2. FORMAL LETTERS
Letter writing is an essential skill. In spite of the prevalence of
e-mail and text messages letters are still one of the most
important and popular means of communication. Commerce ,
trade , official correspondence , public representation ,
complaints and other dealings, transactions and
communication with people are still conducted through letters.
SMRITI SINGH
3. TYPES OF FORMAL LETTERS
• COMPLAINT LETTERS- These letters are written to lodge a complaint. The complaint letters can be
addressed to a public/private company or organization.
• ENQUIRY LETTERS- These letters are written when a person wants to get more information about a
product or service or to obtain a quotation for purchasing a product or service. These letters are the most
common form of formal letters.
• LETTERS FOR PLACING AN ORDER- These are business letters and are written when a customer or an
organization wants to place an order for product/s or goods from another company or organization. These may
also include letters for cancellation or amendments to orders placed as well as acknowledgment of orders placed.
• LETTERS TO THE EDITOR- These letters are usually written on a topic of general concern and to
influence public opinion. These may include suggestions on an issue concerning public interests , complaints or
requests.
SMRITI
4. STEPS TO WRITE A LETTER
1. SENDER’S ADDRESS- It is written at the top on the left hand corner of the page . specify the house
number first , followed by the street, town/state and pin code .
Example : 433/21,Vidya Nagar
MG Road
Ranchi - 834001
2. Date-29 July 2020 or 20th July,2020
3. RECIEVER’S ADDRESS – comprises of receiver’s designation and the complete address .
Example : The Editor
The Times of India
New Delhi -110002
Or
The Sales Manager
M/s Light Ways Sports
Amrapali ,Thane-400203
SMRITI
SINGH
5. 4. SUBJECT – Expresses the main theme or crux of the letter clearly. It must be brief as possible
, maximum three of four words.
5. SALUTATION- We write Sir/Madam or Dear Sir/Dear Madam for business executives,
managers or proprietors. However , we should avoid the less formal salutation of Dear Sir/Dear Madam in
letter to the government officials or to the institution. We must write ‘Sir/Madam’ in such letters.
6. BODY OF THE LETTER – The body of the letter is a complex part which contains all the
information the writer wants to convey. For this, start with introducing the purpose of writing. Then build
up the topic.
The body includes three main parts-
(i) Introductory paragraph/sentence – states the purpose of writing.
(ii) Informative paragraph – gives details of the problem, cause, effect, possible solution etc.
(iii) Concluding paragraph/sentence – states your hope, comment, request, suggestion etc.
SMRITI
6. 7. COMPLIMENTARY Close- This is a courteous way of ending your letter. For this we write
Yours sincerely/Yours faithfully/Yours truly. THE FIRST LETTER OF THE SECOND WORD ( here ‘s’ ,
‘f’ , ‘t’) is NEVER WRITTEN IN CAPITAL LETTER.
8. SENDER/SIGNATURE – Just below the complimentary close, sender’s name is written as a
mark of signing off. If applicable, the sender’s designation may be added in brackets.
7.
8. LETTERS OF ENQUIRY
• A letter of enquiry is written to ask for more information concerning a product, service or
other information about a product or service.
• These letters are often written in response to an advertisement that we have seen in the
paper, a magazine or on TV.
• We write such letters when we are interested in purchasing a product, but would like more
information before making a decision.
• In the letter the writer will introduce himself/herself and give-
(i) The facility/product/service required
(ii) Nature of the information required- this may be a quotation, a brochure or
or other details
(iii) Payment terms like credit
(iv) Any other details required
SMRITI SINGH
9. LETTERS OF PLACING AN ORDER
• These are business letters which include placing an order for products/services from another compony or
organization, cancelling or modifying orders already placed an acknowledging orders placed on your
organization.
• While placing an order the writer has to be very careful about giving accurate information.
• Such letters should give-
i. Specifications (with quantities) of the product/ service to be supplied.
ii. Reference number of the quotation/price list against which the order has been placed.
iii. Payment terms/credit terms/bank details(as applicable)
iv. Required date of delivery
v. All taxes/delivery charges
vi. Mode of transport of goods
vii. Any other terms and conditions
10. LETTERS OF COMPLAINT
• These letters are written to complain against a defective product or poor service.
• These letters are written in very polite language.
• Such a letter is addressed to the relevant person of the company/organization/dealer/service
provider who has supplied the defective product or provided the poor service.
• The writer will introduce himself/herself and give-
i. Details of the product/service
ii. Nature of the complaint
iii. Payment information like bill/cash memo number.
iv. Date and place of purchase/service.
v. Model number (if applicable).
vi. Name of associated person from supplier side (if applicable).
vii. Compensation or corrective action required.
viii. Any other details necessary for resolving the complaint.
SMRITI SINGH
11.
12. Letters to the Editor
• These letters are a written way of talking to a newspaper, magazine or other regularly printed
publication.
• They can take a position for or against an issue, or simply inform, or both.
• They can convince readers by using emotions, or facts, or emotions and facts combined.
• They include the following elements in the order given below-
i. Grab the readers attention.
ii. Explain what the letter is about at the start.
iii. Explain why the issue is important.
iv. Give evidence of any praise or criticism.
v. State the writers opinion about what should be done.
vi. And any other details required for supporting the stand taken by the writer of the letter.s
SMRITI SINGH
