CLASS 11 ENGLISH

WRITING SKILLS
FORMAL LETTER WRITING
NOTES

Formal Letter Writing is one of the most convenient ways of communication or correspondence
for official purposes. A formal letter is always written in a formal and ceremonious language and
follows a certain stipulated format. Such letters are written to authorities, dignitaries, etc. and not
to relatives, friends or family members. Letters to editors, business letters and application to
school authorities are some examples of a formal letter. It is very important that all the aspects
are covered properly in the letter and the thought that a person is going to put is clear.

Listed below are some very important points one should keep in mind while writing a letter-

 The letter should get started with the sender’s address

 This should be followed by mentioning the date
 The designation as well as the address of the receiver should follow next
 The subject of the letter, which is clear and precise, should be stated and underlined
 Suitable salutation should be mentioned
 Body of the letter should include three paragraphs
 Para 1- should give introduction
 Para 2– should talk about the details
 Para 3– should conclude
 The letter should be ended with appropriate subscription
 It should be signed off with the name given in the question or XYZ, in case the name is not
given.

FORMAT OF A FORMAL LETTER

Sender’s Address

Date (Date Month, Year)

Receiver’s Designation
Receiver’s Address

Sir/Madam

Sub: -------------------------------------------------------------------------------------------------------------
Body of the letter (in three paragraphs, word limit: 120- 150 words)
 Introduction
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 Detailed explanation
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 Conclusion
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Thank you
Yours sincerely (business letters)/ obediently ( school authorities)
Signature
Name/ XYZ (if name not given)
(Designation)

MODEL LETTER (APPLICATION TO SCHOOL AUTHORITY)

Q. You are Rohan Negi/ Rihana Negi, a student of Daffodils Public School, Vikaspuri, Delhi.
The canteen of your school is selling junk food to students. As the Head Boy, write an
application to the Principal of your school, addressing the problem. Write your letter in 120- 150
words.

The Principal
Daffodils Public School
Vikaspuri

Delhi

7 September, 2020

Madam

Subject: Application to stop selling of junk food in school canteen.

I am Rohan Negi, Head Boy of the school. On behalf of the student community, I wish to draw
your attention towards the need to stop the practice of junk food being sold in the school canteen.

The health of students depends upon their eating habits. Nearly 70% of students eat at the school
canteen which serves junk food such as pasta, burger, noodles and ice cream, thereby making
fast food more accessible for them. This is hazardous for them as junk food makes them prone to
health issues like obesity, hypertension and diabetes. If this is replaced by healthy food such as
sprouts, fruit salad, buttermilk and stuffed chapattis with curd, students would be compelled to
eat nutritious food which would be good for their health.
I sincerely request you to look into the matter and make it mandatory for the school canteen to
serve only healthy food for better health of students.

Thank you
Yours obediently
Rohan Negi

LETTER OF ENQUIRY

 A letter of enquiry is a type of a business letter which is written when we need to

approach a company speculatively in order to get information about some study course
from an institution; seeking information about accommodation and services in a hotel for
some vacation trip; or about products available in a shop or a store for making purchases.
 Body of the Letter- The body of the letter is divided into three paragraphs-
*Introduction- Introduce yourself briefly and give your reason for writing. Also
mention how you got to know about the company.
*Detailed Explanation- Seek all the details you are looking for, including the
discounts offered and mode of payment.
*Conclusion- In the closing paragraph, ask for a response in gentle words. Also
mention the enclosure, such as a self -addressed stamped envelope to ensure a
smooth correspondence from the receiver of your letter.
*End the letter with appropriate subscription by writing your name and
designation. Write XYZ if the name is not given.

SAMPLE LETTER OF ENQUIRY

Q. You are Saurabh Jain/ Shreya Jain, Sports Secretary of Divine Public School, Vijay Nagar,
Delhi. You want to enquire about various sports goods for your school. Write a letter to the
Manager of Dhyanchand Enterprises, Defence Colony, New Delhi, enquiring about various
sports items required by your school.

Divine Public School

Vijay Nagar
Delhi

7 September, 2020

The Manager
M/S Dhyanchand Enterprises
Defence Colony
New Delhi
Sir

Subject: Enquiring About sports goods

Through reliable sources we have come to know that your prestigious firm deals in the supply of
sports material. We intend to buy sports goods in bulk for the Annual Sports Day of our school
which will be held in the month of December.

As we intend to expand our collection of sports goods for the upcoming event, we need to buy
footballs, volley balls, basket balls, hockey sticks, badminton and table tennis racquets. We also
need sports T-shirts and shorts of different sizes. We would like to know the details about the
latest trends and designs of the sports equipment as well as apparels and some good brands for
the same. It would be appreciated if you send us the catalogue along with the samples of the
above mentioned items. Also inform us about the pricelist, mode of payment, credit period,
supply details and discounts offered on bulk purchase.

We hope to receive an early response from your side. A self addressed stamped envelope is
enclosed for the same.

Thank you,

Yours sincerely

Shreya Jain
Sports Secretary

Enclosure : self addressed stamped envelope