Letter Writing

Kinds of Letter Writing

1) Formal Letter (Official letter)
2) Informal Letter (Un-official Letter)

Kinds of Formal Letter Points of Formal Letter

i) Leave application - Sender address
ii) Letter to the Editor - Date
iii) Placing an order - Receiver address
iv) Complaint letter - Subject
v) Inquiry letter - Salutation word (Respected sir)
- Body of the letter
- Closing (sing/Name, designation)

Leave Application

Q) Write an application for three days leave to the Principal of your school as you are unable to attend
school because of viral fever.
Answer:
Manoj Patil
28, Aadarsh Nagar,
Pune

16 November, 2016
The Principal
Model School
Pune

Sub : Requesting for three days leave.

Respected sir,
With due respect I would like to request to grant me three days leave as I am suffering from viral
fever. So I will not be able to attend school for three days. I request you to be kind enough to grant
me leave for the same. I shall be absent from 17 November 2016 to 19 November 2016.
Thanking you.
Yours obediently,
Manoj Patil
Class VIII
 Letter to The Editor
Q) Write a letter to the editor of The Times of India, expressing your opinion and views on the increased
human dependence on technology. Right from a small child to an adult, or even an old man, everyone
wants gadgets only-cell phone, I-pod, laptop, etc. This also has a negative effect on social relationships.
Using your own ideas write the letter in 100-120 words. You are Rohan/ Rohini Sharma, 28, Shahid
Nagar, New Delhi.
Answer:
Rohan Sharma
28, Shahid Nagar
New Delhi

15th May, 20 xx
The Editor
The Times of India
New Delhi

Subject: Human Dependence on Technology.

Respected sir,
Through this letter of mine, I wish to draw the attention of everyone towards the increased dependence
of humans on technology. We use internet for any type of information which we find only a click away.
Everyone, whether a child or an adult, wants gadgets like cell phones, I-pod, laptop, etc. No doubt,
technology is a boon to mankind and has a great future ahead. But in my opinion, we should not depend
on it as excess of everything is bad. It is making everyone lazy. On the other hand, cyber-crimes are also
growing. The key word for this is caution.
We must make judicious use of technology and should not totally depend on it. We must believe in natural
and simple living. I hope you will publish this letter in your newspaper for better future of human beings.
Thanking you.
Yours sincerely,
Rohan
Q) You are Amit/ Amita. You happened to take part in a medical camp organized by Health Club of your
school in a remote village near Delhi. You are surprised to find that most of the people there have no
awareness of basic health and hygiene. As a concerned citizen you decide to take up their cause and
organize camps to make the villagers aware of the importance of hygiene. Taking ideas from the given
notes and the unit on ‘Health and Medicine’ along with your own ideas, write a letter to the editor of a
newspaper, in about 120 words, expressing your concern and encouraging youngsters to take part in
such campaigns.

Answer:

Amit
47, COD colony
Jaipur

18th February, 20 xx

The Editor
The Hindu
New Delhi

Subject: Creating Awareness towards Health and Hygiene

Respected sir,
Through the columns of your esteemed newspaper, I wish to draw the attention of the youngsters
towards the negligent attitude of people towards basic health and hygiene. The villagers are not
paying any attention to sanitation and personal hygiene which is leading them towards ill health. This
hurdle can be overcome by organizing Health Camps in these areas where we can make these
villagers aware of the importance of a healthy lifestyle by means of discussions or health checkups
by specialists. A small dispensary can also be set up there for their regular routine checkup. They
must be taught that cleanliness is next to godliness. I invite youngsters through this letter of mine to
volunteer their names so that we can put our plan into action. A little effort on our part will save these
villagers from contracting serious diseases.
Thanking you.
Yours sincerely,
Amita
 Placing an order
Q) You are Sakshi/Saksham, Hostel Warden, Radha Krishna Public School, Vrindavan, Uttar
Pradesh. Write a letter to the Sales Manager, Bharat Electronics and Domestic Appliances Ltd., New
Delhi, placing an order for fans microwaves, ovens and geysers that you wish to purchase for the
hostel. Also ask for discount permissible on the purchase.
Answer:
Saksham
Radha Krishna Public School
Vrindavan
Uttar Pradesh

18 May 20XX
The Sales Manager
Bharat Electronics and Domestic Appliances Ltd.
New Delhi 1100XX

Subject: Placement of order for electronics items.

Respected sir,
We are happy to place the order for the following items. Kindly send the following items at the
above. address through transport carefully.
Name of the Items No. of Items
Fans 50
Microwaves 25
Ovens 30
Geysers 25
All the items should be in good condition, well bound and packed properly. The items must be
delivered by the end of the month of the issue of this letter. Any damage during transportation would
be your responsibility. As in the past also, we have never been given any opportunity to complain and
the goods have always reached as well on time, and in excellent condition as per our specifications.
We do expect the same delivery this time as well. Kindly offer us a suitable discount as has been the
practice all these years. Payment will be made through rtgs once the order received.

Yours Sincerely,
Saksham
Hostel Warden
Q) As head of the music department of your school, write a letter to Hyderabad Music House,
placing an order for some music instruments like Sitar, Harmonium, Tabla, Tanpura and Guitar. You
are Anvita/Anil of DIPS School, Paschim Vihar, New Delhi.

Answer:

Anil
DIPS School
Paschim Vihar
New Delhi

20 January 20XX

The Proprietor
Hyderabad Music House
New Delhi

Subject: Placement of order for musical instruments

Respected sir,
This is to inform you that our school management has decided to place an order with your company
for the supply of music instruments; the list is given below.

Name of the Items No. of Items

Sitar 5
Harmonium 10
Tabla 4
Tanpura 6
Guitar 2

The price quotation submitted by your agents has been approved and the institutional discount of 10
per cent offered by you has been accepted. Kindly make it convenient to send the delivery within 15
days. I am sure proper packing of the instruments will be taken care of and the responsibility of any
damage caused during transportation, shall rest with you. I hope future repairs and maintenance of
the pieces will be provided by you promptly and satisfactorily. The payment will be made through a
crossed cheque to your agent just after the delivery.

Yours faithfully
Anvita
Head of Dept (Music)
 Complaint Letter

Q) You are Raman/Reena of 240, Shahid Nagar, Agra. Write a letter to M/s Agarwal Sales
Corporation complaining about the poor performance of the washing machine purchased from their
showroom, mentioning clearly the specific problem you are facing and the action you want. Give all
the relevant details.
Answer:

Raman
240, Shahid Nagar
Agra

25 January 20XX

The Manager
M/s Agarwal Sales Corporation
Agra

Subject: Complaint about defective washing machine

Respected sir,
I bought an LG washing machine from you Shahid Nagar Branch on 1 January 20XX vide cash memo
number 123. It has a warranty of two years. I regret to inform you that it has developed a technical
snag in the first month itself. Its water dispenser is not working properly. The dryer and water outlet
are choked and sometimes it gives electric shock too. It’s a matter of grave concern that a brand-new
machine should develop so many defects in the first month of its purchase.

It is not only disappointing but shocking too as the electric shocks could put the user’s life at risk.
Since it is still under warranty, you are, therefore, requested to replace it at the earliest. I sincerely
hope that such cases are few and far between and do not get repeated.

Yours faithfully,
Raman
Q) You are Deep/Deepa, Librarian of Happy Public School, Shamli. You had placed an order for a
few books for your school library. When the books were delivered, you found some were damaged
and some were missing. Write a letter to the Sales Manager of Student Publishers Limited, Delhi
asking for their immediate replacement.
Answer:

Deep
Happy Public School
Shamli

20 January 20XX

The Sales Manager

Student Publishers Limited
Delhi

Subject: Replacement of missing and damaged books.

Respected sir,
This is with reference to our order no 967084/3421/16. The parcel was delivered on 18 January 20XX.
It pains me to write that the condition of some of the books was deplorable. Knowing the track record
and the amicable relationship that we have shared over the past few years, this condition of the books
came as a big disappointment. Some books, we received, were found damaged and some were
missing. The following is the list of books for which we require immediate replacement.

Book Author Type of damage

1. Fault in Our Stars John Green wet
2. Paper Town John Green wet

The following is the list of the missing books.

Book Author
1. Top Letter SK Taneja
2. Pride and Pyramid Tane Ashish
3. Latest General Knowledge KK Ghai

You are requested to provide the above books without any delay.

Yours faithfully
Deep Librarian
 Inquiry Letter
Q) You are interested in a short–term course in computer graphics during the holidays. Write a letter
to the Director, Fortune Graphics Computers, inquiring about their short–term courses and asking
for all the necessary details. You are Anuj/Anju of 28 A, Uttam Nagar, New Delhi.
Answer:

28 A, Uttam Nagar
New Delhi

12 July 20XX

The Director
Fortune Graphics Computers
Laxmi Nagar
New Delhi

Subject: Inquiry about the short–term courses in computers.

Respected sir,
I came across your advertisement in the Times of India dated 11th July. I would like to know in detail
about the courses offered by your institute. The advertisement was a comprehensive one and offered
a variety of courses. Since it’s the age of technology, my interest is in line with it. I am a class X
student and wish to pursue a course in computer graphics during the summer vacation after my board
exams. Kindly send all necessary details, including the courses offered, its duration, fee structure,
etc. at the above address. The payment for the brochure shall be made at the time of the delivery.
Thanking you in anticipation.

Yours faithfully
Anuj
Q) As a health-conscious person, you noticed an advertisement in the newspaper on yoga classes
in your neighbourhood. Write a letter to the organizers enquiring about the duration of the course
and other relevant details. You are Swapna/Surendra of 60, RK Puram, New Delhi.
Answer:

60, RK Puram
New Delhi

21 October 20XX

The Organizer
Yoga Point
RK Puram,
New Delhi

Subject: Inquiry about Yoga classes

Respected sir,
I came across your advertisement in the Hindu dated 20th October. I would like to know the details
about Yoga classes offered by you. I am a student of class X. I wish to pursue Yoga classes in the
evening. As a health-conscious person, I feel Yoga not only is an exercise of the body but it is also of
the mind and soul. I am very keen to join these classes as this is the need of the ailing society today.
Kindly send me the details, including the courses offered, their duration and the fee structure, at the
address given above.

Thanking you in anticipation.

Yours faithfully,
Swapna
 Informal letter

Points of Informal letter

- Sender address
- Date
- Salutation word (Dear Father/Mother/etc.
- Body of the letter
- closing (Your Lovingly, Affectionately,)

Q) Write a Letter to your uncle thanking him for a birthday gift.

Answer:
83, Rajouri Garden
New Delhi

February 4, 20XX

My Dear Uncle,

My parents celebrated my birthday with great rejoicing. I got many gifts. But like the
most your gift. I want to say thank you for the beautiful wristwatch that you sent. It was
very nice and I needed this very much since I lost– my watch last month. Everyone liked
it. I will keep it with care. It will remind me of your deep love for me.

Please convey my regards to my aunt.

With best regards

Yours loving Niece,

Aryan

Q) Write a letter to your friend inviting him to your elder sister’s marriage ceremony.
Answer:
House no. 26
West Guru Angad Nagar
New Delhi

May 15, 20XX

Dear Rony,

I received your letter yesterday. I am glad to know that you are well. Today I shall give
you good news. The wedding of my sister comes on July 18. I invite you to attend the
wedding. My parents will be very glad to see you. We shall make funs together. You
must come. With best regards for you and your parents.

Yours ever
Asha