LETTER WRITING

NCERT Solutions Class IX & X

LETTER WRITING

FORMAL LETTERS

Letter writing is an essential skill. Regardless of the prevalence of e-mail and text messages, letters are still one of the most significant and popular methods for correspondence. 

NCERT Solutions Class IX & X

TYPES OF FORMAL LETTERS

Formal letters can be broadly classified into four types:

1. Complaint Letters - As the name suggests, these letters are written to lodge a complaint. The complaint letters can be addressed to a public/private company or organisation.

2. Enquiry Letters - Enquiry 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.

3. Business Letters - Business letters are written when a customer or an organisation wants to place an order for product (s) or goods from another company or organisation. These may also include letters for cancellation or amendments to orders placed as well as acknowledgement of orders placed.

4. Letters to the Editor - Letters to the editors are usually written on a topic of general concern and to influence public opinion. They may include suggestions on an issue concerning public interests, complaints or requests.

LETTER 

NCERT Solutions Class IX & X

STEPS TO WRITE A LETTER

To write an effective Formal Letter one must follow the correct format and the steps given below.

1. Sender's Address - Make sure that the sender's address is clear and precise. It is written at the top of the left-hand corner of the page.  Specify the house number first, followed by the street, town/state, and Pincode.

Example: 1223/13, Vrindavan Nagar

                 Kreeda Prangan

                 Meerut - 250002

This portion includes the sender's full address. While writing the address, one must not put a comma at the end of each line.

2. Date and Receiver's Address - While writing date, always remember the day is written in figures, month in words and year in full figures. The date on which the letter is written, followed by the receiver's address which comprises the receiver's name/designation and the complete address.

Example: 1st April, 2020

                The editor

                The Times of India

                Daryaganj

                Delhi-110002

3. Subject - One of the most important parts of a Formal Letter is the subject. One must ensure that the subject expresses the main theme or crux of the letter clearly. It must be brief as possible, a maximum of three or four words.

4. Salutation - The salutation used in formal letters is a greeting to whom the letter is addressed. The form of greeting or salutation depends on the relation and degree of intimacy between the writer and the addressee in personal letters. But in official letters, we may use Sir/Madam or Dear Sir/Dear Madam, keeping in mind the gender, if specified in the question.

5. Body of the Letter - The body of the letter is a complex part that 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:

(a) Introductory Paragraph/Sentence - It states the purpose of writing.

(b) Informative Paragraph - It gives details of the problem, cause, effect, possible solution, etc.

(c) Concluding Paragraph/Sentence It states your hope, comment, request, suggestion, etc.

6. Complimentary Close/Closing - This is a courteous way of ending a letter. For this, we write Yours sincerely/Yours faithfully/Yours truly. the first letter of the second word is never written in capital letter.

7. Sender's Signature - Just below the Complimentary close, the sender's name is written as a mark of signing off. If applicable, the sender's designation may be added in brackets. 

NCERT Solutions Class IX & X

POINTS TO BE KEPT IN MIND:

• Answer the following question in drafting the letter:

                a. Who are you writing to?

                b. What is the reason for writing the letter?

                c. What do you expect as a result of writing this letter?

• The subject line should match to what is asked in the question. Avoid a long subject line.
• Get right to the purpose of the letter in polite and formal language. It should focus on the desired topic.
• Be clear, concise and to the point. Stick to the word limit of 100-150
• Use simple language so that the letter is easy to understand. Do not use long-winded sentences.
• Review your finished letter for clarity from the reader's viewpoint, who should understand the action to be taken in response to the letter.

NOTE: Always leave one line space after writing the sender's address, date, receiver's address, subject, and salutation.

NCERT Solutions Class IX & X

LETTERS OF COMPLAINT

Letters of Complaint 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/organisation/dealer/service provider who has supplied the effective product or provided the poor service' The writer will introduce himself/herself and give 

• Details of the product/service
• Nature of the complaint
• payment information like bill/cash memo number
• date and place of purchase/service
• Model number (if applicable)
• Names of associated persons from the supplier side (if applicable)
• Compensation or corrective action required, and
• Any other details necessary for resolving the complaint. 

You are Garima Singh, a resident of Silchar. You are a subscriber of a weekly magazine named Outlook. Lately, you have not been receiving the copies of the magazine regularly. Write a letter to Circulation Manager, Outlook regarding the non-receipt of copies. (100 - 150 words)

Central Road, Silchar

cachar - 788011

4^th April, 2020

The Circulation Manager

Outlook Magazine

New Delhi - 110024

Subject - Non-Receipt of Copies of Outlook Magazine.

Dear Sir,

          I am a subscriber of Outlook magazine with Subscription No 120124. I have not been receiving copies of the magazine regularly since the past few weeks. At times the copies do not arrive on time or are not delivered at all.

        I have also called your helpline number but the issue has not been fixed. I would appreciate if you could look into the issue and make sure that I get the copies on time.

             Looking forward to your speedy action.

Yours sincerely

Garima Singh 

LETTERS OF ENQUIRY

A Letter of Enquiry is written to request more information concerning an item, 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 or getting a service, but would like more information before making a decision. In the letter, the writer will introduce himself/herself and give:

·         The facility/product/service required.

·         Nature of the information required – this may be a quotation, a brochure or other details.

·         Payment terms like credit.

·         Any other details required.

You are Vinit Malhotra, a student of Class X and a resident of Silchar. You are interested in learning French in your summer vacation. Write a letter to the Director of Language Learning Institute, Silchar, Assam, Asking him about the various courses offered by the French during the summers. (100-150 words)

Answer:

Central Road, Silchar

Cachar – 788001

19^th May, 2020

The Director

Language Learning Institute

Silchar, Cachar – 788005

Subject – Query Regarding French Classes in Summer Vacations

Dear Sir,

            I am a student of class X residing in Central Silchar. I am interested in learning French during my summer vacations starting from 2^nd June. I would like to start with the beginner’s course offered by you during the months of June-July.

            Kindly send me the detailed information, fees applicable and any other relevant information. I would also like to have the brochure of your institute. You can send me the information and brochure by post or at my email address vinit9@gmail.com.

            I look forward to your early response.

Yours sincerely

Vinit Malhotra

NCERT Solutions Class IX & X

LETTERS OF PLACING AN ORDER
This involves ordering for goods/services from another business or corporate entity, cancelling or changing previously placed orders and accepting orders imposed on your entity. The writer must take great care to provide exact details when placing an order. Some inaccuracies can lead to delayed / false deliveries with severe financial consequences. Such letters should give:

• Specifications (with quantity) of the product/service to be supplied.
• Reference number of the quotation/price list against which the order has been placed.
• Payment terms/credit terms/bank details (as applicable).
• Required date of delivery.
• All taxes/delivery charges.
• Mode of transport of goods.
• Any other terms and conditions.

Write a letter to GBS, Silchar, placing an order for sports articles (minimum 4 items) to be supplied to your school, XYZ School, Kalain. Sign as Gaurav/Gargi Singh, Sports Secretary. (100-120 words)

Answer:

XYZ School

Kalain – 788815

May 10, 2020

GBS

Silchar – 788001

Subject:       Purchase Order for Sports Articles.

Dear Sir,

          This refers to your quotation no LSA/23/17-18 dated 17^th March, 2020 for various sports items. We are pleased to place an order on you to supply the following items at the earliest.

Item description	Brand	Quantity	Rate(each)	Amount
1. Football with bladder	Nivea	4	Rs 435.00	Rs 1740.00
2. Cricket bats	SVG	6	Rs 750.00	Rs 4500.00
3. Cricket balls	SVG	6	Rs 170.00	Rs 1020.00
4. Batting gloves (pairs)	SVG	8	Rs 220.00	Rs 1760.00
Total				Rs 9010.00

(Rupees Nine Thousand and Ten only)

Terms of Price: All taxes and delivery charge inclusive.

         

Please send the goods to the school on any weekday between 8 A.M. and 2 P.M. payment will be made after the consignment is received and checked by the games department of the school. Further, please ensure the quality of the consignment. If defects are found in the goods, the whole consignment will be returned without any payment.

Yours sincerely

Gaurav/Gargi Singh

Sports Secretary

NCERT Solutions Class IX & X

LETTERS TO THE EDITOR
Such letters are sent to a newspaper, magazine, or other regularly printed publication. They may support or oppose an issue or just inform, or both. By using emotions or evidence they can convince the readers. They can include the following elements in the order given below:

• Grab the readers' attention.
• Explain the letter at the beginning.
• Explain the significance of the problem. 
• Give evidence of any praise or criticism. 
• State your opinion. 
• Any other information that is necessary to support the stand you have taken.

You are Roshni Mitra, a resident of Silchar. With the increase in choices of processed food and an inactive lifestyle, the problem of obesity is rising. Write a letter to the Editor of  ‘The Assam Tribune’, Guwahati, expressing your concern regarding the issue and suggest measures that can be taken to reduce the problem. (100-150 Words)

Answer: 

Central Road, Silchar

Cachar – 788001

May 12, 2020

The Editor

The Assam Tribune

Chandmari, Guwahati

Assam 781003

Subject: Obesity – A Major Concern.

Dear Sir,

          Using your newspaper as a medium, I wish to throw light on the exponential rise in the number of overweight individuals in our country. This is a condition in which excess body fat accumulates in our body to adversely affect our health. It is called ‘obesity’ and has increased health problems among people nowadays. Though the causes of obesity are complicated and diverse, the contribution of inactive lifestyle and readily available fast food cannot be ignored.

          Our country needs a reminder about this problem so that the situation can be improved. We can bring about a change with stringent actions taken by government and individuals. We can encourage the masses to adopt measures like a morning walk or jogging, using bicycles for short distances, practising physical exercises, eating healthy and nutritious food, banning of beverages with high-calorie content etc. to improve our health.

          I hope my thoughts will make the affected people take some positive actions.

Yours sincerely

Roshni Mitra

EXAMPLES:

1. Write a letter to the Superintending Archaeologist of the Archaeological Survey of India complaining about the damage caused to a historical monument in your city due to negligence.

Answer:

Central Road, Silchar

Cachar – 788001

May 15, 2020

To

The Superintending Archaeologist
Archaeological Survey of India
Guwahati Circle
West End Block, 5th Floor
Housefeed Complex
Beltola-Basistha Road
Guwahati – 781006

Subject – Damage caused to the Monument.

Sir,

I wish to bring to your notice the deplorable condition of the Khaspur Rajbari located only 20 km from Silchar, in Cachar district of Assam. Khaspur is a popular tourist destination in Assam because of its vicinity to Silchar. The tourists visit the place to see the remains of the Dimasa king’s temple, the Lion Gate, and the Sun Gate. Being centuries old, the monuments are in constant need of repairs, which are not being carried out regularly. This should be arranged by your office, as the Government of India has authorised you for this purpose.
Further, the grounds are littered with soft drink plastic bottles, paper scraps and polythene bags thrown by visitors. This monument is of prime importance to the history of our state and it is about time the civic authorities should realise this fact. They should carry out the cleaning regularly.

Necessary repairs should be carried out to the interiors as well as exteriors of these monuments. Security personal should be increased to prevent littering of the grounds. If these measures are carried out, I am sure the Khaspur Rajbari will regain its lost glory.

Yours faithfully

Prantik Roy

2. Write a letter to the Editor, The Times of India, about evoking awareness for the use of solar energy among the citizens of India. You are Raktim/Ritika Roy from Silchar, Assam.

Answer:

Central Road, Silchar
Cachar – 788001

May 17, 2020

To
The Editor
The Times of India
New Delhi – 110002

Subject – Evoking Awareness About Use of Solar Energy.

Dear Sir,
          I wish to make the people aware of the growing need to use solar power and its importance trough the prestigious column of your newspaper. We are all conscious that the health of our mother earth is declining. This situation is caused by excessive pollution and the excessive use of resources, particularly fossil fuels. Man wants to lead a luxurious life and for that, he is overusing electricity.

We should switch over to use solar energy, such as solar cookers, solar lanterns, solar water heaters and solar electric panels, to find alternative sources of electricity. All these items are available in the market and should be subsidised by the government so that more and more people switch over to this option.    

I am sure we can reduce the emissions rate and make Earth a better place to live in by using alternate energy.

Yours faithfully

Raktim Roy 

3. Write a letter to the editor of the Assam Tribune, Guwahati- 781003, drawing the attention of the concerned authorities regarding the erratic power supply especially during study hours in your locality.

Answer:

Bihara Bazar
Cachar

June 16, 2019

The Editor
The Assam Tribune
Guwahati 781003

Subject: Irregular electricity supply.

Dear Sir,

       Through the segments of your esteemed newspaper, I might want to draw the consideration of the concerned authorities towards the irregular power supply in our area. 

   Every one of the occupants is confronting a serious issue of growing instances of irregular electricity for last three months in our region. There are many students who are getting ready for their upcoming Board Examinations and the other final examinations. But, this inconsistency in electric supply is causing impediments in their planning. The issues of irregular electricity supply also lead to some other unlawful exercises in our region. 

        I have officially given many complaints to our local authorities. They are continually giving void guarantees and doing nothing. Therefore, I am requesting higher authorities to look into this issue. I hope you will give a little space for this letter in your newspaper which will enable the concerned authorities to do the needful. 

Thanking You,

Yours truly,
Ritu Gupta

4. Write a letter to the editor of The Sentinel drawing the attention of the concerned authorities regarding the bad road condition in your locality. You are Raktim, living in Kalain, Cachar district.

Answer:

Kalain
Cachar-788815

June 20, 2019

The Editor
The Sentinel
Guwahati-781032

Sub: Bad condition of Road

Sir/Madam,

      Through the esteemed columns of your newspaper, I wish to highlight the terrible condition of roads in Kalain. Citizens pay various taxes to guarantee the smooth running of the administration. A government ought to give basic facilities like good, clean roads and a protected environment for the residents. In our locality, the roads have not been repaired for as long as 3 years. There are pitfall and breakages which cause accidents every other day. The repair work done by government organizations is shoddy and does not last for more than a couple of months. The circumstance is irritated in storms when many people get harmed and have mishaps because of the worn-out roads. We have made various appeals to the administering bodies, however, no concrete action has been taken. The issue needs to be addressed urgently before the onset of the monsoons.

       I hereby request you to kindly give a little space for this letter in your newspaper. I hope this letter will draw the attention of the concerned authorities about the terrible condition of the roads in our locality and make them aware to do the needful.

Thanking You,

Yours sincerely,
Raktim Singh