LETTER WRITING

(WRITING SKILLS- 6 MARKS)

Word Limit: 100-120 words
The most common form of written communication is

the letter. Letter writing is an indispensable activity of

human society. Commerce, trade, official

correspondence, public representation, complaints and

other dealings, transactions and communication with

people are still conducted through letters.

 TYPES OF LETTERS

Formal Letters Informal Letters

BUSINESS/ OFFICIAL LETTERS Letters written to close associates

LETTERS TO EDITOR

LETTERS OF APPLICATION
FORMAL LETTERS:

I. BUSINESS / OFFICIAL LETTERS

•Making enquiries/asking for information
•Replying to enquiries/giving information
•Placing orders and sending replies
•Cancelling orders
•Letters making/registering complaints

II. LETTERS TO THE EDITOR

• Giving suggestions on an issue (usually of public interest)
• Expressing views on an issue already raised in an article/write-up/in a
published letter.

III. APPLICATION FOR JOB

LETTERS OF ENQUIRY

A letter of enquiry is written to ask for more information

concerning a product, service or other information.
In this letter
• The writer will introduce himself/herself
• Give details of 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.
LETTERS OF PLACING AN ORDER

These letters include placing an order for products/services from

another company or organization.

In this letter the following details should be given:

• Specification (with quantities) 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
• Mode of transport of goods
• All taxes/delivery charges
• Any other terms and conditions.
LETTERS OF COMPLAINT

These letters are written to complaint against a defective product

or poor service. Such a letter is addressed to the relevant person
of the company/organisation/dealer/service provider.

In this letter the following details should be given:

• Introduction of the letter writer
• 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 supplier side (if applicable)
• Compensation or corrective actions required
• Any other details necessary for resolving the complaint.
LETTERS TO THE EDITOR

These letters are written a written way of talking to a newspaper,

magazine or other regularly printed publication. They can take a
position for or against an issue or simply inform or both.

In this letter the following details should be given:

• Grab the reader’s attention.
• Explain what the letter is about at the start.
• Explain why the issue is important.
• Give evidence of any praise or criticism.
• State the writer’s opinion about what should be done.
• Any other details required for supporting the stand taken by the writer
of the letter.
 FORMAT
AND
VALUE POINTS
 Sender’s Address Format/Steps to write an effective
Formal Letter :
(Leave a blank line)
Date
(Leave a blank line)
Receiver’s
Address
(Leave a blank line)
Sub:…………………………………
(Leave a blank line)
Salutation (Sir/Madam)
Beginning- Introductory Paragraph
Body Content- Informative Paragraph

End- Concluding Paragraph/Sentence

(Leave a blank line after each paragraph)
Complimentary (Yours sincerely/faithfully/truly)
close

Sender’s name
Important points to remember while drafting letters:

Write the letter in full block format (i.e. to the left)

State your reason for writing in the first paragraph and stay on track.
Always include specifics that will help ease the recipient’s task. For instance, if you
are writing to bank, mention your account number.
If you refer to other correspondence, quote date of the letter(s), reference numbers,
file numbers, order numbers, cheque numbers with date, bill/invoice numbers,
include copies whenever possible.
Gently and respectfully direct the recipient’s course of action.
It may be strongly worded but always be courteous and use polite language and
pleasant tone.
The language should be simple, straight forward and to the point.
Leave a line/additional space between paragraphs since no indentation is followed.
Open punctuation to be followed (no punctuation marks to be used)
In the letter to the Editor:
 Do not ask the editor to solve the problems.
 Use ‘Yours truly’ or ‘Yours sincerely’ as the complimentary.
 In Job application:
 Curriculum Vitae(CV) / Bio-data format/ Resume should be written.
 It should not be included in the body of the letter but after the complimentary close
as an enclosure.
 A FEW
SAMPLES
LETTER OF ENQUIRY
You are Anand Kumar Bhonsle, Purchase Manager of Apple Telesystems, 9th Street,
Mahim, Mumbai. Write to Ganapati Stationery Mart, Churchgate, Mumbai asking for rates
and terms of supply of stationery items such as pencils, papers, ribbons, carbon papers etc.

Answer:
Purchase Manager
Apple Telesystems
9th Street, Mahim
Mumbai

12 March, 20XX

The Sales Manager

Ganapati Stationery Mart
Churchgate
Mumbai

Sub: Enquiry regarding Stationery items

Sir
We are a software company and we need the following items in bulk for office use. I
request you to kindly quote your rates and terms of supply for the following items :
Sr. No Particulars Quantity Remarks/Brand
1 Apsara Pencils 25 boxes HB, HH
2 Bond Papers 25 dozens Orient
3 Computer Papers 20 dozens JK Easy Copier
4 Computer carbon ribbons 1 dozen packets ---------
5 Carbon Papers 10 dozen Orient
6 Fluid Eraser 10 dozen ----------
7 File covers 10 dozen Keny
8 Plastic clips 50 packets ----------

Kindly send us your lowest quotation for the above items as we wish to place a bulk
order. The price must mention the amount of GST being charged on each item.

Kindly let us know the discount you offer on bulk-orders. We would also like to know
the mode of payment and the required days for delivery.

We hope for an early reply.

Yours faithfully
Anand Kumar Bhonsle
(Purchase Manager)
LETTER OF ENQUIRY
Write a letter to the Manager, Oberoi International, Lucknow, to find out the rates for
conducting the wedding reception of your sister on their lawns, enquiring specifically
about the catering cost per head, service and decoration charges and advance to be paid.
You are Nandu/Nandini of Agra.
Answer:
23 Fort Road
Agra

15 November, 20XX

The Manager
Oberoi International
Lucknow

Sub: Enquiry regarding expenses for wedding reception

Dear Sir
Kindly let me know whether your lawns would be available on the evening of 7th
December to hold the wedding reception of my sister. In case space is available,
please enlighten me regarding the following:

• catering cost per head (Menu no. 3)

• service charges
• decoration charges
• advance amount to be paid.

Please send me point-wise specific reply at the address given above. The price must
mention the amount of GST being charged . We would also like to know the mode of
payment also.

Looking forward to an early reply.

Yours sincerely
Nandini
REPLY OF ENQUIRY
As the Sales Manager of M/s Universal Book Suppliers, 26 Ansari Road, Daryaganj,
New Delhi, write a letter to the librarian of Scandia School, Gwalior offering information
regarding the sale of dictionaries and illustrated children’s encyclopedias.
Answer:
Universal Book Suppliers
26, Ansari Road
Daryaganj
New Delhi

Dated 19 May, 20XX

The Librarian
Scandia School
Gwalior

Sub: Reply of enquiry regarding Sale of Dictionaries and Encyclopedias

Sir/Madam
We thank you for your letter dated 5 May, 20XX , Ref. No. SCG/CE/54-03 and are
happy to furnish you the following information:
We stock dictionaries and encyclopedias published by Indian as well as foreign
publishers. We have books suitable for all age-groups of school going children. As
desired by you, we are enclosing our latest catalogue. It contains the information you
need.

We shall offer you 15% discount given to educational institutions on this category of
books. We need two weeks’ time to make delivery of the order. We accept payment by
demand draft only. It should be payable at New Delhi.

I hope our terms will meet your approval and we’ll receive your order soon.

Yours faithfully
S. Ravindran
Sales Manager
LETTER OF PLACING AN ORDER

Write a letter to Lightways Sports, Amrapallli, Thane, placing an order for sports articles to
be supplied to your school, ABC Matriculation School, Civil Lines, Pune. You are
Ravi/Raveena, Sports Secretary.

Answer:

ABC Matriculation School

Civil Lines, Pune

11 June, 20XX

Lightways Sports
Amrapalli, Thane

Sub: To place a bulk order for Sports Articles

Dear Sir/Madam
This refers to your quotation no. LSA/23/17-20 dated 2nd June, 20XX for various sports
items. We are pleased to place an order on you to supply the following items at the earliest.
Sr. No Particulars Quantity Remarks/Brand
1 Football with bladder 15 Nivea
2 Cricket bats 10 SVG
3 Cricket balls 10 SVG
4 Batting gloves (pairs) 10 SVG
5 Knee pads (pairs) 10 SVG

Kindly include all taxes and delivery charges into the bill. We know that you offer 10%
discount on a bulk order but we would be pleased if you will give more 5% discount.

Please send the goods to the school on any weekdays between 8:00 am and 2:00 pm before
20 June, 20XX. Payment will be made after the consignment is received and checked by the
sports department of the school. Further, please ensure the quality of the items. If defects are
found in the goods, the whole consignment will be returned without any payment.

Yours sincerely
Ravi
Sports Secretary
LETTER OF COMPLAINT

You are Nikhil / Nisha staying at 53, Banjara Hills, Hyderabad. Last summer, you
bought a colour television from the ‘Clear Vision’ of Hyderabad, with a warranty of 2
years. Now you discover that the picture gets blurred every now and then. Even the
sound has become defective. Write a letter to the dealer complaining about the problem
and requesting him to get the defect rectified. Also request him to replace it, if needed
against the warranty that goes with it.

Answer:
53, Banjara Hills
Hyderabad

7 March, 20XX

The Proprietor
Clear Vision
14, Palace Road
Hyderabad

Sub: Complaint against CTV – MS-21

Dear Sir
It was only last summer, 15 June 20XX to be precise that I bought a colour TV
from you. The model is Phillips CTV – MS-21 and the Invoice No. is 1487 dated
05.04.20XX. Last week it started giving trouble. I thought that the sound problem
was due to a weak signal and that it would pass, but it recurred with more
frequency. When I tried to adjust the knobs, the picture got blurred. Sometimes the
colours fade away.

Since the TV set is within the guarantee period of two years, you are requested to
get the defects rectified by your service engineer. In case the set is beyond repair,
kindly get it replaced.

Hoping for an early favourable action.

Yours sincerely
Nisha/Nikhil
LETTER OF CANCELLING ORDERS

You are Sales Manager of Diamond Shoes, New Delhi. You placed a bulk order with
M/s. 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 Rainbow Shoes, Agra informing
them that you have cancelled your order.

Answer:
Diamond Shoes
New Delhi

7 June, 20XX

The Proprietor
M/s. Rainbow Shoes
Agra

Sub: Cancelling of order

Dear sir/Madam

We have been your regular customers for a long time. We placed a bulk order for the
supply of shoes of different kinds on 10th April, 20XX. The order was to be
executed before 25th April, 20XX . However, we have received no consignment
even after the expiry of a month. Nor did we hear anything from you. After
sending three reminders, we received your reply on 27th of May. You expressed
your helplessness as the workers of your factory were on strike. You assured us
that the order would be executed within next 15 days. We condoned the delay
keeping in view our previous good business relations.

We are constrained to inform you that the said order for the supplying shoes, be
treated as cancelled. We needed the supply of shoes before the opening of schools
for the next session in Delhi. The month of April is the peak season and we have
the maximum sale of children shoes in this month. The season is already over.
Therefore, we don’t need any further supplies in near future. I hope the
cancellation of the said order will not affect our cordial business relation in future.

Yours faithfully
M. L.Sinha
(Sales Manager)
LETTERS TO THE EDITOR
 TEST YOUR SKILLS
1) You are Uma/Udhav, the school students leader of Ramanujan Public School,
Chennai. During the summer vacation, your school is planning an educational tour,
covering visits to a thermal power plant and a few factories. Write a letter to The
National Travel Agency, at 2 Pantheon Road, Chennai-26 enquiring about the
places, the charges, facilities and the other relevant details.

2) As a Manager, Spring Blossoms School, Dharwar, Place an order for (at least 4
items) school furniture. Write a letter to Curzon & Co., Furniture Manufacturer,
Dharwar.

3) S. P. Chauhan of 160, Netaji Subhash Chandra Enclave, Calcutta bought a frost-free

B.L.P. Refrigerator of 265 liters from ‘Wonder Home”, Central Market , Calcutta.
Having used for about a month, he finds that the freezing section of the refrigerator
is not working at all. Write a letter to the Sales Manager of the firm complaining
about it and requesting for replacement of the defective piece. The refrigerator
enjoys a two years warranty against any technical fault.

4) Write a letter to the Editor of The Hindu on the fear that is spreading among people
due to their anxiety over the widespread of Covid-19 in the world. Give suggestions
to curb such fear. You are Vikram/Varsha.