018

My dear Mummy,

Sorry for not writing earlier. I know that you are very disappointed with my half yearly report that
you must have received last week. I am truly sorry for a poor performance and I am feeling very
depressed at having let you down so badly. I do not want to make excuses, but this last term I
have been in and out of the infirmary several times.

I had a bad attack of malaria and was unable to attend classes for about a week. Barely had I
got over this when I broke out in a, rash because of the medication and I had to go back into the
infirmary.

As result of this I missed many classes and I scored very poorly in three subjects. I have now
picked up health and have requested my teachers to give me some extra assignments. I also
plan to do group study with some of the other boarders of my class. I am sure that this will help
me to catch up with my studies and I promise you I will score much better marks in the next unit
tests.

Please do not be worried about my health, I am much better. I look forward to meeting you
during the mid-term break.

Yours lovingly, / Yours affectionately, / Your loving son,

Amit
Many areas near your school have been affected by floods. You
are president of your school social service club. Write a letter to
the Mayor of your town/city telling him/her what you plan to do
for the relief of the victims, suggest ways in which you can
combine with other organisations to bring about better
distribution of relief items.
Social Service Club
City School Lucknow

2nd March 2012

Mr L. R. Gupta
Mayor
Lucknow

Dear Sir,

Subject : Volunteering help for the flood affected people of Gomti Nagar
You would be aware that the flood situation in the city has become very grave, with water entering low lying areas
of Gomti Nagar and Arjunganj, which are near my school. Our social service club has decided to help the district
administration in providing relief to the flood affected families.

We have appealed to the students, to contribute for this noble cause, both in cash and kind. The cash so collected
would be donated to the Chief Ministers’ flood relief fund, while the clothes, utensils, medicines and food would be
distributed to the flood victims.

In order to ensure speedy relief, we have formed three teams, who would coordinate with the other agencies
engaged in the work. While the first team would lend a helping hand to the Red Cross doctors and paramedical
staff in the inoculation drive, to prevent the outbreak of epidemic. The second team would help the Swayam
Sewak Dal in the distribution of clothes and other relief material. The third team would help other voluntary
organisations and NGOs, in the preparation and distribution of food packets, water and milk.
Besides this, we would also be happy to provide any other help that you may suggest. This is the least we can do
for our less fortunate brothers and sisters, in their hour of travail.

Yours sincerely,
S. K Singh
President