Plot-8, Sector-23, Rohini, New Delhi-110085

Session 2022- 2023

Name: ……………………… S.No: H-1
Roll No. ____ Class: X
Date: ___________ Formal Letter Subject
ENGLISH

In a formal letter, remember to:

● Avoid contractions when possible
For example: I am instead of I'm
● Use the present simple instead of the present continuous when possible
For example: I look forward to our meeting instead of I am looking
forward . . .
● Use the conditional
For example: I would like to visit your farm instead of I want to visit your
farm
● Construct indirect, impersonal sentences
For example: It would be a good idea . . . instead of I think it's a good
idea . . .
● Use block style - do not indent paragraphs.
● State a reference reason for your letter (i.e. "With reference to our
telephonic conversation...")
● Give the reason for writing (i.e. "I am writing to you to confirm our
order...")
● Make any request you may have (i.e. "I would be grateful if you could
include a brochure...")
● If there is to be further contact, refer to this contact (i.e. "I look forward to
meeting you at...")
● Close the letter with a thank you (i.e. "Thank you for your prompt help...")
● Finish the letter with a salutation (i.e. "Yours sincerely,")
● Keep the letter brief and to the point
● Mention the details of the order by drawing a table – quantity, product
specifications or product code, design or brand preferred etc.
● Specify the deadline for delivery of products
● State the mode of payment and if any advanced payment is being made and
how
● Anticipate a timely delivery or norms of cancellation(if any)

SAMPLE -1 LETTER OF COMPLAINT (PRODUCT/BUSINESS)

Q. You are Sanjeet of 23, Cross Roads Colony, Nagpur. You had recently
purchased a washing machine from Ganesh Electronics,24-A, Minto Road,
Nagpur. However within a few days of usage the product started
malfunctioning. Write a letter to the Sales Manager complaining about this
problem.

23, Cross Roads Colony

Nagpur-110003

2 April 2022

The Sales Manager

Ganesh Electronics
24-A, Minto Road
Nagpur-110003
 
Subject: Complaint about faulty washing machine

Sir

This complaint is with reference to the semi- automatic Videocon washing

machine bought from your showroom vide invoice no. 5678 dated 22 March
2022. However, the machine has not been functioning satisfactorily ever since
we bought it.
The clothes cannot be cleaned as the wash tub does not work properly. Due to
this problem, the detergent does not dissolve completely in water and tends to
settle at the bottom of the tub. Also, the machine stops with a jerk after every 10
minutes and needs to be restarted. Of late, the machine has also started to vibrate
noisily. It is strange that a washing machine of such a reputed brand should
develop such defects so soon.

It is apparent from the condition of the same model ,at the earliest.

I look forward to an early response.

Yours truly
Sanjeet
SAMPLE -2 LETTER TO THE AUTHORITIES (OFFICIAL)

Q. You are Apoorva 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 Residents Welfare Association
complaining about this problem.

122, Arjun Nagar

New Delhi

20 February 2020

The Secretary
Residents Welfare Association
New Delhi

Subject- Complaint regarding the issue of parking in the locality

Sir
As a conscientious resident of this locality, I have always respected and followed
the laws for maintaining discipline and upholding civilized behaviour. However,
I would like to draw your attention towards the problems faced by many
residents on account of the poor parking habits of some irresponsible people in
our locality.

Almost every morning one wakes up to the blaring horns and incessant honking
as the school buses struggle to make way through the erratically parked vehicles
in the street. While every evening one has to jostle through the chaos of
randomly parked cars and bikes, especially if one is late. This often results in
unnecessary arguments and unpleasantness, affecting everyone’s peace of mind.
Despite demarcating the area for each vehicle, cars are parked improperly
occupying the space for 2-3 vehicles and two-wheelers can be found anywhere
except the allotted zone. This creates problems and frustrates others who end up
spending undue time finding parking spots in other localities.

Various notices and warnings have already been issued to the regular violators,
but to our dismay, there’s no
improvement. I request you to take strict action against regular defaulters and
impose heavy penalties to restore peace and civility.

Anticipating effective and speedy action.

Yours sincerely
Apoorva