Letter Writing NCERT
What Is Letter Writing?
Letter writing has been deemed as one of the most useful forms learnt and used for various reasons. There are several kinds of letters, each of which has its own form and style.
Different Types of Letters
Letters can be classified into two main types according to the purpose of the letter. Informal Letters, also known as Social Letters, include Friendly Letters and Notes of Invitations.
Formal Letters, also known as Business Letters, include Letters of Application, Letters to Higher Authorities, and Letters to Newspapers.
Informal Letter
Letters to friends and family can be written in a conversational style. They are just a composition of spontaneous thoughts, and they are easy and personal. When writing an informal letter, you are free to use colloquial language, which would be quite out of place in a formal letter. This does not mean that you can pen down random thoughts that are totally disconnected and make no sense. Wrong spelling, punctuation and grammar are not allowed even though the letter is informal and personal.
An informal letter can be written by following a basic format that includes the sender’s address, date, greeting, body of the letter, subscription and signature. To know more about how to write an informal letter, visit Informal Letter Format.
Formal Letter Rules
Formal letters or Business letters should be clear and concise. You should always remember that formal letters are written to bring important information into consideration, so you should always take care to draft the letter carefully by providing only the necessary information.
The language used in formal letters is a lot more professional than informal letters. The format of formal letters is the same as explained above, with a few additions, viz., ‘the Receiver’s Address’, ‘Subject’ and ‘Signature’. Check out Formal Letter Writing in English for more information on formal letters.
When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.
- Always start with the sender’s address
- This is followed by the date.
- The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
- The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
- The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
The body of the letter can be written in 3 paragraphs.
- The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
- The second paragraph should furnish all the information about the matter.
- The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
Complimentary Close
Before
putting the signature or the name of the sender, one must use the complimentary
close. It shows the respect towards a person for whom the letter is written.
One can use any of the given options
• Yours sincerely or Faithfully
• Yours respectfully
• With sincere thanks
• With kind regards
However, there are certain parts of the letter which remain the same. They include:
Sender’s address
Date
Greeting or Salutation
Body of the Letter
Subscription
Signature
Sender’s Address
The writer’s complete postal address has to be mentioned at the beginning of the letter on the left-hand side of the paper. This lets the receiver know where you wrote the letter from.
Date
The date is written just below the sender’s address, and It lets the recipient know when exactly the letter was written. The date may be written in any of the following ways:
4th July 2005
July 4, 2005
Greeting or Salutation
The Salutation depends on the relationship between the sender and the receiver.
To members of your family and friends, it could be Dear
Father, My Dearest Friend, Dear Uncle, Dear Diana, etc.
To Business people or any officer of higher rank, it
could be Dear Sir, Dear Sirs, Sir/Ma’am, etc.
Body of the Letter
The message that you want to convey is stated in the body
of the letter. The style, however, depends on the type of letter you are
writing. The style of a friendly letter differs completely from that of a
business letter or an official letter, but there are certain points that apply
to both formal letters and informal letters.
Generally, when you draft the body of your letter, see to
that you divide it into short paragraphs, according to the change in the
subject matter. Use simple and direct language that is easy to comprehend. Put
down all your points in a logical order. Mind your punctuation; incorrect
punctuation will alter the meaning of the sentence completely.
Subscription
The subscription helps you end the letter in a polite and
courteous manner. The subscriptions change according to the type of letter you
are writing. It can be written as Yours faithfully, Yours lovingly, Yours
sincerely, With love, etc.
Signature
The signature or the name of the writer should be written just before the subscription.
Complaint Letter?
Complaint letters are written to the Concerned authorities when you are not satisfied with some service, or you have
a problem that needs to be addressed.
See to it that you write the letter
in a polite manner.
Some Important Sentence or Point for Letter Writing
I am writing to bring to your notice
मैं आपके संज्ञान में लाने के लिए लिख रहा हूं
I would like to bring to your notice the insanitary conditions in our colony
मैं आपके ध्यान में हमारी कॉलोनी की गंदगी की स्थिति लाना चाहता हूं
I would like to draw your attention to the problem of
मैं आपका ध्यान इस समस्या की ओर आकर्षित करना चाहता हूं
We have tried contacting the person
in charge, but every effort has just been in vain.
हमने प्रभारी व्यक्ति से संपर्क करने की कोशिश की है, लेकिन हर प्रयास व्यर्थ रहा है।
Despite complaints in this regard, no action has been taken so far.
इस संबंध में शिकायत के बावजूद अब तक कोई कार्रवाई नहीं की गयी है.
I request you to kindly look into the matter and take immediate action.
मेरा आपसे अनुरोध है कि कृपया इस मामले को देखें और तत्काल कार्रवाई करें।
You are requested to take immediate remedial action
आपसे अनुरोध है कि तत्काल उपचारात्मक कार्रवाई करें
I would be grateful if urgent steps are taken to stop
यदि रोकने के लिए तत्काल कदम उठाए जाएं तो मैं आभारी रहूंगा
I had purchased a TV Mobile Camera from your store
मैंने आपके स्टोर से एक टीवी मोबाइल कैमरा खरीदा था
Kindly let me know what I should do
to return the product.
कृपया मुझे बताएं कि उत्पाद वापस करने के लिए मुझे क्या करना चाहिए।
I request you to replace the item
मैं आपसे आइटम को बदलने का अनुरोध करता हूं
Kindly arrange to repair or replace it
कृपया इसकी मरम्मत या बदलने की व्यवस्था करें
Looking forward to hearing from you.
आपके जवाब का इंतज़ार रहेगा.
Regarding installation of new street lights in our area
हमारे क्षेत्र में नई
स्ट्रीट लाइटें लगवाने के संबंध में
Regarding opening Dispensary
in our area
हमारे क्षेत्र में
डिस्पेंसरी खोलने के संबंध में
Regarding putting ban on liqour shop
शराब की दुकान पर
प्रतिबंध लगाने के संबंध में
Complaint
about a defective mobile phone
ख़राब मोबाइल फ़ोन की शिकायत
I would like the problem to be resolved between us
मैं चाहूंगा कि हमारे बीच समस्या का समाधान हो जाए।'
If we are unable to resolve the matter I will move the consumer court.
अगर हम मामले को सुलझाने में असमर्थ हैं तो मैं उपभोक्ता अदालत का रुख करूँगा।
Kindly
arrange to repair or replace it.
कृपया इसकी मरम्मत या बदलने की व्यवस्था करें।
Therefore, I request you to kindly take some
action at the earliest as possible
इसलिए, मेरा आपसे अनुरोध
है कि कृपया यथाशीघ्र कुछ कार्रवाई करें
Letter of Complaint Body of letter
Para I
- Purchased
- When?
- Where?
- What? Model/Brand
- Bill No.
Para II – Technical complaints (at
least 3 points)
Para III – Since the _____________
(item) is under warranty, so kindly replace it within days. Failing which, I/we
will be forced to move the consumer court.
Yours faithfully
(Name)
Q 01
You bought a refrigerator two months
ago from Mohan Sales, Ashok Vihar, Bangalore. It has developed certain problems
regarding its functioning. Cooling has stopped and it is making a lot of noise.
Write a letter of complaint to the Manager asking him for immediate
repair/replacement of the same. You are Sachin/Shashi, 61 Pratap Enclave,
Bangalore.
Answer:
61, Pratap Enclave
Bangalore 5300XX
17 December 20XX
The Manager
Mohan Sales
Ashok Vihar
Bangalore 5300XX
Subject: Complaint against a defective refrigerator
Dear Sir
On 15 October 20XX, I bought a new refrigerator model Whirlpool NEO DF278 PRMZ from your showroom. I am extremely disappointed as it stopped working after one month of purchase.
I would like the problem to be resolved between us. However, if the matter is not resolved, I will have to move the consumer court.
Looking forward to hearing from you.
Yours faithfully
Sachin
Question 2
You had bought a mobile phone from a
reputable showroom in Bhopal but after a month it developed a serious fault.
Write a complaint letter to the manager asking for immediate repair or
replacement of the same. You are Vedik/ Vedkiak , 244 Nehru Nagar Bhopal
Answer:
244 Nehru Nagar
Indore
26, Feb 20XX
The Manager
Shiv Ram & Sons Electronics,
21, Juhu Tara Road
Bhopal X
XXXXX
Subject: Complaint against a defective mobile phone
Dear Sir
On 1 January 20XX, I bought an LG
Nexes 5 from your showroom. I am disappointed as it stopped working after 5
days of purchase. Kindly arrange to repair or replace it. I would like the
problem to be resolved between us. However, if we are unable to resolve the
matter I will move the consumer court.
Looking forward to hearing from you.
Yours faithfully
Vedik
Question 3.
The roads in your area are in a very
bad shape. Write a letter to the Municipal Councillor of your area giving
him/her your suggestion on how he/she can help in improving the condition of
the locality. You are Jagriti/Jagan Mitra, resident of 42, Model Town,
Faridabad.
Answer:
42, Model Town
Faridabad XXXXXX
26 January 20XX
The Municipal Councillor
Town Hall office
New Faridabad XXXXXX
Subject: Complaint against the bad
condition of roads
Dear Sir
I wish to draw your attention to the
poor maintenance of roads and lights in our locality.
The roads in our locality have not
been repaired for a long time. There are potholes and ditches on the roads
everywhere. The condition of the road becomes worst during the rainy season.
This causes roads accidents. At night people stumble down. Moreover, these
potholes provide breeding ground for mosquitoes. Thus there is a outbreak of
malaria. Most of the streetlights in our locality are out of order, which
causes darkness. Snatching, burglary and theft have become order of the day.
The thieves after committing crimes take advantage of the darkness and run
away.
I suggest that patrolling in the area
should be intensified but before that the municipal authorities have to take
urgent steps to repair the roads. This repair work should be taken
periodically.
I, therefore, request you to kindly
take further remedial action so that people of the area feel safer with good
roads and streets lights.
Yours faithfully
Jagriti Basu
Installation of New Street Lights
12B, Nelson Manickam Road
Nungambakkam
Chennai – 600045
13/12/2021
The Councillor
Ward No. 26
Chennai – 600052
Subject: Regarding installation of new street lights in our area
Sir,
I am writing to bring to your kind attention that there are no street lights in our area and it has become a huge problem as it has started raining. It is very difficult for people who travel through this area because it is very dark at night, and with continuous rains, the place floods up. It becomes really difficult to drive as the roads are damaged, and there have been constant accidents because of this.
Therefore, I
request you to kindly take some action at the earliest and install street
lights in our area as it is a danger if left like this.
Thank you for your time and
cooperation in advance.
Yours faithfully,
Signature
DERRICK RAJ
You had bought a mobile phone from a reputable showroom in Delhi but after a month it developed a serious fault. Write a complaint letter to the manager asking for immediate repair or replacement of the same. You are Vivek , 123, Nehru Nagar Indore
Ans.
123,Nehru Nagar
Indore
26, January 20XX
The
Manager
Shiv
Ram & Sons Mumbai
Subject:
Complaint about a defective mobile phone
Dear Sir,
On 1 January 2023, I bought an Realme 5 from your showroom. I am disappointed as it stopped working after 5 days of purchase. Kindly arrange to repair or replace it. I would like the problem to be resolved between us. However, if we are unable to resolve the matter I will move the consumer court.
Looking forward to hearing from you.
Yours sincerely
Vivek
