DALY COLLEGE, INDORE

FORMAT OF WRITING SKILLS 3. Formal Letter

1. Notice
Sender’s address (without name)
NAME OF THE INSTITUTION, PLACE NAME …………………………………
Notice ……………………................... Plot No/ Name of Building/ Apartment
Heading ……………………………….. Place name
City
October 26, 2023
Date

The school/ institution is organizing…………………………………./It

Name and address of addressee
is to inform you that……………………………………………………. ………………………………
…………………When, where, what, why/how………………………. Name/ Designation
………………………………. Plot No/ Name of Building
………………………………………………………………………… ………………………………
……………………………………………………………………….. Place/ City

Signature Subject: regarding………………….

Writer’s Name
Designation Salutation
……………………………………………………………………………………………
……………………………………………………………………………………………
2. Diary Entry ……………………………………………………………………………………………
Friday October 27, 2023 1730 Hrs ……………………………………………………………………………………………
…………………………………………………………………………………………… …………………………………………………………………………………………
……………………………………………………………………………………………
…………………………………………………………………………………………… Yours sincerely / faithfully
(Note: Day, Date & Time or Date, Day & Time- both are acceptable) Sign
Name (designation; if given)
3 Message

Message Sir/Madam or Dear sir / Dear Madam=Yours faithfully

October 26, 2023 Dear Mr. Name = Yours sincerely
1025 a.m.
4. Informal letter
Dear …..
Sender’s address
Mr. X called to inform you that…………….................................................... ………………
……………………………………………………………………………… …………………..
……………………………………………………………………………… …………………..
Writer’s Name. October 15, 2023

Salutation
1|Page
…………………………………………………………………………………………… ……………………………………………………………………………………………
……………………………………………………...................... ……………………………………………………………………………………………
………………………………………………………………………………… …………….write in paragraphs………………………………………………………..

Yours lovingly/ affectionately/ friendly/ Your friend. Thank you.

Name.
7. Report for newspaper

Headline
5. Debate (A report by XYZ, The Hindustan Times- correspondent)
TOPIC IN CAPITAL LETTERS (FOR / AGAINST)
Respected chairman, members of the jury, dear teachers and friends, New Delhi: October 15, 2023
I am here to express my views in favour of / against the topic…………… …………………………………………………………………………………….….……
………Certain Expressions that could be Used………… ……………………………………………………………………………………………
Stating The Issue ……………………………………………………………………………………………
The motion for debate today is .....People ------- believe(s) / feel(s) / insist(s) / ……………………………………………………………………………………………
think(s)...that.....Let's first define some important concepts...
Phrases to present the most important point This argument/idea is of paramount 8. Report for school Magazine
importance….The most important argument for ... is ......The main idea/thing is ......The
most important idea is... Most importantly, I want to mention that... …The primary Headline
argument for... is... Two/three... important arguments support my point of view... A report by Ram –XII D
Conceding An Argument ….It's true/obvious/evident that ... However, ...While you Or
might say that ..., it's important to remember that ... I agree with you that ... On the other A report for the Times of India by Ram- head boy / cultural secretary
hand, ... Although/even though it is true that... I believe that...I agree/admit/concede ……………………………………………………………………………………………
that... , but we must remember that... I can understand that... Nevertheless, ... Sequencing ……………………………………………………………………………………………
a list of arguments…First of all, I'd like to state ...Firstly, ... Secondly, ...Thirdly, ... ……………………………………………………………………………………………
The second argument in favor of ... To begin with, ...I'd start by... For a start, ... ……………………………………………….
The next argument I'd like to state is... Adding an argument to strengthen your
point….In addition to that,... You also have to consider... Furthermore, ... Moreover,... 9. Article
What is more,... I might also add that... Perhaps / maybe I should also mention... Not to Headline
mention the fact that... Not only that but also...Concluding By Writer’s name
Let me recap/recapitulate my point ... As a final word, let me summarize my point of ……………………………………………………………………………………………
view ... To reiterate my point of view, ... My final thought is ...It all boils down to ... In a ……………………………………………………………………………………………
nutshell, what I am trying to say is ... To sum up, ...Finally, ... ……………………………………………………………………………………………
Write in paragraphs and ‘Thank you’ at the end. ………………………3Paragraphs………………………………………………………

6. Speech By writer’s name ( Either on the top or at bottom)

HEADING
Good morning, respected teachers and dear friends, 10. Job application
I would like to express / share my views/ deliver a speech on the topic / speak Covering letter
on………………………………………………………………………………………….
Sender’s Address
………………….
2|Page
…………………… Secondary: School’s Name Examination passed Grade/ Division
……………………
October 15, 2023
Graduation College University Grade/ Division
Name and address of Addressee
………………………………
……………………………… Post Graduation College University Grade/ Division
………………………………
Subject: Application for the post of………………………

Salutation, Professional Qualification:

(Specify- MBA/ B Ed./ College University Grade/ Division
With reference to your advertisement in ‘The Times of India’ dated October 10, 2023,
for the post of …….............. I would like to apply for the same. B. Tech/ MSHM)
……………………………………………………………………………………………
……………………………………………………………………… Job title year-year Designation Company
Experience:
Yours sincerely/ faithfully

Sign
Name (Designation- if given)
References: Name Post Company’s Phone No
Encl: 1. Bio-data Name
2. Testimonials

Bio-data/ Resume
Name: ……………………………
Father’s Name: ………………………….. Testimonials: Name of Certificate From/ Given by…..
Date of Birth: …………………………..
Permanent Address: ………………………………………………………
……………………………………………………… (Certificates and other testimonials received from previous employers like
Contact Number ……………………………………………………… character certificate/ excellence in…..etc.)
E-mail Id: ……………………………………………………..

Personal Information:
Sex: ………………………………..
Marital status: ……………………………….
Health: ……………………………….

Educational Qualification:

3|Page
11. Letter to Editor …………………
October 26, 2023
Sender’s Address
………………… Director/ Manager/ Any other Designation
………………… Name of Company/ Organization
October 15, 2023 Place name

The Editor Subject: Regarding…………………….

Name of Newspaper
Place Name Dear Sir/ Madam……..or Sir/ Madam

Subject: Regarding……………………. Para 1- A brief introduction: this should include your name, designation and a precise
and short description of what you or your organization are seeking. Clearly state the
Dear Sir/ Madam……..otherwise Sir/ Madam, purpose of your inquiry. Mention how you learned about the organization or opportunity
– Introduction you are inquiring about. You can highlight the importance of your request. This section
Begin with an appealing style. “Through the columns of your esteemed daily” is an old should grab the recipient’s attention and make them want to read further.
cliché but you can copy that. Here are a few different styles: Para 2- Provide more details about your inquiry. Ask specific questions or request the
• I am an avid reader of your newspaper for the last seven years. Having drawn information you need. If you’re inquiring about a job, mention your qualifications and
inspiration from the recent headlines, I would like to write this letter for all the interest in the position. If you’re inquiring about a product or service, specify what you
readers. need to know.
• Through the columns of your daily, I would like to call the public’s attention to a Para 3- Closing Paragraph: Express your appreciation for the recipient’s time and
new trend of mess that is slowly making its devastating presence in the city… assistance. Mention your willingness to provide additional information if needed. Express
• I would like to draw the immediate attention of the concerned authorities/the gratitude to the recipient for their valuable time and consideration. State the latest date by
public… which you expect to get the information.
• May I draw the public’s attention to a matter of utmost concern that deserves
immediate redress… Yours sincerely / faithfully
Paragraph 1.2 – Facts Sign
Facts include information with which you can attract the reader/the editor. This Name (Designation if given)
information includes the following:
• Definitions …Survey reports…. Recent studies…Recent news 13. Order Letter
Paragraph 2 – Causes & Consequences Sender’s Address
Causes …………………
• How is this happening….Why is this happening….Who are responsible. …………………
Consequences October 26, 2023
• Over population, poverty, unemployment, crime, etc….Health problems,
diseases, immature death… Director/ Manager/ Any other Designation
Yours sincerely / faithfully, Name of Company/ Organization
Sign Place name
Name
12. Enquiry Letter Subject: Regarding…………………….

Sender’s Address Dear Sir/ Madam……..or Sir/ Madam,

…………………
4|Page
Para 1- Start the letter with what you have learnt about the company and its product. Like: Although the motive of the complaint letter is to vent out your grievance and frustration,
This is with reference to the enquiry letter dated…….regarding the purchase of…….or you must use a tone that is polite and simple.
This is a follow up of our communication dated……regarding……or Further to our 1. Try to be formal and avoid using offensive and disrespectful words.
conversation on telephone yesterday (specify a date) 2. Make sure that you introduce yourself properly.
Para 2- Draw a table and include ‘order number’ , ‘item name’ ‘item quantity’ and ‘other 3. The purpose of writing should be loud and clear.
specifications’. 4. Do not deviate from the topic and write to the point.
S NO Item Name Quantity Specification/ Size
5. Make sure you adhere to the format as it carries marks.
6. Underline the subject of the letter with a pencil. Also, underlining the main points is
very important, but you should do it after finishing your exam. Use a pencil and scale to
Para 3- Refer to how, when and where you would like the delivery to be made. Demand underline.
for discount. Say how the advance payment (what percentage) is done. 7. Make sure you double-check for grammatical accuracy and spelling. They carry marks.
8. Leave an adequate number of lines between paragraphs to make it look clean.
Yours sincerely / faithfully
Sign Yours sincerely / faithfully
Name Sign
Encl: 1. DD/ Cheque (Payment Details) Name
Encl: 1. Invoice/ Bill no
14. Complaint Letter 2. Photocopy of warranty card.
Letter of complaint is written to address any type of wrongdoing, grievance, or
inconvenience arising out of product, service, etc. The purpose of such a letter is to raise
a concern about unfair things and seek a productive outcome. The language of these letters 15. Commercial / Display advertisements
has to be polite. The letter includes the following Although there is no exact format, there are a few details that must be put in a display
• In case of product or service: advertisement format. These are:
i. details of the faulty product or service Main Features:
ii. Nature of complaint replacement of product or refund • Must be attractive with a catchy caption, heading or sub-headings.
iii. Payment information Bill cash memo etc. • Figurative language (alliteration and metaphors especially).
• In case of grievances • The proportionate spacing of fonts with different sizes.
i. Details of the grievances. • Usually attractive with catchy slogans, punch lines, witty expressions, pictures or
ii. Nature of complaint social problem or personal grievances) sketches.
• Special offers or discount, if any.
iii. Date and place of the wrongdoing (if applicable)
• Details of the product or event given in a clear, precise way.
iv. Compensation or corrective action required
• Give name, contact number and address of the advertiser.
Any other details necessary for resolving the complaint
• Present the matter in a box.
TECHNIQUE:
• Name of the agency/organisation/individual and event (if an ad is for an event)
o Write about the issue, complaint, order, reply, quotation, or the information that you
• Address of the agency/organisation/individual
are needed to provide.
• Details of the product being advertised
o Explain the issue and your efforts to solve it. • Any relevant discounts or offers for the product
o Use a polite tone when writing a letter of complaint. • A good photo/illustration/sketch of the product or related to the product
o Do not use words or sentences that are irrelevant to the topic. Rather, go straight to • The venue, time and place (if the ad is for an event)
the point.

WRITING TIPS
5|Page
 •Essential details like time, date, venue (for an event)
•Name(s) of issuing authority/organisation, etc
(c) Expression
• Phrases, slogans, persuasive language
• Creativity in terms of content and design
• Overall organisation and sequencing of the matter
• Observe word limit (usually 50)

A Grand and attractive Fete

Organized by THE DALY COLLEGE, INDORE
To help the cyclone victims of Orissa
On Sunday 03 December 2023
from 10.00 am to 05.00 pm

Special features A never

✓ Various stalls to be
/ Available at:
✓ Merry-go-round missed
✓ Wonderful magic games opportun
✓ Special aerobics
✓ Food stall
Entry Fee: Rs 5/- per child
Rs 10/- per adult

Issued by: Student’s Association, The Daly College, Indore

16 Posters
Main Features of a Poster 17. Formal Invitations
(a) Layout
• Visually attractive/Eye Catching
• Title-suggestive/catchy
• Use slogan, jingle or short verse Not printed Printed
• Sketch or simple drawings Formal invitations- printed
• Letters of different size and shape
• Proportionate spacing, etc  Single sentence presentation in third person in case of formal invitation
(b) Contents  Answers the questions who, whom, when, where, what time and for what etc.
• The theme or subject of the poster  The occasion
• Description or details associated with the theme  Name of the invitee

6|Page
 Name of the host/ firm/ along with phone number is written just below the term Gandhi Nagar, Indore
RSVP (Respondez sil vous plait……reply if you please) Sender of reply
November 3, 2023
 The standard expression ‘request the pleasure of the company of……or ‘cordially hosts
invite’ are used.
Mr. and Mrs. Sharma thank Mr. and Mrs. Verma
 Date, time and venue
 Details like name, designation, and address of the organizer, sponsor, name of the
for their kind invitation to the marriage of their
Expressing gratitude
chief guest or special invitees etc. daughter Avika on November 17, 2023 and has
great pleasure in accepting it and confirms their
presence at the venue on scheduled time. or/ but Accepting invitation
regret their inability to accept the same due to prior
engagement.

Declining invitation Reason for not attending

Formal invitations- not printed

This is letter of invitation for formal occasion. The format is the same as that of standard
formal letter: the categories are:
1. Inviting a dignitary as chief guest / judge.
2. Inviting students / teachers / teams for seminar/ competition/ celebration etc.

Sender’s Address
…………………
…………………….
October 18, 2023

Name and address of Addressee

………………………………..
………………………………..

Subject : Invitation- Annual Day Function

Salutation

XYZ school, ABC city is celebrating its Annual Day Function on October 05, 2023 at
06.00pm in the school auditorium. the school will consider it’s a great honour if you could
Formal Reply-Points to Remember grace the occasion and preside over the function as the chief guest and give away the
Acknowledge the Invitation…Be Brief and specific….Express thanks in third prizes.
person…Not to be signed at the end…If accepting, confirm the date and time…if
declining, give reason….Give address and date at the top left-hand side ….simple We hope your honour will kindly accede to our request. soliciting a line in reply or
language…word limit 50 words. telephone call on phone numbers 0222-123456…………………
…………………………………………………………………………….
7|Page
…………………………………………………………………………….
…………………………………………………………………………….
Yours sincerely/ faithfully
Sign
Name (Designation-if given)

Formal reply (Confirming Acceptance)

16, XYZ Lane
ABC Nagar, Chennai
October 26, 2023

The Principal
St. Ann’s School
TVS Nagar
Chennai
Subject: Acceptance of invitation for judging the literary competition.
Sir,
I would like to express my gratitude to St. Ann’s School for inviting me to be the judge
for a literary competition in your school. I confirm my acceptance for the same and will
make sure that I am present there at the scheduled date and time.
Yours sincerely 18 Note Making
Mohini
Informal invitation- Points to remember Heading
Use first person ‘I’, ‘we’, and ‘you’ and avoid using ‘he’, ‘she’, and ‘they’.
Do not write subject and receiver’s address. 1. Subheading
Write in warm and personalized style with relaxed and informal tone. 1.1. Point
Avoid writing unnecessary details. Word limit 50. 1.2. Point
1.2.1. Sub-point
1.2.2. sub- point
2. Subheading
2.1. Point
2.1.1. Sub-point
2.1.2. sub- point
3. Subheading
3.1. Point
3.2. Point Abbreviations used
3.2.1. Sub-point .................. ..............................
3.2.2. sub- point .................... ...............................
3.2.3. sub-point ................... ..............................
.................. ...............................

8|Page
 Words for describing a place: Bustling, crowded, spacious, famous, fantastic,
19 Analytical paragraph writing pleasing, pleasant, enticing, fascinating, huge, popular, picturesque, breathtaking,
Title interesting, spectacular, stunning, superb, grand, glittering, magnificent, elegant,
Introduction (explain in one or two lines the subject of the graph given) eye-catching, polluted, dirty, delightful, structure, ancient, cosmopolitan,
Body (explain in detail what the graph is about, use relevant figures, explain trends, modern, historical, rambling, contemporary, unique, high-rise, palace, tower,
make comparisons and contrasts, divide into sub paragraphs, if required)
towering, spacious mansion, cabin, bungalow, foundation, erection, construction,
Conclusion (conclude the paragraph giving the overall view or summary of the
graph) brick-built, brownstone, red-stone, granite, marble, carpeted, alley, shanty,
1. For an introduction, you can start with the following phrases- estate, edifice, architectural, site, plot, walls, ceiling, terrace, lawn, yard, patio,
The chart given above describes/ The table suggests/ The line graph shows /The data given orchard, garden, greenhouse, back yard, field, court yard, border, grave,
provides information about/The pie chart illustrates, etc. cemetery, mortuary, tomb, location, space, zone, corner, terrain, mountainous,
2. For describing trends, use phrases and words like- a pattern of growth, rapidly doubled, hilly, plateau, circular, triangular, square shaped.
skyrocketed, striking increase, peaked, soaring rates, declined, plummeted, leveled off, Tips for writing factual description of an – Event
stagnated, fluctuate, starting to rise, starting to fall, drop down, slightly, etc. What was the event? /When did the event occur? /Where was the venue? What
3. For describing quantities, use various styles like- 48% of, one-third of, nearly one- was the sequence of the programme? Information about the chief guests/ judges
fourth of, almost 80%, majority, on average, twice as much, almost equal, the highest, the and participants /Name of the organization or the people arranging the event
lowest, very close to 2%, roughly, approximately 5% of, just under three percent, etc. Results of the event if it is a contest Write in past tense as the event has already
4. For establishing a relationship or contrast, use phrases and words like- relationship
taken place.
between, similarly, in contrast with, in comparison to, but in the opposite case, however,
whereas, when it comes to, as opposed to, while, striking difference, noticeable difference, Factual Description of a –Person
etc. Physical attributes – looks/ height/ weight/preference of clothing Relation to the
5. For the conclusion and other connecting phrases use- overall, subsequently, in all, in a writer if any Intellectual abilities and emotional qualities Personality – way of
nutshell, for the chart given, in short, striking changes, including, therefore, etc. talking/ walking Other’s perception about him /her Any other special trait
observed – citing incidents/examples Write in past tense only if the person is no
20 Factual Description longer alive. Words to describe physical qualities:
Give a suitable heading Height – tall, short, medium, average, moderate, Facial features – round, thin,
Use appropriate tense chubby, square, oval, diamond, pear, oblong, angular, bearded, unshaven, Eye
Provide your ideas in a detailed and systematic manner colour – green, black, blue, brown, hazel, amber, grey Skin colour – wheatish,
Avoid giving your personal opinion dark, fair, tan, olive/ Built – gigantic, petite, tiny, lofty, stout, lean, stocky
Write in semi-formal language Appearance and clothes- elegant, well- tailored, formal, neat, tidy, casual,
Types of Factual description informal, sloppy, untidy
Place Words to describe personality
Person Adventurous, humorous, considerate, kind, generous, trustworthy, enthusiastic,
Events industrious, lazy, ambitious, diligent, thoughtful, courageous, brave, coward,
Situation affectionate, sincere, reliable, compassionate, versatile, optimistic, shy, charming,
Tips for writing factual description of a – Place clever, loyal, attractive, polite, dominating , bossy, submissive, intelligent,
While writing a factual description regarding a place, you must keep the brilliant, grumpy, beautiful, cheerful, gregarious, aggressive, cheerful.
following points in mind- Factual Description of a -Situation
Location – along with spatial aspects/Features – how it looks like /Historical What happened?/ When did it happen? /How was your experience /Write the
reference – when and why it was built /Geographical facts Dimensions – shapes happenings in a chronological manner /Write in past tense as it was an
and size /Facilities available /Write in present tense experience
9|Page
21 Classified Advertisements- Note: The first two words are written in SITUATION VACANT
CAPITALS
For Sale---Office/ Flat/ showroom SITUATION VACANT
Begin with wanted or Required, Name of the company, Post and no. of vacancies, age
FOR SALE and sex of the candidate, qualifications and experience, Other details, Pay scale and
perks, mode of applying, contact address and phone number.
Available for sale. what--features, where ( locality , area, covered/ carpet area,
suitability-ideal for what...., rent expected, terms of contact--lease/ rent,
facilities- parking, proximity to business and shopping areas. Contact address/ SITUATION VACANT
phone no. REQUIRED FEMALE front office Assistant, age 23-27 years, graduate
with sound knowledge of computers , fluent in English, good
FOR SALE communication skills ,pleasing personality salary negotiable. Apply with
TWO BED ROOM flat with attached bathrooms, airy dining cum sitting, complete bio data within a week to Orient Export House Ph. 2245098
spacious kitchen with wash area, two balconies, total area 2350 sq ft;
centrally located near Silicon Valley. Contact Mr. Singh 12/34 Saket, ph: SITUATION WANTED
123456789. It is an individual who seeks a job. Include the following essential details:
Qualifications and experience. Age and sex. Nature of the job sought. Minimum
salary acceptable. Contact address and phone numbers.
VEHICLE FOR SALE
SITUATION WANTED
VEHICLE FOR SALE BA (Hons) History topper, Vikram/Sonia, with specialization in Medieval India is
Make---company, model, year of manufacture/ purchase, colour, Accessories, looking for the job of a tourist guide. Age 22 years. Affluent in Hindi and English.
condition, mileage, ownership details, kilometers run, Insurance details, Price Well-acquainted with places of historical interest in Delhi, Agra and Jaipur. Good
expected, contact number. communication skills, persuasion skills and charming personality. Expected salary-
30,000pm. Contact no.: 999751234 and email-id : [email protected].

TO LET
FOR SALE Begin with 'Wanted' or 'Available', type of accommodation, Brief description,
HONDA ACCORD 2016, automatic, metallic grey, single owner, power rent expected, contact address and phone number.
steering, central locking system, immaculate condition, automatic sunroof,
alloy wheels, fuel efficient, leather trimmed seats, rear A.C, air bags, TO LET
sparingly used.GOODS
HOUSEHOLD Contact Paul, 8876524398 INDEPENDENT HOUSE, newly built in South Delhi, centrally located,
close proximity to railway station and shopping mall, park facing, covered
Brand, model, year of manufacturing, specify material in case of furniture, condition area 1000 Sq. yards three large airy bedrooms, attached bathrooms, modern
etc., Price offered/ expected, contact address and phone number. kitchen, rent negotiable. Contact T. Khanna Tel.No.3246212.

FOR HIRE
FOR SALE
THREE BEDROOMS with attached bath, drawing cum dining, centrally
SONY BRAVIA 32 inches black LCD TV , Clear resolution enhancer, located, close proximity to airport and shopping mall, park facing, covered
Digital Noise Reduction, FM Radio, Intelligent Picture Plus, Music, Photo, area 2000 Sq. yards, Contact T. Khanna Tel.No.3246212.
Scene Select, USB Play Video, under warranty, owner going abroad,
affordable price. Contact Ms Sheena on 27564890.
10 | P a g e
EDUCATIONAL INSTITUTIONS
LOST
Name of the institution / its past record, courses offered / duration, eligibility SAMSONITE BRIEFCASE model no.345 , metallic grey, initials R.S ,
condition, facilities and fee structure, last date for registration, contact address and containing important official documents, at Park Street Metro Station on
phone number. Sept. 23, 2016 between 3- 4p.m Finder will be suitably
rewarded .Contact Mr. Ryan 99342627598.

EDUCATIONAL
TUTOR AVAILABLE for Mathematics for classes 10, 11 and 12 from FOUND
highly experienced and trained faculty, specialized in comprehensive FOSSIL MEN’S watch, round case shape, mineral glass dial silver
competitive exam training , regular revision modules, free initial colour band, stainless steel ,chronograph watch display, water resistant;
consultation and tutoring, monthly academic progress reports, affordable at C21 Shopping Mall on Wednesday; has initials at the back, claimant
fee. Contact Mr. Amit, 987654321 must know them to claim. Contact Anne, 987654321.

EDUCATIONAL
COURSE OFFERED in English creative writing by experienced faculty TRAVELS AND TOURS
in the field of script writing for age group 15-20, duration-three months,
Begin with 'Package Available' etc., Name of travel agency, destination and
affordable fee, flexi timings, supplementary material for introductory,
duration, details of package- food / boarding / lodging, sightseeing etc., cost
intermediate and advanced learners, incentives for early birds. Contact- and special discounts, contact address and phone number.
Will Smith, 9826574157.
MISSING PERSONS / PET ANIMALS

Begin with 'Missing', Brief physical description

since when, from where missing, reward, contact address and phone number
(a) Person
-name, age, height, complexion and built
- clothes and other identifying features.
(b) Pet
- Name, breed, age, colour of fur / skin etc
- identifying features

LOST AND FOUND

Begin with 'Lost' or 'Found' , specify item, Brief physical description, when / where
lost or found, reward if any, contact address and phone number.

11 | P a g e