Elements of Formal Letter
Main Elements
Example
of Letter
SA-20/198 S.M. Ashok Nagar
Sender’s Address
New Delhi-110092
Date 16th January, 20XX
Mr. Bhatiya
Digital Consultant
Receiver’s
SLC Enterprises
Address
59/1786, Mehmurganj
Baghpat- 250609
To Close Relatives– Dear Friend
To acquaintances– Dear Mr.
Salutation Bhatiya
To Unknown Persons– Respected
Sir/Madam
(Should be short and to the point)
Subject Application for the Post of Web
Developer
1. Introductory Paragraph
The Body 2. Informative Paragraph
3. Concluding Paragraph
The ending part of the Letter.
Complimentary
Must have an emotional tone
Close
matching with the “Salutation”
(Sender’s Name)
Your’s Sincerely
Name
Ak Chaturvedi
Web Developer
Letter of Complaint
There are the following types of complaint letters:
• Complaint for Business
• Complaint for Public works, & utilities
• Complaint for office law and order
• Complaint (student-related)
Question 1– Letter on Public Welfare: You are Sarita/ Subham Jain of Block
13-M.S. Colony, Chennai. Write a complaint Letter to the Municipal
Corporation Commisionarate Chennai about the worsening condition of your
locality because of Mosquito related diseases. Give some useful suggestions
to improve the condition.
Block 13
M.S. Colony
Chennai
————–
16 February 2023
————–
The Commissioner
Municipal Corporation
Chennai
————–
Subject: Worsening Sanitary Conditions
————–
Sir,
I am a resident of Block 13- M.S. Colony and am deeply worried about the
booming cases of diseases related to mosquitoes and insects. People in our
Society have already suffered a lot.
The critical sanitary and health condition of our society is a failure of the
“Swachh Bharat Mission”. The Sanitary management done by the Municipal
Corporation is not sufficient, as there are very few dustbins and the open
yards are used for dumping the trash material.
Sir, it will be a good opportunity for all of us to clean our area as the cases of
parasites fewer like Dengue and Malaria are increasing day by day.
A responsible step taken by the Municipality will be highly appreciable to
clean our Society.
Your’s truly
Sarita Jain
Official Letter
Question– Write a letter to the Regional Transport Office on the issue of harsh
driving by Bus drivers on busy roads. Provide valid information and convince
the Manager of the Transport authority to take the necessary steps. You are
Rajesh Chauhan.
A Specimen of Official Letter Writing:
Main Lines Colony, Haidargargh
Lucknow-112793
————(Leave a line)
29th August 2023
————(Leave a line)
The Manager
Transport Authority
Haidargarh, Lucknow-112793
————(Leave a line)
Subject- Rough & dangerous driving skills of Roadways buses
————(Leave a line)
Respected Sir,
I wish to draw your attention to the harsh driving of the Roadways buses, as
There are multiple news of road accidents coming out on a daily basis.
Many times it has been seen that the bus driver often runs at very high speed
and mostly they never apply brakes or slow down on blind turns. The
roadways buses often pass by bicycle riders at very high speeds without
concern for road safety.
As per passenger safety, the Transport law states that the speed limit should
not be higher than 45KM/H and there should be CCTV cameras inside the bus
for public safety, but none of the rules are being followed.
A quick reaction from the transport department regarding this issue is warmly
welcomed.
Your Obedient
Rajesh Chauhan
@ Question– You have couriered a set of books to your parents living in
Mumbai through “Flyset Courier Service Private Limited“, but your parents just
told you that they haven’t received the books yet. The regional office of the
courier service is not responding to your verbal complaint. Write a letter to the
managing director of the courier company. You are Arpita/ Arun of New Delhi
SA-20/175.
New Delhi, (Sender’s Address)
SA 20/175
———(Leave a Line)
15th October 2023 (Date)
———(Leave a Line)
Managing Director (Receiver’s Address)
Flyset Courier Service Private Limited
New Delhi- 110219
———(Leave a Line)
Subject: Courier Not Delivered
———(Leave a Line)
Dear Sir/ Respected Sir,
———(Leave a Line)
This is to bring under your kind consideration that I have sent some books to
my parents in Mumbai through your courier service having consignment
number 40N311 and dated back 23 August 2023.
I urgently need to inform you that the courier tracking is showing as “courier
still on the way”. I have also reached out to your Regional office located in
Delhi, but no help was provided. The payment receipt Id is “144563”.
Sir, the books are very expensive and are urgently demanded by my parents. I
request you to please check out and look for the possible problems and help
me to know the status of my courier.
A quick response will be helpful & highly appreciated.
———(Leave a Line)
Yours Truly
Arun Pandey
@ Another example:-
Ellys Academy
Whitefield
Bangalore – 560066
Subject: Enquiry regarding the job opening for the post of English Language Trainer
Sir/Ma’am,
With reference to the mail I received dated 28/12/2021; I would like to enquire about the
job opening for the post of English Language Trainer at your esteemed institution.
I have completed my post graduation in English Literature. I have experience working as
an English Teacher for two years and as an English Language Trainer for a year. I have
been looking for opportunities to work with an organisation like yours that associates with
different institutions and trains their students. I would like to know more about the job role
and other related details. Kindly send me a brochure so that I can learn more about your
organisation and the activities you carry on.
I hope to hear from you soon and would also like to meet you in person for an interview
on a suitable date. I am enclosing a copy of my updated resume for your kind perusal.
Thanking you.
Yours sincerely,
Signature
SAJITHA RAVINDRAN
