FORMAL LETTER

WRITING
Letter of Order
Letter of Enquiry
Letter of Enquiry
Sender’s Address Complete address

11th March, 2022

Date

Concerned person
Receiver’s Name & Address
designation (if given) + Add.

Subject Purpose of letter (1 liner)

Sir/ Ma’am
Salutation

Opening Statement This is with reference to ………..

- Introduction
- Details of inquiry
- Humble plea for reply
Body of letter - Conclusion

Complimentary close Your Sincerely

and name Name
 Letter of Inquiry

You are interested in a short–term course in

computer graphics during the holidays. Write a
letter to the Director, Master Teach Computers,
inquiring about their short–term courses and
asking for all the necessary details. You are
Suman/ Sanju of 138B, Punjabi Bagh New Delhi.
138 B, Punjabi Bagh
New Delhi 1100XX

11 March 2022

Always leave a line

The Director
Master Teach Computers
Rajouri Garden
New Delhi 1100XX

Subject: Inquiry about the short–term courses in computers

Respected Sir/Madam

I am Shubham, a class 10 student of DAV Public School, Preet Vihar. I came across your advertisement in the Times of India dated 11th February
and I am interested in joining a short term course in Computer Graphics during the months of May-June, 2022.

I would like to request for the following details about the computer graphics course offered by your institute :
1. Schedule and Duration of classes
2. Details of the course structure
3. Fee structure of the course
4. Eligibility criteria for course and documents required

Kindly send the details at the earliest so that I can take a timely decision.

Yours faithfully
Suman/ Sanju
Opening for Inquiry Letters :

1. My name is ….., I am a STUDENT OF CLASS

X (or whoever you are as mentioned in
question). I came across your
advertisement in …… and I am interested in
……

2. This is in reference to your advertisement

in …….. On date XYZ. My name is …. and I
am interested in …..

3. This is in reference to your advertisement

in …., dated ….. 2022. We (if you are
representing an institution) are very
interested in ……
CLOSING LINES for Inquiry Letters :

1. We would also like to know if there is an

additional discount on the
course/services. Kindly, share the details
at the earliest on our email
xyz@gmail.com

2. Kindly send me the latest brochure with

above details at the earliest so that I can
take a timely decision.

3. Looking forward to your reply with above

details. You can alternatively reach me on
email as well - xyz@gmail.com

4. Kindly send me the above details with the

latest brochure. Looking forward to your
reply.
Letter of Order
Sender’s Address Complete address

11 March, 2022
Date
Concerned person designation
Receiver’s Name & Address (if given) + Add.

Subject Purpose of letter (1 liner)

Sir/ Ma’am
Salutation

This is with reference to ………..

- Introduction

- Details of the order

Body of letter
- Can make table

- Conclusion with
instructions

Your Sincerely
Complimentary close
Name
and name
 SAMPLE LETTER

You are Rupal/Pavan of Cambridge Senior

Secondary School, Noida. Write a letter to the
Sales Manager, Orient Blackson, Delhi, placing an
order for some books for your school library.
Cambridge Senior Secondary School
Noida, Uttar Pradesh
PIn : 101203

10 March 2022

The Sales Manager

Orient Blackson
Noida, Delhi
Pin : 202102

Subject: Order for supply of books for the School Library

Sir/Madam

I am Rupal, the librarian of Cambridge Senior Secondary School, Noida, Uttar Pradesh. I am pleased to place an order for our school library.
Kindly find the list of the books along with their desired quantities as mentioned below -

Name Class Quantity

1. First Flight (English) 10 30

2. Footprints Without Feet 10 30

3. The Story of My Life by Helen Keller 10 25

You are requested to send the above books as per the terms and conditions at the earliest. I do hope and expect the books will reach us in good
condition, well–bound and packed properly, and the discounts offered in the past shall be applicable this year too.

Yours faithfully
Rupal/ Praveen
Opening for Order Letters :

1. My name is ….., I am a ……… (or whoever you

are as mentioned in question). I am
pleased to place an order of ……

2. I am ….. from ……. and I want to place an

order for ……..

3. This is in regard with an order of …… that

……. (name of institution) wants to place
with you.
CLOSING LINES for Order Letters :

1. Kindly make sure that the articles are in

good shape. They should reach us by …..
(date). The amount will be paid by cash on
the delivery.

2. Please send your executive yo help

assemble the equipment (if the articles in
question require assembling) and also
check their working condition. I also hope
that like my previous order, an additional
10% discount would be applicable to this
order as well.

3. Please ensure that the articles are new

and quantity is as per our requirement. In
case of any questions, feel free to contact
…. (me/institute) on email - xyz@gmail.com
Tips to ACE Letter Writing
 1
Always
complete 2
your letter in
a single page. Chuck-out all
the important
points from
the question,
and then start
writing your
letter.
 3
Be precise. 4
Keep it to the Use ‘Yours sincerely’-
when you know the
point.
name and title of the
recipient.
Use ‘Yours faithfully-
when you don’t know
the name &.
 5

Avoid slang, 6
and short
forms.

Always follow a
formal tone.
 7

Always keep 8
everything on
the left margin. Do not write
‘from’ or ‘to’.
Start directly
with receiver’s
and sender’s
address.