LETTER WRITING

FORMAL LETTERS
Formal Letters have a variety of purposes. Formal Letters are written to:
• Ask for/give information
• Apply for a job
• Make inquiries
• Register complaints about inadequate goods or services
• Place orders/send appropriate replies
However, all these letters have a common goal, which is to get the results you want from
someone you may or may not know personally.

IMPORTANT POINTS
• The formal letter is written in formal language. Try to avoid starting with 'I'. Keep sentence
short and to the point. Do not use contractions.
• End with a short sentence that anticipates the response of the addressee.
• The tone in formal letter is polite and impersonal.
• Use passive voice where possible.
• Be brief and to the point; do not beat about the bush.
• Be clear and specific; state the purpose clearly and concisely.
• Be positive and polite even if you are writing a complaint. Remember on the receiving end
of your letter is a human being!

BUSINESS LETTERS
These include:
(i) Letters of enquiry/asking for information
(ii) Replying to enquiry/giving information
(iii) Placing orders and sending replies
(iv) Cancelling orders
 A business letter is the basic means of communication between two companies. It is a
document typically sent externally to those outside a company, but is also sent internally
to those within a company.
 A business letter should be written whenever you need a permanent record that you have
sent the information requested for, because business letters are generally sent to other
professionals. A formal salutation and closing must be added.
 They are different from personal letters in form, tone and content. Most business letters
have a formal tone as opposed to the informal, friendly or personal tone, content and style
of the personal letter. The treatment of the subject has to be simple, systematic and
formal.
Important points
• begin by identifying yourself
• clearly state the purpose of writing
• give relevant details
• make a request for appropriate action
• be positive and polite - even if you are making a complaint
• use polite language and a pleasant tone
• Quote reference numbers, order number, cheque/demand draft number, file numbers, etc.
• convey message briefly and in a straight forward manner

OFFICIAL LETTERS
These include:
i. Letters of complaint
ii. Making inquiries
iii. Making requests/appeals
Official letters are written to various public or civil servants who generally head their respective
departments, sections, branches or zones.
Important points
• Show due respect but do not flatter or sound too servile
• Clearly state the purpose of writing
• Use polite language and a pleasant tone

EXAMPLE
LETTER OF COMPLAINT
1. Neera Singh is the secretary of Army Apartments C G road, Sagar. The complex
subscribes to New Cable services M G road Sagar. The proprietor Mr. Singh has increased
the monthly subscription, but he has done nothing to improve the quality of transmission.
The sound is low and unclear, the colour is blurred, and the selection of channels limited.
She writes a letter complaining out the same.

Resident's welfare association

Army Apartments
C G Road Sagar

27th February 2020

The Proprietor
New Cable Services
Address of the
M G Road Sagar
Subject: Complaint against Cable Services

Dear Mr. Singh

I am writing this letter on behalf of around 350 cable subscribers belonging to Army Apartments,
C G Road Sagar. They are very dissatisfied with your services.

The association has previously complained of low volume of sound, blurred images and
distortion of colours which have not been addressed so far. And now the unreasonable increase
in monthly subscription without corresponding improvement in transmission is causing
dissatisfaction among the residents.

The complaints to the cable operator posted in the colony has fallen on deaf ears. In spite of
paying full subscription the residents have access to only limited channels.
Kindly take note of the complaints, otherwise the society will be forced to adhere to the
members’ demand to cancel the subscription.

Yours sincerely
Neera Singh
Secretary
2. You are Suresh/Sarika Jain of No-20 Jawahar Nagar,Jaipur. Two months ago you bought a
desert cooler from M/s Cool Home Coolers Jaipur. Now you discover that it is not working
properly. Write a letter to the Manager Customer Care complaining about the malfunctioning of
the unit and asking them to repair and if needed to replace it against warranty.

20 Jawahar Nagar
Jaipur

27th February 2020

The Manager
M/s Cool Home Cooler
20 Nehru Marg
Jaipur

Sub : Complaint about the malfunctioning desert cooler

Reference : Cash Memo No DC-98765 dated 17.2.2020

Sir

I wish to bring it to your notice that I purchased a ‘Cooler Home’ desert cooler from you on 17
February, 2020 (Vide Cash Memo No DC-98765, dated 17.02.2020). The cooler did function well in the
beginning for one and a half months and then it has started giving problems. The problems
are - water leakage, heavy noise while working and high consumption of power.

Kindly take immediate step to either repair the cooler or replace it as the cooler is still under
warranty period.

Yours faithfully
Suresh
(SURESH SINGH)

3. You are Manisha, staying at 22, Kirti Nagar, Delhi. You bought a mobile phone from “Mobile
Villa”, Roop Nagar, and Delhi. The phone developed a problem within a few days of the purchase.
Write a letter to Sales Manager of the showroom complaining about the defect and seeking
immediate replacement.

22, Kirti Nagar

Delhi

27th February 2020

The Sales Manager
Mobile Villa
Roop Nagar
Delhi

Sir
Subject : Complaint against defective mobile phone
I bring to your kind notice that I bought NOKIA N73 mobile on 15th February 2020 vide receipt
no.SE/099 from your showroom.
I regret to inform that after one week of using it, problems started to appear. The flash of the camera is no
longer working. Also, the display screen is getting blurred which makes it difficult for me to see the SMS
messages clearly.
Under the terms and conditions of the sale, the phone carries a guarantee of two years towards any defect.
You are, therefore, requested to replace it at the earliest so that I would be spared from further
inconvenience.
Yours faithfully
Signature
Manisha Thakur

Enclosed: 1) Cash Memo

2) Copy of the warranty

LETTER FOR PLACING ORDER

4. You are Satish/Sonali, the student prefect in charge of the school library. You have been
asked by your Principal to write a letter to place an order for children’s story books (10 –
13 years). Write a letter to M.S.Book Depot Ramnagar, Bikaner placing an order for the
books. Invent the necessary details.

St. Mary’s Convent

Jabalpur

27th February 2020

The Manager
M/s M.S. Book Depot
Ramnagar
Bikaner

Sub: Placing Order for Children’s Story Books

Sir

The school has decided to purchase story books for children between the age group of 10
and 13 years. The books mentioned below may please be sent by V.P.P. within 10 days
from the date of receipt of this letter.

S.No Name of the book Author Quantity

1 Stories from the Panchatantra A.S. Rawal 5
2 Tales from the Arabian Nights S.E. Paces 10
3 The adventures of Tom Sawyer S.E. Paces 10
4 Tales from Shakespeare Charles & Mary Lamb 10

We request you to give 20 % discount on the printed prices. We assure you to pay the VPP
charges at the time of delivery of books.

Yours faithfully

(RAM KUMAR)
PRINCIPAL

5. As Librarian, Model Secondary School, Neyveli, write a letter to M/s Sohanlal & Bros
Booksellers, Agra, placing an order for books (Mention at least 4 titles of the books) to be supplied
immediately.

Model Secondary School

Neyveli

27th February 2020

The Manager
M/s Sohanlal & Bros
Booksellers
Agra

Subject : Supply of books for the school library .

Dear Sir
This is with reference to your quotation dated 20th February 2010 we are pleased inform you that our
management has decided to place an order with your esteemed firm.

We want to place a bulk order to you for the supply of books to our school library. We shall not settle for
less than 20 % discount on the purchase of the books. Besides, we hope to get another 5 % special
discount that is usually granted to the institutional buyers.
It goes without saying that you will have to bear the mail and other expenses involved in the despatch and
delivery of books
The list of books with their particulars is attached here with .

S. No Name of the book Authors/Publisher’s name No of copies

1 History of India L Prasad 20
2 Modern Trigonometry Bansilal 30
3 Modern Algebra S K Sen 25
4 The New Atlas of the World Frank Bros 30
5 Wonder that was India Bhasham 15
6 India Wins Freedom M A Q Azad 10

The above books must reach us in proper shape and order not later than 15 December 2010, if our terms
and conditions are acceptable to you.

Yours sincerely
Signature

Madan Mohan
Librarian

LETTERS OF ENQUIRY/ LETTERS OF INFORMATION

6. Write a letter to M/s Laxmi Stationary Mart, Chawri Bazar Delhi asking them to send their rates
and terms of supply of stationary items. You are R. K. Mittal, Office Superintendent, Bundelkhand
Public School, Jhansi. (Word limit 125 – 150 words.)

Bundelkand Public School

Jhansi

20 December 2010

The Manager
M/s Laxmi Stationary Mart
Chawri Bazar
Delhi

Reference No …………

Subject : Inviting Rates and Terms of Supply

Dear Sir
This is to bring to your notice that on behalf of Bundelkand Public School we would like to place a bulk
order for the supply of stationary items for our school office and the administrative block for the session
2011-2012. We have selected a few leading stationers for the purpose of supply of these items. We have
included your prestigious firm in the list, keeping in view the goodwill it enjoys in the stationery market.
Kindly quote your rates and terms of supply and also state your discount rates if any which will also help
get due weight and consideration.
We need the following items with their brands and number of items required
S.No Particulars Brand Numbers
1 Pencils HB Natraj 20 Dozens
2 Pencils HH Natraj 30 Dozens
3 Type Paper Star 20 Reams
4 Cyclostyling Paper Star 20 Reams
5 Computer Paper Star 40 Reams
6 Carbon Ribbons Kores 40 Packets
7 Carbon Paper Kores 20 Packets

Let us remind you once again that maximum discounts and the suitable terms of supply will be important
considerations before placing the order. The lists of rates and terms of supply received after 20 April
2010, will not be entertained .Please let us know whether it will be possible for you to supply us the
above items. Kindly let us know the maximum time which you will require to supply us these items.

Yours sincerely
Signature
R.K.Mittal

LETTER TO COLLEGE AUTHORITY – SEEKING INFORMATION

7. You are Mallika, student of class XII, Townvale Girls’ School, Shimla, is all eager to enter the
National Film Academy, Shimla, after her board results. Write a letter to the director of the film
academy seeking information regarding admission procedure, eligibility criteria, fee structure,
placement opportunities, etc.

BB-101, Townvale Girls’ School

Shimla-112233

27th February 2020

The Director
National Film Academy
Shimla-112211

Subject: Seeking information about admission

Sir

I am greatly interested in joining your esteemed academy for the academic year 2012-13. I am a student
of class XII at present and hope to be eligible for your admission criteria. Even though I have heard quite
a lot about your institution from my friends and advertisements, I would like to clear some of my doubts
regarding your admission procedure. Kindly tell me know:

When is the right time to apply for a course?

Where are the admission forms available?
Can I download a form over the internet?
I hope your institution welcomes payment of fee in installments.
Are there scholarships for eligible students? Any entrance test conducted for the same?

I would also like to know further details such as the course duration, tuition and other fee, study centers
and any placement assistance provided after the successful completion of the course.

I am looking forward to an early reply from your side.

Yours truly
signature
Mallika Sharma