S.P.

Mandali, Pune
Prin. K.P. Mangalvedhekar Institute of Management, Career Development & Research
BCA I SEM II 2022-23
Subject – English Communication Date: 17 /04/2023
ENGLISH ACTIVITY-I Time: 1.50pmto 2.40 pm

TOPIC-FORMAL LETTER WRITING

Job Application Format

A job Application consists of two parts- the covering letter (appeal) and the bio-data/CV.
 Cover letter
The format for the covering letter is similar to the format of a Formal letter. It goes on like-
SENDER’s ADDRESS– The sender’s address is usually put on the top left-hand corner.
DATE- The sender’s address is followed by the date just below it. This is the date on which the letter is
being written. It is to be written in expanded form.
RECEIVER’s ADDRESS– Whether to write “To” above the address depends on the writer’s preference.
Make sure you write the official title/name/position etc of the receiver, as the first line of the address.
SUBJECT- Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on
the subject of the letter in one glance. It is important to underline the subject.
SALUTATIONS- This is where you greet the person you are addressing the letter to. Bear in mind that it is
a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal
letters are “Sir” or “Madam”.
BODY– This is the main content of the letter. It is either divided into three paragraphs or two paragraphs if
the letter is briefer. The tone of the content should be formal. Do not use any flowery language. Another
point to keep in mind is that the letter should be concise and to the point. And always be respectful and
considerate in your language.
1. PARAGRAPH 1– Begin the body of the letter by mentioning the source (from where you got to
know about the job) of information about the job (e.g., newspaper) along with the day, date and
advertisement number. Also mention the post you wish to apply for.
2. PARAGRAPH 2- Here, you are supposed to offer your candidature by briefing about your
qualifications, achievements, previous experiences and your strengths. In other words, this paragraph
should be an answer to the question: ‘How are you the perfect candidate for the job?’.
Keep in mind that it should be to the point and clear. You should not sound boastful.
 PARAGRAPH 3- In this part of the body, you are supposed to make a reference to the photograph
(passport-sized), Bio-data or curriculum vitae and other detailed documents that you have enclosed.
You can also appeal for a one-on-one interview.
End the body on a promising note, e.g., Looking forward to your positive response.
COMPLIMENTARY CLOSE- At the end of your letter, we write a complimentary closing. The words
“Yours Faithfully” or “Yours Sincerely” are used.
SIGNATURE– Here finally you sign your name. And then write your name in block letters beneath the
signature. This is how the recipient will know who is sending the letter.
(NOTE- Mention the name given in the question paper. Do not mention your personal details.)
 Bio-data
After signing, you are supposed to mention the heading “ENCLOSURES” which will include the name of
the documents and testimonials attached along with the cover letter. They may include the following-
1. Photograph (Passport-sized)
2. Bio-data or CV
3. Copies of certificates
4. Any other
Biodata Format
The Biodata or CV is generally divided into four parts as follows-
1. Personal Details
2. Qualifications
3. Experience
4. References

It goes like-
BIO-DATA (HEADING)
NAME :
FATHER’s NAME :
DATE OF BIRTH –
ADDRESS :
AGE
CONTACT NO.
EMAIL ID:
NATIONALITY-Indian
MARITAL STATUS
QUALIFICATIONS-
NAME OF THE NAME OF NAME OF YEAR PERCENTAGE
EXAMINATION THE BOARD/ THE OF
UNIVERSITY INSTITUTION PASSING
1. Qualifications must be written in tabular form with the above mentioned heads.

WORK EXPERIENCE– It should be written from latest to the oldest along with the duration.
ACHIEVEMENTS
LANGUAGES KNOWN :
HOBBIES
REFERENCES
DECLARATION
DATE :
PLACE:
SIGNATURE :
NOTE: The resume can be a part of the letter or as an enclosure
Tips to write a Job application and biodata

1. Make sure you double check for grammatical accuracy and spellings. They carry marks.
2. Leave adequate number of lines between paragraphs to make it look clean.
3. Underlining the main points is very important. But it is advised to do it after finishing your exam.
Use a pencil and scale for underlining.
4. Presentation is very important.
5. Read a lot of letters to get an idea.
6. Never mention any of your personal details, i.e., name, school name or address.
7. Never write in one go. Make sure you follow the right format and make paragraphs.
8. Don’t use slangs or short forms.
9. Try not to exceed the prescribed word limit of 150-200 words.

I) Letter Writing: FORMAL 1.Job Application

FORMAL LETTER WRITING

 1.) Draft an application for the post of an accountant in Pioneers (Pvt.) Ltd. Co. Hyderabad in
response to their advertisement that appeared in The Times of India dated 1st August,
20XX. Prepare a biodata to be enclosed. You are Nipun/Aparna.

23 Raman Villa
Race Course Road
Bhopal
August 11, 20XX

The Personnel Manager

Pioneers (Pvt.) Ltd. Co.
Hyderabad

Sub: Application for the post of Accountant

Sir,

In response to your advertisement in The Times of India dated 1 August 20XX, I wish to be
considered for the position mentioned above. I feel my qualifications and experience are good
enough to enable me to discharge my duties. I attach herewith attested copies of my certificates
and my bio-data. If given a chance, I may assure you, sir, that I shall spare no pains in the
discharge of my duty honestly and devotedly. I will certainly win the confidence of my superiors.
Thanking you
Yours faithfully
Nipun

Encl.: Bio-data

BIO – DATA

Name : Nipun Verma

Father’s Name : Sh. Mohan Lal Verma

Address : 23, Raman Villa, Race Course Road, Bhopal

Date of Birth : 15 September 1970

Educational (i) CBSE (10+2) 1987 83%

 (ii) B.Com. (Hons) 1990 73%

Qualifications (iii) CA .1994

(iv) ICWAI 1997

Experience : TISCO ‘Bhopal’ since Nov. 1997

Salary Expected : ₹ 9000 p.m. + perks

Marital Status : Unmarried

Languages known : Hindi, English, Tamil, Telugu

(i) Dr. V. Anand, H.O.D. Commerce, Holker University, Indore

References (ii) Sh. R.K. Sareen, Financial Advisor GRASIM (India)

Bangalore.
 2.) Pramod Suri, a resident of 245, Tilak Nagar, Delhi reads an advertisement for
young school boys !girls to market the products of a renowned company in Delhi. He
decides to apply for the same. Write Pramod’s application to the Personnel Manager,
Harrison and Simpson Ltd. 237, Nehru Place, New Delhi.
Answer:
245 Tilak Nagar
Delhi
20 May, 20XX

a) The Personnel Manager

Harrison and Simpson Ltd
237 Nehru Place
New Delhi

Sub: Outdoor Marketing Assistants

Sir,

In response to your advertisement in The Hindustan Times dated 17 May 20XX

requiring young boys and girls for marketing your products in Delhi, I offer myself as one
of the candidates.
I fulfil the conditions laid down in your advertisement. I have my own scooter. I enjoy
sound health, good personality and pleasing manners. I have reasonably good
command over Hindi and English. Although I am just 18 and have finished my schooling
from the Summer Fields Public School just this year, I have heard a lot about your
prestigious company and your products.
I think it will be an honour to me to get associated with your esteemed concern.
I do assure you of my dedicated service and wholehearted cooperation.

Yours faithfully

Pramod Suri

3.) You are Chetan Sharma, a commerce graduate from Delhi University. You are seeking a
suitable job. You came across an advertisement in The Times of India, inviting young and
dynamic fresh graduates as sales assistants in a reputed company. Apply for the said job to
Box No. 8365, C/o The Times of India, New Delhi.

C-40, Ashok Vihar

New Delhi
20 March, 20XX
The Advertiser
Box No. 8365
C/o The Times of India
New Delhi
Sub: Application for the post of Sales Assistants

Sir,

In response to your advertisement in The Times of India, dated 16 March 20XX requiring young
and fresh graduates as sales assistants, I offer myself as a candidate for the same.
I have passed my B.Com. (Hons) from S.R.C.C. Delhi securing 75% marks. I am a young and
dynamic student of 21 years. I enjoy a sound health and pleasing personality. I have a reasonable
good command over Hindi and English and possess convincing power and fine communication
skills.
I hope these factors make me a suitable candidate for the job. If selected, I shall certainly prove
myself worthy of the post.

Yours faithfully

Chetan Sharma

Bio-data
After signing, you are supposed to mention the heading “ENCLOSURES” which will include the name of
the documents and testimonials attached along with the cover letter. They may include the following-
5. Photograph (Passport-sized)
6. Bio-data or CV
7. Copies of certificates
8. Any other
The Biodata or CV is generally divided into four parts as follows-
5. Personal Details
6. Qualifications
7. Experience
8. References

It goes like-
BIO-DATA (HEADING)
NAME
FATHER’s NAME
DATE OF BIRTH – In expanded form
ADDRESS
AGE
CONTACT NO.
EMAIL ID
NATIONALITY-Indian
MARITAL STATUS
QUALIFICATIONS-
NAME OF THE NAME OF NAME OF YEAR OF PERCENTAG
EXAMINATIO THE THE PASSING E
N BOARD/ INSTITUTIO
UNIVERSIT N
Y
 2. Qualifications must be written in tabular form with the above mentioned heads.

WORK EXPERIENCE– It should be written from latest to the oldest along with the duration.
ACHIEVEMENTS
LANGUAGES KNOWN
SKILLS
HOBBIES
REFERENCES
DECLARATION
DATE
PLACE
SIGNATURE
NOTE: The resume can be a part of the letter or as an enclosure
Job application and biodata
Tips to attempt a question on Job application and biodata

10. Make sure you double check for grammatical accuracy and spellings. They carry marks.
11. Leave adequate number of lines between paragraphs to make it look clean.
12. Underlining the main points is very important. But it is advised to do it after finishing your exam.
Use a pencil and scale for underlining.
13. Presentation is very important.
14. Read a lot of letters to get an idea.
15. Never mention any of your personal details, i.e., name, school name or address.
16. Never write in one go. Make sure you follow the right format and make paragraphs.
17. Don’t use slangs or short forms.
18. Try not to exceed the prescribed word limit of 150-200 words.
II) BCA I yr Sem II English Formal Letter Writing
Order Letter - How to Write with Samples

Placing orders has become part and parcel of every individual’s life in today’s world. Everyone who is tech-
savvy, including children, have become a pro in purchasing whatever they need online. This is easy as all
that is required is a smartphone, an internet connection and a facility for online banking. On the contrary, if
you are a business owner or a sales executive, you will have to write letters or emails to place orders for bulk
purchases. This article on order letter format will help you understand how to write order letters and give
you sample letters for your reference.

How to Write an Order Letter?

The main purpose of writing an order letter is to inform the buyer/seller about the details of the items
bought/sold. It also serves as documentation for further reference and record keeping. An order letter format
is similar to the format of a formal letter. It must contain the following details:
 The items/products you want to purchase.
 The quantity, colour and other specifications of the products.
 The mode of payment and shipment details in the order confirmation letter sent by the seller.
An order letter should be clear and precise. See to that you use a polite and professional note. Specify all the
required details without missing out on anything in order to avoid any sort of confusion. Show that you trust
the recipient and thank them for their service. Do not hesitate to get in touch with the recipient in case of any
queries. The letter should be signed by the sender. Order letters are usually written on the letterhead of the
company instead of a plain A4 sheet.

Order Letter Format

Sender’s Address
_____________
_____________
_____________
Date
Receiver’s Address
____________
____________
____________
Subject: ________________________________
Dear Sir/Ma’am,
Body of the Letter
Paragraph 1 – Introduction and Purpose of Writing the Letter.
Paragraph 2 – List of items required with the quantity in bullet points or tabular columns.
Paragraph 3 – Concluding paragraph stating when you expect the delivery of items and thanking them for
their service.
Complimentary closing – Yours sincerely, faithfully, etc.
Signature of the sender
NAME in block letters

Order Letter Examples

Have a look at the following order letter samples to get an idea of how to write order letters.

Purchase Letter Format – Order for Books

Aditya Public School
23/108, G K N M Street,
Sivananda Colony
Coimbatore – 641026
3 January, 2022
rd

The Manager
56, Cheran Book House
Town Hall
Coimbatore – 641033

Subject: Order for CBSE textbooks

Dear Sir/Ma’am,
I am writing to you to place an order for CBSE textbooks. As per our discussions yesterday, we are glad to
have you as our distributor.
The books and the required quantity are as follows:

S. No. Subject Class No. of Copies

1. Science Class 6 – 10 500

2. Social Science Class 6 – 10 500

3. Maths Class 8 – 10 300

4. English Class 6 – 10 500

5. Hindi Class 6 – 8 350

6. Sanskrit Class 6 – 8 350

7. English Supplementary Texts Class 6 – 10 500

The prices for the books were discussed in the meeting, and we have received a quotation that is feasible.
The manager has promised to deliver all the books within 7 working days. I would also like to order some
books for the library once I receive these books.
Kindly find attached the cheque (cheque number: 356xxxxxxxxxxxx652) dated 03/01/2022 for Rs. 5,000 as
an advance payment for the order. Please feel free to contact us in case of any clarifications.

Thanking you
Yours’Sincerely,
Signature of the sender
SOORAJ SANTHOSH
Contact number : 9999
Email id : name.name@email.com
Attached documents: Cheque
A copy of the quotation

Exercise:.Placing Orders

Q.1) You are Kavita Puri, computer incharge of DPS. Your school wishes to buy 20 computers and
computer accessories from Apple Inc., 126, Ambience’s Palace, New Delhi. Draft a letter placing
order giving all the specifications of the product and its quality.

Q.2)
Write a letter to Lightways Sports, Amarrpalli, Thane, placing an order for sports articles (Minimum
4) to be supplied to your school, ABC Matriculation School, Civil lines, Pune. Sign as Ravi/Raveena,
Sports Secretary.

Q.3) You are Nalini/Vishal, Hostel Warden, Zennith Public School, Kosikalan, Uttar Pradesh. Write a
letter to the Sales Manager, Bharat Electronics and Domestic Appliances Ltd., New Delhi, placing an
order for a few fans, microwaves, ovens and geysers that you wish to purchase for the hostel. Also ask
for discount permissible on the purchase.

Exercise: Write a Job Application based on given advertisement: