Letter writing is an art that is almost forgotten. Except when formal situations demand one, we rely more on the electronic media – telephone and chatting. For academic purposes all letters fall under two broad classifications i.e. Formal Letters and Informal Letters.
Formal Letters
- Types:
- Letter of inquiry
- Letter of placing order
- Letter of cancelling order
- Complaint or reminder letter on delayed delivery
- Letter of complaint – product
- Letter of complaint – civic amenities
- Letter of request – some facility / public health department for some service
- Job Application
Informal Letters
personal letters, (to family members, friends, birthday greetings etc.) social letters (inviting, congratulating, letter of condolence etc.)
Neutral letters
When you realize that you are a part of the society in which you live, as a civic-conscious citizen, you have to look beyond these two classifications. You may have to arouse the conscience of the people on certain issues which might affect the social, moral, political fabric of the society. Such letters can be classified as neutral letters. Example : Letters to the Editor.
Useful Tips Before writing a letter:
- Think before you write – consider the main purpose of the letter
- Plan your letter – make a list of facts to be presented
Useful Tips for Writing the letter (for formal letters):
- Make the first draft
- Edit the draft
- Finalize the draft
The format of letters:
- The heading consisting of the writer’s address and date
- The greeting or salutation (Dear ….., My dear ….., Sir, Madam)
- The communication or content of the letter (to be in paragraphs – simple language to be used– legibility to be kept in mind)
- The subscription must always agree in style: Yours faithfully, yours sincerely, yours obediently, yours truly ,etc… in formal letters and yours lovingly, yours affectionately, etc. in personal
- letters.
- The signature
- The superscription on the envelope (Depending on whether it is formal or informal, apt salutation and subscription may be used.)
a) Read the following letter carefully, discuss with your partner and answer the questions.
Sir,
I request you to publish the following letter in your daily to address an important issue which needs immediate redressal.
During week ends motorcyclists are seen racing on the East Coast road and the Old Mahabalipuram road of Chennai. The amateur racers are risking their own lives and of the public as well. They are fearless and irresponsible, not knowing the price of human lives. Risking others and their lives for their pleasure is highly condemnable.
Even school students indulge in such activities and cause fatal accidents. The racers have started occupying the lanes and streets of busy localities. As such, the violation of traffic rules often results in loss of young lives. Such reckless riders who violate traffic rules should be
punished severely. As a responsible citizen of the society, I request the authorities concerned
to take appropriate measures to put an end to this menace.
Yours truly,
Srivatsav
Questions:
a) Who is the sender of the letter?
Answer: Srivastava is the sender of the letter.
b) Who is the receiver?
Answer: The editor of a daily is the receiver of this letter.
c) What is the issue?
Answer: Motorcycle racing is the issue.
d) What is the request of the sender?
Answer: The request of the sender to the authorities concerned is to take appropriate measures to put an end to the motorcycle racing.
e) Who will take steps after reading it?
Answer: The traffic police will take steps after reading it.
b) You have chosen Computer Science in the Higher Secondary Course. Write a letter to your friend giving reasons for your choice. Read the clues given in brackets to complete the letter.
Dear Friend(Greeting),
Hope you are well! (enquire about his well being). I would like to share some news with you. I have chosen Computer Science in the Higher Secondary Course. Firstly, I chose this group because I have always been fascinated by technology and its impact on our world. (reason for your choice of group). I wish to become a software engineer and contribute to the development of innovative solutions. (state your ambition). We come to hear a lot about the recent unhealthy happenings on social media and the negative impacts on society.(discuss recent unhealthy happenings in social media and the society). These have made me realize the importance and demand for professionals in the field of computer science who can work on improving digital safety and creating a positive online environment. (demand or need of this profession). I have plans to pursue higher studies in Computer Science and specialize in cybersecurity. (higher studies or specialization).
All the best for your CA preparation.
Convey my ……………………
Yours lovingly,
XXX
Task
a) You had been to your Grandma’s house during the summer holidays. You enjoyed your stay in her company. Write a letter to your Grandma stating how much you miss her after returning to your home.
Answer:
Dear Grandma,
I hope this letter finds you in good health and spirits. I wanted to take a moment to tell you how much I miss you after returning home from my stay at your house during the summer holidays.
I had such a wonderful time with you, enjoying your company and the warmth of your love. The stories you shared, the delicious meals you prepared, and the beautiful moments we spent together are now cherished memories that I hold close to my heart. Your house felt like a haven of joy and comfort, and I miss waking up to your cheerful greetings every morning.
Since coming back home, I often find myself thinking about the fun activities we did together, like baking cakes, gardening, and those delightful evening walks. Your wisdom and kindness have always been a source of inspiration for me, and I deeply appreciate the time we spent together.
I miss you so much, Grandma, and I am already looking forward to our next visit. Until then, please take good care of yourself. Remember, you are always in my thoughts and prayers.
With lots of love,
XXX
b) You are the head of the English department in a renowned institution. You are invited to preside over the inauguration of the English Literary club in your alma mater. Respond to the letter you have received either accepting the invitation or expressing your inability to attend the function.
Answer:
Dear YYY,
I hope this message finds you well. I am writing to acknowledge the invitation to preside over the inauguration of the English Literary Club at my alma mater.
I am deeply honored by the invitation and grateful for the opportunity to return to an institution that has significantly shaped my academic and professional journey. It would be a privilege to participate in this meaningful event and contribute to the literary enthusiasm that the club aims to foster among students.
I am pleased to inform you that I will be able to attend the function. I look forward to sharing my experiences and insights with the students, and to celebrate the launch of this wonderful initiative.
Thank you once again for considering me for this honor. Please let me know if there are any specific preparations or details I need to be aware of before the event.
Warm regards,
XXX
Head of the English Department
XYZ College
c) Write a letter to the Headmaster of your school requesting him to help you obtain a duplicate mark sheet of class XII, which you lost while travelling.
Answer:
XXX
123, Sunshine Apartments
Rose Garden Road
Chennai, 100001
31-3-2022
The Headmaster
Sunshine Public School
Sapphire Avenue
Chennai, 100001
Subject: Request for duplicate mark sheet
Dear Headmaster,
I hope this letter finds you in good health and spirits. I am writing to seek your assistance in obtaining a duplicate mark sheet of my Class XII examination.
Unfortunately, while traveling recently, I misplaced my original mark sheet, and despite searching thoroughly, I have been unable to locate it. As my Class XII mark sheet is an essential document for various purposes, including further education and employment opportunities, I am keen to obtain a duplicate copy as soon as possible.
I understand that the process for obtaining a duplicate mark sheet may require certain formalities and documentation. Therefore, I kindly request your guidance and support in initiating this process with the relevant authorities.
I assure you that I will comply with all necessary procedures and provide any additional information or documents required to facilitate the issuance of a duplicate mark sheet.
Thank you for your attention to this matter. I am confident that with your assistance, I will be able to obtain the necessary document without further delay.
Looking forward to your prompt response and assistance.
Yours sincerely,
XXX
d) Write a letter to AZ Company requesting them to replace the defective juicer that you bought recently. Include the following details: the problem, date of purchase, receipt number, model and warranty.
Answer:
XXX
123, Sunshine Apartments
Rose Garden Road
Chennai, 100001
31-3-2022
Customer Service Department
AZ Company
Emerald Street
Chennai, 100001
31-3-2022
Subject: Regarding Defective Juicer
Dear Sir/Madam,
I am writing to bring to your attention a problem I have encountered with a juicer that I recently purchased from AZ Company. I am disappointed to inform you that the juicer is defective and not functioning as expected.
I purchased the juicer on 22-2-2023 from your T Nagar showroom, and the receipt number is 333-4561. The model of the juicer is SN365897. According to the warranty provided, the juicer should be in proper working condition.
The problem I am facing with the juicer is that it does not turn on even after multiple attempts. I have followed all the instructions provided in the user manual, but the issue persists. As a result, I am unable to use the juicer for its intended purpose.
I kindly request your assistance in replacing the defective juicer with a fully functional one as soon as possible. I rely on this appliance for my daily use, and its malfunction has caused me great inconvenience and frustration.
I have attached a copy of the purchase receipt for your reference. I trust that AZ Company will honor its commitment to customer satisfaction and resolve this matter promptly.
Thank you for your attention to this issue. I look forward to your prompt response and a satisfactory resolution.
Yours sincerely,
XXX
e) You wish to become a pilot. Write a letter to a college enquiring about the details of the pilot training course offered by the college. Include the following details in your enquiry: duration of the course, fee structure, scholarships, hostel facilities and placement details.
Answer:
123, Sunshine Apartments
Rose Garden Road
Chennai, 100001
31-3-2022
Admissions Office
Sunshine College
Sapphire Avenue
Chennai, 100001
Subject: Enquiry about pilot training course
Dear Sir/Madam,
I am writing to inquire about the pilot training course offered by your esteemed college. As someone who aspires to become a pilot, I am keen to gather more information about the program to make an informed decision about my future education and career path.
Could you please provide me with details regarding the following aspects of the pilot training course:
- Duration of the Course: I would like to know the duration of the pilot training program, including any prerequisite courses or training sessions.
- Fee Structure: Kindly provide information about the fee structure for the pilot training course, including any additional expenses or hidden costs.
- Scholarships: Does your college offer any scholarships or financial aid options for aspiring pilots? I am particularly interested in learning about any merit-based scholarships or need-based assistance programs available.
- Hostel Facilities: As I may need to relocate for the duration of the course, I would appreciate information about hostel facilities provided by the college, including accommodation options, amenities, and associated costs.
- Placement Details: What are the placement opportunities available to graduates of the pilot training course? I would like to know about the college’s track record in placing students with reputable airlines or aviation companies.
Additionally, if there are any upcoming information sessions, campus tours, or virtual open houses where I can learn more about the pilot training program and interact with faculty or current students, please do not hesitate to inform me.
I am eager to pursue my passion for aviation and embark on this exciting journey towards becoming a pilot. Your prompt response and assistance in providing the requested information would be greatly appreciated.
Thank you for your attention to my enquiry. I look forward to hearing from you soon.
Yours sincerely,
XXX
f) Write a letter to the manager of Waves Furniture Company ordering furniture for a coaching centre. Include the following details: description of the furniture, number of pieces, mode of payment, time and delivery options.
Answer:
123, Sunshine Apartments
Rose Garden Road
Chennai, 100001
31-3-2022
Manager
Waves Furniture Company
Sapphire Avenue
Chennai, 100001
Subject: Order for furniture
Dear Sir/Madam,
I am writing to place an order for furniture for a coaching centre that I am setting up. After reviewing your extensive collection of furniture, I am impressed with the quality and design options available, and I believe that your products will suit the requirements of our coaching centre perfectly.
Below are the details of the furniture items that we would like to order:
- Desks: 20 pieces
Description: Study desks with built-in storage compartments
Color: Walnut - Chairs: 40 pieces
Description: Ergonomic chairs with adjustable height and back support
Color: Black - Whiteboards: 5 pieces
Description: Magnetic whiteboards with aluminum frames
Size: 4 feet x 6 feet
Mode of Payment: We would like to make the payment via bank transfer or cheque. Please provide the necessary details for the payment process.
Time and Delivery Options: We would appreciate it if you could deliver the furniture to our coaching centre located at [Address] within the next two weeks. If this timeframe is not feasible, please let us know the earliest possible delivery date.
We understand that there may be additional charges for delivery and assembly services. Kindly provide details of any associated costs and confirm the total amount payable for the order.
We are excited about the prospect of furnishing our coaching centre with your high-quality furniture products. Thank you for your attention to this matter. We look forward to receiving the furniture and setting up our space for the benefit of our students.
Please feel free to contact me at 91xxxxxxxx or xxx.gmail.com if you require any further information or clarification regarding the order.
Yours sincerely,
XXX
g) Write an application for the post of Personal Secretary to the Managing Director of a company. Include the following details: Educational qualification, experience, various other qualifications required for the post.
Answer:
123, Sunshine Apartments
Rose Garden Road
Chennai, 100001
31-3-2022
The Managing Director
AZ Company Ltd.
Sapphire Avenue
Chennai, 100001
Subject: Application for the post of Personal Secretary
Dear Sir/Madam,
I am writing to express my interest in the position of Personal Secretary to the Managing Director, as advertised by your esteemed company. With my educational background, professional experience, and various other qualifications, I believe that I am well-suited for this role and would be a valuable asset to your team.
Educational Qualification: I hold a Bachelor’s degree in Business Administration from [University of XYZ ], where I graduated with honors. Additionally, I have completed a certification course in Office Management and Secretarial Practices, further enhancing my skills in administrative tasks and office procedures.
Experience: I bring to the table 6 years of experience working as a Personal Secretary to senior executives in reputable companies. During my tenure, I have developed strong organizational and multitasking abilities, demonstrated proficiency in handling confidential information, and effectively managed communication channels on behalf of executives.
Other Qualifications: In addition to my educational qualification and professional experience, I possess the following qualifications required for the post:
- Excellent communication skills, both verbal and written.
- Proficiency in computer applications, including MS Office Suite and email management.
- Strong attention to detail and accuracy in document preparation and data management.
- Ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Discretion and confidentiality in handling sensitive information.
- Proactive approach to problem-solving and decision-making.
I am confident that my qualifications and experience align well with the requirements of the Personal Secretary position. I am eager to contribute my skills and expertise to support the Managing Director in achieving the company’s objectives and vision.
Thank you for considering my application. I look forward to the opportunity to discuss how I can contribute to the success of your company further. Please find my resume attached for your review.
Yours sincerely,
XXX
h) Write a letter the Editor of a newspaper about the nuisance created by the roadside vendors blocking the pavements and occupying the parking zone.
Answer:
XXX,
123, Sunshine Apartments,
Rose Garden Road,
Chennai, 100001
31-3-2022
The Editor
TheDailyTimes
Sapphire Avenue
Chennai, 100001
Subject: Regarding nuisance created by the roadside vendors
Dear Editor,
I am writing to bring to your attention the growing nuisance caused by roadside vendors who block pavements and occupy parking zones in our city. This issue has become increasingly problematic and is adversely affecting the safety and convenience of pedestrians and motorists alike.
As a resident of T. Nagar, I have observed with concern the proliferation of roadside vendors who set up their stalls indiscriminately, obstructing pedestrian pathways and encroaching upon designated parking spaces. This not only creates inconvenience for pedestrians, forcing them to walk on busy roads, but also leads to traffic congestion and hampers the smooth flow of vehicles.
Furthermore, the presence of these unauthorized vendors contributes to unhygienic conditions and poses a risk to public health and safety. Their indiscriminate disposal of waste and lack of sanitation facilities add to the environmental degradation of our city.
I urge you to highlight this issue in your esteemed newspaper and advocate for the enforcement of regulations to address this problem effectively. Measures such as designated vending zones, strict enforcement of parking regulations, and regular monitoring and clearance of encroachments are essential to ensure the safety and convenience of residents and visitors.
Additionally, I encourage civic authorities to work closely with stakeholders, including roadside vendors, to find sustainable solutions that balance the needs of vendors with the broader interests of public safety and urban development.
Thank you for your attention to this matter. I trust that your newspaper will play a crucial role in raising awareness and mobilizing action to address the nuisance created by roadside vendors in our city.
Yours sincerely,
XXX
i) Write a letter to your relative or friend who is admitted in hospital for treatment of jaundice. Advise him/her not to worry about the illness and be positive. Assure him/her of your psychological and financial help during the crisis.
Answer:
XXX,
123, Sunshine Apartments,
Rose Garden Road,
Chennai, 100001
31-3-2022
YYY
Sapphire Avenue
Chennai, 100001
Dear YYY,
I hope this letter finds you in good spirits despite your current situation. I was saddened to hear about your admission to the hospital for the treatment of jaundice, but I want you to know that you are not alone in this journey. You have my full support, both emotionally and financially, during this challenging time.
First and foremost, I want to assure you that jaundice is a common illness and, with proper medical care and rest, you will make a full recovery. It’s important to stay positive and maintain a hopeful outlook. Your body is resilient, and with time, it will heal itself.
I understand that being in the hospital can be overwhelming, but please remember that you are surrounded by medical professionals who are dedicated to your well-being. Trust in their expertise and follow their advice diligently. Remember to take your medications on time and focus on getting adequate rest and nutrition.
On my part, I am here to offer you all the support you need, both psychologically and financially. If you ever feel overwhelmed or need someone to talk to, don’t hesitate to reach out to me. I am more than willing to lend a listening ear and provide words of encouragement to lift your spirits.
In terms of financial assistance, please know that I am ready to help cover any medical expenses or other financial obligations that may arise during your treatment. Your health and well-being are my top priorities, and I am committed to ensuring that you receive the best possible care without any additional stress or burden.
I know that this may be a difficult time for you, but please remain hopeful and trust in the healing process. You are stronger than you think, and with the love and support of your friends and family, you will overcome this hurdle.
Wishing you a speedy recovery and sending you all my love and positive vibes.
Take care, and remember that brighter days are ahead.
Warm regards,
XXX
Leave a Reply