Letter Writing

Types of Formal Letters:

 Complaint letters (Products / Services, General Issue)
 Enquiry Letters
 Letters for Placing Orders / Cancelling Orders
 Letters to the Editor

Marking Scheme:
 Format: 1 mark
 Content: 2 marks
 Expression: 2 marks

Details to be included:
• Specifications (with quantities) of the products / services to be supplied
• Reference number of the quotation / price list against which the order has been placed.
• Payment terms / credit terms (as applicable)
• Required date of delivery
• Mode of transport of goods
• All taxes / delivery charges
• Any other terms and conditions

Layout / Format of the Formal Letters

Sender’s Address

June 22, 2021 / 22 June 2021

Designation of the Receiver

Complete Address

Subject:

Dear Sir,

Opening Para according to the letter type

Actual Issue

Closing Para – According to the letter type

Thanking you
Yours truly / sincerely,
Name
Q. You are Vaibhavi Sinha, Examination In-Charge, Goodway Public School,
Aurobindo Road, Indore. You require 4 reams of white paper, 2 packets of carbon
paper, one dozen registers, blue and red ball point pens (50 each). Place an order
with Sunrise Stationery Mart, 12 Mall Road, Indore mentioning terms of payment,
discount asked by you and delivery date.

Goodway Public School,

Aurobindo Road, Indore,
Madhya Pradesh – 401230

June 22, 2021

The Manager,
Sunrise Stationery Mart
12 Mall Road, Indore,
Madhya Pradesh – 401230

Subject: Placing an Order for the Stationery Items

Dear Sir,

We are pleased to place a bulk order with your company for the stationery items
for the academic session 2021-22. The order shall be placed according to the
agreed terms and conditions with reference to the quotation number 12345 dated
June 15, 2021. / The order shall be placed according to the agreed terms and
conditions. Please find the list of the items and products along with the quantity to
be supplied are given as:

S.No. Name of the Product Quantity

1. White Paper 4 Reams
2. Carbon Paper 2 Packets
3. Registers 1 dozen
4. Blue Ball pens 50
5. Red Ball pens 50

You are requested to send the above latest by Monday, June 28, 2021 at the school
office from 8 am to 5 pm. Any delivery after the mentioned date shall be returned
back. Kindly send it in time so that the new academic session shall not be
disrupted.

Please send the bill at the time of delivery and the payment shall be made after the
delivery and inspection of the products. The payment can be made in cash / digital
medium. For the digital medium, please provide your complete account details.

We understand that the transportation charges shall be borne by you. Any

damages during the transportation shall be borne by you.
 We hope that we will get additional or some suitable discount than the regular
discount given the fact that we are your regular customers.

Kindly deliver the goods at the earliest and hoping for the best services, as always.
Thanking you,

Yours sincerely,
Vaibhavi Sinha,
Examination In-Charge

Q. Write a letter to Lightways Sports, Amrapalli, Thane, Mumbai, placing an order

for sports articles (minimum 4 items) to be supplied to your school, ABC
Matriculation School, Civil Lines, Pune. Sign as Ravi / Raveena, Sports
Secretary. Word limit: 150-200 words.

Q. You are Vidushi / Vishal, Hostel Warden, Zenith Public School, Kosi Kalan.
Write a letter to the Sales Manager, Bharat Electricals and Domestic Appliances
Limited, Delhi, placing an order for fans, microwave ovens, geysers and tubelights
that you wish to purchase for the hostel. Also, ask for the discount permissible on
the purchase. (Word limit: 150-200 words)

Q. As Head of the Music Department of your school, write a letter to Mysore Music
Associations, placing an order for some instruments such as flute, casio, sitar,
harmonium etc. You are Nandini / Namit of Army Public School, Delhi
Cantonment, Delhi.

Q. You are the Head of the Department of Mathematics in Jesus and Mary School,
New Delhi. Write a letter to the Sales Manager, Cambridge University Press, New
Delhi, requesting them, a list of Magazines, Newsletters and Journals of
Mathematics, to send to the Head of the Department. You are D.K. Singh.