Format of Formal Letter

………………….. Sender’s Address

………………….. [Do not write the sender’s name.]
…………………..

10th May, 2022 or 10 May, 2022 /May 10, 2022 Date- Write this in one of two
formats.
1st format 2nd format

………………….. Receiver's Address/Designation/Address

………………….. [Write the name (if given), designation and address of the recipient.]
…………………..
Salutation [Write “Dear Madam/Sir” if you do not know the
………………… ,
name of the recipient] Sir/ Madam [Highly Formal]

Subject:…………. Subject- Write in one line only (4 to 6 words)

Body of Letter Introductory Paragraph 1-2 lines

Content- Main Paragraph 6-7 lines
Concluding Paragraph 1-2 lines

Yours (sincerely, truly, faithfully) Complimentary close

………….. Signature-Name
………….. Designation (if applicable)

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Important points to remember. –LETTER TO EDITOR
PARA- I -Deal with introduction of the problem in brief.
PARA- II -Discuss the problem in detail, listing, the reason for factors
responsible and consequences.
Para – III -Should have some feasible solutions, suggestions to sort out
the problem
Closing Line- Editor may be requested to publish your letter.

REMEMBER – The editor is not your problem solver .So he/she

should not be asked to take some immediate measures or necessary
actions to solve the problem.
These letters give suggestions / create awareness on an issue of public
interest or an issue already raised in an article / write up.
Points to Remember
• Draw the attention of the concerned authorities/general public towards
the problem, NOT the Editor.
• Request the concerned authorities to take the action NOT to the editor. It
is not a direct request.
• While dealing with social/civic problems provide suggestions to curb or
control it in the end.
• Raise the issue by citing some latest news / items / Survey report /
personal experience etc.
• Analyse the issue in terms of its causes and consequences.
• Conclusion to be positive, straightforward with pleasant tone and use of
polite language.

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Some possible opening sentences:
1. I am a resident of ______________ I am writing this letter to express
my views on__________________.
2. Through the columns of your esteemed and widely read newspaper, I
would like to draw the attention of the concerned authorities and the
general public to an important issue
which_______________________.
3. I am a regular reader of your newspaper .I read an article on
_____________ in your newspaper. I strongly feel that
____________________.
Possible concluding sentences are:
1. I request you to publish this letter with some relevant photographs to
spread awareness among the readers.
2. I hope some more articles and reports on this issue would be
published so that the concerned authorities would take some
immediate measures to rectify the problem.
3. I hope that you will publish my letter and help to initiate a public
debate on this issue.

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 Formal Letter (Making a Complaint)
Complaint-(C-noun) - a reason for not being satisfied; a statement
that somebody makes saying that they are not satisfied.
Example-The most common complaint is about poor service.
Complaint-(UC-noun) - the act of complaining
Example-I can see no grounds for complaint.
Example-I'm planning to write a formal letter of complaint.
Complain (verb) - to say that you are annoyed, unhappy or not satisfied about
somebody/something
Example-complain to somebody Annoyed residents have complained to the
police.
Complain about something Shoppers complained about the lack of toilet
facilities.
Complain to somebody about something I'm going to complain to the manager
about this.
Points to Remember
 Describe your problem and the outcome you want
 Include key details, such as when you purchased the goods or services and
when the problem occurred.
 Identify what action you’ve already taken to fix the problem and what you
will do if you and seller cannot resolve the problem.
 Ask for a response within a reasonable time.
 Attach a copy of any supporting relevant documentation such as a receipt or
invoice.
Types of Letter of Complaint
1. Incomplete or defective order
2. Abnormal delay in sending the consignment.
3. The goods arrive in a damaged condition
4. The goods are not what were ordered
5. Quantity of goods is not what was ordered
6. Goods are delivered at the wrong place
7. Work undertaken is done unsatisfactorily
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 8. Misbehaviour of staff or salesman
9. Mistake by the accounts section in preparing the invoice
10. Defective packing that might lead to the damage of goods in transit
11. Mistakes in a bill or reminders for payment after the bill has been
paid
12. Dispatching products of wrong quality, colour, brand, pattern and
defective pieces of goods etc.
13. To authorities for inconvenience/poor maintenance etc.
14. Wrong doing in public.
15. Rash driving of DTC drivers.
16. Problem of stray Animals on Roads

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 Letter of Complaint (About Product/Service)
Sir / Madam,
Sub: Be specific
On (date), I (bought, leased, rented, or had repaired) a
(name of the product, with serial or model number or
service performed) at (location, date 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, and I was billed the
wrong amount, something was not disclosed clearly or was
misrepresented, etc.).
To resolve the problem, I would appreciate your (state the
specific action you want—money back, charge card credit,
repair, exchange, etc.) Enclosed are copies of my records
(include receipts, guarantees, warranties, cancelled checks,
contracts, model and serial numbers, and any other
documents).
Yours sincerely
(Your name)
Enclosures

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Last month you bought a 5G mobile phone with a year long
guarantee. Unfortunately, the set has developed a snag and
is no longer working. Write a letter to the Customer Care
Manager of the manufacturer complaining against the
defective set and asking for a replacement. Quote the cash
memo number, model and set serial number, and date of
purchase. Invent other necessary details. You are Amit
Chauhan, resident of 52, Rose Apartments, Rohini, Delhi
110085.

52 Rose Apartments
Rohini Delhi
110085

May 10, 2022

Customer Care Manager

Electronics India

Sir / Madam,

Subject: Defective 5G Mobile

On April 5, 2022 I bought a Samsung mobile phone from your

showroom vide voucher number A-1510.
Unfortunately, the phone has not performed well because it is
defective. I am disappointed because the display screen of the

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set has crashed and your product has dozed off into a permanent
switch off mode.
To resolve the problem, I would appreciate if your company
would pick up the set, for free, and correct the defects if
possible repair or replace the set as per the terms of purchase.
Enclosed herewith are the details of my cash memo, item code
and warranty details.
Looking forward to an early redressal and I would wait till two
weeks before seeking help from a consumer protection agency.
Please contact me at the above address.
Yours sincerely
Amit Chauhan
Enclosure: - Cash Memo

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 Making an Inquiry
A letter of Inquiry is a Formal Letter written for the purpose of
making an Inquiry about an event, a product, a service, a
business opportunity or a possibility (e.g. for admission to an
institution or participation in a programme).

Points to Remember
 Follow the format of a Formal Letter.
 Introduce yourself.
 State your purpose.
 Show interest in the services/products/organisation you are
writing to.
 While writing the body adopt a formal, straight forward but
polite tone.
 You can enquire about-prices, availability of products or
services, details of an events, packages available,
placement possibilities, discount etc.
 Conclude by seeking an early and detailed reply to your
inquiry.

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You are Mamta/Manish of class X living at 141, Hilton
Apartments, Delhi: you are interested in pursuing a course in
computer Hardware. Write a letter seeking information about
the same. This is in response to an advertisement you have
read in the newspaper.

141, Hilton Apartments

Delhi

Date:

Ocean Institute for Computer Technology

Delhi

Sir/Madam,

Sub: Inquiry about computer hardware course

This is in response to your advertisement inserted in the Hindustan

Times dated......... about the courses offered by your Institute.
I am interested in pursuing a course in computer hardware. Please
send me the information as per the following heads:
Duration of the course
1. Admission procedure
2. Criteria for eligibility
3. Fee structure and mode of payment
4. Placement opportunities
5. Timings for classes
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Kindly send me the information at your earliest convenience.
Looking forward to hearing from you soon.
Yours truly
Manish

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 Placing an Order
Depending on the order you are going to place, the content
needs to comply with it.
 Paragraph 1 – Start the letter with what you have learnt
about the company and its products.
 Paragraph 2 – Draw a table and include “Order Number”,
“Item name” “Item quantity” “Other Specifications.”
 Paragraph 3 – Refer to how, when, where you would like
the delivery to be made.
 Close the letter with the hope that the delivery will be made
on time etc.
Some Possible Opening Sentence
• This is with reference to the inquiry letter dated .............,
regarding the purchase of ............. .
• This is a follow up of our communication on (date) and on date
regarding.......... .
• The letter of (date).
• In our conversation last week ........... .
• Further to our conversation on telephone yesterday ...... .
• I refer to your letter of (Date) in which you ............. .

Some Possible Closing Sentence

• We have already made 50% of the payment at the S.B.I. today at
12.20 p.m.
• Hope to receive the order delivered on or before (date) of third
month.
• Kindly refer to the agreement on post delivery services such as
clearance and stocking.
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• Please find enclosed/attached.
– Receipt of the bank payment.
• This is how the letter of placing an order ends. So do not forget
to write the sender’s address, date, receiver’s address, subject and
salutation before paragraph and “yours truly” and the name of the
sender at the end.

No Item Quantity Size

1
2
3
4

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You are Preeti Sharma, librarian of Army Public School, Delhi.
You have been asked to place an order for some books for the
school library. Write a letter to the sales Manager, light House,
Main Road. Noida, placing an order for the books that you need.

Army Public School

Delhi

10 May 2022

The Sales Manager

Light House
Main Road
Noida

Sir,

Subject: Placing an order for books

This is with the reference to your quotation dated 18th April 2022. We
are pleased to inform you that our management has decided to place an
order with your firm. We need books for our school library.
We shall not settle for less than 20% discount on the purchase of the
books. Besides, we hope to get another 5% special discount that is
usually granted to the institutional buyers.
The list of the books with their particulars is attached here with.
S.No Book’s Name Author’s Name Quantity
1 Macbeth William Shakespeare 4
2 The Suitable Boy, Vikram Seth 4
3 Pride and Prejudice by Jane Austen 4
4 Wings of Fire A.P.J. Kalam 4
5 History of Modern, India,Sumit Sarkar 4
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The payment will be made by cheque on receipt of the goods. Kindly
ensure that the order reaches us with in a week.

Yours truly
Preeti Sharma
Librarian

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Write a letter to M/s Laxmi Stationery Mart, Chawri Bazar, Delhi asking
them to send their rates and terms of supply of stationary items. You are
R. K. Mittal, Office Superintendent, Daulat Ram Public School, Meerut .

Daulat Ram Public School

Meerut

10 May 2022

The Manager
M/s Laxmi Stationary Mart
Chawri Bazar
Delhi

Dear Sir,

Subject: Inviting Rates and Terms of Supply

This is to bring to your notice that on behalf of Daulat Ram Public School we
would like to place a bulk order for the supply of stationary items for our school
office and the administrative block for the session 2022- 2023.
We have selected a few leading stationers for the purpose of supply of these
items. We have included your prestigious firm in the list, keeping in view the
goodwill it enjoys in the stationery market. Kindly quote your discount rates if
any, which will also help get due weight and consideration.
We need the following items with their brands and number of items required.
S.No Particulars Brand Number
1 Pencils HB Natraj 20 Dozens
2 Pencils HH Natraj 30 Dozens
3 Type Paper Star 20 Reams
4 Cyclostyling Paper Star 20 Reams
5 Computer Paper Star 40 Reams
6 Carbon Ribbons Kores 40 Packets
7 Carbon Paper Kores 20 Packets

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Let us remind you once again that maximum discounts and the suitable terms of
supply will be expected. Please let us know whether it will be possible for you
to supply us the above items before 20th June. Kindly let us know the
maximum time which you will require to supply us these items.

Yours sincerely
R.K. Mittal
Office Superintendent

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