FORMAL

LETTER
WRITING
Topic :- letter writing

What is Letter Writing?

A letter is a written form of communication used to deliver messages or information

remotely, either in physical form (written on paper and sent via post) or digitally (via
email).

English letter writing is the process of composing a piece of required information in a

structured and organized way. A letter can be one-way or two-way communication (sender
→ receiver or sender ↔ receiver) and can vary in type depending on the kind of message
and the receiving authorities.
Topic :- elements of letter writing
A letter can be meant for different purposes and might follow different
structures, but some basic elements are often used during letter writing.

Sender’s Address
The sender’s address is usually written at the top left-hand corner of the
page and extends across various lines. Each part should be written in a
separate line for clarity. No comma is required to separate the various parts
of the address.

Date
You can write the date in any official format. Do not use any abbreviations
while writing the date in a formal letter. The date can be mentioned in the
following format:.
September 6, 2023
6th September 2023
Salutation
This is a greeting to the person to whom the letter is addressed. If
the gender of the recipient is specified in the question, we can
use a salutation accordingly. But if it is not specified, we need to
keep it gender-neutral
Body
This is the meatiest part of the letter, as it contains all the
information that the writer wants to convey. The body includes
three main parts.

Introductory Paragraph/Sentence: It states the purpose of writing

the letter.
Informative Paragraph: Give details of the problem, its causes,
effects, possible solutions, etc.
Concluding Paragraph/Sentence: It states your hopes, comments,
requests, suggestions, etc.
Complimentary close
This is a polite way to end the letter. We often use ‘Yours
Sincerely’ or ‘Yours Faithfully’ to end formal letters.

Signature
This refers to the details of the sender—name and
designation, if provided.

Types of letter writing

The letters are divided into two main categories that later
get divided into subcategories.
Formal letter writing
What is it ?
These kinds of letters are also labelled as
business letters, as they are often used for
official purposes like job applications,
resignations, inquiries, and complaints to an
authority. These are written in a formal tone
with a structured format. The content must
be clear and to the point.
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 -1
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

20 JULY , 20XX

The North-west Supervisor

NCERT Office
Pitampura, Delhi

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’ textbooks 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 Truly

Rohit Rana

Sample: 2
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 20XX

M/s. Oxford Publishing House
1/22 Sardar Patel Road
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 solution to my problem. I 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

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 :1
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 June 2024

The Tour Manager

Ashoka Tours and Travels
Kalasipalayam , North – Bangalore
Karnataka – 777777

Subject – Seeking information about your tour packages

Respected 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

Sample :2
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 June 20XX

The Sales Manager
Navneet Publishers
Bangalore

Sub: Undue delay in delivery of books.

Sir/Madam
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.
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 truly
Apoorva
Librarian
C. Letter of Placing Order
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.
Sample: 1
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 2024

The Sales Manager

3/C, Woodcutter’s Inc
Janakpuri, Delhi 112233

Subject: Placing order for furniture

Sir/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.
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:2
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

24th March 2024

M/s Book Depot

Ram Nagar
Bikaner

Sub: Order for Children’s story books

Sir/Madam
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 condition. We would be pleased, if you could provide us suitable discount on
these books. The list of books with their particulars is attached herewith.
We hope timely delivery and maximum
discounts.

Yours truly
Satish
Literary Captain
D. Letter to the Editor
Purpose of the letter
• To express one's opinion on a wide range of issues.
• To express and share one's observation and views in a
public forum, for example a magazine or a newspaper
Language of the letter
• Formal language must be used
• Repetition of ideas must be avoided
• Sub paragraph should be used in an organized way
• Personal outlook must be included but bias language
should be avoided
• Word limit must be kept in mind
Sample 1). The National bravery awards are given to honour those children who have
demonstrated selfless courage in the face of all odds . These awards serve as inspiration to
other children and motivate them to follow in their footsteps . Similarly, the government
should institute national environment crusader awards for children who dedicate
themselves to spreading awareness about saving the environment. Write a letter to the
editor of a national daily , in 120 words , expressing your views on the above . Use your own
ideas along with ideas from the UNIT ENVIRONMENT , to write the letter . (CBSE 2025, set 4)
Answer :-
To
The Editor,
The Hindustan Times,
New Delhi.

Date :- 19 july , 20XX

Subject: Instituting National Environment Crusader Awards for Children

Sir/Madam,
Through the columns of your esteemed newspaper, I wish to highlight the need to recognize
children who take active steps to protect our environment. Just as the National Bravery
Awards honour courageous children, the government should institute National Environment
Crusader Awards to celebrate young eco-warriors.

Today, climate change, pollution, and environmental degradation threaten our future. Many
children are already leading tree plantation drives, waste segregation campaigns, and
awareness programmes in their schools and communities.
Honouring such efforts will motivate others to adopt sustainable practices and
take responsibility for the planet.

This initiative would not only acknowledge their dedication but also promote a
culture of environmental stewardship among the youth.

Yours faithfully,
Student name
Student, Class X

SAMPLE 1) Vocational education prepares learners for jobs that are based on
manual or practical activities. Taking ideas from the unit ‘Education’, along with
your own ideas , write a letter to the editor of a newspaper in about 120 words ,
providing information to the students about the growing need of Vocational
education in the present day world. ( CBSE 2024, set 4)
Answer
To
The Editor,
The Times of India,
New Delhi.

Subject: Growing Need for Vocational Education in the Present-Day World

Sir/Madam,
Through the columns of your esteemed newspaper, I wish to highlight the
growing importance of vocational education in today’s world. In a competitive
job market, industries now seek skilled and specialised workers rather than just
degree holders.

Vocational education equips students with hands-on training and practical skills,
building a strong link between learning and real-world application. It enhances
employment opportunities and prepares students to become self-reliant and
entrepreneurial.

Introducing vocational courses at the school level can help learners identify their
strengths early and thrive in diverse work environments. This will not only benefit
individuals but also contribute significantly to the nation's economic growth.

I hope my views will encourage educational institutions and policymakers to

prioritise vocational training.

Yours faithfully
Student name
Student, school name
TOPIC:- PREVIOUS YEAR QUESTIONS
CBSE 2025, set 4:-
Q1) ‘Atithi Devo Bhava ‘ has been India's stand since times immemorial. However , you feel to
attract tourists only tourism promotional drives so not suffice . It is important to sensitize those
in the tourism industry to conduct themselves with proriety as hosts , and they must treat the
tourustwith respect , ensure their safety and support them during their visit . As Hebru R. , write a
letter to the tourism Department expressing your concerns . Use your own ideas along with the
ideas from the unit :- Travel and Tourism, write a letter in not more than 120 words.
Answer
Hebru R.
123 Green Valley Lane
Bangalore – 560043
23 July 2025

The Director
Department of Tourism
Government of India
New Delhi – 110001

Subject: Need to Sensitize Tourism Industry Professionals

Respected Sir/Madam,

India has long believed in “Atithi Devo Bhava”, but promotional campaigns alone are not enough
to attract or retain tourists. It is essential to sensitize those working in the tourism sector about
their role as responsible hosts.
Tourists must be treated with dignity, ensured safety, and offered genuine support.
Guides, transport providers, and hotel staff should be trained in hospitality, ethics, and
communication. A warm and respectful environment will boost India’s global image
as a welcoming destination.

I hope the Department will take steps to implement training and monitoring that
make hospitality a lived experience, not just a slogan.

Thank you.

Yours sincerely,
Hebru R.

CBSE 2020 set 4(for practice)

●

CBSE 2020, set 4

CBSE,2019, SET 1

CBSE 2019, set 2

CBSE 2019,set 3

CBSE 2019, set 4

CBSE 2019, set 5

More practice questions
Q1) Ecotourism means responsible travel to natural areas conserving the environment. Imagine
yourself as a member of the Ecotourism Society of India. Taking ideas from the units
'Environment' and Travel and Tourism', write a letter to the Ministry of Tourism, mentioning the
ways to propagate Ecotourism by sensitizing people .(CBSE 2024,set 4)
Answer :- To
The Secretary,
Ministry of Tourism,
Government of India,
New Delhi.

Subject: Promoting Ecotourism for Environmental Conservation and Community Development

Respected Sir/Madam,

I write to you on behalf of the Ecotourism Society of India to emphasise the urgent need to
promote ecotourism across the country. Ecotourism encourages responsible travel to natural
areas, helping conserve the environment while supporting local communities.

In today’s time of ecological imbalance, sensitising people about sustainable travel is essential.
The Ministry can play a vital role by launching nationwide awareness campaigns, collaborating
with educational institutions, and integrating ecotourism modules into school curricula.
 Workshops, seminars, and interactive media—such as videos, infographics, and
real-life success stories—can effectively engage and inspire the public.

Furthermore, involving local communities in tourism planning and

decision-making will ensure inclusive growth and long-term impact. These steps
will preserve our natural heritage and promote environmentally responsible
tourism.

Yours sincerely,
Riya Mehta
Member, Ecotourism Society of India

Questions for Practice

Q1.Write a letter to the Editor of a newspaper expressing your views against the
insensitive use of loudspeakers.
2)You are Madhu/Madhur of 57, Krishna Nagar Colony, New Delhi. You bought a
washing machine from Digital World, New Delhi. After two months of purchase,
you find that the machine is not workingproperly. Write a letter to the Sales
Manager complaining about it. Also request him to replace it.
3.You had bought a mobile phone from Electronics India, Gurgaon. But it has
developed a problem. Write a letter of complaint to the Manager asking for repair
or replacement of the same. You are Sadhna/Sunil of 126, Nehru Nagar Gurgaon.
4.You had bought an expensive alarm clock but you realise that it is not
functioning properly. Write a letter to Ashok Watch Company, Noida complaining
about the same.
5. You are Sona/Samkit of Vidyanjali Public School, Lucknow. You have seen an
advertisement in 'The Times of India' related to new batches of 'Astronomy Club'
initiated by National Science Centre, Lucknow starting from the coming
fortnight. You wish to join the Club. Write a letter to the Director, enquiring about
the venue, duration, fee-structure, activities, transportation etc. (100-120 words)
6. You are Jatin/Ankita, the Cultural Secretary of ABC Public School, Pune, You
wish to arrange an educational trip to Jaipur. Write a letter to Aradhya Tours and
Travels, Pune enquiring about their conducted tours.
7. You are the In-charge of the Medical Section of Gyanodaya Public School,
Nehru Vihar, Alwar. Your stock of medicines is about to finish. Write a letter to the
Director of Jambo Medicare, Delhi, ordering medical items like glucose, crocin,
bandages, tincture, pain-healers, ointments, etc. Ask for discount on bulk order.
Invent other necessary details. (100— 120 words.
8.You are a sports scout*. Write a letter to the Governor of your region, drawing
attention to the need for creating and upgrading sport facilities and following
practices to enable the local / indigenous talent from your city, to hone their
skills. Include specific recommendations. Write the letter in not more than 120
words using ideas from Unit I: Health and Medicine, along with your own.
Q8)Though there is a movement like the 'Sarva shiksha Abhiyan' and the enrolling of
underprivileged children in schools, there are still many children, like the one in the
picture, who do not go to school, rather they have never even seen a school. It is
indeed You decide to write a letter to the editor of a newspaper expressing your
views and the steps to be taken. Take ideas from the MCB unit 'Education'. Write a
letter in about 120 words.
9)Recently your school celebrated 'Van mahotsava Week'. Write a letter in 100-120
words to the editor of a local daily describing the importance of trees in our life. You
are Ram/Rama of Class X, Pinewood School,
New Delhi.
10) The pie-chart given below shows the changing trends in the recreational of
children of two different generations. You are disturbed at very little importance
being given to book reading followed by sports and games which are mostly indoors
resulting in poor health and stamina. You decide to write a letter to the editor of 'The
Herald Tribune', New Delhi on this issue, suggesting ways and means to improve the
condition. Sign yourself as Malvika/Manas, a Health Specialist from New Delhi and
write a letter in about 120 words.
Thank you