LETTER-WRITING
Letters are written to tell something to
somebody who is away from us. They help us
maintain relations with our near and dear ones or
get in touch with officials, strangers and
businessman regarding our business or some
business like. The tone of a letter, therefore, must fit
is with the nature of the matter to be conveyed.
PARTS OF LETTER
1. Heading. Address of the writer and date on the right hand top
of the letter.
2. Salutation.
(a) In a formal letter (Personal Letter)
To friends – My dear Rama etc.
To relatives – Dear father etc.
*Remember that is a Salutation, out to three words,
the first one and the third should begin with capital
letters.
(b) Formal letters/ Official letters (Use of Sir or Dear)
Business letters.
Dear Sir, for an individual
PARTS OF LETTER
3. Body of the Letter. The language should be simple and to the
point.
4. Subscription. Begins with a Capital letter and has a comma at
the end.
(a) Heading - Addresses of the writer and date on the right hand
top of the letter.
PARTS OF LETTER
(b) Salutation -
(i) Informal letter (Personal Letter)
(ii) To friends – My dear Rama etc.
(iii) To relatives – Dear father etc.
(iv) Remember that in a Salutation, out to three
words , the first one and the third should begin
with capital letters.
(v) Formal letters/ Official letters (Use of Sir or
Dear).
PARTS OF LETTER
(vi) Business letters.
(vii) Dear Sir, for an individual.
(viii) Dear sir or gentleman, if it is a business firm.
(c) Body of the Letter. The language should be
simple and to the point.
(d) Subscription. Begins with a Capital letter and
has a comma at the end.
PARTS OF LETTER
1. The Heading. It consists of :-
(a) The writer’s address and
(b) The date. The address is written at the right-hand top corner of the
page and the date is put just below it. The date should be written in any of
the following ways :
December 15, 1991,
15th December, 1991,
December 15th, 1991,
Note. It is better to write 15th December, 1991 than December 15th,1991,
Do not write 15-12-1991 or 15/12/1991.
2. Superscription. In Formal or business letter, write to the President,
Most Excellent Majesty, M/s Arya Book Depot, Karol Bagh, New Delhi, etc.
PARTS OF LETTER
3. Greeting of Salutation. It is written a little below the date and on
the left- hand side of the page and depends on the relation you have
with the person to whom you are writing.
If you are writing to the and the member of your family,
write- My dear-father, Dear Uncle, Dear Shanit, etc.
If you are writing to your friend,
write – My dear Sushil, Dear Mr, Seth My Dear
Jaggi, etc
If you are writing an formal letter, write only – Sir,
If you are replying to an formal letter, write – Dear Sir, or Dear Mr
X.
KINDS OF LETTERS
There are generally three kinds of letters :-
Informal Letters ( Personal or Private Letters).
Business Letters.
Formal Letters (Official Letters).
All these types of letters have their special features but
they have certain things in common too.
Every letter is divided into several parts.
BUSINESS LETTERS
1.A business letter should be brief and to the point. It should be brief
because a business-man is so busy that he has no time to attend to
necessary details. It should be clear and to the point because
otherwise you are likely to be misunderstood and you might something
else than what you require.
2.Business letters to a shopkeeper write the name and address of the
shopkeeper and begin the letter with ‘Dear Sir’ and end with ‘Yours
Faithfully’.
(i) When we are writing to a firm, we write Messrs.’ so & so and
begin the letter the Dear Sir’ or ‘Gentleman’, and end it with ‘Yours
Faithfully’.
(ii) When we are writing to a professional man, a doctor or a
lawyer, we write the name of the professional man and then begin the
BUSINESS LETTERS
3. Body of the letter. This is the main part of the letter and should
be written in simple, clear and direct language. Imagine that the
person to whom you are writing is sitting near you. If it is long,
you should divide it into paragraphs.
4. The Subscription. It is written the last line of the body of the
letter near the right-hand margin of the page. It begins with a
capital letter and ends with a comma. Write your name below it
thus :
Yours Sincerely,
Satish
Note :
(i) Never put an apostrophe (‘) before ‘s’ yours.
(ii) When writing to a stranger, we write –Dear Sir, if he is a gentleman; Dear
Madam, if we write to a lady. We sign ourselves- Yours faithfully or Yours truly.
(iii) When writing to school masters, School mistresses, college professors and
principles, we write Sir or (Madam) and we end the letter with Yours Obediently.
LETTER-WRITING
STEPS IN LETTER WRITING:-
(a) Writing
(b) Rewriting
(c) Polishing
LETTER-WRITING
RULES FOR LETTER WRITING:-
(a) Express effectively
(b) Write clearly
(c) be concise & be consistent.
(d) Avoid Big Words.
(e) Be specific, write in short sections.
(f) Organize your letter properly.
PERSONAL APPLICATION
No 14912873A Hav(Clk) Raja Ram
HQ Bty/16 Med Regt
PIN-925716
C/o 99 APO
2873/RR/Pers 27 Apr 2019
The Commanding Officer
16 Med Regt
PIN-925716
C/o 99 APO
(Through Proper Channel)
REQUEST FOR GOVERNMENT MARRIED ACCOMMODATION
Sir,
1. Most respectfully, I wish to state the following few lines for your kind consideration and favourable action please.
2. I have been posted to this Battalion from 154 Med Regt on 04 Mar 19. I would like to submit that I have two school
going children. My wife and children are presently staying in Government married accommodation at my previous duty station.
I wish to bring my family to this station for seeking admission of my children in Kendriya Vidyalaya No 1, Golconda, during the
current academic session.
3. In view of the above , I would request you to kindly accord me permission to bring my family to this station. Also
please provide me Government married accommodation , if available. If the accommodation is not available now, permission
for outliving may please be accorded.
Thanking you in anticipation,
Yours faithfully,
Hav (Clk) Raja Ram
EXAMPLE OF INFORMAL LETTERS
1. Write a letter to your friend congratulating him on his success in the
examination.
R-101, New Rajinder Nagar
New Delhi- 110060,
January 10, 1991
Dear Rakesh,
1. How pleased I was to hear the happy news of your brilliant success in the
Senior Certificate Examination with distinction in Physics, Chemistry and Mathematics!
Please accept my hearty congratulations. My parents are also much pleased to hear the
news. Please covey our congratulation to your parents.
2. Your success is indeed very creditable but is not unexpected. Your regular, hard
and methodical work has got its reward and you have brought real credit to your school
and your family. I am sure you will get a scholarship.
Kindly let me know which college you intend to join.
Congratulation you once again.
Yours Sincerely
Rajni
PERSONAL LETTER
Headquarters Company
24 MECH INF
c/o 56 APO
27 Aug 2018
My dear Prakash,
1. Please accept my heartiest congratulations on getting first division in 12th class. I feel very proud of
you that you enquired about the profession that you should choose. You are well aware that as competition is
very tough, one cannot get the profession of his choice. But even then, if one tries, he can achieve what he
wants. I advise you to join the Army.
2. A soldier’s profession is a noble profession. Army provides ample opportunity for promotion and
further growth. As you know, I also joined the Army as a soldier and got commissioned through ACC. That’s why I
also suggest you to choose this noble career and join the Army as a soldier.
3. A soldier’s life is brave, discipline and dutiful. Morever, a soldier’s life is a heroic life, a life which is
being sacrified for the cause of the nation.
4. Convey my best regards to dear Mummy and Papa.
Yours lovingly,
Mohan Kumar
BUSINESS LETTER
Letter to sports dealer ordering some sport materials.
Govt. Boys Senior Secondary School,
Dev Nagar, New Delhi- 110005
May 6, 2020
To
Messer's Oberai & Co.,
Ludhina, Punjab
Dear Sir,
I shall feel obliged If you send me the following sports material at your earliest convenience by Railway Parcel and send the R.R
addressed to the Principle per V.P.P please ensure that the material is according to the specifications and quality approved by the
Committee of the school.
Hockey sticks. (No. 2 item of your catalogue)-4 dozen
Volleyball Covers (T-Shaped No.4) -1 dozen
Football Covers (T-Shaped No. 4) – 1 dozen
Hockey Balls (Superior Quality) – 2 dozen
Yours faithfully
Ramesh Chander
(Games Secretary)
THANK YOU
