LETTER WRITING

[Notes prepared by- Smt. Kanak Gaira, Lecturer in English, Model GGIC Munakote, Pithoragarh]

(Students shall be asked to write one out of two leters based on verbal input.
This queston will carry 10 marks.)
Letter writng is an art. It is the commonest mode oc communicaton. It is diferent crom other
corms oc writng because it is intended cor a specifc reader. letter is written when something
has to be conveyed to someone sitng car away. Writng reeuires imaginaton, creatvity,
carecul planning and organisaton. The language oc the letter should be interactve.

While writnn a leter

Remember to………..

 Menton your intenton oc writng the letter in the opening paragraph.

 Divide your letter into paragraphs, to mark changes oc subject matter.
 Include all the relevant incormaton.
 Be courteous and gentle in your suggestons, even while writng a complaint.
 Keep your sentences short.
 Use simple English words. Use simple and direct language.
 void spelling, grammatcal and careless mistakes in your letter.
 Write neatly.
 Be accurate,briec and precise.
 Use the block cormat that has no indentaton and is lef aligned.

Prescribed Leters for Intermediate in Utarakhand Board Syllabus

# BUSINESS OR OFFICIAL LETTERS - sking cor and giving incormaton.

-Placing orders and sending replies.

-Making eneuiries.

-Registering complaints.

#LETTERS TO THE EDITORS -Giving suggestons on an issue.

#JOB APPLICATIONS

THE LAYOUT OF A BUSINESS LETTER/ AN OFFICIAL LETTER/ LETTER TO THE EDITOR

1. Sender’s Name
( t the top lef hand corner)
2. The date

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 1

 (The date should be written below the address oc the sender)
3. Name and the address of addressee.
(The name and designaton oc the addressee should be on the lef margin)
4. Subject
(It should be an instant idea oc the theme and should not be written in more than one
line)
5. Salutaton
(Salutaton is the mode oc addressing a person. The usual corm oc salutaton is-
i)Sir or Dear Sir cor individuals
ii)Sirs or Dear Sirs or Messers cor companies and frms
iii)Ic the letter is addressed to a lady, salutaton ‘Madam’ should be used.)
6. The Body Of The Leter
(Generally two or three paragraphs corm the body oc a letter. The frst paragraph has
the introducton (purpose oc writng). The second one has the details about the problem
or the subject (main incormaton) and the fnal paragraph deals with the suggestons
toward the soluton oc the problem.)
7. Complimentary Close
( cormal letter can be ended with ‘Yours caithcully’, ‘Yours sincerely’ or ‘Yours truly’.
Remember that ‘YOURS’ never takes an apostrophe and the second word is not
capitalized.
This element is a single word or phrase, separated crom the message by a blank line.)
8. Sinnature
(The sender’s cull signature with name and designaton comes at the end oc a letter.)

[You have to leave one line gap between various elements.]

Business leters
-Makinn Enquiries/ Placinn Orders

Eneuires are made when a buyer wishes to know the euality, price, availability oc goods to be
purchased or the terms oc sale.

Letters oc eneuires describes what the writer wants and why. It is also written to reeuest
incormaton. That incormaton can be cor job seekers, prices, college applicatons or any other
services.

letter oc placing order is a contract oc sale and purchase oc goods or oc services ofered.
Orders are considered to be one oc the simplest types oc direct reeuests.

While placing an order just state your needs clearly and directly. You must be sure to include
complete and accurate incormaton.

Qs. You are Sujata/Shirish, Physical educaton teacher of VVM Public School, Baneshwar.
Write a leter to the Sales Mananer of Bharat Sports Limited, Katyur Bazaaar, Baneshwar
placinn an order for sports artcles that you wish to purchase for your school.

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 2

Ans.

VVM Public School

Bageshwar

14 December, 2017

The Sales Manager

Bharat Sports Ltd.
Katyur Bazaar
Bageshwar

Subject: Order cor sports artcles

Sir

We wish to purchase collowing sports artcles cor our school. Kindly arrange to send them by
the end oc this month. lso please ensure that the sports artcles sent are oc the best euality
and packed properly to avoid any damage. Payment shall be made soon afer receiving the
parcel oc the goods.

S no. Items Quantty

1 Hockey Stcks 28 pieces

2 Footballs 12 pieces

3 Volley Balls 20 pieces

4 Volley Ball Nets 20 pieces

5 Badminton Rackets 20 pieces

6 Cricket Bats 10 pieces

Please supply them and deduct the permissible discount in the invoice.

Yours truly

Shirish
Physical Educaton Teacher

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 3

 Leter of Complaint
Complaint letters are usually written to business frms, water supply boards,telecommunicaton
boards, electricity boards, sewerage boards and several other organizatons. Their purpose is to
remind the people oc these frms about their decectve products or poor services. It is extremely
important to provide all the details in your complaint letter as the incormaton can be curther
used cor verifcaton.

The letter should demand immediate response, euicker decision or positve acton in order to
resolve the complaint as soon as possible. The message conveyed in the complaint letter should
be direct and credible.

Qs. Write a leter to the Post Master, General Post Ofce, Pithoranarh complaininn of late
delivery of leters. You are Mohit/Mona of Takana, Pithoranarh.

Ans.

Friends Colony, Takana

Pithoragarh

11 November, 2017

The Post Master

General Post Ofce
Pithoragarh

Subject: Complaint regarding late delivery oc letters

Sir

This is to bring to your kind notce that the beat postman oc our area is not percorming his
dutes well. He never delivers our letters, money orders, parcels etc. on tme. He visits only
once a week and delivers the letters oc the whole week that day. s a result oc his careless
attude towards dutes, we ofen get deprived oc the important incormaton oc marriage, death,
etc. oc our relatves and criends.

Several tmes people could not reach on tme to attend the interview or join service due to the
negligence on the part oc the postman. We have repeatedly reeuested him to be regular and
deliver the letter on tme but he pays no heed to our reeuests.

I sincerely reeuest you to personally eneuire into the matter and take immediate acton cor the
redressal oc our grievances.

Yours caithcully

Mona
( resident oc Friends Colony)
Takana

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 4

 Leter to the Editor
Newspapers, weeklies and magazines play an important role in shaping public opinion, public
minds and decisions about many natonal and internatonal issues because they have a large
number oc readers. Writng letters to the editors is a great way to engage with a topic you are
passionate about and to infuence public opinion. These letters are written to shape public
opinion, to share incormaton and ideas, to increase awareness, to advocate your cause or to
start community conversaton. It is a written way oc talking to a newspaper or magazine. It
takes a positon cor or against an issue or simply incorm or both.
Qs. Write a leter to the Editor of”The Times of India”, Delhi expressinn your concern over the
increase in the rate of road accident, rash drivinn and overcrowded road transport. You are
Priya/Priyanshu livinn at B-47 Avas Vikas, Mayur Vihar, New Delhi.
Ans.
B-47 vas Vikas
Mayur Vihar
New Delhi

13 November, 2017

The Editor
The Times oc India
New Delhi

Subject: Increasing cases oc road accidents, rash driving and overcrowding

Sir

Through the columns oc your esteemed newspaper, I wish to express the anguish oc the general
public over the increasing number oc road accidents, cases oc rash driving and the problem oc
overcrowding in the buses.

The bus drivers have no regard cor the trafc rules. They drive vary rash under the infuence oc
lieuors. They even jump the red light signals installed on the roads.

Stll the private bus operators stop at unauthorized stops. The uncontrollable speed and race
with other buses is the main cause oc accidents. They even overtake the other buses cor picking
up more passengers. The conductors pack their buses to sufocaton. s a result, ladies and old
people are unable to get into the buses.

It reeuires stricter watch on the part oc the trafc police. More trafc police should be
employed to check the violatons oc the trafc rules. Proper road signals and road marks should
be marked. The surprise check by trafc police in civil dress can play an efectve role in booking
the culprits.

Yours truly

Priyanshu

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 5

 Job Applicatons
Job applicatons are usually written in reply to advertsements. They reeuire a cormal and
precise treatment. Job applicaton is an opportunity to highlight your most relevant
eualifcatons and experiences enhancing your resume and increasing your chances oc being
called cor an interview.

Qs. You are Nandini/Navin. You have seen an advertsement for the post of a post nraduate
teacher in the subject of Ennlish in Rani Public School, Dehradun. Write a leter in response to
the advertsement applyinn for the post. Give your detailed bio-data also.

Ans.

99 Rajpur Road
Dehradun

15 December, 2017

The Manager
Rani Public School
Dehradun

Subject: pplicaton cor the post oc a teacher in English

Sir

I would like to apply cor the post oc a Post Graduate teacher in the subject oc English that you
have advertsed in “ mar Ujala” oc 10 December, 2017.

I have the reeuired eualifcaton. I was happy to note that you do not insist on experience.

Ic selected, this would be my frst job. I am a sincere, honest and hardworking person. I am
criendly and have good communicaton skills.

I am enclosing my bio-data cor your kind perusal and cavourable consideraton.

Yours truly

Nandini

Encl.: Bio-data

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 6

 Bio-data

Name : Nandini

Father’s name : Sh. V. K. Tiwari

Date oc Birth : 07 October, 1992

Sex : Female

Marital Status : Unmarried

Permanent ddress : 99 Rajpur Road, Dehradun

Educatonal Qualifcatons :

Examinaton Board/ University Subjects Year Division

High School U K Board Hindi, English, Math, 2007 First

Science, Social Science
Intermediate U K Board Hindi, English, History, 2009 First
Economics,
Politcal Science
B. . Garhwal University English, History, 2012 First
Economics
M. . Garhwal University English Literature 2014 First

B.Ed. Garhwal University ll Compulsory 2016 Theory-First,

Subjects Practcal-First

Languages Known : Hindi and English

Hobbies : Reading, writng and Music

Recerences : i) Sh. VK Dixit, Principal,

Govt. Model School, Dehradun

ii) Smt. Rajni Pal, Principal,

K Secondary School, Vikas Nagar,

Dehradun

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 7

 Actvites

1. Write a letter to the Senior Superintendent oc Police about many lawless actvites going
on outside your school campus. You are Rakshit/Riya oc M.V.M. Public School, Nainital.

2. You are Yashwani/Yashwant oc KVN Senior Secondary School, Haldwani. There has been
creeuent power cut in your locality cor the last two months. Write a letter to the Chiec
Engineer oc Electricity Board, Uttarakhand cor prompt supply oc electricity.

3. Write a letter to the Bookseller, Karolbagh Delhi-II, placing an order cor books that you
wish to purchase cor your school. You are Rahul, the librarian oc MP Inter College,
Karolbagh.

4. Write a letter to the Editor oc ‘Natonal Herald’, New Delhi, about water scarcity in your
locality. You are Mohan/Seema oc Dehradun.

5. You are a social worker. You are upset as some good schools are admitng as many as
60-70 students in a class just to mint money, which is adversely afectng the academic
standards. Write a letter to the Editor oc a natonal daily highlightng this corrupt
practce.

6. Write an applicaton cor the post oc a clerk in D V College, Greater Kailash, Delhi. You
are Smrit/Tarun oc E-44 Mayur Vihar, Delhi.

*********************

Source: Class XI NCERT Text Book (Hornbill)

Notes By: Kanak Gaira, Lecturer in English Class XI English Page 8