FORMAL LETTER WRITING LAYOUT (MARKS ________)
__________________________HOUSE NO/FLAT NO, BLOCK OR LANE NO
__________________________AREA NAME /DISTT.(eg. Paschim Vihar) SENDER’S ADDRESS
__________________________CITY/STATE NAME WITH PIN CODE
(SPACE) (TAKE CARE OF THE INDENTATIONS)
__________________________23 AUGUST 2017 OR August 23, 2017
(SPACE)
______________________________ NAME OF THE COMPANY/INSTITUTION/SCHOOL/EDITOR/MGR./COMMISSIONER
______________________________OFFICE ADDRESS RECEPIENT’S ADDRESS
______________________________CITY/STATE WITH PIN CODE
SUBJECT : ____________________________________________________________________________(6-8 WORDS)
Respected/Dear Sir or Madam, ( COMMA AT THE END)
INTRODUCTORYPARGRAPH
________________________________________________________________________________________________
________________________________________________________________________________________________
MAIN BODY (1-2 PARAGRAPHS)
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
__________________________________________________________________________________________________
CONCLUDING PARA :
__________________________________________________________________________________________________
__________________________________________________________________________________________________
______________________________________________________________________________________________
Thanking You
Yours obediently, (Principal)
Yours sincerely (employer/editor)
Yours truly (dealer/vendor)
___________________________________(Name and Designation
1. ORDER LETTER (Placing & Cancellation)
_______________________________ (SCHOOL /college/institute address)
_______________________________
Date: ___________________________
To,
______________________________
________________________________
________________________________
Subject: Placing an order/Order Letter for _____________________________________________
Dear _________(Sir or Madam),
You have a good reputationof selling quality _____________ articles.Your items are of superior quality.After
going through your latest catalogue, I am placing an order for the following items as per the school requirement
for our ongoing project. Actually we had ordered enough ____________ for our work, however the quantitly
seems very less now and hence we require more for our work to be completed soon.
The attached list of goods with this letter will tell you precisely our requirement of goods. Hope you send it as
soon as possible so that our work can continue without any halt.
SR. NO. NAME OF THE ARTICLE QUANTITY
All the items should be good quality. Substandard articles would be returned. Items should be delivered before
1P.M. on any working day.Please send the bill after Maximum discount as applicable for educational
institutions.
Hoping to receive the said order soon without any delay, also the payment for the same would be done soon.
Thanking you,
Yours truly,
__________________
2. COMPLAINT LETTER
______________________Your Address
______________________Your City, State, ZIP Code
______________________(Your email address, if sending via email )
Date __________________
_______________________Name of Contact Person (if available)
_______________________Title (if available)
_______________________Company Name
_______________________Consumer Complaint Division (if you have no specific contact)
_______________________Street Address
_______________________City, State, ZIP Code
Subject : Complaint regarding _______________________(name of the article/service)
Dear ____________________Contact Person or Organization Name),
On ___________________(date), I______________________ (bought, leased, rented, or
had repaired) a_______________________________________________________ (name
of the product, with serial or model number, or service
performed) at_________________________________________ (location and other
important details of the transaction).
Unfortunately, your ____________________(product or service) has not performed well (or
the service was inadequate)because (state the problem). I am disappointed
because___________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
(explain the problem: for example, the product does not work properly; the service was
not performed correctly; I was billed the wrong amount; something was not disclosed
clearly or was misrepresented; etc.).
Since the product is in guarantee period, to resolve the problem, I would appreciate
your _______________________________(state the specific action you want: money
refunded, charge card credit, repair, exchange, etc.). Enclosed are copies of my
records (include receipts, guarantees, warranties, canceled checks, contracts, model
and serial numbers, and any other documents).
I look forward to your reply and a resolution to my problem and will wait until __________(set
a time limit) before seeking help from a consumer protection agency.Please contact me at
the above address or by phone at ________________________(home and/or office
numbers with area code).
Sincerely,
___________________________(Your name)
3. INQUIRY LETTER
___________________________
___________________________
___________________________
Date:_______________________
To,
_______________________________
_______________________________
_______________________________
Subject : Inquiry about _____________________________________________
Dear ___________________________ (Sir or Madam),
It has been decided by the school authorities to conduct _______________________We require
_______ (What is the number of products that you require) of ________ (What is the name of the
product that you require) manufactured by __________ (What is the name of manufacturer of the
product).
Please provide us with a detailed quote mentioning all the breakups. Also for comparison sake please
mention the prices of the products of some other leading brands as well. Please submit this quotation
to us by __________ (What is the date by which you require the quotation). Also please mention how
much time you will require to deliver the products.
If you require any clarification, you can contact us on the telephone number mentioned on the
letterhead.
We will look forward to your prompt response.
Thanking you,
Yours truly,
______________________________
Name and signature of signing authority
4. JOB APPLICATION (Covering letter )
_______________________( NO PUNCTATION )
_______________________(EVERYTHING SHOULD BE ALIGNED LEFT)
_______________________MOBILE NO & EMAIL ADDRESS
(SPACE)
_______________________ DATE (DON’T SUPERSCRIPT OR SUBSCRIPT IT)
(SPACE)
To,
________________________(NO PUNCTUATION)
________________________
________________________
Subject : Application for the post of _______________________________(UNDERLINE)
Sir, (BODY IN 3-4 PARA )
This is in response to your advertisement appeared in The Times Of India dated
____________for the post of __________________________. I wish to apply for the
same/ I offer my candidature for the same.
I possess requisite qualifications and experience. I want to join your ______________
to fully utilize my potential.
You may call me for an interview on any date as per your convenience.I am a
confirmed employee and would need to serve a three months notice/ I shall be able to
join my duties at one month’s notice if appointed. As regards to my educational
qualifications, experience and other details,I am enclosing my detailed resume for
your perusal.I shall be glad to provide any additional information in case you desire.
If given a chance to serve under your kind guidance, I shall discharge my duties
honestly and diligently. I shall prove to be an asset to your company.
Thank You
Yours sincerely,
_____________________
Encl. : Detailed resume/Bio-Data/Curriculum Vitae
BIO - DATA (IN UPPER CASE)
A. PERSONAL DETAILS
1. Name : _______________________________
2. Father’s Name : __________________________
3. Date of Birth : ___________________________
4. Address : ________________________________
5. Hobbies : ________________________________
6. Languages known : ________________________
B. Educational Qualifications : (may be started highest first)
S. No. Name of the Qualification Year Board/ University % (Division)
C. Professional Qualifications :
S. No. Name of the Qualification Year % (Division)
D. Experience : _____years in __________________(company) as _____________________(desg.)
E. Expected Salary : _________________________
F. References :
1. ___________________________(Name)
___________________________(Designation and name of the Company)
___________________________(Phone no. and Email )
2. ___________________________
___________________________ (After this sign. with date to show it is validated & updated)
1. LETTER TO THE EDITOR
Sender’s Address
______________________________ HOUSE NO/FLAT NO, BLOCK OR LANE NO
______________________________AREA NAME (eg. Paschim Vihar)
______________________________CITY/STATE NAME WITH PIN CO
DATE _______________________23 AUGUST 2017 OR August 23, 2017 (DON’T LEAVE SPACE BETWEEN S & D)
RECEIVER’S ADDRESS
_______________________________ NAME OF THE COMPANY/INSTITUTION/SCHOOL/EDITOR/MGR./COMMISSIONER
__________________________________OFFICE ADDRESS
__________________________________CITY/STATE WITH PIN CODE
SUB: Problem/issue___________________________________________(ISSUE/PROBLEM/) 6-8 words only.Underline it
Dear Sir/Madam, (SALUTATION)
INTRO PARAGRAPH.
Through the columns of your esteemed newspaper, I wish/would lke to draw the kind attention of readers/concerned
authorities /general public towards the __________________________________________________________________
__________________________________________________________________________________________________
MAIN PARAGRAPH. CONTENT ( what problem, reason and consequences/EFFECTS)
We have been facing this problem for a long time. _________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
SUGGESTIONS/REMEDIES (CONCLUSION)
________________________________________________________________________________________________
________________________________________________________________________________________________
CONCLUDING PARAGRAPH : (A HOPE )
We have complained many times to the concerned authorities but no action has been taken as yet. I hope my letter
finds an appropriate space in your esteemed newspaper so that necessary steps may be taken to resolve the problem.
Yours Sincerely/truly
_________________________ (Name & Designation)
2. LETTER TO CIVIL AUTHORITIES/SHO (HIGHLIGHTING CIVIC PROBLEMS)
Sender’s Address
______________________________ HOUSE NO/FLAT NO, BLOCK OR LANE NO
______________________________AREA NAME (eg. Paschim Vihar)
______________________________CITY/STATE NAME WITH PIN COde
_____________________________ DATE 23 AUGUST 2017 OR August 23, 2017
RECEIVER’S ADDRESS
_______________________________ NAME OF THE COMPANY/INSTITUTION/SCHOOL/EDITOR/MGR./COMMISSIONER
__________________________________OFFICE ADDRESS
__________________________________CITY/STATE WITH PIN CODE
SUBJECT : __________________________________________________________(ISSUE/PROBLEM)
Respected/Dear Sir or Madam, ( ALWAYS USE COMMA AT THE END)
INTRODUCTORY PARAGRAPH
I am Rakesh/Sunita residing at Lodhi Colony, New Delhi. It takes me great pain to inform/tell you ________________
________________________________________________________________________________________________
________________________________________________________________________________________________
MAIN BODY (1-2 PARAGRAPHS) Problem and its consequences : and remedies or your suggestions
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
CONCLUDING PARA :
I end this letter with a hope that a quick and suitable action would be taken by authorities on my complaint.
Thanking You
Yours faithfully,
___________________________________
(Name and Designation)
