Letter Writing

• Informal Letter
Written to friends, family members and close acquaintances.

• Formal Letter
These letters are generally written for formal purposes to:
-Editors of the newspapers
-Head of diff. depts; Directors
-Principals/Managers

Points to Remember While Writing a Formal Letter

1. A formal letter should strictly follow the prescribed format.

2. It should be written to voice one’s opinion on a wide range of
issues- social, economic, ethical and political.
3. It must be accurate, appropriate, able to attract the attention of the
reader and free from ambiguity.
4. It should be concise and precise.
5. It must be written in proper style and lucid language within a
prescribed word limit.
6. Use of colloquial words, abbreviations and slang language should
be restricted.

Format of Formal letter

Sender’s address

Date

Receiver’s address

Subject-______________________________________________

Salutation (Sir/Madam)

Body of the letter-(three paragraphs)

I Para- Introduction
II Para- detailed discussion
III Para- suggestions/conclusion

Subscription (Yours truly/ sincerely)

Sender’s name
Letter to the Editor
1. You are Kamini/Kamal of GH-14/7, Paschim Vihar. The main
road leading to your locality has three open manholes causing
frequent accidents at night, especially during the rainy season.
Write a letter to the Editor, ‘The Times of India’ drawing
attention towards the problem.

GH-14/7
Paschim Vihar
Delhi-63

15th May 2020

The Editor
The Times of India
K. G. Marg
New Delhi

Sub- Inconvenience due to open manholes

Respected Sir/Ma’am

Through the columns of your esteemed newspaper I would like to

draw your kind attention of the concerned authorities towards the
inconvenience caused to the residents due to open manholes.

The road leading to Paschim Vihar is a virtual deathtrap for the people
as it is pockmarked with several open manholes. The wretched
condition of the main road leading to our locality causes a lot of
inconvenience to the residents. The situation worsens during the rainy
season when the road is virtually flooded and the open manholes
simply go unnoticed. These open manholes have claimed several lives.

I would appeal the concerned authorities to take an immediate action

at the earliest to ensure the pedestrians can walk freely through the
road safely at night and during rain.
Thanking you

Yours truly
Kamini

2. Write a letter to the editor of a local daily complaining against

the school bus drivers for rash driving and overcrowding the
 buses causing risk to the lives of the innocent school children.
You are Deepti/ Deepak of C-156, Janakpuri, New Delhi.

C-156
Janakpuri
Delhi

5th May 2020

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

Sub- complaining about reckless driving by school bus drivers

Sir/Ma’am

Through the columns of your esteemed newspaper I would like to

draw the attention of the concerned authorities towards the grave
issue of rash driving being done by school bus drivers that pose a
threat to the lives of innocent children.

Driving in a zigzag manner on a packed road, crossing speed-limit and

not following traffic rules has become very common. Despite such
strict regulations regarding speed, none of these drivers seem to follow
them. This shows that there is lack of implementation. This is a
menace to the other road users as the bus drivers that drive at high
speed might crush down whoever comes in their way.

By addressing the issue it is hoped that the public awareness towards

the threat of reckless drivers can be raised. It is also the time for the
traffic authorities to take strong measures against the reckless
drivers, which includes levying heavy fines and forfeiting their licenses
if they are found guilty of breaching traffic rules.

Thanking you

Yours sincerely
Deepak

Letter for Placing Order

1. You are Nalini/Vishal, Hostel Warden, Zennith Public School,
Uttar Pradesh. Write a letter to the Sales Manager, Bharat
 Electronics Ltd., New Delhi, placing order for a few fans,
microwaves, ovens, tubelights, bulbs that you wish to purchase
for the hostel. Also ask for the discount permissible on the
purchase.
Zennith Public School
Kosikalan
Uttar Pradesh

6 May 2020

The Sales Manager

Bharat Electronics Ltd.
New Delhi.

Subject: Placing order for electronics.

Repected Sir

This is to inform you that we want to place an order of some electrical

appliances required in our hostel. The list of appliances is given below.
The price quotation submitted by you has been approved. Please send
the following items:

Sno. Item Brand Quantity

1. Fans Orient 12
2. Microwaves LG 5
3. Ovens LG 5
4. Bulbs and Tubelights Anchor 20 each

Kindly make it convenient to send the delivery within 10 working days

of the issue of this letter. We also expect the 15 % discount as
administered to all the educational institutions/hostels. I am sure
proper packing of the goods will be taken care of and any damage
during the transportation of goods shall rest with you. I hope future
repair and maintenances of the items will also be provided by you
promptly and satisfactorily. The payment will be made through
cheque to your agent within a week of delivery. Please attach a copy of
the bill for the same.

Yours truly
Kavita
(Hostel Warden)
2. As head of the music department of your school, write a letter to
the Symphony Music House, placing an order for some musical
instruments. You are Saumya/ Shivam of MBD Public School,
Najafgarh, New Delhi. Also ask for the discount permissible on the
purchase.
MBD Public School
Najafgarh
New Delhi

6 May 2020

The Sales Manager

Symphony Music House
New Delhi.

Subject: Placing order for musical instruments.

Repected Sir/ Ma’am

This is to inform you that we are old customer of yours. We want to

place order of some musical instruments required in our school. The
list is given below. The price quotation submitted by you has been
approved by the school management. Please send the following items:

Sno. Item Quantity

1. Sitar 6
2. Guitar 5
3. Tabla 5
4. Tanpura 2

Kindly make it convenient to send the delivery within 10 working

days of the issue of this letter. We also expect the 15 % discount as
administered to all the educational institutions. I am sure proper
packing of the goods will be taken care of and any damage during the
transportation of goods shall rest with you. I hope future repair and
maintenances of the items will also be provided by you promptly and
satisfactorily. The payment will be made through cheque to your
agent at the time of delivery. Please attach a copy of the bill for the
same.

Yours truly
Shivam
(Head of Music Department)

Assignment

1. Write a letter to the Editor of a leading newspaper

expressing your views on the importance of saving water
 as you have seen people wasting water carelessly on one
hand and on the other hand people fight for a single drop
of water and farmers die because of drought.

2. You have noticed many stray animals on the road during

the busy hours of the day. The animals cause traffic jams
as well as accidents. You have already written to the
authorities concerned but no action has been taken so
far. Write a letter to the Editor, The Hindu, drawing
attention of the Municipal Commissioner, Chennai. You
are Suresh/ Shreya, 12 MG Road, Chennai.

3. You are Kavita Puri, computer incharge of DPS. Your

school wishes to buy 20 computers and computer
accessories from Apple Inc., 126, Ambience Palace, New
Delhi. Draft a letter placing order giving all the
specifications of the product and the quality.

4. You are Priya Khanna, librarian of your school in Aligarh.

You have been asked to place an order for some books for
the school library. Write a letter to the Sales Manager,
Light House, Main Road, Noida, placing an order for the
books that you need.