LETTER WRITING

TYPES OF LETTERS
1. Formal Letter

2. Informal Letter
 FORMAT
Sender’s Address.
223/41 Mangal Pandey Nagar
Near Ekta Hall
Delhi-250002
Leave a line.
4 July 2022 or July 4, 2022
Leave a line.
Receiver’s Address.
Leave a Line.
Subject- Should express the main purpose of writing the
letter. The first letter of each word in case of a subject
should be capital.
Salutation- Respected Sir/ Madam,/Ma’am, Or Sir/ Madam,
Dear is used when you know someone personally
The subject and salutation can be written reverseably
Introduction
Body of the letter.
Conclusion
Thanking you or Thank you
Complimentary Close Yours truly/sincerely
Signature
Designation
Name( to be written preferably in brackets and
all caps)
Why to Write a Letter to the Editor
You feel strongly about an issue, and you want to let people know what you think. You
believe you can even influence people to take some action if you speak your mind. But,
you want to reach an audience larger than just your friends or your group membership.
Letters to the editor can be an effective way to get the word out.
A letter to the editor is a written way of talking to a newspaper, magazine, or other
regularly printed publication.

A few general reasons to write a letter to the editor:

1. You are angry about something, and want others to know it
2. You think that an issue is so important that you have to speak out
3. Suggest an idea to others
4. Influence public opinion
5. Educate the general public on a specific matter
6. Influence policy-makers or elected officials directly or indirectly
OPEN THE LETTER WITH A SIMPLE SALUTATION.

GRAB THE READER’S ATTENTION IN THE SUBJECT ITSELF.

EXPLAIN WHAT THE LETTER IS ABOUT AT THE START.

Throughout your letter, remember the rule:

1. Be quick,
2. Be concise, and then
3. Don’t make the editor or the general public wait to find out what you want to say.
Tell them your key point at the beginning.

EXPLAIN WHY THE ISSUE IS IMPORTANT.

The general public probably doesn’t share your background or the interest, so explain
the issue and its importance simply.
Use plain language that most people will understand.
STATE YOUR OPINION ABOUT WHAT SHOULD BE DONE.

KEEP IT BRIEF

SIGN THE LETTER.

LETTER TO THE EDITOR
Write a letter to the Editor urging him to highlight the role played by the youth in
eradicating the problems of poverty, unemployment and corruption.
You are Manish/ Manisha of Ravinagar Society New Delhi.
ENQUIRY LETTER
•A Business inquiry letter is a type of business letter written to communicate with
a business organization to ask for information about specific jobs, products, or
services. Usually, these letters are written in response to some kind of
advertisement
•A formal introduction needs to be used like “Dear Sir”, “Dear Ma’am” to start your
letter. A formal introduction is required as you are not familiar with the recipient.
•A description of your request is required; it includes the reference of the
advertisement and name of the product or service. After writing down the
reference, you have to ask for the details you require about the product. You can
also ask for a catalog or brochure to help you with the details. If you have some
additional details to ask for, except for the information on brochures or catalogs,
you can specifically ask for that information.
•In the body the details can be written to explain your overall request.
•A Signature of your agency or yours in a very formal way.
ENQUIRY LETTER
Subject: Inquiry regarding……..

Body: With reference to your advt. regarding…..

With reference to the above mentioned subject….. I wish to make enquiries

regarding…..
Conclusion
Kindly send me the details …..
Thanking you
Yours sincerely
(X.Y.Z)
ENQUIRY
You are Vidya/Vidhan Sharma living at 63, B-Block, Greater Kailash, New Delhi.
You came across the following advertisement:
Write an application to the Course Director, asking him to send you the information
brochure and application form. You are particularly interested in Textile Designing.
Complaint Letter

A complaint letter is written with the aim and hope of finding a suitable
solution for a problem that has not been addressed. There is an umpteen
number of problems faced by people like wrongdoing, grievance, offense,
resentment arising out of product or service, etc. and raising complaints to
bring these problems to the attention of the higher authorities is the only way
to rectify the problems.
It is the right of every citizen of the country to raise the complaint about
unfair things happening to them and get a productive result.
How to write a complaint Letter

When you write a complaint letter, make sure you state the problem in a clear and concise
manner.
Do not exaggerate.
Explain the difficulties faced due to the problem and see to that you address the problem
on a kind note.
Do not express anger or sarcasm in your letter.
Tips to Remember:

1. State your expectation after describing the problem, not before that.
2. Dates related to purchase of goods and services should be mentioned.
3. Don’t forget to mention the date when the problem occurred as well.
4. Include a time by which you want the problem to be solved by the authorities.
5. Write the letter with a good tone. But don’t be over-friendly. A cooperative and
complementary tone is well preferred.
6. Write the letter in a concise manner so it becomes easy to understand for the reader.
7. The letter should emit a vibe of confidence and convincing because it looks
professional that way and professional letters are taken more seriously.
8. Give realistic information so that the reader can resolve your problem easily.
9. Proofread your letter to make it error free.
10. Don’t make the letter too descriptive.
COMMON PHRASES USED FOR
BUSINESS COMPLAINT
LETTERS
With reference to my purchase dated …..
I am writing to complain about…
I am writing to express my dissatisfaction about
I am disappointed with the service….
I wish to draw your attention to….
I wish to inform you….
CONCLUSION
Looking forward to an immediate action from your end.
I trust that you will give this matter your urgent attention.
I hope you can settle this matter to my satisfaction.
Please do not hesitate to contact me if you need further details.
SAMPLE COMPLAINT LETTER

You are Ashish/ Anita, Purchasing Officer of Hero Cycles. Write a complaint letter to the Sales
Manager of R.S. Suppliers Prince Wales Drive
Delhi regarding the late delivery of cycle parts.
223/41 Mangal Pandey Nagar
Near Ekta Hall
Delhi-250002

22 July 2022

R.S Suppliers
Prince Wales Drive
Delhi 250022
COMPLAINT LETTER
Subject: Regarding Late Delivery.
Dear Sir,
I am writing this letter with reference to my order dated [order date]. The delivery of
the cycle parts was scheduled two days back and I haven’t received the order yet.
This long delay is causing substantial monetary loss and inconvenience to my
business activities.
The items in the order were a priority one and as you promised on-time delivery I
agreed to proceed for the transaction. This is not the first time I am complaining
about the delay in deliveries of goods ordered, I have been facing this issue since
the last 3 months.
I called your customer service representative yesterday but no action has been taken
so far. Such kind of behavior is not appreciated from a company which operates in
several cities. Kindly let me know whether you can deliver the goods latest by the
end of this week or else, I will have to cancel the order.
I am waiting for your prompt response and action.
Thanking you
Yours truly
(ASHISH/ ANITA)
Purchasing Officer
LETTER
You are Kavita/ Krishna of 78/B Gulbarga Karnataka. You had employed the
services of Packers and Movers of 1469 D block Connaught Place New Delhi to
pack and transport your goods to Gulbarga. Draft a complain to the manager for the
late delivery of goods and the damage caused to the goods.
PURCHASE
Purchase order is placed by the company’s purchase department for
business purposes. The objective of writing this letter is to confirm the seller
that his product has been approved for sale.
Things to do when you write an order letter:
1.Write the Sender’s address.
2.Write the Receiver’s address. The company you are writing to.
3.Write the subject.
4.Write salutation: Dear Sir/Dear Mr. Johnson
PURCHASE
1.Write the body of the letter. It has to include:
• the opening sentence. Example: We would like to purchase the following items:
• the name(s) of items/products with the specifications
• the quantity
• the price
• the total price
• the payment methods
• the delivery date (deadline)
• the delivery address
• the person to contact and his/her phone number
PURCHASE
•Closing statement. Example: Thank you for your cooperation.
1.Write the complimentary closing. Example: Sincerely, Sincerely yours, Yours truly,
Yours respectfully
2.Put your signature, name, and position
SAMPLE
You are Nalini/Vishal Hostel warden, Zenith Public School,
Kosikalan. Write a letter to the Sales fans, Bharat
Electronics and Domestic Appliances Limited, New Delhi,
placing an order for a few ans, microwave ovens, geysers
and tube-lights that you wish to purchase for the hostel.
Also ask for the discount permissible on the purchase.
Zenith Public School
Kosikalan – 281401
8th March, 20XX
Sales Manager
Bharat Electronics and Domestic Appliances Ltd.
New Delhi-110030
Subject: Regarding placing an order for electrical goods for hostel
Dear Sir
As the new session of the school is going to start from 1st April
onwards, we want you to supply the following electrical goods for
the school hostel at the earliest so that the students don’t face any
kind of inconvenience.

Items Brand Quantity

Ceiling Fans Usha 15
Table Fans Usha 15
Microwave ovens LG 2
Geysers Thomson 5
Tube Lights Philips 30
Please send the goods to the school by Monday between 8 a.m. and 2 p.m.
You are also requested to send the bill after allowing the discount
permissible for schools. Payment will be made after the consignment is
received and checked by the Hostel Committee of the school.
Further, please ensure the quality of the consignment. If defects / damage
are found in the products, the whole consignment will be returned without
any payment. For any enquiry from your side, feel free to contact the
undersigned.
Thanking you
Yours truly

(NALINI)
Hostel Warden