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FORMAL LETTERS Letter writing is an essential skill. In spite of the prevalence of e-mail
and text messages, letters are still one of the most popular means of
communication. Commerce, trade, official, correspondence, public
representation, complaints and other dealings, transaction and
communication with people are still conducted through letters.
Formal letters can be broadly classified into four types. These are
– As the name suggest, these letters are written
to lodge a complaint letters can be addressed to a public/private
company or organisation.
– These letters are written when a person wants to
get more information about a product or service or to obtain a
quotation for purchasing a product or service. These letters are the
most common form of formal letters.
– These are business letters and are
written when a customer or an organisation wants to place an order
for product/s or goods from another company or organisation. These
may also include letters for cancellation or amendments to orders
placed as well as acknowledgement of orders placed.
– These letters are usually written on a topic
of general concern and to influence public opinion. They may include
suggestions on an issue concerning public interests, complaints or
requests.
STEPS TO WRITE A LETTER
To write an effective formal letter one must follow the correct
format and the steps given below.
1 Sender’s address – Make sure that the sender’s address is
clear and precise. It is written at the top on the left hand corner of
the page. Specify the house number first, followed by the street,
town/state and pin code
Example: 2334/31, Mangal Pandey Nagar
Ekta Park
Meerut-250002
This portion include the sender’s full address. While writing the
address, one must NOT put comma at the end of each line.
2 Date and Receiver’s Address – While writing date, always
remember that the day is written in figures, month in words and year
in full figures. The date on which the letter is written, followed by the
receiver’s address which comprises of the receiver’s
name/designation and the complete address.
EXAMPLE: 12th December,20xx
The Editor
The Times Of India
Daryaganj
Delhi-110002
3 Subject - One of the most important parts of the formal letter
is the subject. One must ensure that the subject ensures the main
theme or crux of the letter clearly. It must be brief as possible,
maximum three or for words.
4 Salutation – The salutation is used in formal letters is a greeting
to whom the letter is addressed. The form of greeting or salutation
depends on the relation and degree of intimacy between the writer
and the addressee in personal letter. But in official letters, we may
use Sir/Madam, Dear Sir/Dear Madam, keeping in mind the gender,
if specified in this question.
5 Body of the letter – The body of the letter is a complex part
which contains all the information the writer(you) wants to convey.
For this, start with introducing the purpose of writing. Then build up
the topic.
The body includes three main parts. It should be
(i) Introductory Paragraph/Sentence - States the purpose of
writing
(ii) Informative paragraph – Gives details of the problem, cause,
effect, possible solution etc.
(iii) Concluding Paragraph/Sentence – States your hope,
comment, request, suggestion etc.
6 Complimentary close – This a courteous way of ending a
letter.
For this, we write Yours Sincerely/Yours Faithfully/Yours Truly. The
first letter of the second word (here ‘s’, ’t’, ’f’) is never written in
capital letter.
7 Sender’s Signature – Just below the complimentary close,
sender’s name is written as a mark of signing off. If applicable the
sender’s designation may be applicable in the brackets.
Format – 1 mark (including sender’s address, date, receiver’s address, subject/heading,
salutation and complimentary close.)
Content – 4 marks
Accuracy – 1.5 marks
Fluency – 1.5 marks
Total – 8 marks
These letter are written to complain against the defective products
or poor service. These letters are written in very polite language.
Such a letter is addressed to the relevant person of the
company/organisation/dealer/service provider who supplied the
defective product or provided service. The writer will introduce
himself/herself and give.
1 Details of the product/service
2 Nature of the complaint
3 Payment information like bill/cash memo number
4 Date and place of purchase/service
5 Model number (if applicable)
6 Names of associated persons from supplier side (if applicable)
7 Compensation or corrective action required
8 Any other details necessary for resolving the complaint
You are Gunjan/ Gaurav a resident of Delhi you are a subscriber of a
weekly magazine named Outlook. Lately you have not been receiving
the copies of the magazine on a regular basis. write a letter to the
circulation manage, Outlook regarding the non- receipt of copies.
WZ-1263, Nangal Raya Senders address
New Delhi-110088 Sender address is written
here never put your name here
20th March,20xx date
the date appears directly below the
The Circulation Manager address after leaving a line
Outlook Magazine
New Delhi-110024 Receiver’s name/rank & his/her
address
Subject – Non-receipt of copies of outlook magazine SUBJECT
Dear sir salutation: It is a customer greeting
I am a subscriber of outlook magazine with subscription no 120124. I have not been
receiving copies of the magazine on a regular basis since the past few weeks. At
times the copies do not arrive on time or are not delivered at all. Body of the letter
I have also called your helpline number but the issue has not been fixed. I would Introduction, details of service,
appreciate if you could look into the issue and make sure that I get the copies on nature of complaint.
time.
Looking forward for your speedy action.
Yours sincerely Subscription/complimentary
Gunjan close and signature
1- You had bought a mobile phone from a reputed showroom in Mumbai but after a month it
developed a serious fault. Write a complaint letter to the Manager of the showroom asking
for immediate replacement of the same. You are Sadiq/Razia,123, South TT Nagar, Bhopal.
(100-150 words).
Ans
123, South TT Nagar
Bhopal-462003
17th November,20XX
The Manager
Multimedia Stores
345/7, Dr Bhadkamkar Marg
Mumbai-40004
Subject – Apple I phone defective within warranty period
Sir,
On my last visit to Mumbai, I had bought an Apple I phone 7 Sr No. 7778906 from your showroom on 16th
October,20XX. The Cash Memo number is MS/456/17-18. Unfortunately, the phone has stopped working
from yesterday, which is very surprising for such a high-quality product. It has not been damaged in any
way by me.
So you are requested to inform me the action to be taken for free replacement of this phone. You are
Welcome to contact me on mobile no 98765XXXXX for any clarification
Yours Faithfully
Sadiq