Letter Writing

Components of letter
 Sender’s address
 Date
 Inside address (Receiver’s address)
 Subject
 Salutation
 Body
 Complimentary
 Signature, name, designation
 Enclosure(Optional, if required)
Complaint Letter
 Make clear statement of mistake
 Be calm and courteous
 The claim should be specific
 Explain the nature and extent of inconvenience or
damage caused.
 State the steps necessary to rectify the situation.
 Make a courteous but firm request that the matter
should be attended promptly.
 Be definite about what you are seeking.
 Complaint Letter
Flat-42 East Street
Nigam Vihar Shimla
H.P. -171009

10 September 2018

Lyal Book Store

Sectort-17 Chandigarh

Subject: Delivery of incomplete order.

Sir

We must first of all thank you for prompt delivery of the books we had ordered only last week on
telephone. For the last so many years of our contact, we have been highly satisfied with your
prompt and courteous service.

Today, unfortunately, on opening the carton, we found three sets of ‘Contemporary English’, Part-I,
II and III incomplete. The last chapter of each of these books is missing. We are convinced it is not
your fault. May be at some stage the books were not properly checked.

Anyway, we request you to kindly replace them immediately so that we could send them to the text
book section where they are urgently needed.

Yours faithfully
XYZ
 Sample leave application to the principal/director of an institution
28.12. 2021

The Director
Jawaharlal Nehru Govt. Engg. College
Sundernagar, Mandi(HP)

Subject: Leave application

Sir
This is to inform you that I am a student of B.Tech first year, ECE branch. I am suffering from high
fever, due to which I will not be able to attend the classes today.
Therefore, I kindly request you to grant me medical leave from today, i.e., 18th Feb 2020 onwards,
until I get well and join back, upon which I will submit a copy of my medical prescription along
with the medical fitness certificate.

Yours faithfully
(signature)
Parul Chauhan
Roll No-
(B.tech. ECE IInd Sem)
 Thank You Letter
78 Siddhi Apartments
Adarsh Nagar
New Delhi- 110041

2 February 2016

The Director
IFSC School Greater Kailash
New Delhi

Subject: Regarding job interview.

Madam
I appreciate the time you recently took to discuss the position you currently have available at the IFSC School with me. It
was a pleasure speaking with you and meeting your competent staff—the conversation was extremely informative. The tour
of the School was very impressive—it is truly a ‘state of the art’ design. As I mentioned during our interview, I am
confident that, given the chance, I could contribute a great deal to our overall learning institutes’ objectives and goals.

In addition to my experience, skills and qualifications, I am an experienced team player who brings enthusiasm and unique
concepts into a group environment that secures ‘win-win’ results. I have been known to encourage a free exchange of ideas
among students, and generate measurable progress in classroom participation and knowledge retention—which is so
important to the learning process. I know that I can meet and exceed your expectations.

As you recommended in our interview, I have enclosed a list of references that you may contact regarding my prior work
accomplishments and skills. If you feel my talents and endless energy are in line with your thoughts, please call so we can
further discuss The IFSC School requirements.
Yours faithfully
XYZ
 Self Contained Job Letter
Flat-16, Block-40
Azadpur
New Delhi

11 February 2016

Franklin Associates
26 Cunningham Street
Bangalore

Subject: Application for the post of Secretary.

Sir

I would like to be considered for the position of Secretary as advertised by you in ‘The Hindu’ on 9 February, 2016.
I am an Indian citizen, twenty six years of age and single. I graduated from Gargi College Delhi, and completed my education at University of
Delhi, where I earned the Post-Graduate Diploma in International Business in 2009. In the meanwhile I also earned a one-year Diploma in Office
Management which included shorthand, typewriting, business communication, office practice, commercial law, economics, computers and
business machines. I am fluent in English, Hindi and Maharashtrian and have a Proficiency Certificate in French.

I took up my first appointment in 2010 as Senior Assistant in the Investment Department of ICI (Investment Corporation of India) in its Mumbai
office. I moved in 2012 to my present position of Personal Secretary to the Executive Director of IDBI Bank, also in Mumbai. In my present
position, apart from my usual senior secretarial duties, I am responsible for organising all the social and business functions for the bank, which I
also attend. I have accompanied my employer to conferences and meetings in France, Britain and the Middle East and subsequently produced
confidential reports of all these proceedings.

As my employer is shortly retiring, I would like to take this opportunity to find another position where I can broaden and further develop my
appreciation of international finance and investment, an area of commercial activity in which I have been very interested. I am hoping that the
experience that I have already gained in this field, together with my knowledge of four languages, can be employed in responsible and stimulating
work.
The vacancy you are seeking to fill sounds very interesting and if you would care to grant me a personal interview in Bangalore, I shall be pleased
to discuss the matter in more detail.

Yours faithfully
XYZ
Self Contained Job Application Letter Sample 1:
8/3 H Sector 9
Kailash Colony
Mysore 410098

1 February 2016

The Personnel Manager

Tata Iron and Steel Co. Ltd.
Bangalore 420052

Sir

Subject: Application for the post of Production Manager

In response to your advertisement in The Hindustan Times of 25 January 2016, I wish to offer my
candidature for the post of Production Manager as I believe I have the requisite qualifications and
experience for the job.

My educational record is as follows:

S.
Board/Universit
No Examination Percentage Remarks
y
.

SeniorSecondary 94.3 llnd rank Done an optional courses

1 Delhi Board
Examination, 2004 in the Board in Computers

Done a special project on

2 B.E. (Mechanical), 2008 92 IIT Delhi
metal cutting

IIM,
3 M.B.A., 2011 86 Specialised in Production
Ahmedabad
management
I underwent a compulsory training course from January to June, 2008 at TISCO, Jamshedpur, where I did a project
entitled ‘Modern Techniques for Increasing the Production.’

After completing my master’s degree I was immediately appointed as Assistant Production manager in Kirloskar
Bros. Ltd. Within three years I was promoted to the post of the Production Manager which I now hold. As the
extreme climate here in the south does not suit my health, I seek a change in my job.

Furthermore, I believe that I could get more opportunities for professional development in your advancing and
progressive organisation.

The following have kindly consented to act as my referee:

•Mr. A. L. Gulati, Divisional Manager
Kirloskar Bros. Ltd., Mysore-563002.
•Dr. H.C. Mehta, Director
Indian Institute of Management
Ahmedabad- 808003.

I would be highly obliged if I am given a chance to serve your organisation. I assure you that I will discharge my
duties to your entire satisfaction. If you find my credentials suitable for your requirements, I would be glad to come
for an interview at any date convenient to you.

Yours faithfully
XYZ
 Cover Letter
 Cover letter is submitted with the CV, when applying
for a job.
 It highlights the key features of your Resume/CV.
 The purpose of cover letter is to persuade the employer
to read your Resume.
Sample Cover Letter 1
83 DLF Carlton
Gurgaon 78719

1 February 2016

Personnel Department
Techmax Ltd
P.OP. Box 178
Gurgaon 78733
Sir
Subject: Application for the post of computer programmer.
I am writing with regard to your newspaper advertisement in The Hindu dated 25 January 2015 concerning your need for a
programmer. I believe that I have the qualifications, experience and enthusiasm that you are looking for.

As for my work experience, I have been employed with two organizations over the past three years that have drawn on my
computer-programming skills. My work at Satyam Computers involved the setting up of new software, training of personnel,
and the direct use of AutoCAD on a 10-user Lan. I worked as an assistant programmer at Hydro Logics Corporation, doing
much of the same design, code, and test work as the regular programmers/analysts.

In December, I will graduate with a Bachelor of Science from Haryana University. My overall grade point average is 8.2. In
my degree programme, I have studied and developed a thorough understanding of the following programming languages:
Pascal, Assembler, COBOL. RPG and C.

You will find enclosed with this letter a copy of my resume which provides a much more detailed description of my
education and employment history. I would welcome any opportunity to talk further with you about the programmer analyst
position. Please do not hesitate to contact me at any time at the numbers listed on my resume.
Yours faithfully
XYZ

Encl: Resume
 Quotation Letter

A quotation is a specific offer for sale. It is made in response to

an enquiry from a particular person or business house.

It includes the details of the quoted prices, mode of payment,

terms and conditions of the delivery of the services or goods to
the customer through Quotation Letter Format.

It is used more in business organizations while buying any

products or goods.
Letter of Quotation:

1. It should be written like a formal letter. You should express

appreciation for their interest in your organization.

2. It must include the supplier’s name and address on the left side and
date on which the letter has been written. After this, mention the
customer name and address.

3. Mention relevant details about the materials such as price, mode of

payment and transportation , terms and conditions of delivery, etc.

4. Explain why the customer should select your services or goods.

5. Make sure to provide your contact information to communicate with

you.

6.Use business format style and professional language.

7. Above all it should be made attractive so that the reader gets interested to make
a deal.
 SALES LETTER
Mention the advantage or benefit early in the letter
It is important to know what the selling points of the product/service are. ( convenient,
user-friendly, high-quality, value for money, economical, affordable and stylish.)

Provide news of interest to the reader

Another way to keep the reader reading is to provide news of interest to the reader.
In general, the selling points of a product/service should be in line with human needs and
wants.
(For example, say that your product or service will save customers’ time or money)

Be relevant
The content of the letter has to be relevant to the right person at the right time and appeal
to the person’s self-interest. It does not, however, always have to be clever. Clever attempts
to make your writing funny or entertaining are often of no interest to the reader.

Elaborate what the product can do

Most customers care about what the product can do for them more than the technicalities
of the product. For example, most mobile phone users are more interested in the functions
of the phone than in its hardware specifications.
Customer-centredness
It is important to write from the point of view of the customer. You can be more
successful if you understand things from your customer’s point of view.
Promotional materials aim to appeal directly to the reader. They often use
‘you/your’ and ‘we’ words rather than more distant words (e.g. ‘the user’, ‘the
ticket’).

Use the expressions that are easy to understand

Write simple sentences to make reading easy.

Be precise

Choose simple words and expressions and avoid jargon when writing to the
general public.

You could consider using a few technical terms if you are writing only to experts;
but avoid using too many.
 Sales letter sample
______________(Name of the writer and company with address)
_______________

____________ (Date)

___________ (Name, designation and company of recipient)

____________Subject:
Dear Sir/Madam

I would like to introduce our ___________________ (introduces your company). We are in the
business ___________________________________ (mention your business field and year of
experience).
We are glad to inform you about the good quality and reputation of our products. It will be our
pleasure to provide you products that meet your needs at reasonable prices.
Our new launch is ____________________(introduce new product and quote the price). It
carries_________________( mention the features). You will get the best deal in the market with us.
We are expecting a positive response. For further details and demonstrations, please feel free to
contact our customer relationship manager at _________ (email address or phone number).
Thanking You.
Sincerely
__________(name of the sender with signature and his company)
Adjustment Letter
Features of Adjustment letters:

* Costumer is always right

*Fair Claim, fair adjustment
*Amend the mistake if it is justified
* State the adjustment you would make
*Make sure that ‘Mistake’ not to be repeated again in future
* Make some compensation, if possible in order to maintain goodwill
*Even if you know that customer is unfair, don’t be violent, instead clarify it in a calm
manner
 Demi-official Letter
Purpose: Demi-official letter serves some personal affairs along with official matters. To
accomplish an official objective through personal relationships is the purpose of the demi-
official letter. This letter is written to exchange business information.

Language: Demi-official letter is written in such a language that has a personal

tone. Such a letter can be written through personal touch for which language seems to be
very simple

Nature: Its nature is a mixed i.e. combination of personal and official.

Structure: Demi-official letter does not follow any specific structure. No specific structure
is required to be followed. It cannot be classified as an official letter

Copy: No copy is distributed to anyone. No Copy is made of such a letter.

Salutation and complimentary close: Use of salutation and complimentary close

depend on a personal relationship between sender and receiver.

Method: It always follows a direct method. The only direct method is applicable to write
such a letter.

Enclosure: Use of enclosure in such a letter is a rare case

D O LETTER for Promotion of a Friend
(Content)

1.At the outset let me, on behalf of All Ranks of ____________

heartily congratulate you on your promotion to the rank of
____________ and at the same time wish you many further
promotions and exaltations in life. We all miss you a great deal
and cherish our everlasting associations and your magnanimous
personality. You were indeed very nice, understanding and
helpful to our Unit and always understood the unit problems in
the correct perspective. I think, in that sense, you have been
as real asset to the _____________.
 OFFICIAL LETTERS
Purpose: The purpose of an official letter is to serve pure official purpose. It is written
for exchanging the official information only. Various official interests are served through
an official letter.

Language: Official letter is written in a formal and well-accepted official language.

Nature: Official letter is formal and impersonal in nature. This letter is fully office
oriented. Its nature is official and impersonal.

Status: In an official letter, the position is more important than the person, who writes
it. Official news and information are the main subject matters of this letter. The status is
determined by the status of the writer.
Structure: Official letter is written by following the officially recognized structure. The
specific structure is severely followed. On the basis of subject matter, it can be
confidential as urgent, secret, general, etc.

Copy: Copies of the official letter are distributed to the concerned person. It may be
copied for various purposes.

Salutation and complimentary close: Use of salutation and complimentary close

depend on the official and hierarchical relationship between sender and receiver.

Enclosure: The enclosure is used here.

Use of Grammar: First person or third person is used in drafting this letter.