Formal/Official Letters

Formal or official letters are written to:

 Editors of newspapers
 Heads of different Depts; Directors
 Principals/Managers

Subject Matter:

 Complaints
 Opinions/Reactions/Response to certain events/Speeches/Placing order for new
items etc

Language: Formal, assertive

Format:

Self Address (Sender’s address)

Date

Receiver’s Address

Sub :

Salutation (Sir or Madam)

Content

o Refer to previous communication or source of news or information

o Status (position/issue)
o Analysis and reasons
o Suggestion/Action required

Closing:

 Thank you (except Complaint letter)

 Yours truly
 Signature
 Name, Designation (if any)

Sample – Letter to the Editor:

Tourism being one of the biggest and fastest-growing industries globally, affects
the economic, socio-cultural, environmental and educational resources of nations.
Improving tourism industry in India would thus lead to national development in
many spheres. As Ankit/ Ankita, write a letter to the Editor of The Times of India
expressing your views on the same. You may take ideas from the unit– Travel and
Tourism besides your own ideas. (about 100–120 words )

135, Asha Colony

Nehru Place, New Delhi

11 December 2020

The Editor
The Hindustan Times
K.G. Marg, New Delhi

Subject: Improving tourism industry in India.

Sir
I am an avid reader of your editions and through the columns of your esteemed
newspaper, I would like to draw the attention of the concerned authorities towards
the development of tourism industry in our country.

India is a land of beautiful landscapes, rivers and places of religious, historical and
cultural importance. We have innumerable tourist destinations which if used to their
full potential can bring about a lot of development in the country. Tourism
being one of the biggest and fastest-growing industries globally, affects the
economic, socio-cultural, environmental and educational resources of nations.
Improving tourism industry in India would thus contribute to the development of the
nation in many spheres. It will have many positive effects on our economy. It will
help in the growth and development of various industries directly linked with the
tourism industry such as those pertaining to transportation, accommodation,
wildlife, arts and entertainment. It also helps in the creation of new jobs. A lot of
revenue will also be generated through foreign exchange on payments received for
goods and services provided. The development of tourism also enhances the living
conditions of the local people. It would therefore be appropriate for all concerned,
to work towards perfect all aspects of this fastest-growing industry.

I am hopeful you will give my ideas enough space in your esteemed newspaper to
spread.
Thank you

Yours truly
(sign)
Ankit
(Concerned Citizen)

Sample letter 2

Write a letter to the editor of a national daily, expressing your opinion and views on
the increased human dependence on technology. Right from a small child to an adult,
or even an old man, everyone wants gadgets only-cell phone, I-pod, laptop, etc. This
also has a negative effect on social relationships. Using your own ideas and the unit,
‘Science’, Write the letter in 100-120 words.

230 C.O.D. Colony

New Delhi

22 January 2021

The Editor
The Times of India
New Delhi

Subject: Human Dependence on Technology.

Sir
I am an avid reader of your esteemed newspaper and through this letter of mine, I
wish to draw the attention of everyone towards the increased dependence of humans
on technology.

We use internet for any type of information which we find only a click away.
Everyone, whether a child or an adult, wants gadgets like cell phones, I-pod, laptop,
etc. No doubt, technology is a boon to mankind and has a great future ahead. But in
my opinion, we should not depend on it as excess of everything is bad. It is making
everyone lazy. On the other hand, cyber crimes are also increasing. The key word
for this is caution. We must make judicious use of technology and should not totally
depend on it. We must believe in natural and simple living.

I hope you will publish this letter in your esteemed newspaper for better future of
human beings.

Thank you

Yours Truly
(sign)
Sambhav Jain
(Responsible Citizen)

*A few more sentences that can be used for the concluding paragraph

I request you to highlight the problem in your newspaper and arouse public interest.

I request you to publish this letter in your esteemed newspaper to make people aware
of the problem/issue

I request you to publish this letter in your newspaper to sensitize this issue …..

I am hopeful you will give my ideas enough space in your esteemed newspaper

(Note: These a just a few examples. You can always frame good and appropriate
sentences depending on the given topic/situation)
ASSIGNMENT : Write a letter to the editor of a national daily, expressing your opinion and views on
the increased human dependence on technology. Right from a small child to an adult, or even an old man,
everyone wants gadgets only-cell phone, I-pod, laptop, etc. This also has a negative effect on social
relationships. Using your own ideas and the unit, ‘Science’, (100-120 words).
Sample : Complaint letter

QUESTION: Write a letter to M/s. Oxford Publishing House, London

complaining that the books sent by them were not those you had ordered for.
Ask for replacement. You are Varun Joshi, Sector-20, Chandigarh.
Answer:
Examination Hall
Sector-20, Chandigarh
26 October 2020
The Manager
M/s. Oxford Publishing House
Consumer Complaint Division
London

Subject- Complaint regarding receipt of wrong set of books.

Sir
I am Varun from----and i had recently ordered a set of books. The order was placed
on 1 October, 2020 (Order No. 000154) to be delivered to Chandigarh, Sector-20.
To my dismay, I have not received the set I ordered for and have instead, received
the wrong book set. I am highly disappointed. To resolve the problem, I would
appreciate if you could replace the wrong book set with the one originally ordered.
Please let me know as soon as possible what action you propose to take. I look
forward to hearing from you within the next ten days.
Enclosed are copies of the transaction document and the receipt.
I look forward to your reply and a resolution to my problem and will wait until the
aforementioned time before seeking help from a consumer protection agency or the
Better Business Bureau. Please contact me at the above address or by phone at
098100XXXXX.
Yours Truly
Varun Joshi
Enclosure(s)- Copy of receipt and transaction docs.
QUESTION: You are Sanjeet of 122, Arjun Nagar, New Delhi. A number of
scooters and cars are parked in your locality without any order, causing
blockage of the streets. Write a letter to the local Secretary of the Resident’s
Association complaining against this problem.
Answer:
122, Arjun Nagar
New Delhi

20 December 2020

The Secretary
Resident’s Association
New Delhi

Subject- Complaint regarding the issue of bad parking habits in the locality.

Sir
I would like to drive your attention to the bad parking habits of residents in our
locality. It is resulting in a lot of chaos and no place for parking for those who come
back late.

Despite defining the area assigned to each vehicle, cars are parked amidst two
parking spots.One vehicle occupies the space for 2-3 vehicles leading to
mismanagement. Two-wheelers are placed nowhere near the allotted zone. This
creates problem for other people as they have to then spend a lot of time finding
parking spots in other localities. It induces frustration and tension for safety of
vehicles.

Various notices and warnings have been given to the rule-violators, but to our
dismay, no betterment can be seen. I request you to take strict action as this is leading
to fights between the residents. An effective and speedy action is expected
considering the depth of the situation.

Yours truly
Sanjeet
A concerned Resident

Refer to this link for complaint letter (note down only the content, not the format)
:-https://www.learninsta.com/letter-of-complaint-class-10/
Sample – Letter of Enquiry

You are Anshul/Anshika, a student of class X and resident of 56 D, Ring Road, ITO,
New Delhi, and wants to be a choreographer. Write a letter to the director, National
Institute of Choreography, Noida, seeking information about their course, admission
procedure, eligibility criteria and other necessary details.

56 D, Ring Road, ITO

New Delhi 1100XX

5 January 2021

The Director
National Institute of Choreography
Sector 16, Noida 102XXX

Subject: Inquiry regarding course in choreography.

Sir

This is in reference to your advertisement regarding the courses in choreography

offered by your reputable institute, I want to state that I am currently in X class and
preparing for my final exam. I am very much interested in dancing and want to take
it as a career. I am also given to understand that this institute is by far the best so far
as choreography is concerned and I would very much like to be part of it. Kindly
send me the prospectus and the application form. I would be highly grateful if you
could provide me with the following information:

 The department and programme faculty

 Funding opportunities
 Scholarships available
 Admission procedure
 Eligibility criteria
 Hostel facilities
Kindly send me, the brochure along with the enrolment form at the earliest so that I
could register myself for the course.

Thank you

Yours truly
(sign)
Anshul

Sample Letter for placing an order

Modern Public School

Ghaziabad

27 October 2020

The Sales Manager

M/s. Chawla Sports
New Delhi

Subject: Purchase of sports goods.

Sir
With reference to our telephonic conversation, I wish to place a bulk order for the
supply of sports goods and equipment for the school for the academic session 2021-
2022. The particulars of the goods and their quantity to be supplied are given below:

S.no. Particulars Quantity

1. English Willow Bats 25 pieces
2. Batting pads 25 pairs
3. Wicket Keeping Pads 5 pairs
4. Practice Leather Balls (Red) 200 pieces
5. Match Balls (Red) 25 pieces
6. Batting Gloves 25 pairs
7. Wicket-Keeping gloves 5 pairs
8. Stumps 24 pieces
9. Bails 12 pieces
10. Practice nets 5 nos
Since we are ordering in bulk, kindly give us maximum discount. Do send us the
sports equipment from the fresh lot. The payment of these goods/equipment will be
digitally made. Let us know the date by which you will deliver these
goods/equipment. Looking forward to hearing from you.
Thank you
Yours truly
(sign)
Archita
Sports Incharge