Maun Sadhu Head & Assistant Professor Department of English C.U. Shah Institute of Computer Application C.U. Shah Institute of Science maunsadhu@gmail.com

1. Written Communication
Maun Sadhu
H e a d & A s s i s t a n t P r o f e s s o r
D e p a r t m e n t o f E n g l i s h
C . U . S h a h I n s t i t u t e o f C o m p u t e r A p p l i c a t i o n
C . U . S h a h I n s t i t u t e o f S c i e n c e

2. Written Communication
Unit 2
➢ Understanding the basics of letter writing
➢ Business Letters
Inquiry & Reply letters
Placing, Execution and Cancellation of an orders
➢ Non Business formal letters
Letter to the Post Master
Letter to the Police Commissionaire
Letter to the Municipal Health Commissionaire
Letter to the Editor
Letter to the Director of your college
➢ Job Application

3. What is Latter Writing ?
• A letter is a written message that can be handwritten or printed on
paper. It is usually sent to the recipient via mail or post in an envelope,
although this is not a requirement as such. Any such message that is
transferred via post is a letter, a written conversation between two
parties.

4. Types of latter
Business
Letters
Non Business
formal letters
Job Application
o Inquiry & Reply letters
o Placing, Execution and
Cancellation of an orders
• Letter to the Post Master
• Letter to the Police
Commissionaire
• Letter to the Municipal
Health Commissionaire
• Letter to the Editor
• Letter to the Director of
your college.

5. Parts of a
Business
Letter
ENCLOSURES
CLOSING
BODY
SENDER'S ADDRESS
DATE
SALUTATION

6. Drafting of enquiry Letters:
1) A clear and detailed description of the goods should be mentioned in the letter.
2) In enquiry letter, a catalogue which contains detailed description of goods should be demanded.
3) The pricelist and the condition of business should also be demanded.
4) Terms of payment, whether on credit or cash payment should be indicated.
5) The sample of the product can be demanded.
6) The present and future demand should be mentioned in the letter.
7) Some special information about the products can be demanded.
There should be three paragraphs in this letters. In the first paragraph, circumstances should be mentioned, which have
made necessary to make the enquiry. Along with that the sample of the goods can also be demanded. The pricelist and the
condition of the company can also be inquired. The second paragraph should involve assurance that if the product is good
enough, then the order will be placed in a short time. The third paragraph should extend thanks for the corporation.
1. state your purpose
2. List your questions or requested action
3. Offer something in return to encourage action
4. Follow up with a thank you note.
Guidelines:

7. Drafting of enquiry Letters:

9. Date…
Authority name/Job designation,
Company/Institute name…
Address…
Dear Sir,
Thank you for your inquiry regarding our [product or service name…]. In response to
your query, [list here needed information: prices, availability, etc…]. In addition to the
information provided above, I have enclosed a sample [brochure, catalog, etc…] that
contains more detailed information about our products and services. (Explain your
actual problem and situation).
It would be my pleasure to welcome you to my office to discuss in more details your
requirements and to see how I can assist you in fulfilling them. Alternatively, I can visit
yours if it’s more convenient. (Explain about your requirement).
In the meanwhile, if you have any questions or need more clarifications, please do not
hesitate to contact me.
I hope to hear from you soon.
Warm regards,
Your name…
Job Designation…
Contact Info…
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10. C-1/132, Janak Puri,
New Delhi,
11th, March, 20….
The Postmaster,
Model Town,
Delhi.
Dear Sir,
I want to bring to your kind notice that, I have shifted from K-42, Model Town to C-1/132, Janak Puri.
Actually I had shift in such a hurry that I could not inform my friends and relatives of the change of
my address.
They might write to me at my old address. I, therefore, request you to redirect all my mail at my new
address. In the mean time I shall inform my friends and relatives of the change in my address.
Yours faithfully,
G.C. Vats
a letter to the Postmaster
Write a letter to the Postmaster of your locality informing him about change of your address.

11. Date…
The Commissioner,
Police Department, (Area name) …
Police Station Address…
Sub: Complaint letter against hate speech and loudspeakers
Dear Sir,
I am writing to draw your attention to one of the most irritating and rapidly flourished evil in our society i.e. the use of mike and loudspeakers
by people until late at night. (Describe your actual problems and situation). It has extensively been observed in the entire city that people
frequently use loudspeakers and nobody refrains them from spoiling the serenity of public. During festivals, the shopkeepers misuse the mikes
and loudspeakers for the sake of selling their goods and increase the voice level at an extreme level. It has also been observed that workers and
representatives of political parties also use loudspeakers for their speeches to persuade people for fetching their attention and favor in the
shape of the vote. This is not only ruining the peace of mind of people living inside their houses and flats but also creating noise pollution for
the society which causes many types of diseases for humans. It is the evil that must be eradicated root and branch. Sir, you being the in-charge
of the police department, have an authority to make us free from this quagmire in which we are plunging ourselves in ignorance.
In the light of above-mentioned facts, I request you to please enjoin the operational in-charge of the police department to come into action for
the eradication of this bad practice of using mikes and loudspeakers till late night during the festive season.
An early action in this regard shall be highly admired.
Yours Sincerely,
Your Name…
Address…
Sample Official Request Letter to Police Commissioner
[This is a sample Official Request Letter to Police Commissioner and draw his attention to the menace of using mikes and
loudspeakers till late night during the festive season. You can follow these formats as a Complaint letter against hate
speech and loudspeakers.]

12. To,
The municipal Commission
Jalandhar, 144011
02−02−2020
Respected Sir,
Subject: Increase in Health issues due to lack of sanitization
I am the resident of New Jamnagar, Jalandhar. I have noticed an ignorance for regular cleaning in this
area since a long time. I thought of waiting for some time but it has been a long time now.
Nobody comes to collect garbage here, instead I see people throwing garbage at public place. Now it has
become a home for flies and mosquitoes. Recently many people got admitted in the hospital due to the
spread of diseases.
I request you to order an enquiry and send the workers to clean and sanitize the area properly.
Sincerely
(name)
a letter to the municipal Commission

13. To,
The municipal Commission
Jalandhar, 144011
02−02−2020
Respected Sir,
Subject: Increase in Health issues due to lack of sanitization
I am the resident of New Jamnagar, Jalandhar. I have noticed an ignorance for regular cleaning in this
area since a long time. I thought of waiting for some time but it has been a long time now.
Nobody comes to collect garbage here, instead I see people throwing garbage at public place. Now it has
become a home for flies and mosquitoes. Recently many people got admitted in the hospital due to the
spread of diseases.
I request you to order an enquiry and send the workers to clean and sanitize the area properly.
Sincerely
(name)
a letter to the municipal Commission

14. Job Application
Employers use the job application for assorted reasons. The job application allows the employer to collect the potential
employee's signature verifying that all statements on the job, application are true. The applicant's signature on the job
application allows the employer to verify the truth of all content and gives permission for reference checking, background
checking, criminal history checking, and often, reviewing the results of drug testing,
Solicited Letters Unsolicited Letters
Solicited application letters are written for positions advertised
on fine, in newspapers, through the job search websites,
company websites or word of mouth. Advertised positions
indicate that the company has a job opening and is actively
looking to hire. These letters are written who applicant's skills
fit the advertised position. Sometimes these letters are also used
after personal meetings with a company employee.
Unsolicited or prospecting application letters are written for
unadvertised positions. Applicants write these letters when
they have a strong interest in a certain company or
organization do not know if the company is hiring or has an
Opening. They are written both as an inquiry into open
positions and as a description of the applicant's skills.
Sometimes they are also used when inquiring about
internships.

15. Your Name
Address
To,
Subject: Job Application for the Role of {English Teacher}
Dear Sir/Madam {Recipient's Name},
This is regarding your advertisement published in {Portal Name} regarding a vacancy for an English Teacher. I would be
glad to apply for the role.
Teaching has always been my passion, and I have always been great with students. I have been a Supervisor at {School
Name} for 5 years. I have also taught class VI and VII for 2 years earlier. My qualification and experience match your
requirements.
I have attached my resume for your consideration, and request you to consider my application for the role. If you find it
suitable, please feel free to contact me at the below mentioned contact details.
Thank you.
Yours sincerely,
{Your Name}
Mobile: {Your Contact Number}
Job Application

16. Thank You
Maun Sadhu
H e a d & A s s i s t a n t P r o f e s s o r
D e p a r t m e n t o f E n g l i s h
C . U . S h a h I n s t i t u t e o f C o m p u t e r A p p l i c a t i o n
C . U . S h a h I n s t i t u t e o f S c i e n c e