Table of Contents

Letter Writing

A letter is a personal communication, but convention has given it a certain pattern. Letters are of various kinds, depending on what we are communicating and to whom we are sending the communication and yet they all have certain common features of form. These features give the letter a good look and produce a favourable impression in the minds of the reader.

Letters are classified into two types:

  1. Formal or Business letters & Official letters
  2. Personal Letters
  1. Formal letters are those that deal with the matters of an impersonal, official nature.
    i. Letters to the Government or semi-govt. institutions.
    ii. Letters between two Government Offices (in the official capacity)
    iii. Letters between an individual and a government office and vice versa.
    iv. Letters written to firms, shops and companies. The above letters fall under business letters. If you want to learn about Formal Letters in detail click HERE.
  2. Personal Letters are those that deal with personal matters. Letters to relatives, friends or acquaintances are all personal (informal) letters.
    i. They are very intimate.
    ii. They express private thoughts and feelings between people who are intimate.
    iii. The subject matter may be a request, an apology, congratulations, an inquiry, and expression of sympathy, a thank-you or something like giving information in reply to a letter.
    iv. It may be also be formal such as invitations to important social functions, weddings etc.

Also Read: Informal Letters With Some Solved Examples

Parts of a Letter

Usually a letter has five parts as given below.(1) Writer’s address and date

(2) Salutation

(3) Subject or Purpose of the letter

(4) Body of the letter

(5) Subscription

(6) Address on the envelope

WRITER’S ADDRESS AND DATE

The Writer’s address and date are usually written at the right hand top corner of the letter.

22, Town Hall Road,
Chennai – 1
7th April, 2021.

SALUTATION

The form of salutation varies according to the letter.

  • To close relatives and intimate friends – Dear Father, My dear Mother, My dear Sarah, My dear Sister etc.
  • To less intimate friends – Dear Mr.David, My dear Mr.Tom etc.
  • To teachers – Respected Sir and Respected Madam.
  • To business men – Dear Sir, Dear sirs etc.
  • To officials – Sir and Madam

BODY OF THE LETTER

Body of the letter refers to the subject matter of the letter. Start as a paragraph. Use simple simple sentences to convey the message. Politeness is very important. Write relevant to the subject matter given in the question.

SUBSCRIPTION (COURTEOUS LEAVE – TAKING)

The form of subscription varies according to the type of letter.

  • To close relatives and intimate friends – your affectionate son/daughter/friend, your loving son/daughter/friend, yours affectionately etc.
  • To less intimate friends – Sincerely yours, your sincere friend, yours sincerely
  • To teachers and superiors – Yours obediently, yours respectfully
  • To officials and businessmen – Yours faithfully, yours sincerely etc.

SIGNATURE OR NAME

The letter has to be signed by the writer. It comes below leave taking.

ADDRESS ON THE ENVELOPE

The full name and address should be written on the envelope.

Note: In the informal letters (letters to relatives and friends) we do not write the address of the recipient in the letter. We write the address of the recipient only on the envelope. But in the formal letters (letters to officials and businessmen) the address of the writer and the recipient are written in the letter also in the form of

From …
To…


Some Sample Formal Letters


➡Write an application to the principal of our school requesting him to arrange for an educational tour.

The Principal
Govt. Boys High School
Batapora, Kanihama

15th April 20….

Sir,

We are writing this letter to request your good self for the arrangement of an educational tour in favour of students.

Our school has a long and glorious tradition of benefiting its students through the arrangement of debates, seminars, group discussions, educational tours and other fruitful activities. These facilities rather fall among the salient features of our school.

As no educational tour has yet been arranged it has set many tongues wagging. All the students are eagerly waiting for the announcement of the same. It is often taught that educational tours are of great educational value for students. They give us first-hand knowledge about some important historical places, cultural values, and educationally beneficial articles. We would, therefore, like to go on an educational tour before the school breaks up for summer vacation.

Please make it convenient for us to go on the tour and grant us some money for the same from the school funds.

Thanking you in anticipation,

Yours faithfully,

Students of the school


➡Write an application to the Director of School Education to open a school in your area (locality).

The Director of Education
Srinagar, Kashmir

15th April 20….

Sir,

We are writing this letter to request your good self for the opening of a school in our locality.

Education, as you know better, has become an essential of existence in modern life. One can hardly think of a happy and prosperous life without it. It, therefore, becomes the fundamental duty of the government of the present times to extend the facilities of education to every nook and cranny (corner) of their state. No doubt our the government is trying it‘s best in this regard but hasn‘t yet succeeded in its goal. Unfortunately, our village is also one among the villages which have no government school in them.

Our village is a densely populated area. It has got a population of about 1,000. It is educationally poor and financially backward. The main source of income for people is agriculture. So, though there is a private school in our village, it does not suffice our needs. Moreover, all people can‘t afford to send their children to private schools. The various governments in the office at different times promised us that they would open a school in our village but never kept their promises.

Keeping in mind the above points we hope your good self will issue orders for opening of a government school in the vicinity.

We hope you will consider our application in urgency.

Yours faithfully,

The Residents of X Pora Through Chairman VLC.


➡Write an application seeking admission in the school.

The Principal
Boys High School
Batapora

15th April 20….

Dear Sir,

I am writing to ask your kind self for my admission in your institute which certainly deserving of the reputation that it has earned for quality education.

I passed my Matriculation from D.D School with distinction in the current year. With the saying; “Right choice can work wonders”. I after conducting a thorough probe of the leading schools within my reach, found your school the best possible school where I could continue my studies with ease and interest.

I would be grateful to you, sir, if you grant me admission in your renowned school. The marks sheet, performance report, provisional and character certificates and other requisites are enclosed herewith for your kind perusal.

Thanking you in anticipation.

Yours faithfully,

Addin Haider


➡Write an application to the principal of our school for permission to play a friendly cricket match with the team of your nearby school.

The Principal
Govt. High School
X. Y. Z Srinagar

15th April 20 …

Sir,

This is to submit that our School Cricket Team wants to play a friendly match with the team of Govt. High School – X.

It is long since we played a match with them or any other team. Their captain has the day before yesterday, sent us an invitation which is enclosed herewith. As both the teams are equally good, it is hoped that the match will be well contested. Further, we hope that we would have a thumping victory to boost the morale of our team and to bring laurels to our school.

I hope you would kindly permit us to go to play the match on Saturday at 1: PM.

Thanking you in anticipation.

Yours faithfully,
Ahmad Khan

Captain, School Cricket Team
Student X Class.


➡Write an application to the Principal of your school requesting him for the change of your section.

The Principal
Zed School
Srinagar

15th April 20….

Sir,

I am writing this letter about the change in my class section.

Reverentially enough I venture to submit that I want a change in my section. All the students of my locality and my close friends have been granted admission in section ‘A’. I feel lonely in the class of strangers. This kind of isolation form the company and deprivation from the help of my friend would hinder my progress and court failure in all the fields.

I, therefore, humbly request you to change my section and order my admission in section ‘A’.

Thanking you

Yours faithfully,

Addin Haider


➡Write an application to the principal of your school complaining about the inferior quality of food being supplied to you at the school hostel.

The Principal
Govt. High School
Srinagar

15th April 20….

Sir,

We, the boarders of the School Hostel approach you with a complaint about the inferior quality of food being served to us.

The food supplied seems to be a mixture of rice and some inferior stuff. It stinks and is tasteless.

Often sandy particles are found in the food. Moreover, the vegetables are generally stale and rotten. To add insult to the injury, they are cooked in an inferior kind of vegetable oil. All this tells upon our health. We have often protested against this heinous exploitation but only to the deaf authorities. We, therefore, feel compelled to approach your good self to request you to look into the matter personally.

Hope that needful be done soon.

Yours faithfully,

The Procurator
On behalf of the boarders of the School Hostel.


➡Write an application to the health officer complaint about the insanitary condition of your locality.

The Health Officer
The Municipal Committee
X. Y. Z, Magam

15th April 20….

Dear Sir,

We are writing this letter to complain about the insanitary conditions of our locality.

Could very humbly draw your attention towards the insanitary conditions in my locality.

No exaggeration, our locality is dirtiest in the town. There lie heaps of trash and rubbish strewn all over the streets of the locality. The foul smell of the stinking garbage is hard to bear. The drainage system is very defective. Pools of water collect in muddy pits and choke the drains. This provides a good breeding ground for the mosquitos and other harmful insects. A few cases of cholera and malaria have already been reported to the nearby hospital. To add insult to injury, the municipal sweeper never turns up in time to clean the lanes and streets. Our complaint against them to the sanitary inspector has fallen on deaf ears.

You may kindly verify the facts stated above by paying a personal visit to our locality and take steps to redress our genuine grievances.

Thanking you in anticipation,

Yours faithfully,

A. B. C


➡Write a letter to the chairman of the municipal corporation of your district about the inadequate water supply in your locality.

The Health Officer
The Municipal Committee
X. Y. Z, Budgam

15th April 20….

Dear Sir,

We are writing this letter to complain regarding the inadequate supply of drinking water.

Could I humbly enough, on behalf of the residents of X colony, draw your attention towards the problem faced by the people of our locality due to the inadequate supply of water.

It is unfortunate that there is no proper schedule of water supply for our locality. It is supplied on the alternate days only for half an hour a day. The taps remain dry for the rest of the day. The supply often remains off even at the peak hours in the morning when everyone has to get ready for the day. Even when the supply is intact, the pressure is terribly low. It increases for some days when the inhabitants grease the palm of the staff engaged in the opening of stopcocks. At times the water is dirty which can lead to water-borne diseases. Besides, there is no one to ask the water supply department for the inconvenience being caused to us. You can well imagine the fate of the people who are paying all kinds of taxes but are put to so many hardships for no fault of theirs.

With the hope that necessary action, as early as possible, will be taken and the water supply be regulated, we request you to look into the matter personally.

Yours truly,

Inhabitants of

Zed colony


➡Write a letter to the editor of a newspaper complaining about the frequent break-down of electricity in your locality.

The Editor
Greater Kashmir
Srinagar

15th April 20….

Dear Sir,

The purpose of this letter is to highlight the frequent breakdown of electricity in our locality.

Could you allow me the hospitality of the columns of your esteemed daily to bring to the notice of the authorities the menace of a frequent breakdown in electricity supply in our locality?

It is unfortunate that the frequent breakdown of electricity has become a regular feature of our locality. To add insult to injury, the authorities are unconcerned about the provision of civic amenities to the public in our area in particular. It has sent a wave of agitation and resentment through the people. The breakdowns are adversely affecting our life in all spheres. The work in factories and mills comes to a sudden standstill, production suffers and labour is hard to hit. We, students, are worst affected by this situation. These are our examination days. As light keeps on playing hide and seek it causes us untold hardships.

It is a shame that the authorities have turned a blind eye to the problem that has been brought to their attention even earlier. I sincerely hope that they will wake up and do something about this as early as possible.

Yours sincerely,
Reyaz Ah. Shah.


➡Write a complaint to the Editor of a leading newspaper highlighting the hawker menace around your local road.

The Editor
Greater Kashmir
Srinagar

15th April 20…

Dear Sir,

I am writing this to complain about the hawker menace around A. P. Road.

We, the residents of the area around this road have been finding it extremely difficult to walk around this area because of the menace created by the hawkers.

By nine in the morning, the footpaths are full of pushcarts selling a variety of things. Crowds gather in front of these carts, making it almost impossible for the pedestrians to walk along. The people, in a hurry, have often to nudge their way along the congested pavements, sometimes resulting in slanging matches. Besides, the hawkers keep screaming at the top of their voice and motorcycles and cars that are left with little space to move to keep honking forever and ever. The area is also very dirty with plastic bags and leftovers of vegetables strewn all around.

It is unfortunate that the authorities have turned a blind eye to the problem even after they were approached many a time. I, therefore, stress upon them to do the needful and oblige.

Yours sincerely,

Shah Reyaz Salfi


➡Write a letter to your landlord asking him to execute (affect) necessary repairs to the house you have occupied.

15th April 20…

The Landlord
Sector 43, New Colony
Bemina

Dear Sir,

I am writing this is to inform you that the house that I have taken from you on rent, stands in need of some immediate repairs.

The house now presents a dirty look. The paint has faded and the walls have become stained. The plaster is falling off at a number of places. There are many pits on the floor of the kitchen and in the corridor. Again the water tap is not in working order. It works by fits and starts. It appears the water pipe is chocked somewhere.

You know I am a good tenant. I have been paying the rent regularly. Our relations, too, have been so far very cordial. I wish no bitterness arise between us. In view of all this, I would request you to come personally and see the things for yourself. However, if the repairs are not made within a months time, I shall be constrained to get the house repaired myself and deduct the expenses out of the rent.

Hope that you would kindly take prompt action in this matter.

Yours sincerely,

Ilahi Bakesh


➡Write a letter of complaint the Post Master of your area telling him how the postman misdelivers your letters or delivers them late.

The Postmaster
Post and Telegraph Office
A.B.C Kashmir

15th April 20…

Sir,

I am writing this to complain against the postman of our area who is a careless fellow.

The above-mentioned postman is a careless and arrogant person. He is a real shirker and never does his duty with interest. He often delivers the letters to wrong addresses. Sometimes, he hands over the letters to the children or shopkeepers. He seldom brings letters to their destination in time. The non-registered items like magazines and books reach people only after his children have read them thoroughly at home. His carelessness and obduracy create a lot of trouble to the people. Sometimes letters are found in drains or on the streets.

Keeping the above points in view, we request your kind self to take steps in this matter. We wish the postman be either advised to be careful or replaced by a regular and punctual one.

Yours faithfully,

The inhabitants of A.B.C
Dated: 20-5-2015

Through X. Y. Z


➡ Write an application to the Director of Health services asking him to open a dispensary in your locality.

The Director
Health Services
Srinagar Kashmir

15th April 20…

Sir,

We are writing this letter to request you for setting up of a dispensary in our locality.

We are writing this to bring to your kind notice the urgent need of setting up a dispensary in our locality.

Our village, which is situated far away about 20 Km. from District Hospital, does not have any medical dispensary. Our people have often to go to the District Hospital for minor or major treatment. This sometimes costs the loss of precious lives if people fall ill during night or odd times. Many people who can‘t afford to go to private hospitals, suffer greatly. People are put to great trouble when there is an emergency case or need of First Aid.

We, keeping the facts mentioned above, in mind would simply request your kind self to set up a dispensary in our village. We hope that your good self will understand the urgency of the above requests we would be eagerly looking forward to your directions for the establishment of a dispensary in our locality.

Yours sincerely,

The Residents of New Coloney


➡Write a letter to the Editor of a newspaper, inviting the attention of the authorities towards the roads of your locality which need repairs.

The Editor
Greater Kashmir
Srinagar

15th April 20….

Dear Sir,

We are writing this to bring the attention of the concerned authorities towards the miserable conditions of the roads of our locality which need immediate repair.

Could I be allowed the hospitality of the columns of your esteemed daily to bring to the notice of the authorities concerned the awful condition of the roads of our locality?

These roads are potholed and narrow. At some places, these pits have almost developed into ditches. Passengers travelling by buses and cars have to take severe jolts and jumps. Moreover, the embankments at several places have been damaged. The roads have become very narrow. The traffic often gets jammed causing much delay and inconvenience to the people.

It is high time that the authorities concerned paid their immediate attention to this side and got the roads repaired. The road should be properly metalled and coal tarred. The broken embankments should be reconstructed and the roads be widened so that traffic might pass on smoothly.

Yours faithfully,

The residents of X Through Y.


➡You have lost your bicycle in the max marketplace. Write a letter to the S.H.O of the police station reporting the theft of your bicycle.

The S.H.O
Police Station
Magam, Kashmir

15th April 20…

Sir,

I am writing this letter to lodge a complaint about the theft of my bicycle.

It was at about 8 a.m. in the morning today that I went to district library to get some reference books that I needed to gather information for completing my school assignments I parked my bicycle outside the library and after I had locked it properly went inside. I spent about half an hour in the library and when I came out, to my utter surprise, I found my bicycle missing. I looked for it here and there but to no end.

Mine is a black Hero 2009 cycle, with number JKOB 3797 inscribed on its handle. It has two bells in front. It has a red saddle and a black carrier. I had after a long wait, convinced my father to buy it, only the last month.

I passionately implore your kind self to help me in finding my bicycle.

Yours faithfully,

Aadin Hyder


➡ Write a letter to the editor of a newspaper complaining about the acute shortage of water in your area.

H. No. 46
Hamdania Colony
Bemina, Srinagar

8th March 2020

The Editor
The Srinagar Times
Srinagar

Dear Sir

I am writing this letter to complain about the acute Water Shortage in Hamdania Colony, Bemina.

Through the columns of your newspaper, I would like to bring to the notice of the concerned authorities the acute water shortage prevailing in Hamdania Colony Bemina and its adjoining areas.

Even before the onset of summer, our taps have run dry. Water trickles for an hour in the
morning. The supply is insufficient to meet the demands of drinking water and for use in the kitchen. We have to depend on tankers and hand pumps for bathing and washing purposes.

The situation is likely to worsen as the summer sets in. The municipal authorities should come up with a permanent solution to this recurring problem. Providing water tankers is a stop-gap arrangement and not a solution. A sound solution would be rainwater harvesting. A slight modification of roofs, drainage and storage wells will be needed. This water can be used to
recharge the underground water which can augment the local water supply during the lean months.

I do hope that some informative articles are published that would offer constructive suggestions regarding water-saving measures and initiative that the common people can take.

Yours sincerely
Tahir Rasool


➡Write a letter to The Chief Engineer
Power Development Corporation complaining about the frequent break-down of electricity in your locality.

Hamdania Colony
Bemina, Srinagar
Kashmir

31 March 2020

The Chief Engineer
Power Development Corporation
Jammu and Kashmir

Sir,

I am writing this to Complaint regarding the frequent breakdown of electricity in our area.

I am writing, on behalf of my locality, am sorry to inform that we are put to great inconvenience due to the electric failure in our locality. Unfortunately, these failures are frequent and often long. Almost every morning from 6 A.M. to 8 A.M. and evening from 7.00 P.M. to 9.00 P.M., the supply discontinues and there is darkness all around.

Due to this, students like me can‟t study properly. The shops and business establishments suffer heavy losses, and domestic work is held up. Though the matter has been brought to the notice of the officer-in-charge of the sub-station of your department but he expressed his helplessness.

Your good self is kindly requested to look into the matter and take necessary action to ensure regular and interrupted supply of electricity in our locality.
Thanking you,

Yours sincerely,
XYZ


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