FORMAL LETTERS

1. LETTERS ARE TRADITIONAL AND POPULAR METHOD OF COMMUNICATION.

2. THERE ARE TWO TYPES OF LETTERS: (A) FORMAL LETTERS (B) INFORMAL LETTERS
3. FORMAL LETTERS:
FORMAL LETTERS CAN BE CATEGORISED INTO THE FOLLOWING:
1. BUSINESS OR OFFICIAL LETTERS
2. LETTERS HIGHLIGHTING CIVIC PROBLEMS
3. JOB APPLICATIONS.

IN THIS UNIT WE WILL FOCUS ON BUSINESS OR OFFICIAL LETTERS ONLY.

POINTS TO REMEMBER WHILE DRAFTING FORMAL LETTERS:

1. USE THE SPECIFIED FORMAT.(BLOCK FORMAT)

2. LEAVE A LINE BETWEEN PARAGRAPHS.
3. STATE THE REASON FOR WRITING IN FIRST PARAGRAPH.
4. USE SIMPLE LANGUAGE THAT IS EASY TO READ AND UNDERSTAND.
5. ADD DETAILS AND INFORMATION TO MAKE READER EASILY UNDERSTAND THE OBJECTIVE.
6. USE POLITE LANGUAGE.
7. CHECK TO ENSURE THAT LETTER IS FREE FROM ANY GRAMMATICAL OR SPELLING MISTAKE.
8. USE BLOCK FORMAT ONLY WHILE DRAFTING FORMAL LETTERS.

ESSENTIAL PARTS OF A FORMAL LETTER:

1. SENDER’S ADDRESS
2. DATE (e.g. 31st March, 2020)
3. NAME AND ADDRESS OF THE RECEIVER
4. SALUTATION (DEAR SIR/MADAM OR NAME)
5. SUBJECT (BREIFLY)
6. CONTENT (INTRODUCTION, BODY &
CONCLUSION)
7. COMPLIMENTARY CLOSE
(YOURS RESPECTFULLY, YOURS TRULY,
WITH SINCERE APPRECIATION ETC.)
TYPES OF BUSINESS OR OFFICIAL LETTERS:

1. ENQUIRY LETTER- THEY ARE WRITTEN TO GATHER INFORMATION FROM VARIOUS SOURCES.

2. ORDER LETTER- THEY ARE WRITTEN BY A BUYER TO A SELLER REQUESTING HIM TO DELIVER
GOODS.

3. COMPLAINT LETTER- IT IS WRITTEN IN AN INDIVIDUAL CAPACITY OR BEHALF OF A COMPANY FOR

COMPLAINTS RAISED BY CUSTOMERS DUE TO SEVERAL REASONS,
DISSATISFACTION WITH A PRODUCT OR ANY SERVICES.

4. REPLY TO COMPLAINT LETTER- LETTER WHICH IS RESPONDING TO COMPLAINTS AND UNHAPPY

CUSTOMERS. AS CUSTOMER SERVICE HAS ALWAYS BEEN AN
IMPORTANT PART OF DEVELOPING BRAND LOYALTY.

5. PROMOTION LETTER- THEY ARE WRITTEN TO CUSTOMERS PRIMARILY TO INFORM THEM OF

SOME NEW DEVELOPMENT, LIKE OPENING OF A NEW BRANCH, NEW
OFFERS, NEW SERVICES ETC.

6. SALES LETTER- THEY ARE WRITTEN TO PUBLICISE AND ULTIMATELY SELL A PRODUCT OR A
SERVICE TO THE CONSUMERS.

7. RECOVERY LETTER- THEY ARE ADDRESSED TO CUSTOMERS OR CLIENTS FROM WHOM MONEY
NEEDS TO BE COLLECTED FOR THE GOODS OR SERVICES PROVIDED TO THEM.
1. YOU ARE THE SALES HEAD OF YOUR COMPANY OVERSEAS INTERNATIONAL. YOU HAD
DISPATCHED A HUNDRED IMPORTANT LETTERS TO YOUR BRANCH OFFICES USING THE SERVICES OF
A COURIER COMPANY NAMED EXPRESS COURIER AND CO. AS COMMITTED, THE COURIER
COMPANY FAILED TO DELIVER THE LETTERS ON TIME DUE TO WHICH YOUR COMPANY HAS
SUFFERED LOSSES.

DRAFT A COMPLAINT LETTER FOR THE SAME, ADDRESSING IT TO THE DIRECTOR, DISPATCH AND
DELIVERY DEPARTMENT OF EXPRESS COURIER AND CO.

SOLUTION:

Overseas International Co.,

R-42, block C,
Himalaya business park,
Mumbai-400001.

31st March, 2019

The Director,
Dispatch and Delivery,
Express Courier and Co.,
Hindmata Road, Borivali (w),
Mumbai-400092.

Sub: Complaint regarding failure to deliver letters on time

Sir/Madam,
This is to bring to your immediate notice regarding failure to deliver the letters of our Company
through your Institution sent for courier on 25th march 2019. Our client code for your Company is
Ref no.11438.

As you cater to our needs for so many years, I would like to draw your attention towards this
problem we encountered recently and we have suffered a great loss as 100 important letters of our
company has not got delivered on time to our branch offices. It has delayed the official work.

Kindly requesting you to look into the matter and try to make the delivery of letters at your earliest
convenience. If the delivery is not made at the earliest, we would not like to continue doing
business with your courier company as it may affect our goodwill.

Thanking you

Yours truly,
Hemant wadekar
Sales Head, Overseas International & Co.
2. IMAGINE YOURSELF AS THE SENIOR MANAGER OF A COMPANY CALLED DIRECT SOLUTIONS. ONE
OF YOUR CLIENTS HAD ORDERED FEW SOFTWARE PRODUCTS, WHICH YOU HAVE DELIVERED.
HOWEVER, ONLY HALF PAYMENT HAS BEEN RECEIVED. INSPITE OF REPEATED EMAILS AND PHONE
CALLS, THE CLIENT HAS NOT CLEARED THE PENDING PAYMENT.

DRAFT A RECOVERY LETTER FOR THE SAME, REFERRING TO DIRE THE CONSEQUENCES THAT COULD
BE TAKEN IN CASE OF UNFULFILLED PAYMENT.

Solution:

Direct Solutions and Co.

A-56, Hema Business Park,
Subhash Chandra Bose road,
Bhandup(west), Mumbai-400078.

2nd April, 2019

The Proprietor,
Wmi Cranes ltd,
D-106, Rani Sati Mata Road,
Mumbai-400002.

Sub: Regarding recovery of pending dues towards order no. 45126

Dear Sir,

This is with reference to your order no. 45126 for the software products you placed with our
company on 12th march, 2019. The total charge for the software we provided on the date specified
by you was Rs. 47500/-.
As per agreement, the full payment was to be done by 25th march. We have only received an initial
payment of Rs. 10,000/-. In spite of sending you emails and reminders by call, there was no proper
response. It is our sincere request that the pending amount of Rs. 37,500/- should be paid on or
before 6th April, failing to which strict legal action would be taken against you. Since it is a software
programme, you may have installed it. So we cannot take it back in any case, or else we would have
done it in case of any product.

Kindly make the payment on or before the above mentioned date without fail.

Thanking you

Yours truly,
Mr. Avinash Singh
Senior manager, Direct Solutions and Co.
3. IMAGINE YOURSELF AS THE MANAGER, KELLER KITCHEN COMPANY. WRITE A LETTER TO
TAJMEET SETHI, PROPRIETOR OF MANJEET KITCHEN EQUIPMENT, ORDERING VARIOUS KITCHEN
EQUIPMENT FOR YOUR NEWLY OPENED RESTAURANT. SPECIFY ALL NECESSARY DETAILS.

SOLUTION:

Keller kitchen Company,

4th floor, c-411, Helen Apts,
Tilak Street, Andheri (west),
Mumbai-400058.

2nd April, 2019.

The Proprietor,
Manjeet Kitchen Equipment,
G/14, Inox Apartments,
Achole Road, Virar (west),
Thane-401303.

Sub: Ordering kitchen equipments for the restaurant

Dear Mr. Sethi,

We are pleased to announce the opening of our new restaurant “Garam Masala” on 90 feet road,
M.B. Estate, Virar (west). It has always been a great pleasure to have business with you.

We would like to place the order with you for the below mentioned kitchen equipments for our
restaurant. Please find herewith the list of equipments:
SR NAME OF THE EQUIPMENT QUANTITY SPECIFICATION:
NO BRAND& MODEL NO.
01 COMMERCIAL REFRIGERATOR 02 OMEGA/4331
02 ELECTRONIC FRYER 03 PANASONIC A45TR
03 MICROWAVES 02 SHELTON 65CZ

As discussed telephonically, initial payment of Rs.15000/- towards the order is enclosed along with
the letter (cheque no. 154254, State Bank of India). Remaining payment would be made on delivery
of equipments. We expect best quality equipments to be delivered on time.

Kindly do the needful at your earliest convenience.

Thanking you

Yours sincerely,
Sachin kumar
The Manager, Keller Kitchen Company.
4. AS THE MANAGER OF A.Q. ELECTRONICS LTD, WRITE A LETTER TO THE SALES MANAGER,
STANDARD OFFICE FURNITURE LTD. ENQUIRING ABOUT THEIR RANGE OF VISIBLE RECORD SYSTEM
FILING CABINETS THAT YOU ARE INTERESTED IN INTRODUCING IN YOUR MAIN OFFICE. ALSO
REQUEST PRICE LISTS AND CATALOGUES.

SOLUTION:

A.Q. Electronics ltd.

Mahalaxmi racecourse road,
Opp. Heera Panna Market,
Mumbai-400012.

3rd April, 2019.

The Sales Manager,

Standard Office Furniture ltd.
307/D, Raghuveer premises,
Kalbadevi Road, Mumbai-400002.

Sub: Enquiry regarding filing cabinets for the office

Sir,

This is an enquiry in response to an advertisement you have placed in Navbharat Times dated 28 th
march, 2019 regarding the range of visible record system filing cabinets you deal with.

Our main concern is to deal with high density filing, which may be catered by with your product.
We wish to get information pertaining to prices and various models of the cabinets, its installation
and after sales service policy and discounts offered. Please send catalogues for our reference, if
convenient for you. We need to install the cabinets at earliest, on or before 15 th April ensuring no
disturbance in our office work.
Kindly provide us with the required information as soon as possible. We would greatly appreciate
working with you.

Thanking you

Yours truly,
Mrs. Sheetal Lokhande
Office Manager, A.Q. electronics ltd.
5. GREEN CLEAN LTD. IS A FIRM PROVIDING ITS CUSTOMERS HOME CLEANING SERVICES. AS SUHEIL
TANDON, MANAGER OF THE FIRM, WRITE A SALES LETTER ADDRESSED TO AANYA IYER DESCRIBING
YOUR STATE OF THE ART AND ENVIRONMENT FRIENDLY CLEANING METHODS. DETAIL WHY YOU
HAVE AN EDGE OVER FIRMS PROVIDING SIMILAR SERVICES. ALSO PROVIDE INFORMATION ABOUT
ANY DISCOUNTS OR OFFERS YOU MAY BE EXTENDING TO YOUR CUSTOMERS.

SOLUTION:

Green Clean Co. & ltd,

2, opp Jainam Banquets,
Lal bahadur shastri Marg,
Bhandup- 400078.

18th February, 2019.

Mrs. Aanya Iyer,

C/201, Ratnadeep CHS,
Behind Banjara Lawns,
90 feet road, Virar (west), Thane- 401303.

Madam,

I would like to take the opportunity to thank you for the products and services you avail from our
company. It would be a great pleasure for us to extend our latest home cleaning service which we
started couple of weeks before.

We wish to inform you that the techniques we use in the cleaning process are very much
environment-friendly and solutions would be organic, totally non-toxic and least harmful if came
into contact with small children and pets. The staff that we send for pest control and cleaning is
well verified by officers from health department. The Charge for one visit will be Rs.2500/-.
We guarantee satisfaction after the first cleaning process is completed. For the reviews of the
customers we served, you can read by entering the following link:
http://www.greencleanhomesolutions.com/Env

According to policy, we would like to offer you 10% discounts as this service will be availed by you
for the first time. We would be happy to serve you at the earliest.

Thanking you

Yours truly,
Mr. Suheil tandon
Manager, Green Clean Co. & ltd.
OFFICIAL COMMUNICATION
CIRCULARS:
1. INFORMATION THROUGH DOCUMENT CIRCULATED TO EMPLOYEES AT
LARGE IN AN OFFICE
2. SPECIAL MESSAGE OR INSTRUCTION REACHES MANY PERSONS AT THE
SAME TIME
3. COST EFFECTIVE AND FORMAL TOOL OF COMMUNICATION WHICH
REDUCES THE EFFORT OF MANAGEMENT TOO.
4. IT MAY BE AN INVITATION TO A MEETING, ANY IMPORTANT OFFICE
RELATED ISSUE, NEW RULES, And CHANGES IN RULES ETC.

FORMAT OF A CIRCULAR:

Circular No: 25/GB Date

Subject

For All Employees/Staff Members,

_______________________________________________________________________
_______________________________________________________________________
_______________________________60-70 WORDS____________________________

NAME OF THE SENDER

DESIGNATION
MEMOS:
1. FOR COMMUNICATING WITHIN A COMPANY OR AN ORGANISATION.
2. USED TO INFORM A GROUP OF FEW CONCERNED PEOPLE WITHIN THE
ORGANISATION
3. WRITTEN FROM ONE-TO-ALL PERSPECTIVE (LIKE MASS
COMMUNICATION)
4. MAINLY ITS OBJECTIVE IS- TO REMIND, TO HIGHLIGHT, TO KEEP A
RECORD, TO INFORM OR INSTRUCT BRIEFLY.

FORMAT OF A MEMO:
NAME OF THE ORGANISATION
ADDRESS

Interoffice Memo

DATE: 11th March, 2021

TO: DESIGNATION
FROM: NAME AND DESIGNATION
REFERENCE NO: 26/BM

SUBJECT:

_______________________________________________________________________
______________________________ 60 TO 80 WORDS__________________________
_______________________________________________________________________

NAME AND DESIGNATION OF THE SENDER

 EXAMPLES
Q. AS THE HR, HEAD OF YOUR COMPANY, DRAFT A CIRCULAR, TO BE DISTRIBUTED TO ALL
EMPLOYEES INFORMING THEM ABOUT CERTAIN CHANGES IN DRESS CODE. ALSO MENTION,
THAT THESE CHANGES HAVE BEEN UNDERTAKEN KEEPING IN MIND THE FEMALE EMPLOYEES, TO
AVOID UNWANTED SITUATIONS.

Circular No. 34/AE 26th February, 2019

Changes in dress code for All Employees

For All Employees,

This is an official circular regarding the changes to be implemented w.e.f. 1 st march, 2019 in the dress code for all
employees. Keeping formal appearance and uniformity in consideration, this decision is taken by the management.
Consideration is also given for the safety and against unnecessary gestures towards female employees.
Dress code for male employees: formal shirt and trouser with formal shoes and tie will be mandatory.
Dress code for female employees: formal shirt and loose formal trouser with shoes and scarf around the neck.

Defaulters will be punished and Penalty of Rs.500 would be charged.

Anita Singh,
HOD, Human Resources.
Q2. DRAFT A MEMO FOR A CA FIRM, QUOTING THE AMOUNT TO BE SPENT
ON STATIONARY AND OFFICE SUPPLIES FOR THE FIRST QUARTER OF THE
FINANCIAL YEAR.
Baskin & Alfin associates and chartered accountants
B/42, Ellora park, opp EOL racecourse, Vadodara

Interoffice Memo

Date : 26th February, 2019

To : All partners
From : Mr. Satish Rathod, Secretary
Reference : 27/AP

Subject : Amount to be allocated on stationery and office supplies

This is to inform you that few stationeries and office supplies are needed to be purchased for the office. The order is
to be placed with Sangam Stationery, near circuit house, Vadodara.
List of required materials is as follows:
1. Natraj hb pencils - 20 boxes(10 pencils per box) – Rs. 25 each box
2. Lexi ball point pens - 15 boxes(10 pens per box) – Rs. 40 each box
3. Printing papers - 5 packets(120 A4 size papers per packet) – Rs. 130
per packet.

Expected amount to be spent on the above purchase will be Rs.1800 – Rs.2000

Suggestions if any, will be welcomed before 28th February, 2019.

Mr. Satish Rathod

Secretary

Questions for practice

1. Draft a Circular to inform employees about the revised working hours of
the company.
2. Write a memo to the accounting department asking them to attend
training to learn about the new software the company has adopted.

Answers:
Circular no. AE/124 4th May, 2019

Changes in working hours of the company

For All Employees,

This is an official circular regarding the changes to be notified by all the employees regarding the
revision of working hours of the company, w.e.f. 10th May, 2019. Revised working hours of the
company shall remain same, from 9 am to 6.30 pm for Monday to Friday, subject to notification by
the next circular. All employees are required to sincerely report on time as provided to maintain
uniformity and decorum of the company. Defaulters shall be fined a penalty of Rs. 400 from their
salary in case of late reporting is noticed more than three times a month. Kindly acknowledge and
co-ordinate.

Mr. Suriya Thevar,

Secretary, SKC pvt ltd.