english letter writing - TopperLearning

ENGLISH LETTER WRITING

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FORMAL LETTER

What is a Formal Letter?

Formal letters are letters used mainly for impersonal discourses. They are used while

communicating with officials or associates with whom the writer does not share a personal relation. These

letters can be recognised by their tone which is often a combination of politeness and formality and their

short length.

Format of a Formal Letter

Sender’s Address

____________________

____________________

Date: (DD/MM/YYYY)

Recipient’s Name,_________

Designation & ____________

Address_________________

________________________

Subject: (One short sentence stating the purpose of the letter)

Salutation, (Example: Dear …,)

Introduction: (Begin by introducing yourself and the purpose of writing the letter)________________________

____________________________________________________________________________________

__________________________

Body Paragraph: (Explain the situation in detail listing factual information needed to validate your point)

_________________________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

________________________________________________________

Conclusion: (End the letter by restating your request or an assurance, whichever is the case)_____________

___________________________________________________________________________________

___________________________

Thanking you,

Complimentary Ending:

(Example: Yours sincerely/faithfully)

Sender’s Signature

Sender’s Name

Sender’s Designation



Points to Remember The date when the letter is written is important as these letters are often saved for further reference.

Use of modal auxiliaries implies the forcefulness of your request even while maintaining the polite

tone.

Contact details could also include e-mail address and phone number, especially where a reply is

requested.

Types of Formal Letters These letters can be broadly classified into three wide categories:

Business letter

Letter to officials

Letter to newspaper

Tips to Writing a Formal Letter

The subject should address the prime purpose of the letter.

The letter should begin by discussing the matter at hand stated in the subject.

The letter should be concise and to the point by avoiding unnecessary details.

Complex professional jargon should be avoided where simple language is sufficient.

It is important to maintain a polite yet professional tone throughout the letter.

Cross checking for spelling or grammatical errors is always helpful.



Sample Formal Letters

SAMPLE 1

Letter appreciating the hard work of the employees

K. Mehta (Managing Director)

Hot Spring Enterprises

Colaba, Mumbai 400 166

8th July 2015

Subject: Letter of Appreciation

Dear All,

I would like to take this opportunity to congratulate you all on the achievement of the past year’s

targets.

Our company’s sales have increased 15% more than our estimated growth in the last year. It is

needless to say that this upward mobility is a result of all your dedicated efforts and hard work. Such

selfless team work and contribution of all the members are essential requirements for the expansion of

any company. The participation of every member sets a good working environment, which in turn is

appreciated by all.

I am glad to say that each of you is a cherished member of our family here at Hot Spring

Enterprises, and I appreciate your hard work and dedication.

Keep up the great work!

Yours sincerely,

K. Mehta



SAMPLE 2

Letter of acknowledgement

Raman Joshi

R. Joshi & Associates

Churchgate, Mumbai 400 005

21st February 2015

Pravin Kumar (Accounts Head)

S. K. Builders

Mahalakshmi

Mumbai 400 001

Subject: Acknowledgement of Receipt

Dear Sir,

Kindly note that your company’s annual investment and income tax report couriered by you on 17th

February 2015 has been delivered to me this morning. The document seems up to date at first glance;

however, I will go through it in detail and get back to you as soon as possible. We will contact you in case

of any discrepancy or doubt. Do expect a call from us within the next seven working days.

Yours sincerely,

Raman Joshi

SAMPLE 3

Letter of information stating an error in the annual bonus

Jayesh Deshpande (Managing Director)

L. R. Harkins Pvt. Ltd.

Colaba, Mumbai 400 055

15th October 2015

All Employees,

L. R. Harkins Pvt. Ltd.

Subject: Error in Annual Bonus

Dear All,

I would like to bring to your notice that the previously issued letter regarding the annual Diwali

bonus contained an error.

The bonus sanctioned for all employees working for three years or less is Rs 2,500 (Two thousand

five hundred) and not twenty five thousand. Many of you must have realised that this was a mistake;

however, I sincerely apologise for any kind of inconvenience caused by the notice.

The other bonus packages are printed correctly in the previous letter. The bonus amount will be

credited into your respective accounts within a fortnight.

I apologise once again for the confusion.

Yours sincerely,

Jayesh Deshpande



SAMPLE 4

Letter of information stating the dispatch of an order

Amit Jhah

Jain Textile Industries

S. T. Road, Mumbai 400 009

11th May 2015

Pramod Mahadik

P. M. Fashions

Sathe Road

Kolkata 406 600

Subject: Order Dispatched

Dear Sir,

This is to inform you that we received your part payment for the order no. 24610. We have thus

processed the order and dispatched the cargo today 11th May 2015.

As per your instructions, the cargo has been shipped to your new industry at Chennai. You can

expect it to arrive within a fortnight, i.e. by 24th May 2015. I am attaching an invoice with the details of the

cargo for your convenience. Kindly make the final payment as soon as you receive the delivery. Also, feel

free to contact me in case of any discrepancy.

Thanking you,

Yours sincerely,

Amit Jhah



SAMPLE 5

Letter of invitation for a farewell party

Sheetal Joshi

Tripathy Agency Pvt. Ltd.

605, Violet Heights

Borivali, Mumbai 400 007

26th June 2015

All Employees

Tripathy Agency Pvt. Ltd.

Subject: Retirement of Mr Kumar Jha

Dear All,

It is with great regret that we bid farewell to our oldest member Mr Kumar Jha. He has assisted the

growth of this company right from its inception and we are all extremely grateful to him for that.

He has been our strength and our guide all through these years. His absence and expert

suggestions will be deeply felt. Nevertheless, we wish him a peaceful retirement and a happy life. We

invite all of you to attend a small get together organised to bid him good bye on 29th June 2015. The

farewell party will be held at the company’s canteen from 7 pm to 9 pm.

Once again, I request everyone’s presence so as to make this day a memorable one for Mr Kumar

Jha.

Thanking you,

Yours sincerely,

Sheetal Joshi



SAMPLE 6

Letter of recommendation for the position of an assistant lecturer

Prof. Anjali Kaushik

Deshmuk Villa,

Pali Hill, Mumbai 400 001

12th May 2015

Dr Abhinav Kulkarni, (The Principal)

R. D. Mehta College of Arts, Science and Commerce

Bhulabhai Desai Road

Mumbai 400 007

Subject: Recommendation for Job

Dear Sir,

I, the ex-faculty member of your reputed college, would like to recommend the name of Miss

Sakshi Jain for the post of assistant lecturer for Psychology.

She was my student while I taught at your college and is in search of a job. I can assure you that

she would be an excellent candidate for the position. I have personally observed her progress and

evaluated her presentations. She has a very good knowledge of the subject matter and has a skill for

explanation and analysis. She always stood out as a perceptive and critical student in my classes. She

was always one of the toppers in my class. To add to all this, it was I who saw the ability to teach in her

and suggested that she take it up as a profession, which she did.

I can assure you that you will not regret your decision should you choose to consider my request. I

am enclosing a copy of her resume for your reference. In anticipation of your reply, I remain,

Yours sincerely,

Prof Anjali Kaushik



SAMPLE 7

Letter highlighting the spread of Malaria

Mohan Pandey

A/48, Lower Chawl

Off. Western Highway

Borivali East, Mumbai 400 012

10th July 2015

The Editor

The Hindu

Mumbai Samachar Marg

Churchgate, Mumbai 400 014

Subject: Mosquitoes Causing Malaria

Dear Sir,

Through your reputed newspaper, I, a resident of Lower Chawl, would like to bring to the notice of

the people of this city the hardships that the inactivity of the municipality in our area is causing us.

This area is a low-end one where most residents are manual labourers and household servants. It

is due to this fact that our locality does not receive much attention and aid from the municipal authorities.

Though there are garbage bins and lavatories built at street corners, they are not tended to and

maintained by the government. This has caused the germination and spread of many diseases, especially

during the rainy season. Diseases like typhoid, malaria and dengue are common. Through your

newspaper, I would like to point out that though we are poor, we too understand the value of cleanliness

and good health. However, try as we might, we cannot improve our condition without the assistance of the

municipality.

I therefore urge the residents of this city to support our cause and help us draw the attention of the

responsible authorities.

Thanking you,

Yours sincerely,

Mohan Pandey



SAMPLE 8

Letter describing the Importance of National Integration

Maya Gupta

4, Rampur Road

Bareilly

20th March 2015

The Editor

The Hindustan Times

Kasturba Gandhi Marg

New Delhi 200 011

Subject: Importance of National Integration

Dear Sir,

I, Maya Gupta from Vidyamandir High School, was fortunate to be given the opportunity to

represent my state in the national youth exchange programme Yuvajans. During the programme, I

interacted closely with many ethnic communities of India and discovered that we are very alike despite our

minor differences.

I also noticed that the lack of exposure to the outer world has led the people living in these areas to

develop a sense of communalism and narrow mindedness. This has been one of the chief obstacles in

India’s course of becoming a truly integral nation. The nation’s harmony is thus threatened by such

outrageous forces.

I believe that there is an urgent need to re-unite with the marginalised ethnic communities of our

country. Only when this goal is achieved will we be able to set an example before the world highlighting

the unity in diversity which we cherish. Tolerance and brotherhood should become our guiding lights to

harmony. In the words of Nehru, “There is only one India of which all of us are inheritors; it belongs to all

of us.”

Thanking you,

Yours sincerely,

Maya Gupta



SAMPLE 9

Letter expressing desire to contribute to Flood Relief Fund

Usha A. Singh

New Era High School

Chennai 600 024

22nd

March 2015

The District Collector

Chennai 600 016

Subject: Contribution to the Flood Relief Fund

Dear Sir/Madam,

This is about your advertisement in today’s newspaper. I am deeply concerned to know that the

citizens have had to go through such difficult times because of the recent floods.

I wish to contribute to the Government Flood Relief Fund. I am a student of New Era High School

and live in the school hostel. Kindly let me know the process through which I can transfer the amount I

have saved for this purpose. On receiving your reply, I will immediately carry on the process so that the

money is transferred as soon as possible and the victims receive timely aid and assistance.

I look forward to your reply.

Yours sincerely,

Usha A. Singh



SAMPLE 10

Letter to the editor describing the condition of roads in monsoon

Ram Jyoshi 12, Napean Sea Road Mumbai 400 015 12

th June 2015

The Editor The Times of India Times House 7, B. Z. Marg Mumbai 400 002

Subject: Season of Potholes Dear Sir, The onset of the monsoons has once again worsened the already degraded conditions of the

roads. The common man’s struggle with these roads has become a regular and unending affair. The

repeated requests and complaints to the concerned authorities have been falling on deaf ears and repair

work has never been taken seriously.

On the contrary, the roads which are in good condition are being dug up over and over for flimsy

reasons. In addition, the traffic jams and accidents which the potholes often cause lead to unnecessary

stress and threaten the lives of the public.

It is high time that the municipal authorities take this matter seriously and start repair work immediately. In fact, an annual pre-monsoon check and repair will help a great deal. It is disappointing that the funds allocated for infrastructure development are not appropriately used. Building expressways is of course important. But the regular maintenance of the existing roadways is also equally important so that the inconvenience caused to the citizens is avoided.

Thanking you, Yours sincerely, Ram Jyoshi

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