1. PES/ENG/IX/050
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A PUNJAB EDUSAT SOCIETY PRODUCTION
SUBJECT :ENGLISH
CLASS :IX
CHAPTER :APPLICATION AND LETTER WRITING II
MODULE :FORMAL LETTER WRITING
ANCHOR 1.
Hello friends. Welcome to the second episode on Application and Letter Writing. Let’s
recall everything we had learnt in the last session.
Letter writing is an art and a good letter is distinguished by the same qualities as those which
make any other piece of skilled composition.
SUPER
TEXT WITH VO
• A letter should have the following qualities
o Unity : Sentences must come together in flow to achieve the purpose of
the letter
o Good language: A good language is one which conforms to the context.
It should be clearly understood by the recipient.
o Formal language in case of public conversations and informal in
case of private conversations. For instance, you would greet your friend
with ‘hello’ but not the principal of your college.
• There are two types of letters – formal and informal letters
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2. PES/ENG/IX/050
• Formal letters are those written to strangers for some official or business
purpose.
• Informal letters are those we write to our friends, relatives, etc
• The general format for a letter is to write the sender’s address and the date on
the top right corner, the recipient’s designation and address at the left hand side.
Then the salutation, the letter’s body, the subscript and finally the signature.
ANCHOR -2
So, what are we going to learn in this session? We are going to learn different aspects
of writing a formal letter .But wait, What is that noise? Somebody seems to be very
angry? Shall we peep in to have a look? May be we could help?
MM1.
A Cartoon picture of a father scolding a teenaged Son. Lip movement, with VO of
the dialogues to be shown, with bubbles.
Bobby! Can you stop chatting with Nathan?I
need it urgently!! JUST GET UP!!!
Papa, you seem to be
very angry? Can I help
you in any way?
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Papa: God! I am fed up of all the letters I have to write everyday!
Bobby: But what’s the problem with writing letters? In fact it’s great fun writing letters to
my friend Sunny and specially to ‘Naani”
Papa: Those are Informal letters. I am talking of ‘Formal letters’, which are different.
Bobby: But what’s that? Perhaps you can teach me to write them, so that I can help
you.
Papa: That’s good. At the moment you can note down a few important points about a
formal letter. Our bathroom Tap has been leaking for the last few days. So I have to
write a formal letter to the to the Local Corporation Office Chandigarh,so that they can
send an authorized Plumber.
Change scene and show the text with VO.Papa; Bobby, note down these points
which you must know before you start writing formal letters.(Bullet points to be
shown one by one, as the father speaks.)
• Formal letters are those which are written to strangers, for some official or
business purpose.
• Person to whom it is addressed
• Tone you should adopt
• Completeness of the message
• Action required.
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• Short and crisp expression ,to the point.
MM2
(Show Father and son again, with animation, speaking ,with the dialogues in
the bubbles.)
Bobby: So papa, I think I can write now, but whom to address?
Papa: Let me guide you for the format and content of the first letter.
Papa: Bobby, first just note down the main points before you actually write the
formal letter.
TEXT WITH VO OF ‘PAPA’.
• First part is your own address.
Write on the left hand corner, on the top.
Mrinal Chandra
163, East Complex
Sector26
Chandigarh-160019
• Now write the date below
5.07.09 or 5th. July09.
• Next, write the recipient’s(the person to whom you are writing)
name,(if known),designation and address on the left hand corner
again, below your own name and address.
The Executive Engineer(Water Supply)
Chandigarh Jal Board,
Sec.23, Chandigarh-160019
• Salutation or addressing the person.
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Don’t make the mistake of writing ‘Dear’ while addressing formal,
official letters. Just write ‘Sir’, or ‘Madam’.
You can use ‘Dear Sir’ or ‘Dear Madam’, in case of business letters,
like writing to a shopkeeper, or the editor of a News paper. In such
cases, we need to develop congeniality to propose our business or
work. So for this formal letter just write
Sir,
• Next is the ‘Subject’ of your letter. So write straight about it.
Subject----Repairing of the Water Pipe in our back lane.
• Now ,write the actual content:-
st
 introducing yourself, if writing for the 1 . time.
 referring to an earlier letter if you are responding to it.
 Stating the purpose of the letter.
 Explain the action taken/supplying information.
 Urging action to be taken
 Offering assistance in future.
Now Bobby, your content will be (The highlighted portion to be shown separately.)
I wish to draw your kind attention towards the damage of our Water Pipeline, in
our back lane. As it is lying cracked and unattended for the past one week, there
is leakage of water to a large extent. Also, since water is flowing out throughout
the day, there is water shortage in our ‘A’ Block, specially.
I had informed the local authorities a few days back, but no action has been
taken, so far.
I would be thankful to you if you kindly pursue the matter at your end, and take
necessary action, at your earliest.
Your’s faithfully,
MRINAL CHANDRA. (Signature too.)
Anchor3:
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So I think you will all agree that Bobby could help his father, thereafter, in
reducing his workload of writing different letters. But let’s proceed further
into different kinds of ‘Formal Letters’.
• The general format for a letter is to write the sender’s address and the date on
the top right corner, the recipient’s designation and address at the left hand side.
Then the salutation, the letter’s body, the subscript and finally the signature.
So, what are we going to learn in this session? We are going to learn different aspects
of writing a formal letter. Bobby’s father showed us an example of writing a formal letter,
which showed us the general layout of a Formal letter. Let’s see how much it fulfills our
Learning objectives of this module.Here are the learning objectives for this lesson.
SUPER
Learning Objectives
VO with Text on Screen
After this lesson, you will be able to
• List the various parts of a formal letter
• Use the correct syntax or format for writing a formal letter
• List the important points to keep in mind before writing a formal letter
• Divide the contents of the letter into a concise introduction, supporting details and
the conclusion which clearly states the solution or action required
• Omit common errors made while writing formal letters
TEXT ON SCREEN WITH VOICE-OVER
Rules for Writing Letters in English
ANCHOR-4
In the English language, there are a number of conventions that should be used when
writing a formal or business letter. Furthermore, you should try to write as simply and as
clearly as possible, and not make the letter longer than necessary. Remember not to
use informal language like contractions. I hope you recall here, that contractions are
when we use an apostrophe to omit out the whole word. ‘I would’ becomes I’d, ‘It is’
becomes its, etc.
We shall now move on to the various parts of a formal letter.
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TEXT ON SCREEN WITH VOICE-OVER
Parts of a Formal Letter – Your Address
ANCHOR-5
The sender’s name and return address should be written in the top left-hand corner of
the letter. This is the general format for letters.
Text on Screen
FORMAL LETTER
SUPER
DATE
ANCHOR-6
The date must be written after your own address on the left side. Remember to write the
month in words. Ensure that you leave a blank line after the sender’s address.
TEXT ON SCREEN WITH VOICE-OVER
Parts of a Letter –
• Recipient’s Designation and Address
ANCHOR-7
Tthe recipient’s name (if known), designation and address should be written on the left,
starting below your address.
SUPER
• Salutation or greeting
ANCHOR-8
As Bobby’s Father already told you earlier,
It’s a common mistake to use “dear” to address people even while we write in a formal
tone. You could stick to ‘Sir’ or “Madam, in case of non-business formal letters like
writing to the Principal of your school.
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Use ‘Dear Sir’ or ‘Dear Madam’, in case of business letters like writing to a shopkeeper,
or the editor of a newspaper. In such cases, we need to develop congeniality to propose
our business or work.
SUPER
• Subject
ANCHOr-9
In the case of formal letters, we must write the subject line. This single line should
sum up the entire purpose of the letter along with specific relevant details. Here are
some examples of the subject line.
 TEXT WITH VO.
• Admission of my son Arjun Mehta in Class V of your prestigious institution
• Re-evaluation of English CBSE Class X Examination of Roll No. 3456251
• Shortage of Water due to clogging of pipes in Ashok Vihar Phase I Delhi
Unspecific or vague subject lines like ‘Please Help’ or ‘Complaint Letter’ may not
interest the reader, who is most probably a busy person.
SUPER
Ending a letter – The subscript and the signature
ANCHOR-10
We typically follow a set format for writing the subscript and the signature. Have a look
at the screen.
VO with Text on Screen
 Yours Faithfully
If you do not know the name of the person
 Yours Sincerely
If you know the name of the person
 Your signature
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Sign your name. It is better to write your name in block letters and enclose them
within brackets as shown below rather than signing if the person you are writing to
does not know you. Another alternative is to sign and mention your name in
brackets too.
(MRINAL CHANDRA)
SUPER
• Content of a Formal Letter
VO with Text on Screen
Let us now examine some of the steps in writing formal letters.
PART I
 Introducing oneself if it is the first time you are writing
 Referring to an earlier letter if you are responding to it
PART II
 Stating the purpose of the letter
PART-III
 Stating action/information required from the addressee
 Explaining action taken/supplying information
PART-IV
 Urging action to be taken
 Offering assistance in future
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This is the basic structure of a letter. It will have to be modified according to the purpose
for which it is written and the person to whom it is addressed.
SUPER
Important Points to Remember
VO with Text on Screen and Image as shown below, behind the text.
When you write a letter you should keep in mind the following points:--
Purpose
Person to whom it is addressed
Tone you should adopt
Completeness of the message
Action required
Conciseness of expression
SUPER
The first paragraph
ANCHOR-11
The first paragraph should be short, and state the purpose of the letter- to make an
inquiry, complain, request something, etc.
The paragraph or paragraphs in the middle of the letter should contain the relevant
information to be delivered through the letter. Most letters in English are not very long,
so keep the information to the essentials and concentrate on organizing it in a clear and
logical manner, rather than expanding too much.
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Here is an example of beginning another kind of formal letter. This Flight lieutenant from
the Indian Airforce seems to have Some Problem. Let’s try and Help him out too.
MM3-
First, Show this cartoon in an animated way, with the dialogues as VO.
I wonder why
Papa is Thinking
sooooooo
much???
kind of
I wond er what
ould
ation w
an applic t
n u t o ge
help So
d to this
tr ansferre
hool?
good sc
ANCHOR-12.
Sonu’s father is recently transferred to Delhi, in mid –session . He is really worried
about his child’s admission to a good school. He knows that writing a proper application
effectively would help him. Let’s see how he goes about it.
VO with Text on Screen—
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In this case, the first three rules remain the same—ie.
Sender’s name and address on the left hand corner,
date comes below that.
Then again recipient’s name and address(In this case, the principal’s name and
school address) below on the left hand side,
Then comes the subject---Admission to class IX, Of your School,
then salutation,
Dear Sir,
Then the main purpose of the application, as given below:-
Arjun Mehta has been an outstanding child through out his primary classes. He was a
student of Modern School in Mumbai where I was posted. He has also been
participating in various sports as well as painting competitions. I am sure you will find
Arjun suitable to be a part of the school.
SUPER
Last Paragraph
ANCHOR-13
The last paragraph of a formal letter should state what action you expect the recipient to
take- to refund, send you information, etc.
Let us continue our example.
VO with Text on Screen
I understand that the school conducts admission tests for any new incumbents. In
keeping with the norm, I request you to furnish me with details for the same and oblige.
Thanking You,
Your’s Sincerely,
SANJEEV MEHTA(Signature below)
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ANCHOR-14.
Letter to the principal of a school is a common one. The example discussed earlier
regarding the purpose of admission is a regular requirement with many people. There
are many such commonly written letters which we could discuss. For example, letters to
newspapers and magazines
TEXT AND IMAGE ALO(NG WITH VO
These are letters that aim to pass on an opinion or a message.
Examples can be easily obtained from local newspapers or from
children's magazines WRITING TO A NEWSPAPER EDITOR,
I ENJOY
GIVING COMMENTS ON SOME
WRITING
ARTICLES.
FORMAL
LETTERS!
EXPRESSING GENERAL OPINIONS,
EXPRESSING CERTAIN CONCERNS
THROUGH A MAGAZINE.
KINDS OF FORMAL GENERAL LETTER TO
PUBLIC,PROVIDING SOME
HELP, MAY BE FINDING A
LETTERS LOST DOG , OR SOME
HELP AFTER AN
ACCIDENT.
VOICING OPINIONS IN PUBLIC THROUGH
WRITING LETTERS TO DIFFERENT NEWSPAPERS.
APPRECIATING SOME CULTURAL
PERFORMANCE IN PUBLIC
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THROUGH SOME PARTICULAR
MAGAZINE.

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These are letters that are directed at a wide audience — anyone who happens to read
it. The sender never gets a direct letter back through the post. Sometimes people are so
interested in a letter, which has appeared in a magazine that they want to express their
opinions. They choose to write a letter to the magazine giving their comments So what
might go into a letter to a newspaper or magazine? It might be a request — could you
provide more stories about skate boarding, or nature? It might be a way of thanking
people for providing help. Sometimes letters to local newspapers are used to thank
people who helped find a lost dog or help after an accident; but who did not leave their
names. By writing to the paper, the sender hopes that the message will reach the
people concerned. Sometimes such letters are used to express opinions such as on
climate change, treatment of animals, poor services, not enough buses, and human
rights.
Letters of this kind need to be very precise. Arguments should be clearly made.
Requests for action should be clearly indicated. From reading the letter, everyone
should know exactly what the sender is asking. Suppose you as a citizen of India is
nagged by the taxation system in India. This is one of the ways you could voice your
complaint.
TEXT ON SCREEN WITH VOICE-OVER
Sanchit Goel
10, Aurangzeb Road
Ludhiana 21
April 5, 2009
Editor
Hindustan Times
Ludhiana
Dear Editor,
Subject: Solution to the urgent need for Tax Reforms
Mass confusion surrounds our tax code and is beginning to stimulate the debate to
reform our tax system.
What we need is a fair, simple, transparent tax system that any Indian can understand
at a glance; a new tax system that would end late-night sweating over endless forms.
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We need a system that won't hide the tax burden in the cost of goods and services; a
system that will allow working people to take home their entire paychecks.
To achieve this, I believe that in the coming budget, the government should make a
Single Window system for paying Tax, hence making it less complex and
understandable to the common citizens. Akin to what multinational banks are doing,
such a system will also address individual queries of any nature.
Yours faithfully
(Sanchit Goel)
ANCHOR-15
Friends, in this module, we have looked at the various aspects of dealing with formal
letters. Examples and a sample letter have further provided clarity with the way to deal
with such letters. Here is a quick summary.
SUPER
SUMMARY
TEXT ON SCREEN WITH VOICE-OVER
• Sample format of a formal letter is as follows-
Your Name
Your Address
Date
Recipient’s Name/ Designation
Recipient’s Address
Salutation
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Subject
First Paragraph- Concise introduction to the purpose
Second Paragraph- Specific Details
Third Paragraph – Action required and conclusion
Subscript
Signature
• Steps to write a formal letter
Introducing oneself if it is the first time you are writing
(ii) Referring to an earlier letter if you are responding to it.
• Stating the purpose of the letter
• Stating action/information required from the addressee
• Explaining action taken/supplying information
• Urging action to be taken
• Offering assistance in future
• Remember-
When you write a letter you should keep in mind the following points.
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• Purpose
• Person to whom it is addressed
• Tone you should adopt
• Completeness of the message
• Action required
• Conciseness of expression
SUPER
QUESTION-ANSWER SESSION ( Show the answer after 2 seconds.)
• List the different parts of a formal letter.
Ans. Sender’s name and address, date, recipient’s name and address,
salutation, subject, contents, subscript and signature.
• What different subscripts are used for ending a letter?
Ans. Yours sincerely, Yours truly, and Yours faithfully
• Write an appropriate subject line for a letter of complaint of thefts in your
area.
Ans. Subject: Multiple thefts of car stereo in the by-lane of Mall Road Sector 1
• What supporting details should we include in a letter asking for change of
subject from commerce to science, addressed to the principal of the
school?
Ans. We must provide the relevant mark sheet, reasons for the change in subject
and personal details such as roll number, admission number, name, class and
section. Parent’s consent must be mentioned too.
ANCHOR-16
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In our next episode we will focus upon some other types of formal letters. I hope you will
keep in mind everything we have learnt about letter writing so far. Good bye and take
care!
TRY WRITING SOME FORMAL LETTERS!!!
THANK YOU!!
Name of the Subject Expert - -------------------------------
Signature - ----------------------------------------------------
Date - ----------------------------------------------------
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