CBSE Class 12 English Letter
Writing – official letter format
II. OFFICIAL LETTERS
Official letters and official correspondence are indispensable part of our social and civic life.
These letters are written to various public or civil servants who generally head their
respective departments, sections, branches or zones. Official Letters can be divided into the
following types-
1. Letter Written to officials Regarding-Civic Amenities like Sanitation, Health & Hygiene,
Roads, Electricity, Pollution of water, air and noise etc..
2. Police/Law and order-Against-Lawlessness like riots, quarrels, breakdown of law and
order, eve-teasing, drinking brawls, gambling and other social evils.
3. Departmental Letters Letters regarding posting, transfers etc. are not prescribed in your
course of study.
IMPORTANT OFFICIAL LETTERS
Q. 1. You are Lalit/Laxmi of St. Paul Sr. Secondary School, Hazaribagh. You are
selected by your state or represent your state at the National Athletics Meet. Write a
letter to your Principal requesting him/her to grant you permission to attend the
school one hour late for a fortnight as you have to attend the Athletics coaching.
(Word-limit-not more than 150 words)
Ans.
The Principal
St. Paul Sr. Secondary School Hazaribagh
30th May 2008
Sub: Permission to attend the school one hour late
Sir
I am a student of XII A of St. Paul Sr. Secondary School, Hazaribagh. You Will be glad to
know that I have been selected by the State of Jharkhand to represent it at the National
Athletics Meet. The Athletics Meet will be held at Bhopal from 15th to 30th June 2005.
It is a great honour for me and for my institution. But it needs an intensive coaching and
training before I can compete with the best athletes in India. I am receiving coaching from a
professional club in the morning. I can't attend the school at 8 am.
I have to be at the club upto 8.30 am. Kindly allow me to attend the school one hour late for
a fortnight. I promise to give best of my performance at the national athletics meet. If I keep
up my present form, I shall return with a medal from Bhopal. I hope youwill grant me this
favour and oblige.
Yours faithfully
Lalit
Q. 2. Your sister has just passed the All India Secondary School Examination of
CBSE. She is keen on joining some institute which may help her in her personality
development. She consults her language teacher on the subject who advises her to
join 'The Centre for Creativity and Development for this purpose. Now write a letter to
the Director of the Centre, seeking necessary information about her admission to their
8-week summer course in leadership.
Ans.
Enquiries about Course in Leadership
Piska Mode, Ratu Road
Ranchi
20 Dec. 2007
The Director
The Centre for Creativity and Development Circular Road
Ranchi
Subject-Your 8-week Summer Course in Leadership
Dear Sir
I have just gone through your advertisement on the above course in 'The Hindustan Times'
of 18 December. My sister has just passed the All India Secondary School Examination of
CBSE. She is keen on joining some institute which may help her in her personality
development.
She consulted her language teacher on the subject who advised her to join your centre for
this purpose. Please let me have the following information about this course. On recepit of it
I shall ask her to see you and Join the course if suitable.
1. The charges for the course
2. Whether to be paid in lumpsum or in instalments
3. What timings
4. Whether a diploma or a certificate is issued
5. Whether it would be possible to join it in time
6. Whether the course is residential.
I request you to send the reply at your earliest. A self-addressed and duly stamped envelope
is enclosed for the purpose.
Thanking you
Yours faithfully
Mukesh Munda
Q. 3. You are Naveen / Karishma of Ashokpath, Argora, Ranchi. You are interested in
doing a short-term course in computer programming during your summer vacation.
Write a letter to the Director, Computer World, Sector-4, E-205, Dhurwa, inquiring
about the duration of such a course and the terms and conditions for admissión.
Ans. Enquiries about Computer Programming Course
Ashokpath
Argroa, Ranchi
19 July 2008
The Director Computer World
Sector-4
E-205 Dhurwa
Subject-Your computer programming course.
Sir
I have seen the advertisement in the newspaper about your above course. I am interested in
doing a short course during my summer vacation. But before that, I would like to have the
following information- 1. duration ofthe course 2. charges for the total course 3. whether to
be paid in lumpsum or in instalments 4. whether a diploma or certificate is issued
5. whether recognised or not 6. whether day time or evening course
On receipt of this information I shall personally come to join it. A self-
addressed and duly stamped envelope is enclosed for the reply.
Thanking your
Yours faithfully
Akhil
Q. 4. Write a letter to the Superintendent of Police of your district complaining about
poor partolling by the police in your area resulting in petty crimes. Sign your self as
ABC.
Ans.
Complaint about Poor Polic Patroling
Govindpur
Dhanbad
8 March 2008
The Superintendent of Police
Dhanbad
Dear Sir
It pains me to bring to your kind notice the poor patrolling by police in this area. I think there
is nobody to check whether the policemen on duty are doing their job honestly. Two or three
policemen are often seen in the early hours of the night. They move about here and there
with long sticks in their hands.
They harass the villagers going back home after their day's work. They extort money from
them on one pretext or the other. The so-called patrolling party disappears about 10 p.m.
There is no night watchman also in this area. The thieves and burglars have a free time to
enter any house they choose. Hardly a day passes when there is no case of theft. Sir, I
request you to put some honest policemen on patrol duty in this area. All the resident shall
feel obliged to you.
Yours faithfully
ABC
Q. 5. Ranchi University, Ranchi offers a correspondence course leading to Diploma in
Waste Water Management after plus two. You are Rakesh Kumar Roshani Sinha. Write
to the Director, Correspondence Course, Ranchi University for the brochure and
prospectus and enquiring about the job opportunities after completing this course.
Ans.
Tower Chowk
Gumla
17 March 2008
The Director
Correspondence Course
Ranchi University
Ranchi
Sub-Brochure and Prospectus for Diploma in Waste Water Management
Sir,
Ranchi University, Ranchi offers a correspondence course leading to Diploma in Waste
Water Management after plus two. It is a new course being inroduced from this very session.
Naturally, the applicants need elaborate information regarding the course. I hope you will
despatch the brochure and prospectus along with the aplication form.
I Know little about the course. Nor do I know much about its job opportunities in the market.
There is a slump in the job market these days. Kindly inform me of the different sectors in
the corporate world where the diploma holders can find gainful employment. Waste Water
Mangement course is highly specialised course.
Do the government-agencies, particularly, the civic bodies, provide a good opening for the
diploma holder? It would be quite helpful if you let me know the category of jobs and the
expected emoluments provided to those who complete the course. As required, a bank draft
of rupees five hundred only, is attached herewith.
Kindly send the brochure, the prospectus and the required information regarding the said
course at the earliest.
Yours faithfully
Rakesh Kumar
