FORMAL LETTERS

LETTER TO EDITOR
 Formal letters are ceremonious/official letters written to government officials, educational
institution authorities, editors and other officials from different backgrounds to convey your
thoughts/appeals/opinions, express ideas on social, political issues, share observations or
highlight a recurring problem to create awareness, in a formal manner.
 A letter written to the editor of a newspaper, highlights issues ranging from local problems,
national burning issues, social, economic and political concerns.
 The aim is to only highlight the problem so that the concerned authorities might take action to
resolve it if required.
 Formal language should be used. Avoid contractions and informal language.
 The ideas should be bifurcated in a proper manner in three paragraphs.
 If the question has the word ‘National Daily’, it refers to any national newspaper in circulation,
so you may write ‘The Times of India’ or ‘The Hindustan Times’.
 In case the sender’s address is not given, mention Examination Hall in the space provided.
 In case the sender’s name is not given, use XYZ in the closure.
 Word limit: 100-150 words
 Weightage: 5 marks

FORMAT
SENDER’S ADDRESS (in 2-3 lines)

DATE

RECEIVER’S ADDRESS (in 3-4 lines)

SUBJECT (short and crisp)

SALUTATION (SIR/MA’AM)
CONTENT (IN 3 PARAGRAPHS)
FIRST PARAGRAPH: INTRODUCTION OF THE PROBLEM TO THE EDITOR

SECOND PARAGRAPH: EXPLANATION OF THE PROBLEM, ITS CAUSES AND EFFECTS ON

THE SENDER

THIRD PARAGRAPH: APPEAL TO THE EDITOR TO PUBLISH THE SENDER’S VIEWS TO

DRAW THE AUTHORITIES’ ATTENTION

CLOSURE (Yours truly/sincerely)

Q. Accidents in big cities is a common phenomenon. Unfortunately, hardly anyone comes to the rescue
of the road victims because of fear of harassment by the police. Now that the Supreme Court has
issued guidelines that people who take road victims to a hospital will not be questioned or detained,
there is no reason why bystanders/passersby should hesitate to help road victims and thus discharge
their duty as responsible citizens. Write a letter to the Editor of a national daily requesting him/her to
make people aware of the Supreme Court guidelines and urge them to hele people in distress. You are
Shyam/Shobha, 24, Raj Nagar, Kanpur.

24 Raj Nagar
Kanpur
29 June 2022

The Editor
The Times of India
Kanpur

Subject: Creating Awareness about Guidelines for Road Victims

Sir
Through the columns of your esteemed newspaper, I would like to draw the attention of the common
man towards the Supreme Court’s guidelines for road victims. These guidelines have been issued as
an advisory for all the citizens of the country to create empathy for each other.

It is a common sight to see the road victims of accidents not getting prompt help from the passersby,
for fear of getting entangled in legal proceedings, which is painstaking and frustrating. Now the
Supreme Court has brought some relief to the accident victims by issuing certain specific guidelines
wherein the laws have been relaxed. Hence, now whosever comes forward to assist a road victim by
taking him to the nearest medical centre or hospital for urgent medical treatment, he/she will not be
questioned or detained. My sincere appeal to all is that in such situations one should come forward
without any fear and as a responsible citizen help the road victims who need your mercy and aid.

I hope my views find some space in your esteemed daily and the common man is aware of their duties
and takes suitable steps if they find an accident victim. It is the duty of every citizen to be helpful and
empathetic towards others.

Yours truly/sincerely
Shyam/Shobha

LETTER OF COMPLAINT
 Letters of complaint are written to shopkeepers, sellers, manufacturers, government
organisations to register a complaint about any malfunctioned product/irregularities/problems
faced in any service provided.
 Letters of complaint to a manufacturer or a seller include the warranty period of the product,
model no. of the product and the invoice no. in the first paragraph.
 The ideas should be bifurcated in a proper manner in three paragraphs.
 The complaint letter’s second paragraph should have the details of the problems/errors faced
by the consumer.
 In case the sender’s address is not given, mention Examination Hall in the space provided.
 In case the sender’s name is not given, use XYZ in the closure.
 Word limit: 100-150 words
 Weightage: 5 marks

FORMAT
SENDER’S ADDRESS (IN 2-3 LINES)

DATE

RECEIVER’S ADDRESS (IN 3-4 LINES)

SUBJECT (SHORT AND CRISP)

SALUTATION (SIR/MA’AM)
CONTENT (IN 3 PARAGRAPHS)
FIRST PARAGRAPH: INTRODUCTION OF SENDER AND THE PROBLEM FACED BY
HIM/HER IN BRIEF (ALSO MENTION THE PRODUCT’S INVOICE NO, MODEL NO &
WARRANTY PERIOD)

SECOND PARAGRAPH: DESCRIPTION OF THE PROBLEMS FACED IN DETAIL

THIRD PARAGRAPH: ASK FOR THE REPLACEMENT OR REPAIR OF THE

MALFUNCTIONED PRODUCT/ ASK FOR THE PROBLEM TO BE RECTIFIED AS SOON AS
POSSIBLE OR YOU MAY GO TO CONSUMER COURT

CLOSURE (YOURS TRULY/SINCERELY)

Q. You are Siddarth/ Seema, of A-124 Vikas Puri. You recently bought a new set of headphones from
Croma Pvt. Ltd. but they malfunctioned within a month. Write a letter of complaint to its manager
seeking repair or replacement of the product.

A-124 Vikas Puri

Delhi

29 June 2022

The Manager
Croma Pvt Ltd
Vikas Puri
New Delhi

Subject: Complaint about Malfunctioned set of Headphones

Sir/Ma’am
This is with reference to the set of Sony Headphones, model no. X123 that I had purchased from your
prestigious showroom a month ago under the invoice no. A12345. The headphones worked well for a
month only and now have malfunctioned. They were bought with a warranty of one year.

The headphones release a whizzing sound once connected to my phone or laptop, creating disturbances
and making it difficult to hear any other sound. Also they sometimes do not connect instantly with my
phone or laptop, causing delays in my work. They stopped working completely two days back and did not
even connect to any other gadget.

Such a product was not expected from your prestigious showroom. Kindly send some one to repair the
product or replace it as it is under the warranty period, otherwise I would be forced to lodge a complaint
in consumer court.
Yours truly/ sincerely
Siddarth/ Seema

LETTER OF COMPLAINT

Q. You are Shamita/Sameer, an aware citizen. Write a letter to the editor of a national daily
highlighting the plight of your residential colony in J block Vikas Puri and the problems faced by the
people due to proximity with the garbage bin of the area.

J-block Vikas Puri

New Delhi
8 June 2022

The Editor
The Times of India
New Delhi

Subject: Highlighting the Plight of the Residents

Sir
Through the columns of your esteemed daily, I would like to highlight the plight of the residents of J-
block Vikas Puri and the problems faced by them due to the proximity with the garbage bin of the
area. The residents are suffering from unbearable foul smell, suffocation and inability to smell due to
the unhygienic conditions of the surroundings.

The garbage bin is not cleaned by the sweepers and the municipal department workers on a regular
basis. The garbage is strewn all around the bin and it attracts the stray dogs and other stray animals.
The smell emerging from the garbage is unbearable, which makes it suffocating and difficult to
breathe. No resident is able to open their window, as even the fresh breeze brings along with it the foul
smell. The behaviour of the municipal workers is also rude and on complaining, they start fighting
and arguing.

I hope my views find space in your esteemed daily and the authorities take strict action to resolve the
problem.
Yours truly/ sincerely
Shamita/Sameer

FORMAL LETTER- LETTER OF COMPLAINT

Q. You are Kavita/Kawan, the President of J-block, Vikas Puri. The society is facing frequent power cuts
since three months. Write a letter to the Supervisor, BSES West Delhi, complaining about the same and
asking for a solution.

J- Block Vikas Puri

Delhi

29 June 2022

The Supervisor
BSES West Delhi
New Delhi

Subject: Complaint about Frequent Power Cuts

Sir/Ma’am
This is with reference to the problems faced by our society residents due to frequent power cuts occurring
since three months. The power cuts occur after every three to four hours and there is no power supply for
a minimum 2-3 hours.

The frequent power cuts are causing immense problems to the residents. The students are unable to attend
their online classes as their gadgets are not charged completely, and the inverter too doesn’t work for long
hours. The household chores get disturbed as homemakers are unable to use many electrical appliances.
The senior citizens too suffer due to the increasing cold weather as they are unable to switch on the
heaters/geysers. The daily routines of families are disturbed as electricity is an essential part of our routine
and all of us are dependent on it for various uses.

Kindly look into the matter and try to provide a solution for it as soon as possible. It’s a request to ensure
regular and trouble-free supply of power in our society.
Yours sincerely
Kavita/Kawan

 Letters of placing order are written to shopkeepers, sellers and industries to place the order for a
fixed number of goods in a bulk manner.
 Letters of placing order includes making a tabular box mentioning the quantity and item names in
a serial order.
 The format should be properly adhered to.
 Formal language should be used, avoid contractions and informal language.
 The ideas should be bifurcated in a proper manner in three paragraphs.
 The order should be paced for a minimum five items. The shopkeeper must be told to send the
items safely, give proper discount and also mention mode of payment.
 In case the sender’s address is not given, mention Examination Hall in the space provided.
 In case the sender’s name is not given, use XYZ in the closure.
 Word limit: 100-120 words
 Weightage: 5 marks

SENDER’S ADDRESS (IN 2-3 LINES)

DATE
RECEIVER’S ADDRESS (IN 3-4 LINES)
SUBJECT (SHORT AND CRISP)
SALUTATION (SIR/MA’AM)
CONTENT (IN 3 PARAGRAPHS)
FIRST PARAGRAPH: INTRODUCTION OF SENDER AND THE OFFER TO PLACE ORDER FOR
SPECIFIC ITEMS FROM THE RECEIVER
SECOND PARAGRAPH: NAME OF ITEMS WITH QUANTITY WOULD COME IN A TABULAR
FORM (MINIMUM FIVE ITEMS)
THIRD PARAGRAPH: MENTION THE DATE OF DELIVERY, MODE OF PAYMENT, EXPECTED
DISCOUNT AND EXPECTATION OF GETTING ITEMS SAFELY
CLOSURE (YOURS SINCERELY)

Q. You are Sanjay/Sanjana, the owner of Divine Bakers, Vikas Puri. Write a letter placing order for raw
material for your shop from Gopal Confectionaries, Janak Puri, mentioning all the details.
Divine Bakers
Vikas Puri
Delhi

28 August 2022

The Manager
Gopal Confectionaries
Janak Puri
New Delhi
Subject: Placing order for Bakery Raw Material
Sir/Ma’am
This is with reference to the advertisement of your popular shop that appeared in the Times of India
newspaper last week. We were impressed by your offers and variety and would like to place an order for
some raw material for our bakery.
We would like to order the following:
S.NO. ITEM NAME QUANTITY

1. Wheat Flour 30 kgs

2. Sugar 20 kgs
3. Eggs 10 dozen
4. Chocolate Sauce 10 bottles
5. Milk Powder 10 packets

The order should reach by 5th September 2022. We expect a 10% discount on this bulk order as promised
in the advertisement. The payment would be made part cash and part cheque. The items should reach in a
proper condition and no item should be expired. Any damage caused would be your responsibility.
Yours sincerely
Sanjay/Sanjana

Q. You are Kishore/Kashi, the warden of the students’ hostel of XYZ Public School, Mussorie. Write a
letter to Kumar Electronics, Mussorie, placing order for electronic items for the hostel.
XYX Public School
Mussorie

6 July 2022

The Manager
Kumar Electronics
Mussorie

Subject: Placing Order for Electronics

Sir
This is with reference to the advertisement of your reputed showroom that appeared in the Times of India
newspaper last week. Our institution was impressed by it and would like to place an order for some
electronic items for the hostel.
This is the list of items that we would like to order:
S.NO. ITEM NAME QUANTITY

1. Table fans 5
2. Electronic Heaters 10
3. Air Conditioners 5
4. Toasters 3
5. Microwave Ovens 2
The order should reach the hostel before 10 July 2022. We expect a 20% discount as promised in the
advertisement. The payment would be done through cheque after the delivery. All the products should be
in good condition. Any damage caused would be your responsibility.
Yours sincerely
Kishore/Kashi Warden

LETTER OF CANCELLING ORDER

Q. You are Amar/Amrita, the librarian of ABC Public School. You had placed an order for books (fiction
& non-fiction) at Gupta Book Store, Tilak Nagar, but now you wish to cancel the order. Write a letter of
cancelling the order.
ABC Public School
Delhi

30 August 2022

The Manager
Gupta Book Store
Tilak Nagar
New Delhi

Subject: Cancelling Order of Books

Sir/Ma’am
This is with reference to the order placed by our school with your popular shop, vide letter no. ABC/20/12,
dated 20 August 2022. We regret to inform you that the above order stands cancelled.
As per the terms and conditions of the deal that the order would be delivered within one week, that is by
25 August 2022. Your shop has neither sent the order, nor sent any message for extension of the delivery
date. Thus, in the absence of any correspondence, the order stands cancelled.
The delay/negligence on your part has caused us great inconvenience. It would surely hamper our business
relations in the future.
Yours sincerely
Amar/Amrita
Librarian

LETTER OF SEEKING ENQUIRY

 Letters of seeking enquiry are written to managers or supervisors of educational/non-academic
institutions, heads of formal organization to enquire about the details of a short course,
arrangements etc.
 Letters of seeking enquiry include expressing the enquiry through bullet points (not less than five).
The bullet points should not be proper sentences.
 The format should be properly adhered to.
 Formal language should be used, avoid contractions and informal language.
 The ideas should be bifurcated in a proper manner in three paragraphs.
 The enquiry points should be minimum five. The head of the organization/institute must be told to
send the brochure/pamphlet etc. mentioning further details to satisfy your enquiry.
 In case the sender’s address is not given, mention Examination Hall in the space provided.
 In case the sender’s name is not given, use XYZ in the closure.
 Word limit: 100-120 words
 Weightage: 5 marks

SENDER’S ADDRESS (IN 2-3 LINES)

DATE
RECEIVER’S ADDRESS (IN 3-4 LINES)
SUBJECT (SHORT AND CRISP)
SALUTATION (SIR/MA’AM)
CONTENT (IN 3 PARAGRAPHS)
FIRST PARAGRAPH: INTRODUCTION OF SENDER AND THE PROCES HW HE/SHE LEARNT
ABOUT THE RECEIVER AND THE ORGANISATION/INSTITUTION
SECOND PARAGRAPH: ENQUIRY POINTS - IN BULLETS (IN BRIEF, NO PROPER
SENTENCES) (MINIMUM FIVE)
THIRD PARAGRAPH: ASK FOR THE PAMPHLET/BROCHURE/PROSPECTUS OF THE
ORGANISATION
CLOSURE (YOURS SINCERELY)
Q. You are Manas/Madhuri, of A-123 Vikas Puri. You wish to join a diploma course in animation.
Write a letter to Magic Arts Inc., Janak Puri seeking the details you require.
A-123
Vikas Puri
Delhi

30 August 2022

The Manager
Magic Arts Inc.
Janak Puri
New Delhi

Subject: Seeking Enquiry about Diploma Course in Animation

Sir/Ma’am
This is with reference to the advertisement of your renowned institution that appeared in the Times of
India newspaper last week, depicting the different short and long term courses offered by your
institution. I would like to seek enquiry about the diploma course in animation available at your
institution.
I would like to enquire the following details:
o Duration of the course
o Total fee of the course
o Number of students in each batch
o Assessment procedures
o Timings and duration of the classes
Kindly send the particulars of these enquires as soon as possible, along with the prospectus of your
institute, so that I can take a decision.
Yours sincerely
Manas/Madhuri
Q. You are interested to join a swimming club during your summer vacations. Write a letter in 150-
200 words to the Secretary, College Square Swimming Club, Rohini, New Delhi, enquiring about the
details about membership and other terms and conditions of the club. You are Navya/Naveen, A-123,
Rohini, New Delhi.
A-123
Rohini
New Delhi

25 August 2022

The Secretary College

Square Swimming Club
Rohini
New Delhi

Subject: Seeking Enquiry for Swimming Club Membership

Sir
This is with reference to the advertisement of your popular swimming club, that appeared in the
Hindustan Times last week displaying the different membership programmes offered by your club. I
would like to seek enquiry for the membership of your swimming club and other details about the
coaching offered by your club.
I would like to enquire about the following details:
 Fees of the membership
 Duration of the membership
 Timings of swimming classes
 Batches and number of students in each batch
 Quality of water of the swimming pools
I would appreciate if you send me the above-mentioned details and a brochure of your swimming club
as soon as possible so that I can take a decision.
Yours sincerely
Navya/Naveen