The document provides guidance on writing formal letters in 3 parts: 1) It outlines the typical parts of a formal letter including sender's address, date, recipient's address, salutation, subject, body, and closing. 2) It discusses the content of a formal letter including introducing the purpose in the first paragraph and providing relevant details. 3) It provides examples of beginning formal letters for different purposes like requesting repair work or seeking school admission. The document emphasizes concise, clear, and logical writing.

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 left hand
side, the recipient’s designation and address at the left hand side. Then the salutation, the
letter’s body, the subscription and finally the signature, all on the left side.
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.)
• b'ekukoh gZso T[j jB i' niBphnk, e[ZM ;oekoh iK tgkoe ezwK bJh fby/ iKd/ jB.
• T[; ftnesh dk BKn fi; ~ ;zp'XB ehsk frnk j?
• T[ukoF fijVk s[;hI eoBk j?
• ;zd/F dh ;zg{oBsk
• }o{oh ekotkJh
• ;zy/g ns/ gqGktekoh Fpdktbh
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
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Sector 26
Chandigarh-160019
• Now write the date below
July 5, 2009.
• 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,
Sector 23, Chandigarh-160019
• Salutation or addressing the person.
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:-
 nkgD/ nkg dh ikD gSkD eokU i/ s[;h gfjbh tkoh fby oj/ j'
 i/ s[;hI itkp d/ oj/ j' sK nkgD/ gfjb/ gZso dk th jtkbk fdU
 gZso fbyDk dk we;d fby'
 ekotkJh eoB / ;{uBk d/D pko/ ft;Eko fdU
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 m'; ekotkJh pko/ fbyDk
 GftZy ftZu ;jkfJsk dh g/FeF
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. It
is lying cracked and unattended for the past one week. There is leakage of water to a large
extent. Since water is flowing out throughout the day, there is water shortage, especially in the
‘A’ Block.
I had informed the local authorities a few days back. No action has been taken, so far.
I shall be highly obliged if you kindly pursue the matter at your end, and take necessary action,
at your earliest.
Yours faithfully
Signature
(MRINAL CHANDRA.)
Anchor3:
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 left hand side
corner, the recipient’s designation and address at the left hand side. Then the salutation, the
letter’s body, the subscription, all on the left hand side. and finally the signature below..
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
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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
nzro/}h GkFk ftZu gZso fbyd// ;w/I fJE/ eJh dhnK gqzgoKtK jB fiBQKQ ~ b'ekukoh ns/ tgkoe gZsoekfosk
d/ ;w/I tosDk ukjhdk j?. fJ; s'I th tZX e/ s[jk~ ;kXkoD ns/ ;gFN Fpdktbh dh tos'I eoBh ukjhdh j? ns/ gZso
~ b'V s'I tZX bzpk BjhI eoBk ukjhdk. fJ; rZb ~ th :kd oZyDk ukjhdk j? fe Fpd ;ze'u dh tos'I Bk j't/. w?~
T[whd j? s[;h d[jokT[Dk ukj'r/ id'I n;h g{o/ Fpd dh EK fuzBQ dh tos'I eod/ jK.fit/ ‘I would’ becomes I’d, ‘It
is’ becomes it's, etc.
We shall now move on to the various parts of a formal letter.
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
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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.
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
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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 subscription and the signature
ANCHOR-10
We typically follow a set format for writing the subscription 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
M. Chandra
Yours sincerely If you know the name of the person
M. Chandra
Yours signature
Sign your name. It is better to write your name in block letters and enclose them within brackets as
shown, 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
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 i/ s[;h gfjbh tkoh fby oj/ j' nkgD/ nkg dh ikD gSkD eokU
 i/ s[;hI itkp d/ oj/ j' sK nkgD/ gfjb/ gZso dk th jtkbk fdU
PART- II
 gZso fbyD dk we;d fby'
PART- III
 fuZmh fbyD tkb/ s'I b'VhIdh ;{uBk wzr'
 ehsh ekotkJh pko/ / ;{uBk d/D ;zpzXh jtkbk fdU
PART-IV
 m'; ekotkJh pko/ fbyDk
 GftZy ftZu ;jkfJsk dh g/FeF
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:--
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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
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.
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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.
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???
of
hat kind
Iw onder w ld
ion wou
an applicat t
n u t o ge
help So his
red to t
transfer
hool?
good sc
ANCHOR-12.
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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—
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,
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 the new incumbents. In keeping with the
norm, I request you to furnish me with details for the same and oblige.
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Thanking You,
Yours sincerely
S. Mehta (signature)
(SANJEEV MEHTA)
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 ALONG 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,
GIVING COMMENTS ON SOME
ARTICLES.
I ENJOY
KINDS
WRITING OF FORMAL
FORMAL
LETTERS!
EXPRESSING GENERAL OPINIONS,
EXPRESSING CERTAIN CONCERNS
THROUGH A MAGAZINE.
GENERAL LETTER TO
PUBLIC,PROVIDING SOME
HELP, MAY BE FINDING A
LOST DOG , OR SOME
HELP AFTER AN
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14. PES/ENG/IX/050
LETTERS
VOICING OPINIONS IN PUBLIC THROUGH
WRITING LETTERS TO DIFFERENT NEWSPAPERS.
APPRECIATING SOME CULTURAL
PERFORMANCE IN PUBLIC
THROUGH SOME PARTICULAR
MAGAZINE.
nfij/ gZso i' fe tZX s'I tZX doFek d/ ;Bw[Zy jz[d/ jB s/ i' e[ZM tkgodk j? T[; ~ e'Jh th gVQ ;edk j?. gZso
G/iD tkbk edh th f;ZX/ s"o s/ vke okjh itkp jk;b BjhI eodk. eJh tko b'e w?r}hBk ns/ nypkoK ftZu Sg/
gZZsok ftZu pj[s f}nkdk fdbu;gh b?Id/ jB ns/ T[j T[Bk pko/ nkgDh okJ/ gqrN eoBk ukj[zd/ j[zd/ jB. T[j w?
r}hB bJh fbyD tk;s/ nkgDh okJ/ dh u'D eod/ jB, fe T[; nypko iK w?r}hB bJh gZso ftZu eh e[ZM j'Dk
ukjhdk j?. fJj p/Bsh j' ;edh j?. eh s[;h skate boarding iK nature pko/ j'o ejkDhnk w[jZJhnk eotkT[r/< fJj
;jkfJsk w[jZJhnk eotkT[D tkfbnK bJh XzBtkd d/ Fpd j' ;edk j?. eJh tko ;EkBe o'}kBk nypkoK d/ gZsoK
ftZu T[j gZso Sg/ j[zd/ jB fiBQK ftZu T[Bk d/ r[nku/ e[Zs/ dh Gkb eoB u ;jkfJsk iK fe;/ jkd;/ u ;jkfJsk bJh
XzBtkd dk f}eo ehsk frnk j[zdk j?. go T[Bk s/ fe;/ dk BK Bjh jz[dk. nypko ~ fbyD Bkb G/iD tkbk T[whd
eodk j? fe fJj ;zd/F ;zpzfXs b'eK sZe gjz[u jh ikJ/rk. eJh tko fJ; soQK d/ gZso ibtk:{ spdhbh, ikBtok dk
fJbki, xNhnk ;/tktK, pZ;K dh xkN ns/ wBZ[yh jZek pko/ nkgDh okJ/ ~ b? e/ fby/ rJ/ j[zd/ jB.
fJ; sokQ d/ gZsoK ~ fbyD bJh ;[fB;us sohek nkT[Dk ukjhdk j?. dbhb ;gFN j'Dh ukjhdh j?. ekotkJh eoB
pko/ nghb dk ;gFN ;ze/s j'Dk ukjhdk j?. gZso ~ gVQB s/ fJj gsk bZrDk ukjhdk j? fe fJ; gZso ~ fbyD tkbk
n;b s"o s/ eh g[ZSDk ukj[zdk j?. co} eo' fe s[;hI Gkos d/ Bkrfoe j' s/ s[jk~ Gkos d/ N?e; ftGkr B/ ekch szr
ehsk j'fJnk j?. f;oc fJj' sohek j? fi; Bkb s[;hI nkgDh nktk} p[bzd eo ;ed/ j'.
TEXT ON SCREEN WITH VOICE-OVER
Sanchit Goel
10, Aurangzeb Road
Ludhiana 21
5thApril, 2009
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The Editor
The Hindustan Times
Ludhiana
Dear Sir,
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 every Indian can understand at a glance; a
new tax system that would end late-night sweating over endless forms. 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--------subscription
S. Goel ------------------signature
(SANCHIT GOEL)-----------name in brackets
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
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Date
Recipient’s Name/ Designation
Recipient’s Address
Salutation
Subject
First Paragraph- Concise introduction to the purpose
Second Paragraph- Specific Details
Third Paragraph – Action required and conclusion
Subscription
Signature
FULL NAME IN BRACKETS.
• 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
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• 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.
• Purpose
• Person to whom it is addressed
• Tone you should adopt
• Completeness of the message
• Action required
• Conciseness of expression
SUPER -- Table showing Salutation and Subscription will be shown here.
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, subscription and signature.
• What different subscriptions 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 cars in the by-lane of Mall Road Sector 1
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• 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
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!!!
MASTER FILE OF SCRIPT
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