WRITING SKILLS : LETTER WRITING
LETTER WRITING
Although technology has advanced over the years, making way for e-mails and chats; for most of us, writing letters continues to be the most convenient way of making official conversation.
Letters are of different types,formal and informal,social letters and notes of invitation.
Personal letters are informal letters written to family members, relatives, friends and acquaintances.
Formal letters are written to officials of firms, Editors of news paper Principals of schools and colleges.The language used is courteous and simple.
Letter to the Editor
Important points
Begin with reference to a recent development/ event/ issue
Give details of topic—bring out cause-effect relationship.
Offer suggestions/ solutions
Do NOT ask the editor to solve the problem as he can only voice your views,
ideas.
Remember that a 'leading national daily' means that a newspaper that is
popular across the country
FORMAT
Sender’s address
Date
Receiver’s Designation
Address
Subject: __[Underline the subject]___
Dear Sir / Madam
Content Para 1-Opening statement—introducing oneself, stating the purpose of
writing the letter - Through the columns of your newspaper, I wish to
highlight/bring to your notice/express my concern…, This is with reference to…,
This is to bring to your notice that…
Para 2-Reasons advanced/Describe the nature of the complaint/problem
[cause and effect of the problem]......... has led to ………………… As a
result……………………
Para 3-Suggestions to solve the problem at an individual level and as a group
( I feel that ….. In my opinion ……….. I suggest that …….. can
be ………The government must/can ……………….. )
Para 4- Closing statement I hope… I would request you to….. I look
forward to your ….
Yours faithfully/ truly/sincerely
Sender’s Name
Question . You are Rachna/ Raghu. You happen to see the following news item in a
newspaper. Write a letter, in about 100-150 words, to the editor of the newspaper
about your views on the matter.
(New Delhi: The supreme court has passed an order that it is the responsibility of
every citizen to look after aged parents. If they fail, they will have no right of
inheritance.)
Complaint letter
Although the motive of complaint letter is to vent out your grievance and frustration, it is imperative that you use a tone which is polite and simple. Try to be formal and avoid using offensive and disrespectful words.
Tips for writing a Complaint Letter
Make sure that you introduce yourself properly.
The purpose of writing should be loud and clear.
Do not deviate from the topic and write to-the-point.
Make sure you adhere to the format as it carries marks.
Underline the subject of the letter with a pencil. Also, underlining the main points is very important, but it is advisable that you do it after finishing yourexam. Use a pencil and scale for underlining.
Make sure you double check for grammatical accuracy and spellings. Theycarry marks.
Leave adequate number of lines between paragraphs to make it look clean.
Presentation is very important.
FORMAT
Sender’s address
Date
Receiver’s Name
Designation & Address
Subject: __[Underline the subject]___
Dear Sir / Madam
Content Para 1-Opening statement—introducing oneself,
Para 2-stating the purpose of writing the letter
Para 3 - Closing statement -I request you to undertake a quick action as
soon as possible….. I hope my complaint does not fall into deaf ears.. I look
forward to your ….
Yours sincerely
Sender’s Name
Question. Write a letter to the Municipal Commissioner of your locality bringing to his notice the insanitary conditions prevailing in your area.
Inquiry letter
An Enquiry letter is a formal letter, written to enquire and get details regarding something that a person wants to gain further knowledge about.
FORMAT
1. Sender’s address: Include email and phone number, if required.
2. Date: Below address. Leave one space or line.
2. Receiver’s address
3. Subject of the letter
5. Salutation (Sir / respected sir / madam)
6. Body
Paragraph 1: Introduce yourself and the purpose of writing the letter
Paragraph 2: Detail of the enquiry
Paragraph 3: Conclude / end
7. Complimentary Closing
8. Sender’s name, signature and designation (if any)
Question.You intend to join coaching classes at International Coaching Center situated in
Delhi. The institute specializes in teaching science to classes XI – XII. Write a letter
of inquiry in 100-120 words addressed to the Administrator incharge of the
institute seeking clarification about the timings, duration, staff, transport and other necessary details for joining the institute. You are Rajesh/Rajni 2, Library Road New Delhi..
Order Letter
An order letter is written for the purpose of purchasing something. It is composed in a formal method of writing.
Tips for writing the order letter:
The letter should be very precise, there is no casual talking required here.
The language should be easy and being formal.
Do not make any mistakes in the specifications and quantities.
Avoid spelling and grammatical errors.
Stick to the topic
Be polite. You are ordering for goods, you're not ordering the person.
Avoid using too many adjectives.
Don't use jargons.
Don't hesitate to place the order, but don't forget to plan before writing.
Provide contact information so the recipient can get in touch if there’s a
problem.
FORMAT
1. Sender’s address: Include email and phone number, if required.
2. Date: Below address. Leave one space or line.
3. Receiver’s address
4. Subject of the letter
5. Salutation (Sir / respected sir / madam)
6. Body
Paragraph 1: Introduce yourself and the purpose of writing the letter
Paragraph 2: Detail of the articles ordered(Briefly outline the details of the
transaction, such as the item model name, colour etc, the name of the buyer or client,
their address if relevant, and the medium of payment. This is essentially a summary
of the order to reassure the recipient that everything is going smoothly.)
Paragraph 3: Conclude / end
7. Complimentary Closing
8. Sender’s name, signature and designation (if any)
Question: You are the purchase officer of a company.Write a letter to a furniture dealer in the other town,placing an order for the requirement of Fifty revolving chairs as early as possible.
LETTER TO THE EDITOR -1
Your name
Address
Phone / Email:
Date
The Editor
Name of the newspaper
City of publication
Subject -
Dear Sir
The insensitive use of loudspeakers has become quite a nuisance in our cities. The most annoying thing is that loudspeakers have now become an integral part of almost all celebrations. People seem to believe that even private occasions like marriages and birthday parties would be incomplete without the blaring of loudspeakers.
Sincerely
Your name
APOLOGY LETTER -1
The Principal,
Bal Bhavan International School,
Dwarka ,Sector 12
New Delhi.
Date: 30
th July 2024
Subject: Apology for bunking class
Respected Madam,
I ,…(name,class & section)……. am writing this letter to express my apology for
bunking class on (Friday- 26
th July). I understand that my actions were inappropriate
and disrespectful to both the school's rules and the efforts of the teachers.
I understand the importance of attending every class for my benefit · I deeply regret
my actions and assure you that it will not happen again.
Yours sincerely
….…………(Your Name)
….………..(Class & section)
APOLOGY LETTER -2
The Principal,
Bal Bhavan International School,
Dwarka ,Sector 12
New Delhi.
Date: 31
st July 2024
Subject: Apology for misbehaving in class
Respected Madam,
With due respect, I ,………(name,class & section).…. beg to say that I have been
found guilty of misbehavior with my chemistry teacher on [30
th July 2024] I realized
that it was wrong on my part.
I am quite ashamed of my conduct and apologize for that.
Hence, I assure you of not committing such mistakes in future.
Kindly forgive me.
Yours obediently,
….…………(Your Name)
….………..(Class & section)
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