FORMAL LETTER WRITING

CLASS VI
TYPES OF FORMAL LETTERS

a) Institutions/Organizations
b) Firms/Businessmen.
c) Public or Government Authorities
d) Chairman/Manager/Director/Commissioner
e) Customers/Manufacturers
f) Editors of Newspapers
g) Principal/School Authorities
Sender’s Address

Date(In a proper format)

FORMAT
Receiver’s Address

Subject (very short, concise and precise)

Salutation (Sir/Madam)
Body (3 paragraphs)
I st Para- introduction
2 Para- details of the topic(cause,
effect, suggestions)
3 Paragraph- conclusion

Thanking you
Yours sincerely
Signature
(Name of the writer)
(Designation)
POINTS TO REMEMBER
• Leave a line after sender’s address, date, receiver’s
address,subject,conclusion of the letter(to make it look neat).
• Underline the subject.
• No Punctuation to be used in address, date, salutation,
subscription.
• Use a formal language.
• Use a proper format of writing the date- 25 July 2020.
• Do not use these wrong formats of writing the date- 25.07.20 or
25/07/20. ( No dots or slashes to be used).
• Do not use the word ‘Dear’ in the salutation.
• Do not use an apostrophe ‘s’ in the subscription- Yours sincerely.
• Always put the name of the writer and designation in the brackets.
LETTER WRITING
SAMPLES

 TO THE EDITOR
 TO THE PRINCIPAL
SAMPLE LETTERS
 TO THE EDITOR
 SAMPLE QUESTION 1

You are Akash, a resident of Gurugram.You have been

coming across certain headlines in the newspapers on
fatal accidents caused by rash driving. Write a letter
to the editor of a newspaper expressing your concern
for the same and commenting on the leniency of the
traffic police in penalizing the offenders for reckless
driving.
 SAMPLE ANSWER 1
2135, Sector 15-A
Gurugram

14 July 2020

The Editor
The Tribune
Gurugram

Subject: Concern over reckless driving

Respected Sir
Through the columns of your esteemed newspaper, I wish to draw the attention of the
concerned authorities and the general public towards the issue of more and more cases of
reckless driving everyday.
Accidents due to reckless driving are the order of the day. The speed maniacs responsible for
most of the accidents disappear from the scene leaving the victims bleeding and crying. They
have no humanity left in them and they think that the road is their private property. Traffic rules
have no meaning for these reckless drivers.
The penalties imposed for reckless driving are too lenient to be effective .The traffic
police needs to take strict measures and impose heavy penalties on these
offenders .Those who exceed the speed limits must be given an exemplary
punishment .Youth and other drivers must be taught to respect human life.

I request you to publish my concern in your daily newspaper which I am sure will
certainly bring some sense to the reckless drivers.

Thanking you
Yours sincerely
Akash
(Akash)
(A concerned citizen)
 SAMPLE QUESTION 2

You are Krishna, a resident of Ambedkar

Nagar, Delhi, and have been coming across
certain headlines in the newspapers on
shortage of electricity. You are also facing
erratic supply of electricity in your
locality. Write a letter to the Editor of a
local daily regarding your plight and
mentioning the inconvenience faced by
the residents of the locality.
 SAMPLE ANSWER 2
237, Ambedkar Nagar
Delhi-110083

29 July 2020

The Editor
The Times of India
Delhi

Subject: Shortage and Erratic Supply of Electricity in Ambedkar Nagar

Sir
Through the columns of your esteemed newspaper, I want to draw the attention of BSES towards
the shortage and erratic electric supply in Ambedkar Nagar.
Power cut has become almost a regular feature and electric supply comes to a halt during the
odd hours. Very often it is too dim to see anything and thereby people face a lot of inconvenience.
This causes a great loss to shopkeepers, students and housewives because all their work stops.
This gives a good chance to the thieves to earn a good booty. The students are the worst hit. You
know that these are examination days and the students need electricity rather than blackout or
shortage of light.
Our repeated representation to BSES authorities have failed to yield the
desirable results. I request you to publish this in your newspaper.
Perhaps your intervention may relieve us from the menace and the
authorities will regularise the supply.
I hope that quick and effective steps will be taken by the concerned
authorities.

Thanking you
Yours sincerely
krishna
(Krishna )
(A Concerned citizen)Citizen)
SAMPLE LETTERS
 TO THE PRINCIPAL
POINTS TO REMEMBER

• The format of the letter to the Principal is slightly different from the general
format of a formal letter.
• Do not write the sender’s address while writing to the Principal of your
school.
• Begin your letter with the Receiver’s address.
• Always address the letter to the Principal in the Receiver’s address in this
manner- The Principal
• Write the name of the School followed by the name of the city.
• Write the date after Receiver’s address.
• Always write ‘Respected’ in the salutation.
The Principal
Name of the School Receiver’s Address
FORMAT
Name of the city
Date(In a proper format)

Subject (very short, concise and precise)

Salutation ( Respected Sir/Madam)

Body (minimum 3-4 paragraphs)
I st Para- introduction
2,3,4 Para- details of the topic(cause,
effect, suggestions)
Last Paragraph- conclusion

Thanking note
Subscription -Yours sincerely
Signature of the writer
(Name of the writer)
(Designation)
 SAMPLE QUESTION 3

You are Rahul Sharma, monitor of class VIII A in

Ramjas Sr. Sec. School, Anand Parvat, New Delhi.
Write a letter to your Principal asking him to
arrange for special coaching in English. Give
reasons why you need this.
 SAMPLE ANSWER 3
The Principal
Ramjas Sr. Sec. School
Anand Parvat
New Delhi.
5 December 2020

Sub: Arranging special coaching in English

Respected Ma’am

This is to request you to kindly arrange for special coaching in English . I, Rahul Sharma, am
the monitor of class VIII A. On behalf of my class, I have to make a request.

Our teacher of English was bed-ridden and was on leave for a month. Our final exams are
approaching and our syllabus is not yet completed. If he finishes the course in a hurry, we
shall not be able to comprehend the lessons nicely.

We shall be highly obliged and thankful to you if you arrange extra coaching classes in
English so that we get enough time to practice and learn our lessons in an appropriate
manner . If need be, we are all ready to cooperate with the school staying back after
school hours. Awaiting a positive response from your desk.

Thanking you
Yours obediently
Rahul sharma
(Rahul Sharma)
(Class Monitor- VIII A)
 SAMPLE QUESTION 4

You are Sakshi Tanwar, monitor of class VIII E in

Delhi Public School,New Delhi. Write a letter to
your Principal requesting him to grant you two
weeks medical leave.Give reasons why you need
this.
 SAMPLE ANSWER 4

The Principal,
Delhi Public School,
New Delhi-110076
21 July 2020

Subject- Sanction Two weeks medical leave

Respected Sir/Madam
This is to request you to kindly sanction two weeks medical leave to me. I am Sakshi Tanwar, a
student of Class VIII-E, and I am suffering from high viral fever. I have been admitted to the
hospital due to extreme weakness. For this reason, I want to apply for 2 weeks leave from 22 July
2020 to 5 August 2020.
I have attached all my medical reports along with a medical certificate for your kind consideration.
I request you to grant me medical leave so that I should not fall short of attendance for final exams.
I will be highly obliged for the sanction. Awaiting a positive response from your desk.

Thanking you
Yours Sincerely
Sakshi
(Sakshi Tanwar)
(Student-Class VIII E)
Q1.You are the president of the Student
Council and are quite disturbed about
the unsatisfactory condition of the school
library.Write a letter to the Principal of your
school, requesting to bring about some
improvements in the school library.
PRACTICE QUESTIONS
Q2. You are Manish a resident of Uttam Nagar,
New Delhi. Your area faces the frequent
breakdown of electricity and low voltage
which has caused extensive damage to the
electronic devices and appliances.As a
concerned citizen,write a letter to the
editor of a national daily showing your
anxiety and deep concern at the erratic
supply of electricity. Also, suggest some
ways and means to ease this critical situation.