Letter Writing (Business Letters)
• Write the letter in the full block
format (i.e. to the left)
• State your reason for writing in the
first paragraph and stay on track.
• Always include specifics that will help
ease the recipient’s task. For instance, if you arewriting to a bank, mention
your account number.
• If you refer to other correspondence,
quote date of the letter/s reference numbers,
• file numbers, order numbers, cheque
number with date. Include copies whenever possible.
· It may be strongly
worded but always be courteous and use polite language and pleasant tone.
· Self introduction
should be avoided.
· Informal
expressions, greetings or contracted forms of words should not be used.
· The language should
be simple, straight forward and to the point.
· Leave a line/
additional space between paragraphs since no indentation is followed.
· Open punctuation to
be followed.( No punctuation marks to be used)
· Do not mix up the
old format and new format.
· In letters to the
editor – Do not ask the editor to solve the problems.
· In job application
letters Curriculum-vitae (CV) /Bio-data/ Resume/ should be written. It should
not beincluded in the body of the letter but after the complimentary close as
enclosure.
· In the Letter to
the Editor use ‘yours truly’ as the complimentary close.
FORMAT OF A LETTER
1. Sender's Address : Devi
Enclave
Raj Ram Marg
Bangalore-21
(Space)
2. Date : 14
April 20XX
(Space)
3. Receiver’s Address : The
Director/Mr/Mrs
Global Enterprises,
8th cross,
Victoria Layout,
Bangalore
(Space)
4. Subject : …………………………………………….
(Space)
5.Salutation : Sir
6. Body of the letter /Content : Introduction
Main Body/Details/Explanations
Conclusion
(Space)
7. Signatory : Yours
faithfully
RohanMathur
Sample Letter
Q. You are Sidhi/
Sanjay of U-03 G Block Kasturi Nagar Mysore-37.Write a letter to the
Director, NGO Bird Links Society, Bangalore expressing your concern about the
decrease in the number ofthe birds in Delhi.
House No- U/03
G Block Kasturi Nagar
Mysore -37
30 June 2011
The Director
NGO Bird Links
Society
Bangalore
Karnataka
Sub: Diminishing
number of birds: Need for Immediate Concern
Sir
I
wish to bring to your kind notice my growing concern about rapid decrease in
the population ofbirds in Mysore. Mysore is known to have more than 500 species
of birds but many of them are onthe verge of extinction.
According
to the reports from the recent seminar held on Conservation of Birds, there was
a time,when a number of birds would flock to the banks of river Kaveri,
Bandipur wild life sanctuary andforested canopy in Mysore. These numbers have
come crashing down in the recent years.The main reasons are rampant
construction of buildings, bridges and flyovers, filling of swamps,mangroves
water bodies , cutting of forests and of course, oather ways of environmental
pollution.
Many
species have become endangered and the thousands of migratory birds flocking in
seasons ,which was a feast to our eyes, have left this place to more healthy
places. It is time the people ofMysore were made aware of this grave situation
by conducting seminars and workshops and thepolicy makers and administrator
thought over the engulfing problem and found solutions.
The
locals should be given incentives for preserving the habitats of birds.
Sanction for theconstruction of buildings, malls, bridges ands so on should be
given only after proper evaluationof the environmental impact of those
constructions over the life of species there. Let’s not forgetthat birds are an
important link in the food chain.
I
request the government, environmentalists and the society to show their concern
before it is toolate.
Thanking
you
Yours faithfully
(Sidhi Sharma)
Sample Letter No-2
You are Suresh/Sarika Jain of No-20 JawaharNagar,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
24 June 2011
M/s Cool Home Cooler
20 Nehru Marg
Jaipur
Sub : Complaint about the malfunctioning of desert cooler
Reference : Cash Memo No DC-98765 dated 17.4.2011
Sir
I wish to bring it to your notice that I purchased a
‘Cooler Home’ desert cooler from you on 17 April, 2011 (Vide Cash Memo No
DC-98765, dated 17.04.2011). 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)
Sample Letter No- 3
You are Isha/Ishan, the secretary of the Students’ Forum
of Sahrudaya Vidyalaya, Indranagar. You have planned an excursion to Jog falls
during the summer vacation. Write a letter to the General Manager, Southern
Railway, for reservation of a bogie for 60 students from Bangalore toShimoga
and back, supplying all necessary information.
Secretary
Sahrudaya Vidyalaya
Indranagar.
01 Mar 2012
The General Manager
Southern Railways
Bangalore
Sub: Request for the
reservation of a Bogie for 60 students
Sir
A group of 60
students of class XI of this school has planned to visit Jog Falls during the
summer vacation. They will be accompanied by three teachers and two attendants.
They plan to leave Bangalore on 15th May
by Jeevan Express and return by the same train from Shimoga on 25th May.
Kindly confirm whether a bogie can be reserved for the above mentioned dates.
We would also like to know the estimated fare so that we can make necessary
arrangements at our end.
The List of the
members of the tour party is enclosed in the prescribed proforma. Kindly
provide the eligible students’ concession.We request you to send the detail at
the earliest @ sahrudayavidyalayaind@gmail.com/ @2852456 to enable us to
plan in advance.
Yours faithfully
Isha
Secretary
Sample letter No. 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
15th
July, 20…
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.


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
QUESTIONS FOR PRACTICE
1. You are Manas/ Manasi at the Press Apartments of Sunder
Nagar, Bihar. The main road leading to this colony has three man holes causing
frequent accidents at night. There are no street lights on the main road. Write
a letter to the Editor of the Times of India drawing attention of the
government to this problem of the residents.
2. Write a letter to the Editor of a national daily
inviting the attention of the authorities towards the increasing Environmental
pollution in your city.
3. You are Vishal / Veena, a student of class XII of 10,
Green Park, New Delhi is interested in learning languages. You come across an
advertisement in The Times of India issued by The Institute of Foreign languages,
New Delhi about the certificate course in Japanese offered by them. You decide
to write a letter to the Director of the Institute seeking more information
about the course duration, working hours, fee structure, etc. Write the letter.
4. As Mr. R. Singh, Head of the Department of Chemistry,
Cambridge High School, Pune, you had placed an order with Messrs. Scientific
Equipments, Dadar, Mumbai for test tubes and jar for the lab. When the parcel
was received you observed that markings on the test tubes were not clear and
some of the jars were damaged. Write a letter of complaint seeking immediate
replacement.
5. You are the Manager of Fitness Club of Gandhi Road,
Ernakulam. Write a letter to Messrs. Pioneer Sports Co, Kochi, placing an order
for a minimum of 4 fitness equipments with details.
6. You are Rama/Raman, a member of Parent-Teacher
Association of Little Valley Senior Secondary School, Shillong. Write a letter
to the Principal of the school asking him to introduce vocational stream in the
school providing facility of teaching such subjects as computers, insurance
etc. so that the students may not needlessly continue academic studies.
7. Write a letter to the Corporation authorities of South
Chennai to complain about the general unsustainable growth of building
activities in South Chennai with poor parking and other civic amenities to support
it. Urge them to plan with a long-term view.
8. The photocopier of your office which was purchased
recently has a problem with the toner settings. It is still in the guarantee
period. As Purchase Manager of Talent Search, 15th Cross, J.P. Nagar, Mysore, write to the manufacturer
seeking replacement of the defective part.
9. Write a letter to the librarian of the District Library
in your town asking for
details regarding membership. Also ask about the timings and rules and
regulations of the library.
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