GRADE XII
LETTER WRITING: 6 Marks
Types of Letters:
Letter to the Editor
Letter of Complaint
Placing an Order
Letter of Cancellation
Letter of Enquiry
Reply to an Enquiry
Job Application
Marking Scheme:
Format : 1 mark
Content : 3 marks
Expression : 2 marks
• Grammatical accuracy, vocabulary and spelling: 1 mark
• Coherence and relevance of ideas and style: 1 mark
Points to Remember:
1. The content should be brief, clear and to the point.
2. The first paragraph should indicate the subject/purpose of writing the letter.
3. Use simple and direct language.
4. While lodging a complaint or making criticism, be polite but firm.
5. Use a proper format. Omit punctuation marks in address, date, salutation and
complimentary close.
6. A formal letter must include:
a) Sender’s address
b) Date
c) Receiver’s designation and address
d) Salutation
e) Subject
f) The body in paragraphs
g) Complimentary close
1. LETTER TO THE EDITOR
Body of the letter:
Paragraph 1: Mention the purpose of writing the letter.
Paragraph 2: Give details about the issue/problem raised.
Paragraph 3: Give suitable suggestions
Paragraph 4: Make an appeal to the authorities/public and mention your expectations.
Format:
Sender’s address
Date
The Editor
Name of the newspaper
Place
Sir
Subject
Body in three to four paragraphs
Thank you
Yours truly
Signature
[NAME]
SAMPLE: Write a letter to the Editor of National Herald, New Delhi about water scarcity
in your locality and suggest ways to improve water supply. You are Ram/ Roma of
Ghaziabad.
A 24- Kavinagar
MG Road
Ghaziabad
08 April 2020
The Editor
National Herald
New Delhi
Subject: Concern over Water Scarcity in Ghaziabad.
Sir
Through the columns of your esteemed daily, I would like to draw the attention of the concerned
authorities to the scarcity of water in Ghaziabad.
It is still early summer and the residents are already facing acute water shortage in the area. The
supply is cut off at 8.30 a.m. and is restored only for an hour in the evening between 6 p.m. to 7
p.m. Since the timings are too short and inconvenient, many residents, especially the working
couples, are unable to store water. Large families struggle to store enough water for their daily
needs.
Frequent complaints to the Water Board have not yielded any result. The authorities claim that
one of the tanks of the Hyderpur Water Treatment Plant is under repair and has been shut down,
thereby affecting the water supply.
I would like to suggest that the Water Board must supply water for at least three-four hours in a
day. Also, measures must be taken to expedite the repair work. I also urge the people of
Ghaziabad to use water judiciously and responsibly. I am sure that the problem will be resolved
in no time if both the authorities and the people join hands.
Thank you
Yours truly
Roma
[RAMA]
2. PLACING AN ORDER
Points to Remember:
• Refer to the advertisement or the previous correspondence made in this regard.
• Mention details of goods being ordered (brand, item, colour, size, quantity, price etc.)
• Mention the mode of dispatch and payment.
• Conclude by asking for a prompt and safe delivery of goods.
Format:
Sender’s address
Date
Receiver’s address
Subject
Sir
Content in paragraphs
Complimentary close
Thank you
Yours sincerely
Signature
Name
Designation
SAMPLE: Write a letter to the Sales Manager, MMS Books, Ashok Vihar, Delhi, placing
order for books that you need for your school library. You are Sanjeev/ Sanjana,
Librarian, DAV Public School, Ludhiana.
DAV School
M G Road
Ludhiana
22 March 2020
MMS Books
12/CA, Model Town
Kurukshetra
Subject: Placing Order for Books
Sir
I would like to thank you for your prompt reply to our previous letter of enquiry dated 15 March
2020, reference number 56B/2020.
We went through your catalogue and price list and were quite satisfied. Hence, we would like to
place an order for the following books:
Title Author Quantity Year
2019
Modern Economics Dr. Singh 35
2016
Business World Mathew MN 40
2019
Mental Disorders Dr. Yashank B 55
Mindfulness and Well-being Ruchir Dua 66 2015
Kindly be reminded that these books carry 20% school discount and 5% winter sale discount.
Also, ensure that the books are delivered in good condition within two weeks of receiving the
order. The total amount will be paid through cheque after receiving the books.
Thank you
Yours sincerely
Sanjana
[SANJANA]
Librarian
3. CANCELLATION OF ORDER
A letter of cancellation is an indication of termination of a deal, project or an undergoing
transaction.
Body of the letter:
Paragraph 1: Refer to the order details and inform the other party that you are cancelling the
contract or transaction.
Paragraph 2: Mention the reasons for cancellation.
Paragraph 3: Seek reimbursement (if any)/a date on which the cancellation will be
effective/reconsideration of any deal in future.
SAMPLE: You are the Sales Manager of Diamond Shoes, New Delhi. You placed a bulk
order with Rainbow Shoes, Agra for the supply of shoes. The firm failed to execute the
order in spite of your repeated reminders. Write a letter to cancel the order.
Diamond Shoes
K G Marg
New Delhi
30 March 2020
The Manager
Rainbow Shoes
M G Road
Agra
Subject: Cancellation of Order
Sir
This letter is with reference to the order of 200 school shoes (Order Number AG 3067) placed on
10 February 2020 against invoice number 456345.
The order was to be executed before 28 February 2020. However, we have not received any
consignment even though it has been over a month now. We have also not received any response
to the three reminders sent to you.
We are forced to inform you that the above mentioned order stands cancelled. We needed the
school shoes before March which is the peak month for the sale of school shoes.
Kindly refund the advance amount of Rs 20,000 paid to you without any delay. Please find
enclosed a copy of the invoice stating the amount paid in advance.
Yours sincerely
R. S. Sharma
R. S. SHARMA
[Sales Manager]
Encl:
Photocopy of invoice
Order list
4. LETTER OF ENQUIRY
Body of the letter:
Paragraph 1: Mention the purpose of writing.
Paragraph 2: Detail(s) of the enquiry: it could be listed in points or in a paragraph.
Paragraph 3: Conclude-seeking response, specify the time-frame within which a reply is
expected.
Sample:
You are Meena Saxena of Kanpur. You have come across an advertisement of a coaching
institute that prepares students for the Pre Medical Test. Write a letter to the director of
the institute asking for information that you require before you decide to join it.
SKY-HIGH INSTITUTE
25 High street, Kanpur
AN INSTITUTE PAR EXCELLENCE!
ARE YOU ASPIRING TO BE A DOCTOR?
WE ARE HERE TO HELP YOU.
BATCHES STARTING FROM APRIL
REGISTER NOW!
CONTACT: 23417689
7, Greater Colony
M G Road
Kanpur
22 March 2020
The Director
Sky-High Institute
25, High Street
Kanpur
Sub: Enquiry Regarding Coaching for Medical Entrance.
Sir
This is with reference to your advertisement in ’The Hindustan Times,’ dated 20 March 2020 about
coaching classes for Medical entrance test.
I aspire to become a doctor and so I am interested in joining your institute for successfully clearing the
entrance test. But before making a final decision, I would like to make the following queries:
Duration and the timings of the course.
Fee structure and the mode of payment.
Strength of each batch and the success rate of your institute.
Any fee concessions provided to students with an excellent academic record.
Availability of transport.
A prompt response from you will help me take a quick and informed decision in this regard.
Thank you
Yours sincerely
Meena
[MEENA SAXENA]
5. REPLY TO AN ENQUIRY
Body of the letter:
Paragraph 1: A word of appreciation for showing interest. Reference to the date of the letter of
enquiry and its purpose.
Paragraph 2: Response to the queries asked (listed in points or in a paragraph)
Paragraph 3: Conclude (make a favorable deal, specify offers/attractions).
SAMPLE:
As the Sales Manager of M/s Universal Book Suppliers, 26 Ansari Road, Daryaganj, New
Delhi, write a letter to the librarian of Scindia School, Gwalior, offering information
regarding the sale of dictionaries and illustrated children’s encyclopaedias.
Universal Book Suppliers
26, Ansari Road
Daryaganj
New Delhi
19 May 2019
The Librarian
Scindia School
Gwalior
Sub: Reply to Enquiry about Sale of Dictionaries and Encyclopaedias
Sir
We would like to thank you for your enquiry, dated 15 May 2019, regarding the sale of
dictionaries and encyclopaedias.
We are pleased to provide the following information:
We sell dictionaries and encyclopaedias published by Indian as well as foreign
publishers.
We have books suitable for all age-groups of students.
We need two weeks’ time for the delivery of order.
We accept payment by demand draft only.
As desired by you, we are enclosing our latest catalogue with the price list. We shall offer
you 15% discount given to educational institutions on this category of books. Hope our
terms will meet your approval.
We hope to receive your order soon.
Thank you
Yours sincerely
Ravindran
S. RAVINDRAN
[Sales Manager]
Encl: Catalogue of latest edition of books
6. LETTER OF COMPLAINT
A complaint letter is a type of letter written to address any type of wrong-doing, offence,
grievance, arising out of a use of a product or a service. It is also used to raise your concern
about unfair things and to seek a corrective action.
Sample: You are Apoorva/Arpit. You bought a refrigerator from Ganesh Electronics and
electricals, Gandhi Marg, Nagpur. It does not function properly. Write a letter to the Sales
Manager of the shop complaining about the defect and asking for immediate replacement
or repair.
33 Stadium Road
Nagpur
16 March 2020
The Sales Manager
Ganesh Electronics and Electricals
Gandhi Marg
Nagpur
Subject: Defective Refrigerator Purchased from Your Store
Sir
This letter is with reference to a Samsung refrigerator, Model No. 435, brought from your
showroom vide Receipt No. 234 on 20 February 2020.
Within a month of its purchase, the refrigerator has stopped functioning satisfactorily. It does not
cool properly and its sidewalls get heated. The freezing section of the refrigerator has stopped
working completely and water keeps leaking from it.
It is quite evident that it seems to have some manufacturing problem. Since, it is under warranty
period, I request you to replace it.
I expect you to do the needful within a week failing which, I shall be forced to seek help from
the Consumer Protection Cell.
Please contact me at the above address or by phone at 0402667546 between 4.30 p.m. to 9.00
p.m.
Thank you
Yours sincerely
Arpit
[ARPIT GANDHI]
Encl: Purchase invoice and warranty card
7. JOB APPLICATION
A job application letter may be written with or without a resume. In case it is written without a
resume, the main body of the letter should contain the following information.
Personal information: age, health, gender etc.
Education/professional qualifications
Experience / suitability for the job
Sample: You are Amit Sharma, House no. 573, MG Marg, New Delhi. You have seen an
advertisement in ‘The Hindustan Times’ for the post of Marketing Manager. Write an
application for the same to the General Manager, Godrej Appliances, Mumbai.
H.No.573
MG Marg
New Delhi
7 November 2019
The General Manager
Godrej Appliances
Mumbai
Subject: Application for the Post of Marketing Manager.
Sir
In response to your advertisement in ‘The Hindustan Times’, dated 02 November 2019, I
wish to apply for the post of Marketing Manager.
I would like to assure you that I possess all the qualities required for the above-mentioned
post. I am hard working, young and dynamic and have adequate experience in the field of
marketing.
If given a chance to serve your organization, I assure you that I shall work with utmost
sincerity and dedication. I would also like to mention my availability for an interview on
any day of your convenience.
Please find enclosed my resume for your kind perusal.
Thank you
,
Amit Sharma
[AMIT SHARMA]
Encl: Resume, testimonials, attested copies of certificates.
RESUME
Name: Amit Sharma
Father’s Name: Mr. Naresh Sharma
Mother’s Name Mrs. Anita Sharma
Date of Birth: 10 December, 1989
Age: 32 years
Sex: Male
Marital Status: Single
Nationality: Indian
Educational Qualification:
Year College/University Degree Percentage
2012 IIM, Kolkata MBA Distinction
2010 Hindu College, BBA (Marketing) 83
Delhi University
Experience: Currently working at Wipro Limited as Sales
Manager since April 2015.
Languages Known: English & Hindi
Strengths: Good time management, positive team spirit and
dynamic leadership
Hobbies: Reading, travelling, playing guitar
Permanent Address: H.No. 678, Civil Lines, Patiala
Corresponding Address: H.No.573, MG Marg, New Delhi
Contact No.: 9825678231
E-mail: [email protected]
References: (1) Prof. AK Ranjan
Adarsh College, Ambala
9845589350
(2) Dr. Gupta
Civil College, Noida
982167780
