1. PES/ENG/IX/051
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A PUNJAB EDUSAT SOCIETY PRODUCTION
SUBJECT :ENGLISH
CLASS :IX
CHAPTER :APPLICATION AND LETTER WRITING
MODULE : TYPES OF FORMAL LETTERS
ANCHOR 1
Welcome back children! We are now into our third module on application and letter
writing. In our previous letters, we went through
VO with Text on Screen ( Show the points one by one, along with the VO.)
• Rules for writing formal letters.
• Structure of formal letters.
• Importance of different steps.
• Letters to newspapers and magazines.
Again, in this session we will go through some more varieties of formal letters with
their structures and utility.
MM:1.
Two boys, Avinash and Mrinal are shown, talking to each other.( dialogues to
be shown in bubbles.)
Avinash: We have the basic structure of a formal letter with us. I am quite
comfortable with writing any type of formal letter now. I don’t think this module is
interesting enough!
Mrinal: Lets not get over confident, friend. I was reading an article the other day
about the various types of formal letters.Let me show you the cover of that
magazine, which showed the exact meaning of ‘intent and mood of a formal
letter.’ I think this module is going to be interesting and very informative indeed.
Avinash: Really? Quite interesting! So you are talking about writing a letter to a class
teacher or principal of a school. May be a police inspector, etc. I see no difference in
dealing with such letters.
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Mrinal: No Avinash.See this informative picture on the cover, and you will understand
what we will learn today.
(NOW SHOW THE IMAGE WITH THE TEXT AS SHOWN IN BUBBLES, AND
ANCHOR READING THe TEXT FROM BACKGROUND)
IMAGE I
DIFFERENT MOODS
AND INTENTS OF LETTER TO A POLICE
INSPECTOR,
FORMAL LETTERS COMPLAINING OF
THEFT.
A SOCIAL ACTIVIST, LETTER TO THE
WRITING IN A EDITOR,
MAGAZINE APPRECIATING
AGAINTCUTTING OF A DANCE
TREES. PERFORMANCE.
RESIDENT
LETTER OF COMPLAINING
TO MCD FOR
CONDOLENCE FOR
WATER LOGGING
THE DEATH OF AN
UNCLE’S DEATH.
LETTER TO THE
PRINCIPAL
LETTER OF
COMPLAINT ,COMPLAING
TO THE CLASS AGAINST A BOY
TEACHER
WRITING TO
THE
CITIZEN
EXPRESSING HIS NEWSPAPER
OPINION ON TAX FOR HER
DEDUCTION, IN A LOST DOG
NEWSPAPER.
A LEAVE APPLI CATION TO
THE PRINCIPAL OF HER
SCHOOL
The types of letters differ in their tone and intent. There are letters of request, of
complaints, of opinions and suggestions and so many more.
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Avinash: Hmmm.. I guess you’re right. Lets begin our lesson immediately!
ANCHOR-2.
Friends, like Avinash and Mrinal, you must be wondering about the different types of
letters. Don’t worry, you have probably seen them everywhere around you. Leave
applications written by your parents to the principal of your school, opinion letters
which you might have read in newspapers and magazines, your father’s business
letters, promotional letters received by you at home from various sales agencies, etc.
Lets go through some of them.
TEXT ON SCREEN WITH VOICE-OVER
Letters of complaint
ANCHOR-3.
It might be when someone has done something wrong. Sometimes people write
letters to organizations or the newspapers to complain about litter or poor
service.This is what it would sound:--
11,Chandni Chowk
Delhi
March 25,2009
The Administrative Officer
Exhibition Services
Exhibitions International
Delhi
Dear Sir/Madam
I attended your exhibition ‘Sound Systems 2009’ at the Fortune Hotel from 13 – 16
March’09. and found it informative and interesting. Unfortunately, my enjoyment of
the event was spoiled by a number of organizational problems.
Firstly, I had difficulty in registering to attend the event. An on-line registration facility
was set-up, but apparently, the software was not fool proof. Even after spending
almost half an hour, the computer would not accept my application. I eventually
succeeded in registering by faxing you.
Secondly, though the venue was an elite hotel’s conference room, yet it was not
spacious enough for the expected gathering. Paucity of space made people
uncomfortable and many of them could not even manage to sit on a seat through
out.
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The final point I want to make concerns product information. Pamphlets and fliers
help the consumers choose and compare different products. By the time I was able
to meet the sales people, the pamphlets were already out of stock.
I request you to ensure a better organization the next time so as to cause minimum
discomfort to the participants. I would also request you to send me relevant
pamphlets and contact details of the various stores so that I may decide upon the
sound system I need to buy.
I look forward to hearing from you.
Yours Sincerely
(MRINAL CHANDRA)
ANCHOR-4.
Let us have a look at the main part of a letter written by a resident of Mayapuri
complaining about the unhygienic conditions in the area.
VO with Text on Screen
I want to bring to your notice that the sanitary conditions around the 696 LIG flats
and as many adjoining Janta flats in the G-8 area, Mayapuri, are deplorable. The
sewer lines are faulty and stinking water is stagnating in almost every open drain.
The cleaners turn up once in a fortnight and the garbage is rarely removed. It
remains lying in heaps till it finds its way to the open drains.
With the onset of the monsoon, things have worsened. The whole area has become
a breeding place for mosquitoes and flies, and the residents open the doors and
windows of their homes at their own risk. Human excreta from the three houses of
JB-32 LIG Block are overflowing from the septic tank to the open drain, as the line to
the main sewer is blocked with concrete which got into it when the road was built.
Kindly take some action immediately before the situation becomes still worse and
there is an outbreak of infectious diseases.
ANCHOR-5
What are the points that you should keep in mind while writing such a letter?
The points are
TEXT WITH VO
Don’t make the complaint too general.
Give details of what is bothering you. In the letter given above, for
example, notice how specific the writer is. He gives the precise details
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of the area he is writing about: “around the 696 LIG Flats and as many
adjoining Janata Flats in the G-8 area, Mayapuri…….”, “…. The three
houses of JB-32 LIG Block”.
You must include facts that your reader cannot possibly ignore
.Ask for satisfaction firmly but politely.
If you can suggest a solution, do so.
End your letter forcefully.
Make clear what you expect of your reader.
Address your letter of protest to the appropriate person. For instance,
if you want to complain about a bill, send your complaint to the
Accounts Officer, not the Chairman of the organisation.
If you have made the same complaint before, say so in your letter.
TEXT ON SCREEN WITH VOICE-OVER
Thank you letters
ANCHOR 6
Thank you letters are very important and can be used in lots of ways: thanking
organizations for helping, thanking people for helping you, thanking someone for a
lovely time. They make a good follow up exercise after receiving presents or going
on a visit. Let’s see what a ‘thank You’ letter to an Application for a job with the
investment broker would look like.It would read as:-
TEXT ON SCREEN WITH VOICE-OVER
11,Chandni Chowk
Delhi
March 25,2009
Mr. Soumitra Das,
Asha Investments, Inc.
25 Gol Street
Calcutta.
Dear Mr.Soumitra,
Thank you for taking the time to discuss the insurance broker position at Asha
Investments, Inc. with me. After meeting with you and observing the company's
operations, I am further convinced that my background and skills coincide well with
your needs.
I really appreciate that you took so much time to acquaint me with the company.. I
feel I could learn a great deal from you and would certainly enjoy working with you.
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In addition to my qualifications and experience, I will bring excellent work habits and
judgment to this position. With the countless demands on your time, I am sure that
you require people who can be trusted to carry out their responsibilities with minimal
supervision.
I look forward to hearing from you concerning your hiring decision.
Again, thank you for your time and consideration.
Yours Sincerely,
(MRINAL CHANDRA)
TEXT ON SCREEN WITH VOICE-OVER
Letters of Information
ANCHOr-7
Letters of information serves the purpose of getting us educated about the things
which matters us in our day-to-day life but we are unaware of it. We use this medium
to receive information from the concerned person.These letters are as follows:-
TEXT ON SCREEN WITH VOICE-OVER
Translation Services Ltd
69 Gol Street, Calcutta ,
India.
Ms Andrea Philips
Dreamtime Movies Universal Ltd
54 Oxford Road
Skagnes
Dear Ms Philips
Subject: Translation Services & Fees
Thank you for your letter dated 22nd. January inquiring about our translation services.
Translation Services Galactic offer a full range of translation services to help you in
the development of sales literature and web sites. I have pleasure in enclosing our
latest brochures and price list from which you can see that our prices are highly
competitive.
I look forward to calling you in a few days.
Yours Sincerely,
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Mrinal Chandra
Sales Manager.
ANCHOR-8
So we have seen three different kinds of letters serving different purposes. Each of
them follows the same structure. But their contents are different. They are used for
different purposes. We can see it clearly that though they all are formal letters but
each of them has a unique style. Since they are used for different purposes, their
tone differs. Each one of them has its own importance.
Now let us attempt to answer some questions.
TEXT ON SCREEN WITH VOICE-OVER
QUESTIONS AND ANSWERS:( Show the answer after the students complete
their own attempts.)
Write a request letter to the state transport authorities asking
them to provide better facilities in a particular area.
Ans
Sector A/45
Vasant Kunj
New Delhi-110 008
21 May 2008
The General Manager
Delhi Transport Corporation
Delhi-110 054
Dear Sir,
I am a resident of Vasant Kunj, an area rather poorly connected to the rest of the city
by buses. The people most affected by this lack of bus service are school children
and teachers, who find it difficult to reach a convenient bus stop in time to catch the
bus to their schools.
I request the DTC to improve the bus service from this area. Specifically, if you could
start a direct bus service from Vasant Kunj (touching sectors A & D) to Lajpat Nagar,
it would benefit at least 150 school children and teachers.
I hope you will take immediate action to solve our problem.
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Yours Sincerely
Seema Jha
Write an instructional letter to the editor of a magazine asking
him to send the subscribed magazine at a new address.
Ans
E-57, South Extension
Chandigarh-160017
20 August 2008
The Circulation Manager
Reader’s Interest
Chennai 600 107
Subject: Change of Residence
Dear Sir
I am a subscriber to Reader’s Interest. My subscription number is: D2/478. I am
writing to inform you that I shall be moving to a new house on 2nd October 2008.
My new address will be-
642, Civil Lines
Chandigarh 160 019
Please send the future issues of the magazine at my new address. I hope we shall
continue to receive them as regularly as we used to.
Yours sincerely
Chitra Subramaniam
ANCHOR-9
In our next module we shall continue with some important types of letters.
Hope you have clearly understood everything we dealt with today. Until next
time, good bye and good luck! I think now you can deal with formal letters
quite confidently, isn’t it so?
THANK YOU!!!
Name of the Subject Expert - -------------------------------
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