(26) Write a letter reporting to the Inspector of Police that your younger brother has not returned from school, requesting him to trace the boy. Give full details about your brother.
Sooraj Mal Bisara,
26A, Kamla Nagar,
Inspector of Police,
I am very sorry to report that my brother has not returned home from school. He went to school at 8 a.m. and has not returned yet.We tried hard to find him, but in vain. We have searched every nook and corner of the city, but could not find him.
My brother is 10 years old. His name is Manoj Bisaria. He reads in standard V at Hail Mary School, Indira Nagar, New Delhi. He is wearing a white shirt and blue pant. He has a black spot on the right side of his nose. His teacher says he left the school at 1.30 p.m. as usual. I think all these details will help you to trace my brother.
Thanking you in anticipation.
Dated : 22-8-2008. Sooraj Mal Bisari
(27) Write a letter to the Municipal Chairman, complaining of the bad quality and inadequate supply of Municipal water in your town.
14, Phool Bagh,
The Municipal Chairman,
I submit the following for your personal prompt attention.
I think it is hightime that we expressed our discontent about the supply of water in the town. The population of the town has increased rapidly. It is nearly doubled of what it was a decade ago. But the Municipal water system is the same as it was when it was installed twenty years ago. The question has been presented before the Municipal Committee not once or twice but several times. But no concrete step has so far been taken.
The matter has now become so urgent that something must be done soon at any cost. Water supply is limited to one hour everyday in many parts of the town. It doesn't suffice even the kitchen needs. Moreover, as it is long since the filter-beds were cleaned the water supplied is awfully dirty and polluted. There is every likelihood for an epidemic to break out in the near future in the town.
You are requested to do the needful without any further delay.
Dated : 19th June, 2008 Vivekanand Saraswat
(28) You want to participate in a Quiz Programme conducted by the Doordarshan. Write a letter to the Station Director, Quiz Programmes, Doordarshan Kendra, Trivandrum, requesting him to give you a chance to take part in the weekly Quiz Programme in view of your all round interests.
128, Chauhan Street,
The Station Director,
I watch regularly the Quiz Programmes telecast from your Kendra every Tuesday.The programmes are really well-planend and the participants are undoubtedly competent. I have a great desire to join the group that participates in the Quiz Progarammes.
My interests are multifarious and my studies centre round such subjects as History, Geography, Poliitcal Science, General Science, Current Topics and Sports. I have access to almost all the major games, the capitals of the world countries and their respective currencies. I am also well acquainted with the art forms of several countries. Besides, my knowledge of English is quite rich and I may be able to supplement and complement the programmes.
Hoping for an early and favourable reply.
Dated : 23rd January, 2008 N.K. Mudaliar
(29) Write a letter to the Chief Educational Officer of your District requesting the upgrading of the Elementary School in your village.
Narikudi, Nillakotai Taluk,
May 5, 2008
The Chief Educational Officer,
I wish to bring the following for your favourable consideration.
Our village Narikudi has only one Elementary School. After completing the course in this school, the pupils have to go to Batlagundu for continuing their studies. The distance is about five kilometres and the small children find it difficult to walk that distance. As a result there are many drop-outs.
I request for necessary steps to upgrade the Elementary School with a High School to enable the poor villlage students to continue their education in their own village.
Thanking you for a public cause.
(30) Write a letter to the Sub-Divisional Officer, Tele-phones, Agra regarding frequent telephone disorders.
25, Jattoo Bazar,
February 19, 2008.
The Sub-Divisional Officer,
I have to bring to your kind notice that the telephones in our locality are often lying dead. This frustrates the objects of having a telephone connection. You may also realize the inconvenience we are confronted with in our business. Many times the complaints have been attended to but it mitigated the evil only temporarily.
You are requested to look into the matter personally and take effective measures to redress our grievances caused by repeated telephone disorders, for which the residents of this locality will feel highly obliged and thankful to you.
(31) Write an application to the Director of Education, Uttar Pradesh, Allahabad for the post for an accountant. State that you read the advertisement in the Northern India Patrika.
The Director of Education,
With reference to your advertisement in the Northern India Patrika’ dated 20th March, 2008 for the post of an Accountant, I am pleased to offer myself as a candidate for the same. Given below is my Bio-data for your benign perusal and consideration.
1. Name : Sushil Kumar Joshi
2. Father's Name : Kunwar Bahadur Joshi
3. Date of Birth : 7th May, 1982.
4. Postal Address : A-24, Ram Nagar Colony, Beharipura, Bareilly.
5. Educational Qualifications :
Sl. Name of Subjets Years Percent Div. Board or
No. Exam. of M.O. University
1. High Hindi, Eng., 2001 84% I U.P. Board
School Maths, S.S. Allahabad.
2. Inter Hindi, Eng. 2003 86% I U.P. Board
Ecos. B.S., Distt. Allahabad.
3. B. Com. B.S. Ecos. 2006 82% I Dr. B.R.
& Auditing Univ., Agra
6. Extra Qualification : Well-versed in Urdu.
7. Co-curricular Activities :
(i) Captain, College Football Team.
(ii) Secretary, College Union.
8. Experience : Have worked as an accountant in a Private Ltd. Co.
If I am given an opportunity to work in your office, I shall do my best to discharge my duties sincerely and studiously to the entire satisfaction of my superiors and co-ordiality with my colleagues. Hoping to be favoured and given a chance to serve.
March 24, 2008 Sushil Kumar Joshi
(32) Write a letter to the Station Director, All India Radio, Chennai, about a Radio lesson you have heard.
X Std. C.
M.C. Higher Sec. School,
The Station Director,
All India Radio,
Last week I heard the Radio lesson broadcast from Chennai about paper-making. The lesson was interesting throughout. The various processes in the manufacture of paper were clearly explained I felt as if I was in the factory and saw the actual process. I could understand the lesson on paper-making after hearing the Radio lesson. It was very useful to the students of my standard.
I look forward to such lessons eagerly in the near future.
(33) Write a letter to the General Manager, Delhi Trans-port Corporation, complaining against the misbehaviour of a bus conductor.
10, Chandni Chowk
Dated : 18.06.2008
The General Manager,
Delhi Transport Corp.,
I regret to complain about the unmainly behaviour of a bus conductor.
The incident happened on the 15th of this month.
I happened to travel by bus No. 24 at 8.40 a.m. on 15.06.2008 from Patel Nagar to Karol Bagh.The conductor was busy in reading some book, most probably a novel. He would not listen to my request for issuing me a ticket. When I persisted for it, he looked angrily at me. I gave him a ten-rupee note and he in his turn gave me a ticket. But he did not give the balance saying that he did not have any. In fact, he had a lot of it with him and when I pointed out this fact, he spoke to me rudely. I wanted to note a complaint of it in his complaint book, he turned a deaf ear to it.
I hope you would call an explanation from him as to why he was so rude to me and for being negligent towards his duty. I am sure you would favour me with a rejoinder.
Ram Kumar Jindal
(34) Write a letter to the editor of a newspaper regarding the bad quality of milk supplied by the Govt. Milk Plant of your city.
4647, Gali Paswan,
December 10, 2008
The Hindustan Times,
I wish to lodge a protest against the supply of adulterated milk by the Delhi Milk Scheme, through the columns of your revered newspaper. It pains me to state that the milk supplied is often unfit for human consumption. It is collected from remote villages and then leisurely processed. It is further made inferior in quality by toning it.
What a pity, there are frequent complaints of flies and insects in the milk bottles. It shows the milk plant is not regularly cleaned and its sanitation is awfully neglected. Besides irregular and impenetrable delivery of milk further adds to the inconvenience of school-going children.
The authorities should set things in order and bring the negligent staff to book.
Raj Mohan Gupta
(35) A letter of enquiry to a railway official.
Delhi Public School
November 30, 2008
The Office Superintendent,
Northern Railway Headquarters,
A party of 75 students and 5 teachers of this school desire to go on an educational tour next month, during the Christmas holidays, to south India. We intend to start on 24th December, 2008. We would like to hire a railway bogie for this purpose. Kindly supply us the following information within ten days of the receipt of this letter and oblige.
1. Your charges for the full bogie at students' concession rates.
2. Would cooking in the bogie be permissible ? If so on what conditions ?
3. Formalities to be complied with by us.
Laxmi Kant Vaish,
Class XII-A (Head boy)
(36) Write a letter to the editor of a leading newspaper about a stiff question paper.
18th March, 2008
The Indian Express,
Please allow me a little space in your esteemed paper against the tough English Literature paper, set for the secondary examination this year.
The paper was not only very stiff but also greatly unexpected. Most of the examinees actually fainted after reading the paper. I fear to state that the paper setter did not seem to have taken even the care of studying the syllabus.
The passages for exposition were beyond the understanding of the students. The questions put on them were wide of the mark. The unseen passage was full of spelling mistakes and excessively difficult.
If the answer-books of this paper are not marked leniently, it would mar the future of hundreds of examinees.
We hope the examinees to be lenient in marking this paper.
Man Mohan Singh
(37) Write a letter to the editor of a newspaper, complaining about the obscene cinema posters.
Time has come for the Government to take drastic steps to check the even increasing display of obscene cinema posters, which excite the sexual feelings in the onlookers. Formerly such posters pertained to foreign films only. But now the infection has spread to the Indian film producing companies also. They vie with one another in the issue of posters that openly exploit the sexual instincts of the public.
Obscene and sensational posters have the effect of rousing sexual desire, among the teen-agers prematurely. The semibare bosoms and the naked legs of the actress do not feral to bewitch and stir even mes above sixty. These posters are working havoc with the young and the old alike in our country. We have orthodox standards of morality. We cannot allow the display of amorous cinema posters in our bazaars and streets. They are a grave danger to the morals of our growing boys and girls.
Mr. Editor, you will be doing real service if you start a campaign against the open display of obscene cinema posters.
Abtar Krishna Kapur
13-A, Chah Zargaran,
August 18, 2008 Amritstar.
(38) Write a letter to a newspaper pointing out the urgent need of measures to check the fast growing population of this country.
The Hindustan Times,
Allow me to invite the attention of the Government of India to the urgent need of adopting ways and means to check the rate of speed at which the population of the country is increasing. It is increasing by leaps and bounds. People are superstitious and still believe that every birth is an act of God and not a human act. No sensible man will think and believe like this. To go on producing children blindly and thoughtlessly whether you can afford to feed, clothe and educate them or not, is an anti-social activity which must needs be curbed.
The latest census report is alarming. During the last decade, Indian’s population has gone up by 20%. Ours is a poor country where millions of people don't get two square meals a day and our standard of living is going down with the passage of time.
Check on population is urgently needed. The half-hearted use of contraceptives and founding of Family Planning Centres will not solve the problem. The adoption of more effective measures is the crying need of the hour. A more intensive campaigning is essential. Penalties and additional taxes may be imposed on those who produce more than two children.
The question is so important that we can no longer sleep over it. The problem of ever increasing population has to be solved at the earliest if India wants to live and live with dignity.
49-C, Bagh Ramanand,
May 15, 2008 Amritsar.
(39) You have lost your brother who went to school but did not return. Make a report to the police, giving full particulars of the boy, his dress, appearance. etc.
29, Subhash Bazaar,
May 10, 2008
The Police Inspector,
My younger brother, Gaurav Dayal, a lad of fourteen, is missing. He left home to attend school, as usual, in the morning. It is now past seven, but he has not returned. We all feel worried to death. He generally returns home at 2 p.m. I have made enquiries at the Government Higher Secondary School where he is studying but the school authorities are unable to give any clue. His class teacher says that he left school as usual at 2 o’clock. One of his class fellows, however, says that he saw him towards the bus stand at about 5 p.m. with a man who appeared to be middle-aged and who wore a Khaki turban and had a long beard.
Gaurav Dayal is of a dark-complexion, with a block mole on the left side of nose and a small scar on his right cheek. He is about 5 ft. tall and has a slender body. He walks with his head straight. His name is tattoed on his right wrist. When seen last, he was wearing a Khaki hat, a white shirt and blue shorts. Please do your best to trace him and let me know as soon as you have anything to report.
I shall be glad to offer a reward of Rs. 500/- to any one who restores the boy safe and sound to me.
Saran Das Seth
(40) A letter from an Indian firm to a foreign firm asking for agency for Radios.
18-B, Reliable Radio Co.,
June 24, 2008.
Messrs Dietrich Radio Corporation,
Bonn (West Germany).
We have seen a model of your radio, ‘Kodapa’ at the Industries Exhibition held recently in New Noida. We met your representative at the stall who told us that you have not passed on agency rights for the sale of the above named Radio in India to any firm so far. As dealers and manufacturers of radios for the last 25 years and with beautiful show-rooms at Sadar Bazaar and Sanjay Place, we are importing high class radios from the U.K. and the U.S.A. We are sole agents for the famous ‘Binaca’ and ‘University’ radios. Our total sale for these radios during the last five years comes to lacs of rupees. We are sure that if you are pleased to offer us the agency rights for your radios. We shall give you a good sale for the mutual benefit of both the parties.
In case you feel interested in pushing the sale of your radios in this country, let us know your terms and conditions in this connection. For our financial status, you may please enquire from the State Bank of India and the Union Bank of India, Sadar Bazaar, Agra
Assuring you of our fullest co-operation and honest dealings.
Raja Ram Agrawal,
(41) You were walking on a road in the evening. I taxi driver knocked down a child and sped away. You noted down the number of the taxi. Write a letter to the S.H.O. of the police station concerned making a report of the incident.
April 8, 2008
The Station House Officer,
Police Station, Peetampura,
I request you to register a report against the taxi driver who knocked down a child on Peetampura Road in front of Brahmisthali Apartment today at 10.30 a.m.
I was standing at the Peetampura bus stop, when a tax driver knocked down a school boy who was crossing the road. The driver sped away and would not stop. I noted the number of his taxi. It was DLT 432.
Fortunately, the child did not receive serious injuries. He was given first aid and was sent to his school. The child gave his name as Raj Narain Soni and his home address is 4/47, East Peetampura.
The driver was driving his taxi at a very high speed. I request you to trace the taxi driver and take action against him. If need be, I am prepared to appear as an eye witness.
(42) Write a letter to the Regional Director of All India Radio asking for a certain record to be played as a request number.
A-29, Sikandra Road,
Opp. Pushpanjali Hospital,
February 14, 2008.
All India Radio,
I am a regular listener of Listners' Request Programme relayed every Wednesday from 9.30 p.m. to 10.30 p.m. I seldom miss the programme, because I like it very much. May I request you to play the following record for me next week ?
Film : Toofan Aur Diya
Singer : Manna Dey
Music : Vasant Desai
First Line of the song : “Yeh kahani hai diya aur toofan ki.”
I am making this requset for the first time. I hope you will not disappoint me.
I will be eagerly waiting for my favourite song on coming Wednesday.
(43) Write a letter to the editor of a neswspaper showing concern at the increasing number of road accidents.
F/104, Kamla Nagar,
11th October, 2008.
The Hindustan Times,
It is indeed very sad to read of road accidents almost everyday. Many unfortunate people die in these accidents and many others lose their limbs. The matter becomes all the more tragic when we realize that most of these people could be saved if the road users were a little more careful.
I want to appeal to truck drivers and the drivers of other vehicles to care more for safety than for speed. A little negligence can result in tragedy while a little carefulness can avert it. Let us take a vow that we would avoid it and be very cautious in future.
Shanti Swarup Nagar.
(44) Write a letter to the Editor of a newspaper about the need of better transport facilities in Delhi.
The Indian Express,
In spite of frequent protests from the public, the authorities have taken hardly any concrete step to improve the transport facilities in the capital. The number of buses is insufficient to meet the demands of the rising number of passengers.
There are mile long queues at bus stops during peak hours. Passengers have to wait for hours to travel from one place to another.
The sheds at the bus stops are built in such a way that they protect the passengers neither from the heat of the sun nor from rain. In summer passengers do not get even drinking water near bus stops.
The buses are over-crowded so that ladies and children find it hard to get into a bus. Sometimes the rude and inhuman behaviour of a bus conductor makes the situation still worse.
Would the authorities do something to improve the transport system even at this late stage or would like to wait for an agitation.
Laxmi Kant Rana.
20, Gali Paswan,
July 9, 2008 Delhi-6
(45) There is a public library in your locality. It remains closed on Sundays and other holdiays. Write a letter too the librarian requesting him to open the library on holidays also.
15, Seth Gali,
June 20, 2008.
Nagar Public Library,
I am a regular visitor to your library. It is highly beneficial for the residents of our locality. I want to make a suggestion which will further add to its utility. We shall feel highly indebted to you, if you please open the library on Sundays and other holidays as well.
All the students as also the teachers can devote more time in the library on Sundays and holidays. Shopkeepers and the office-goers are also free on these days. On working days, tired as they are, they are not in a mood to visit the library in the evening. In case you open the library on Sundays and other holidays it will benefit such workers.
I hope my suggestion will appeal to you.
Bal Kishan Goel
(46) Write a letter to the Police Officer of your town reporting a fight in your street.
425, Vinay Nagar,
April 28, 2008
The Police Inspector,
Respectfully I beg to report that a serious fight took place in our Ward, which resulted into serious injuries to two dozen people. The cause of the fight is said to be the scarcity of water in the area. Many women assembled at the water-tap. Each one of them wanted to have her turn first of all. Two women Kamla and Sarla were so anxious to have their turn before others that while placing their pitchers under the tap, they cracked. At this first of all their wordy-war started. Many other women tried to stop them from doing so, but in vain. The matter got worsened. The result was that the relatives of each party received the news and reached the place of action with rods and heavy sticks. Many people assembled there and tried to dissuade both the parties from indulging into the folly, but their efforts ended in smoke. Rods, sticks and brick-bats were used with great freedom. About two dozen people were injured and ten of them seriously. Luckily Mr. Radhey Lal, the M.L.A. of the area reached there and intervened. In this way the fight was brought to an end.
In order to maintain peace and order in the area, the authorities are requested to investigate into the matter and bring the culprits to book soon.
Thanking you in anticipation.
Narendra Kumar Munjal.
(1) Write a letter to the Premier Hosiery Works Ltd., Ludhiana asking them for an agency of their goods for your district.
(2) Write a letter from Messrs Murlidhar Mohanlal, 489, Fort Mumbai to Messrs Karimbhoy Rahimbhoy, 23, Colonalganj, Kanpur, apologizing for the omission of crediting them for the goods returned by them.
(3) M/s Baquar & Sons, Tailors and Drapers, change their place of business to more suitable quarters on account of increase in busienss. Draft the necessary circular letter.
(4) Messrs Frones & Swinson, London sent to you an enquiry regarding the financial stability and business reputation of Messrs Grey & Co., Chennai. Write a favourable reply to them.
(5) Write an application to the Personnel Officer, Upper Ganges Mills, Soohara, Bijnor for the post of a routine clerk, say that you have read his advertisement in the Indian Express, New Delhi in the issue of January 15, 2008.
(6) Write an application to the Principal of your college informing him that due to the mischief of the contractor’s man, the bell and the seat cover of your new cycle were stolen on a particular day/date and that you should be paid compensation for the loss by the contractor.
(7) Suppose you are Ram Gopal Yadav. Your friend Manohar Misra has received a champion trophy in the school. Write a letter of congratulation to him.
(8) Write a letter to the editor of a newspaper, protesting against the street noises.
(9) Write an application to the manager, Geoffery Manners, Kolkata-27 for a clerical post advertised in a newspaper.
(10) Write a letter to the Police Commissioner, requesting him to take necessary steps to put an end to the noise-nuisance during the festivals.
(11) Write an application to the Collector of your District for the job of a clerk-cum-typist.
(12) Write a letter to a sports goods dealer ordering some articles for playing indoor games.
(13) Write a letter to the Police Superintendent of your District requesting him to check the anti-social element operating in your town.
(14) You have come to know from an advertisement in the Hindustan Times that the post of a mechanic is lying vacant in ‘Hind Lamp Works’, Shikohabad. Write an application to the general manager to appoint you on the post, stating your qualifications and experience.
(15) Write a letter to the Chief Medical Officer of your district informnig him that smallpox is breaking out in your town. Request him to take immediate steps to nip the evil in the bud.
IV. Official Correspondence
(1) Write a letter to some officer for a job of a clerk in his office.
The Executive Officer,
With reference to your advertisement in the ‘Tribune’ of the 17th instant, for the post of a clerk. I beg to offer myself as a candidate for the same. As regards my qualifications, I beg to state as follows:
(1) I am a graduate of the Punjab University and passed my B.A. in II division.
(2) I have worked as a clerk for six months in the office of the Walkart Bros., Ambala.
(3) I know type-writing also and can type at the speed of 50 words per minute in English and 40 words per minute in Hindi.
(4) While at college I have been a very active member of the college sports union.
I shall leave no stone unturned, if I am appointed, in giving satisfaction to my superiors.
Thanking you in anticipation.
26, Mahavir Road,
28th Sept., 2008
(2) Write a letter from one official to another official.
The Deputy Commissioner,
I, therefore, feel that a town with such a great population should have a District Board Dispensary. I may also mention here that I had consulted the President of the town committee, Kharar, who also agrees with me. He has also agreed to contribute to you Rs. 15,000/- annually towards the expenditure of the Dispensary.
The dispensary should be opened somewhere near the schools, so that boys may not feel inconvenience.
District Inspector of Schools,
No. 920 R.T. Dated : 22nd July, 2008
With reference to your letter No. 816-R.T. dated 8th July, 2008, I have the honour to say that the proposal put forth by you is not accepted. You are, therefore, hereby directed to revise your proposal in the light of the instructions contained in this ofice memo No. 616-R.T. dated 29th May, 2008.
(3) Write an official letter from the District Inspector of Schools to the President, District Board for opening a D.B. Dispensary.
The District Inspector of Schools,
District Board, Ambala
No. 815 S.T. Dated : 16th March, 2008
Subject : Opening a Distt. Board Dispensary at Kharar.
With reference to your letter No. 1002-R, dated 10th March, 2008, on the above subject, I have to state that I have myself paid a visit to Ambala and inspected the different schools there. The most important ones are—Arya High School, Khalsa High School, Mission High School, a Jain Middle School, and a Girl Middle School.
The first four schools have got more than 600 boys in each and the last two about 800 boys and girls in all. Thus the total number of students comes to more than three thousand and the population of the town is estimated to be about twelve thousand his designation. The complimentary close of such letters is ‘yours sincerely’ instead of ‘yours faithufully’.
A demi-official letter is written in the form of a personal letter on official busienss and in a friendly tone. It is written in the first person and is signed by the writer himself.
If the copy of a letter has to be sent to subordinate office either for information or for necessary action, or for sending a report, then on the lower part of that letter endorsement is given and the letter is sent for taking fascimile copies of it. In this way the exact subject-matter of the original letter of the senior offices reaches the lowest office of the department. Remember an endorsement is always made in the third person.
Specimen of Official Letters
An Official Letter
No. 323 VI-A dated Allahabad 15.07.2008.
T.N. Shukla, M.A., L.T., I.E.S.,
Inspector of Schools,
Shri Hira Lal Khanna, M.Sc.,
B.N.S.D. Inter College,
With reference to your letter No. V-123 of 9th inst. regarding the appointment of Mr. Ram Chand Varshney, I have to point out that no untrained hand can be employed as long as trained teachers are available. It is, therefore, regretted that the said appointment cannot be approved by the Department.
For Inspector of Schools.
Specimen of Office Memo
Income Tax Officer,
April 24, 2008.
With reference to his application dated 15th April, 2008, regarding his objection to the amount of income tax assessed, Ram Kumar Sharma is hereby informed to appeal to the higher authority in the matter.
Shri Ram Kumar Sharma,
Specimen of Demi Official Letter
Office of the Inspector of Schools,
D.O. No. 223/A-4 Dated 18th August, 2008.
Dear Mr. Khanna,
With reference to your letter No. V-24 regarding the appointment of Shri Gopal Das Bansal, I am of opinion that the standing rules are against taking such a step. Shri Gopal Das Bansal is an untrained graduate. Please appoint a trained teacher.
Shri Raj Kumar Khanna,
Specimen of Endorsement
End. No. 84/XXIV/62 Ed/68 dated 18.10.2008 copy forwarded to the District Magistrate, Agra for information and necessary action.
Kinds : Official Letters can be divided into eleven kinds. Their names are :
(1) Letters (2) Memorandum (3) Endorsement (4) Circular (5) Reminder (6) Telegram (7) Demi Official Letters (8) Resolution (9) Notification (10) Communique (11) Despatch
From the examination point of view only the following are important.
(i) Letter (ii) Memorandum (iii) Demi-official letter (iv) Endorsement.
Essentials of a Good Letter
(1) Clearness—It menas that our thoughts must be so clearly expressed that there is no possibility of an ambiguity. The written letter must be such that it is understood at one readnig only.
(2) Conciseness—Conciseness requires that the letter must be as short as possible. One should write as one actually thinks, wishes or feels. A letter should not be regarded as an essay or piece of drama. There is no room for oratory or sentimental rhetoric in a letter.
(3) Completeness—In being concise, completeness should not be sacrificed. Each fact should be accurately stated.
(4) Courtesy—It is said that courtesy costs nothing. In writing a letter it should never be ignored. The persons addressed should be treated as gentlemen.
(5) Neatness—Neatness means that the letter should be neatly written or typed, nicely folded and placed in a proper-sized envelope.
(6) Effectiveness—It is essential in a business or an official letter. It means that the language used should be effective and convincing. The style and selection of words must impress the reader.
Structure of an Official Letter
Government of India
J.C. Mukherjee, I.A.S.
Secretary to the Govt. of India,
The Inspector of Schools,
Dated : New Delhi, 2nd May, 2008.
I am directed to.
I have the honour to ____________________________________
· I have the honour to be,
· Your most obedient servant,
Secretary to the Govt. of India,
· Business Letters
Format for Writing Letters A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, f letter will depend on the relationship between the parties concerned;
There are several formats for writing professional letters. There are two basic styles of letters: block form and indented form. The samples below will help you determine which style you prefer.
Your NameAddressPhone NumberE-mail (optional)
Name of ReceiverTitleCompany NameAddress
When writing a letter using block form, no lines are indented. Include your name, address, and phone number where you can be contacted, as well as the date. You then include the name and address of the person you are sending the letter to.
With new paragraphs, just skip a line instead of indenting.
Add your phone number where you can be contacted in the last paragraph. If the receiver needs to use a relay service to call you, briefly explain that you are deaf/ hard-of-hearing and that s/he can call you through relay. Give the receiver his/her state relay number and explain that s/he will need to give the operator your number. Then give him/her your number. Sincerely,
Your NameYour Title