LETTER FORMAT-

Sender’s address

Date 21st July 2021 / November 1 , 2021

Receiver’s designation

Receiver’s address

Subject:

Sir

Body - 1st Para- Purpose

2nd para- Details

3rd para- Concluding details (Solution/ suggestion/ expectation)

Concluding line

Thanking you

Yours sincerely

Sign

Name / NAME

(Designation)

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LETTER OF SUGGESTION

 A suggestion letter is written to recommend something, to express your views or to give your
point of view on a certain matter. A letter of suggestion may be written as a formal or informal
letter. In the case of a formal letter, the letter should be concise and to the point. The writer
should maintain a formal tone while writing it. In the case of an informal letter, the letter of
suggestion can be written in a casual manner and from a personal capacity

A suggestion letter can be broadly classified into two categories- one is to write a suggestion
requested for and the other requesting for a suggestion, point of view or thoughts on a certain
topic.

Suggestion Letter Samples

When writing a letter of suggestion, you should always express your genuine feelings and
appreciation for the opportunity provided to you. You can also refer to past suggestions that
proved effective. Analyze your suggestions well before forward them by keenly monitoring all
the aspects. Assure the reader that you have analyzed the situation well and are giving your
opinion up to the truest of your abilities. You can add potential benefits of your suggestion that
can help the reader in the future.

If you are asking for a suggestion, you should sound polite and show your gratitude for the
person. Express that you will be obliged and benefit from the suggestions from them. Make sure
you clearly explain the topic or matter and the reason why a suggestion is required from your
reader.

SAMPLES

1. Suggestion Letter for Improving Services

Dear Sir

I have been a client of your firm for the past 2 years and I am writing this letter to suggest some
changes to your services.

The quality of the raw material I have been receiving for quite some time is not of the best
quality. Also, certain delays in the delivery of the raw material hamper our work as well.

I suggest having a fixed time of delivery of the material and proper records of the material
delivered and yet to be delivered. I also recommend improving the quality of the material that is
being supplied to us.

I am sure if you improve upon these essential points, we can build a long-lasting relationship
with you and your firm. I hope you take these suggestions positively and improve upon the
services as soon as possible.

Thanking you
Yours truly

Sign

Joseph Birla

(Designation)

2. Suggestion Letter to Employee

Dear Mark

You did a great presentation today. Your use of visuals to explain the analytical reports
were especially effective. I am writing this letter to make a suggestion regarding the use
of jokes in your presentation.

Even though I am completely sure that you meant no harm and weren’t targeting your
jokes at anyone or any community,but off-colour humour tends to alienate people quickly
and I would eliminate them when addressing a business gathering.

I am a fan of using humour as a tool to keep your presentations interesting but I would
suggest caution when choosing the type of jokes you go for when giving a business presentation.
This letter is in no way to ask you to stop using jokes but just a cautionary reminder. Also, there
are enough jokes that spice up your presentation without offending any of your audience.

Yours truly

James Maddison

3. Suggestion Letter to Management

I am writing this letter to you regarding the new management policy. Earlier this week we
have received the guidelines and the changes made under the new policy. But I believe
most of the employees believe that these were not discussed openly.

Being a part of this organization, about which I care so much, I write this letter bearing in
mind an understanding and open-minded recipient at the other end. I believe there is not
enough clarity on the new management policy and some of the new laws/rules are
questionable.

I suggest that the employees are clarified as soon as possible and their questions are discussed
and answered by the management. I believe a meeting between the management and the
employees will be very beneficial at the moment. I hope you will accept these suggestions and
take the necessary actions.

Looking forward to hearing from you.

Thanking You.

Yours sincerely

John Andrew

4. Write a letter to the President, Residents' welfare Association of your locality suggesting some
measures that could be taken for solving the problem of water scarcity and conserving water.

67 Mansarovar Plaza

New Delhi

October 7, 2021

The President

Residents’ Welfare Association

Mansarovar Plaza

New Delhi

Subject:Problem of water scarcity and measures for water conservation

Sir

On behalf of the residents of Mansarovar Plaza, I would like to draw your attention to

the pressing problem of water scarcity in our society.

The water supply is not enough to cater to the needs of the residents. Despite this

situation, many people are not concerned about water being wasted in house hold

chores, washing of cars, etc.

In this backdrop, I have few suggestions to address the above mentioned issue. A

seminar cum workshop could be organised to discuss the issue with the residents. Water

conservation experts may be invited to make us aware about various methods and

technologies available to conserve water. Moreover, the residents should be sensitised

to conserve water while bathing, cooking, washing clothes, utensils, etc. Alternatively,

a door to door campaign can be organised to spread awareness among the residents

about the need for conserving water.

I request you to kindly take immediate steps to address the issue of water scarcity and

conservation measures and motivate the residents to solve the problem collectively.
 Thanking you

Yours sincerely

Sign

Rajesh Khattar

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LETTER OF REQUEST

1. As the Head Boy of your school, write a letter to the Principal requesting him to organise
an excursion to Haridwar for an adventure holiday like white water rafting, rock climbing
and mountaineering.

K-257
Kartan Nagar
Delhi 1100XX

6th February 20XX

The Principal
Bhagirathi Public School
40 Feet Road
Kartar Nagar
Delhi 1100XX

Sir

Subject: Request to organise an excursion for an adventure holiday

On behalf of the students of class XI, I request you to kindly arrange an adventure holiday for us.
As this is our last year in school, we would like to have a four-to-five days holiday in the
Himalayas where we can go for white water rafting, rock climbing and mountaineering. We feel
our March holidays, following our final examination, are ideal for such an excursion. The time
between sessions can be utilised for this purpose.

I hope you will consider our request favourably.

Thanking you

Yours sincerely
XYZ
(Head Boy)

2. As the Head Boy of your school, write a letter to the Principal requesting him to make
internet facilities available to students in the library.

B-66, Shahid Nagar

Agra, U.P. XXXXXX

4th April 20XX

The Principal

Nav Siksha Niketan Senior Secondary School

Bhola Nath Nagar
Agra U.P. XXXXXX

Subject: Request for internet facilities for students in the library

Sir

On behalf of the entire students’ body of our school, I request you to please provide internet
facilities in the library.

Due to dearth of internet facilities, we feel quite inadequate when we come in contact with
students of other schools. This facility will improve the quality of our work in all areas. Our
project presentations will be more meaningful and our debates and speeches well researched.

As you always put the students’ growth on top priority, please consider our request favourably.

Thanking you
Yours sincerely
XYZ
(Head Boy)

3. As the Head Boy of your school, write a letter to the Principal requesting him for
improvements in the school canteen. The hygienic conditions as well as the menu need to
be looked into.

222 A
Ram Nath Gali
Shahdara Delhi 1100XX

15th April 20XX

The Principal
English Grammar Senior Secondary School
Shahdara
Delhi 1100XX

Subject: Request to improve the school canteen

Sir

On behalf of the entire student community, I request you to improve the school canteen.

The canteen needs to be improved in all areas. The menu it offers is extremely limited
and boring. The staff is unable to cope with the rush during recess; therefore, a self-help
counter would be of great help. Most important, the hygienic conditions in the kitchen
need to be looked into. Regular treatment is essential to eliminate cockroaches and other
insects. The owner/contractor should issue gloves and aprons to the staff to ensure
cleanliness.

I hope you will consider our request favourably.

Thanking you

Yours sincerely
XYZ
(Head Boy)
4. You are Raman/Rama, a member of the Parent-Teacher Association of Little Valley
Senior Secondary School, Hyderabad. Write a letter to the Principal of the school asking
him to introduce vocational stream in the school providing facility of teaching such
subjects as computers, insurance etc. so that the students may not needlessly continue
academic studies. You are residing at 15, Anand Colony, Hyderabad.

Answer:

15

Anand Colony

Hyderabad

17th March 20xx

The Principal

Little Valley Sr. Sec. School

Hyderabad

Subject: Introduction of Vocational Stream

Sir

I am a member of the Parent-Teacher Association of our school and on behalf of the

Association it is my earnest request to you to introduce vocational stream in our school to
provide the facility of teaching subjects like computers, insurance etc.

I am sure that the introduction of these subjects will prove extremely beneficial to many
students who may not needlessly continue other academic subjects if their interest lies in
vocational courses. The scope for these vocational courses has now increased like never
before and so the introduction of this stream at the school level itself will prove to be
very helpful for the students in planning their futures.

Keeping the interest of the students in mind, we await a positive response from your end
at the earliest.

Looking forward to hearing from you.

Thanking you

Yours sincerely
Sign

Rama

(Member,Parent-Teacher Association)

5. There are many students who do not have the opportunity to get guidance about their
future career or for the selection of subjects at the school or college level. Write a letter to
the Director, Doordarshan requesting him to introduce a regular programme on ‘Career
Counselling’ for students of the country.

Answer:

ABC Lane

XYZ City

14th April 20xx

The Director

Doordarshan

New Delhi

Subject: Request to introduce ‘Career Counselling’ Programme

Sir

Through the medium of this letter, it is my earnest request to you to introduce a regular
programme on ‘Career Counselling’ for the students of our country.

Many students are deprived of any opportunity to get a medium for guidance about their
future career or even for the selection of subjects at the school or college level. This
makes them totally confused and quite unsure about the future prospects of the subjects
that they opt for. By introducing a programme on Career Counselling on your widely
viewed channel, you will be helping many worthy students to take the right decisions to
shape their future. Professional career counselling addresses a person’s interests, skills
and educational background in a strategic way. Experienced and trained counsellors can
be invited on this programme to facilitate the process of selecting a particular career
option.

Doordarshan as a channel has a mass appeal and thus 1 hope you will consider my
request seriously and introduce this programme which will prove to be extremely
beneficial to numerous students all over the country.

Looking forward to hearing from you.

Thanking you

Yours sincerely

Sign

XYZ

(Designation)

6.You are Pritam/Priti, 27, W.E.A. Karol Bagh, Delhi. You have decided to shift your
residence to Faridabad and hence decided to discontinue your membership of Brain Trust
Library, Karol Bagh. Write a letter to the Librarian, requesting him to cancel your
membership and refund your security deposit of five thousand explaining your inability
to continue your membership.

Answer:

27

W.E.A

Karol Bagh

Delhi

1st October 20xx

The Librarian
Brain Trust Library

Karol Bagh

Subject: Application of Discontinuation of Membership and Refund of Deposit

Sir

I am writing to you to inform you about the discontinuation of my library membership

(No. WTY 346) and to request you for the refund of the security deposit.

I have been a member of your library since the past five years. Now I have decided to
shift my residence to Faridabad so it will not be possible for me to continue using your
library facilities because of the distance factor between Karol Bagh and Faridabad. Hence
I have decided to discontinue my membership. It is my request to you to cancel my
membership and refund my security deposit of five thousand at the earliest. I have
returned all the books that I had issued earlier this month and all my accounts are clear.

I would appreciate an early initiative from your end as I am planning to shift within two
weeks.

Looking forward to hearing from you.

Thanking you

Yours sincerely

Sign

Pritam

(Designation)

PRACTICE QUESTIONS (WORD LIMIT- 120-140 words)

Q1. As the Head Boy of your school, write a letter to the Principal requesting him to
include a course on advertising and film making in the vocational studies curriculum.

2. As the Head Boy of your school, write a letter to the Principal requesting him to
arrange a theatre workshop for students by inviting experts from the National School of
Drama.
3. As the Head Boy of your school, write a letter to the Principal requesting him for
permission to organise a special assembly for the parents and family members of a local
army jawan who died in Srinagar combating terrorists.

4. As the Head Boy of your school, write a letter to the Principal requesting him for
improvements in and updating of the school auditorium especially, the lights and sound
systems which are old and outdated.

5.As a parent, write a letter to the Principal, ABC School, Delhi, requesting him/her to
grant your ward Akhil/Asha Arora, permission to attend the school two hours late for a
month as he/she has to attend the coaching classes arranged by Sports Authority of India,
on being selected for participation in National Swimming Championship.