FORMAL LETTER WRITING
Points need to be taken into consideration while writing
a Formal letter.
a. A Formal Letter strictly follows the prescribed Format for writing
a Formal Letter.
b. Use of colloquial words, abbreviations and slang language should
be restricted while writing a formal letter.
c. A Formal Letter must be precise and to the point.
d. The Subject line is very important in a Formal Letter.
The Format of a Formal Letter is as follows –
1. Sender’s address: The address and contact details of the sender are
written here. (Include an email and phone number, if required or if
mentioned in the question.)
2. Date: The date is written below the sender’s address after Leaving
one space or line.
3. Receiver’s address: The address of the recipient of the mail (the
officer/principal / Editor) is written here.
4. The subject of the letter: The main purpose of the letter forms the
subject. It must be written in one line. It must convey the matter for
which the letter is written.
5. Salutation (Sir / Respected Sir / Madam)
6. Body: The matter of the letter is written here. It is divided into 3
paragraphs as follows Paragraph 1: Introduce yourself and the purpose of writing the
letter in brief.
Paragraph 2: Give detail of the matter.
Paragraph 3: Conclude by mentioning what you expect. (For example,
a solution to your problem, to highlight an issue in the newspaper,
etc).
7. Complimentary Closing(Yours faithfully/Yours truly/With sincere
appreciation/Yours sincerely)
8. Sender’s name, signature and designation (if any)
AKM/KV NO-1 ANGUL,ODISHA
Sender’s address
Date
Receiver’s Address
Subject
Salutation
Body of the letter
Complimentary closing
Sender’s Name, signature and designation
Types of Formal Letter
➢
➢
➢
➢
Complaint letter
Inquiry letter
Order letter
Letter to the editor etc.
AKM/KV NO-1 ANGUL,ODISHA
A. Letter of Complaint
Suppose you placed an order of some items. The quality promised and the
quality of the items received is not the same. What will you do? You either
want to replace them or want your payment back. How can you do so?
This is where the letter of complaint comes into play. While writing this
type of letter,
➢ One must clearly provide the details of the problem faced
➢ Tell what action you want to be taken
➢ Provide information like the date of arrival of orders, order
number, or the details of the previous complaint (if any)
➢ Give a deadline to respond within
➢ Attach a copy or a specimen of the invoice or any other receipt
➢ Use polite yet assertive words regarding complaint issue
➢ Never excuse or make any allegation by self
Sample
Q. Write a letter to the in-charge of text-books section of NCERT, New
Delhi complaining about the non-availability of text books even one month
after beginning of new session. You are Rohit Rana reading in St. Xavier’s
school, Delhi.
Answer:
Examination Hall
St. Xavier’s School
Delhi
1st April 2021
North-west Supervisor
NCERT Office
Pitampura, Delhi
AKM/KV NO-1 ANGUL,ODISHA
Subject- Complaint regarding non-availability of textbooks.
Respected Sir/Madam
This is to bring to your notice that even after a month of commencement
of classes; latest NCERT textbooks are not available at any bookstore.
Students have to attend the school without textbooks. Some are
borrowing the older versions of their seniors with outdated syllabus. This
is resulting in problems in learning and understanding. The lectures
teachers are delivering are not having an effective impact on the
students.
Books play an important part in learning and Sir/Madam; I hope you
understand the intensity of the situation. I request you to undertake a
quick action in making the books available as soon as possible. I hope my
complaint does not fall into deaf ears.
Yours Sincerely
Rohit Rana
Sample:
Q. You had ordered a certain set of books from M/s Oxford Publishing
House. To your dismay, they had sent you a wrong set of books. Write
a letter to M/s. Oxford Publishing House, New Delhi, complaining that
the books sent by them were not those you had ordered for. Ask them
for replacement. You are Arun/ Varuna Joshi, Sector-20, Chandigarh.
Solution:
22/8, Sector-20
Chandigarh
4th February 2021
M/s. Oxford Publishing House
1/22 Sardar Patel Road
AKM/KV NO-1 ANGUL,ODISHA
New Delhi – 110002
Subject- Complaint regarding receipt of wrong set of books.
Sir/Madam
On February 1, 2021 I bought a book set (Order No. 000154) to be
delivered to 22/8, Sector-20, Chandigarh. To my dismay, I have not
received the set I ordered for and have instead, received the wrong set
of books. I am highly disappointed at such casual and unprofessional
attitude shown by your prestigious Publishing House.
To resolve the problem, I would appreciate it if you could replace the
wrong book set with the one originally ordered. Please let me know as
soon as possible what action you propose to take. Enclosed are copies of
the transaction document and the receipt.
I look forward to your reply and a resolution to my problem and will wait
for ten days before seeking help from a consumer protection agency.
Please contact me at the above address or by phone at 098100XXXXX.
Yours truly
Arun/Varuna Joshi
Enclosure(s) - Copy of receipt and transaction docs.
Questions for Practice
Q. Write
a letter to M/s. H.M.T. Corporation Chandigarh, complaining
that the wrist watch you recently bought from them does not function
properly and ask for replacement. You are Dipti/ Deepak Gupta, 450,
Sector 20, Chandigarh.
AKM/KV NO-1 ANGUL,ODISHA
B.Letter of Inquiry
As the name suggests this type of letter is the source of collecting
information. People usually use a letter of inquiry as one of the most
used business letter or formal letter. A letter of inquiry helps a person to
have information like some course or job inquiry, prices of services and
products, terms and orders or working agreements etc. One must always
keep in mind.
➢
➢
➢
➢
Give a brief introduction about yourself
Include the name of the organization (if possible)
Provide clear details about the area of inquiry
Present your queries and doubt in a clear and understandable
form
➢ Mention the deadlines by which you need the information
Sample
Q.Write a letter to the Tours Manager, Ashoka Tours and Travels,
Bangalore, seeking information regarding the tour packages offered by
the company. You are Mr. Ajay Mittal from Chandigarh, Punjab, who is
planning to visit all the holy places of South India with your aged mother
and father for a month’s time this January.
ANSWER
1/1, Mittal’s Villa
Rani Bagh
Chandigarh, Punjab
12th January 2021
Tours Manager
Ashoka Tours and Travels
Kalasipalayam
AKM/KV NO-1 ANGUL,ODISHA
North – Bangalore
Karnataka – 777777
Subject – Seeking information about your tour packages
Sir/Madam
I am greatly pleased to be told about your tour agency by a friend of mine
who recently availed your service for a trip to Ootty and Kodaikanal.
I am planning to take my aged parents on to a visit to all the Hindu temples
and Churches, especially the Church of St. Philomina in Mysore and
Meenakshi Temple in Madhurai, for a week’s time. Apart from the holy
places, we also wish to visit Thekkadi and backwaters in Kerala and Ootty in
Tamilnadu.
Kindly tell me the details regarding the places you cover in your pilgrim
packages. What is your mode of transport. We prefer hygienic buses or cars
with working air conditioners. We would be alright with three star or five
star stay in just a single room with television and cable connection. We wish
to be provided with strictly vegetarian breakfast but welcome fish or chicken
for lunch and dinner/supper. Besides, inform us the details of your charges
for stay, food and travel, all separately. Looking forward to an earliest reply.
Yours truly
Mr. Ajay Mittal
AKM/KV NO-1 ANGUL,ODISHA
Sample
You are Apoorva/Ashin librarian of Wisdom Public School Bangalore.
Write a letter to the Sales Manager of Navneeth Publishers Ltd.
Bangalore enquiring about undue delay concerning the delivery of
books for your school library for which you placed an order two months
ago. Also specify that you may have to cancel the order in case of
further delay as the first term of the academic year has almost come to
an end.
Answer
Wisdom Public School
Bangalore
20th September 2020
The Sales Manager
Navneet Publishers
Bangalore
Sub: Undue delay in delivery of books.
Sir,
We are sorry to show our displeasure at the undue delay in the delivery
of books for our school library. We placed a bulk order for the purchase
of books for the library two months ago. But it is unfortunate to note
that even after several reminders, the books have not been supplied.
Before we decide to take the next step, we would like to enquire from
you about the reason for this delay.
AKM/KV NO-1 ANGUL,ODISHA
You know that the first term of the academic year has almost come to
an end. If you fail to deliver the books up to 1st October 2020, we will
be compelled to cancel the order. We hope you will not compel us to
look for another supplier for the books.
Yours faithfully
Apoorva
Librarian
QUESTION FOR PRACTICE
You are Druv Gupta, 12/B, Jagruti Vihar, Delhi. Write a letter of inquiry
to Extra Marks Coaching, 1, Mount Road, Pitampura, inquiring about
the courses offered by the institute, timing, fee, teachers, etc.
C. Order Letter
When a buyer needs to order some goods, he writes an order letter to
the seller. The three main parts of this letter are
➢ The details of the items or the goods being ordered must be
clearly stated. It must have complete information like the
quantity of the goods, model number (if possible), etc.
➢ The information related to the shipping must also be clearly
given. The mode of shipping, shipping location and the desired
date for the goods to be shipped must be clearly stated.
The inquiry related payment whether it is the mode of payment,
date of payment or terms and conditions regarding payment
should be clearly mentioned.
AKM/KV NO-1 ANGUL,ODISHA
Sample
Q. You are Mohan Bhagat, Eureka Forbes, NOIDA. You have received
the reply to your inquiry letter from Woodcutters Inc, dated 2nd April
2021. You feel positive about the company’s terms and conditions.
Write a letter placing order for the furniture that you have mentioned
in the previous communication.
ANSWER:
Eureka House
Gandhi Road,
NOIDA -223344
2nd April 2021
The Sales Manager
3/C, Woodcutter’s Inc
Janakpuri, Delhi 112233
Subject: Placing order for furniture
Madam,
This is a follow-up of our previous communication, ref. no. 24/ERQ2021. Thank you for your timely response and concern. We would like
to place an immediate order for the following sets of furniture.
Code No.
Name of Article
Material
Quantity
2213
Conference Table
Wood
02
2276
Sofa
Steel & Wood
02
2233
Chairs
Wood
20
AKM/KV NO-1 ANGUL,ODISHA
As per our communication, we are sending a demand draft for Rs. 15,000
as advance payment. The rest of the money will be paid at the time of
delivery. Kindly comply with our agreement statements. We hope to
receive the purchase in three working days.
Yours truly
Mohan Bhagat, Asst. Engineer
Sample
You are Satish/ Sonali, the Literary Captain, in charge of the school
library. You have been asked to place an order for Children’s story books.
Write a letter to M/s Book Depot, Ram Nagar, Bikaner placing an order
for the books. Invent the necessary details.
Answer
T.H.S.S School
Ram Nagar
Bikaner
14th March 2021
M/s Book Depot
Ram Nagar
Bikaner
Sub: Order for Children’s story books
Sir,
We need no introduction as we are your regular customers. We would
like to place an order for Children’s story books for our school library. We
are providing a list of books We are in need of. Kindly deliver these books
in their latest edition and in proper conditions. We would be pleased, if
you could provide us suitable discount on these books. The list of books
with their particulars is attached herewith.
AKM/KV NO-1 ANGUL,ODISHA
Sl.
No.
1
Book Name
Name Author/Publisher
Copies required
Arabian Nights
Rupa & Co
20
2
Panchatantra
Children’s Book
30
3
Stories for children Society National Book Trust
40
4
Fables
30
Jaina & Co
We hope timely delivery and maximum discounts.
Yours faithfully
Satish
Literary Captain
Questions for Practice
Q. Write a letter to Steel House, Rawalpindi, Punjab, placing order
for steel utensils for your new home at Rawalpindi, Punjab. You are
Abu Malik, 343, Old Fort Road, Rawalpindi.
AKM/KV NO-1 ANGUL,ODISHA
D. Letter to the Editor
Q.Write a letter to the editor of a local newspaper on this issue of the
lack of a playground in your area.
(Hint : Children have no place to play — area surrounded by towering
buildings—as a result they are watching more television, playing video
games —no activity—leading to health problems like obesity —would
request the concerned authorities to seriously think on the issue—
perhaps building a central park would solve the problem)
ANSWER:
14-K, Mahrashtra Complex
Patna, Bihar
5th March 2021
The Editor
Hindustan Times
Patna- 1
Sub:- Lack of Playground in my area.
Respected Sir/Madam
Yours is a prominent newspaper in my area, and I find that you how been
highlighting various issues of local residents, which party workers
response very soon. Hence, I would like to bring your attention towards
a minor issue in my area.
In my area, children feel lack of a playground. Though, it is a developed
area of town; it is surrounded by tall building/towering buildings. As a
result, children have stopped playing outdoor games and are engrossed
in playing video games, mobile games and watching TV. This also has a
negative impact on their health and communication between colony
AKM/KV NO-1 ANGUL,ODISHA
children is very less. They aren't learning the basic values of childhood
like sharing, caring etc.
Therefore, I request authorities to look into the matter on a serious
node. The solution for this from my opinion is to build/construct a central
park.
Yours faithfully
Muskan Shekhar
Question: You are Saurabh Srivastava, a resident of Defense Colony
Bagdogra, Siliguri. Your colony is facing the severe problem of
inadequate and contaminated water supply. You decide to express
your views and make the authorities aware of the situation by writing
a letter to the Editor of The Siliguri Times, Siliguri. Write your letter in
about 100-120 words.
Answer:
Defense Colony
Bagdogra
15th April 2021
The Editor
The Siliguri Times
Siliguri
Subject: Inadequate and contaminated water supply.
Sir
Through the columns of your esteemed newspaper, I would like to draw
the attention of the civic authorities to the contaminated and
inadequate supply of water in our locality.
AKM/KV NO-1 ANGUL,ODISHA
It is unfortunate that the local civic authorities do not take care to
provide the citizens with even the basic amenities such as proper and
adequate water supply. In our locality, water is supplied only for three
hours in the morning. For the rest of the day the taps remain dry. Also,
the supplied water is impure. It is unhygienic and inadequate. There have
been cases of water borne diseases. The water borne diseases may break
out in the form of epidemic, if the problem is not properly addressed to.
It is expected that instead of ignoring the issue, the authorities
concerned will take immediate steps to ensure supply of adequate and
potable water in our locality so that we residents are able to live a
disease free and healthy life.
Yours truly
Saurabh
Question for Practice
Q.Write a letter to the Editor of a newspaper expressing your views
against the insensitive use of loudspeakers.
AKM/KV NO-1 ANGUL,ODISHA