Formal Letter Writing skill / Classes : 9th, 10th, 11th, 12th / By: Sujeet Kumar

                 WRITING SKILL
                      Classes
                   IX, X XI, Xll
              By: Sujeet Kumar
             -------------------------------

       FORMAL LETTER WRITING

CONCEPT
-----------------
A Formal Letter is one which is written to authorities, dignitaries, seniors etc for official purposes. It is not written to personal contacts, friends or family.

It is called formal letter because it is written in a formal way using decorative language and  a prescribed format.

TYPES OF FORMAL LETTER
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1. Business Letter
    * Letter making complaints
    * placing orders
    * Cancelling orders
    * Making enquiries
    * Replying to enquiries
    * Giving information
    * Asking for information
    * sending quotation etc

2. Official Letters
     * Registering complaints
     * Marking request / enquiries/ appeals

3. Letter to the Editor ( of a newspaper/ magazine / journal..)
     * Raising an issue
     * Expressing views on an issue
     * Giving suggestions on an issue

4. Letters of job Application
     * Writing an application for a job with
        bio - data / resume

5. Letter to School Authorities
     * Regarding admission / School issues.

FORMAT
--------------
Formal Letters must be written in
 FULL - BLOCK Style. All the parts of the format must be aligned to the left as shown in the example below:

Sender's address
----------------------------

Date (June 5, 2020)
---------------------------

Receiver's address
------------------------------

subject
-----------------------------

salutation ( Sir / Dear sir )
----------------------------------
1. introduction
2 purpose of Writing
3. details of issues/ information/ problems


            ( Body of letter )


4. causes/effects/ impacts
5. suggestions/ advices / follow up
----------------------------------------------------------

Complementary close
( write : with regards)
 Sincerely yours
     Name,
signature/ designation ( if required)


SAMPLE LETTERS
------------------------------

             COMPLAINTS

Q.1 You are Amar/Amrita of Road no. 2, Patel
Marg, Patna. The sanitary condition of your locality is worst. Roads are full of pits, there are heaps of garbage on roadsides and trash has not been disposed of for months, drains are full of silth. Sanitary staffs don't work honestly.
write a complaint letter to the Mayor of the municipal corporation.


Ans.
Road no. 2
Patel Marg
Patna

June 6, 2020

The Mayor
Municipal Corporation
Patna

Sub : poor Sanitary condition
          ------------------------------------------

Sir
Through this letter, I want to draw your attention towards the poor Sanitary conditions in and around Road no. 2 , Patel Marg Locality.

In spite of being one of the main areas of the  capital, the sanitary condition of Patel Marg Locality is deplorable.

The main roads especially connecting the Big Bazar, professor colony and High Court have small to big pits at every few steps which make transportation and commuting a  everyday dangerous exercise. There is hardly a day which passes without any unfortunate accidents.
Moreover, Sanitary staffs have not attended the locality for months. As a result  litters of garbage  and  trashes are left in a decomposed states which give rise to foul smell making living condition bleak

To add to this is the flow of dirty water from drains and manholes on the main roads and streets. Drains and manholes have not been cleared of silth for months.

we approached our Ward( 21) Councillor many times in connection with this problem ; but except promises nothing happened.

At present the sanitary condition is so worse that if no step of improvement is taken soon there is an every possibility of breaking out of an epidemic.

I request you to look into this matter.
With regards
Sincerely yours
Amar
                      -------------

Q.2 You are Amar/Amrita of Road no. 2, Anand Vihar , Muzaffarpur. Coronavirus is on rapid spread in your city.  In spite of the strict instruction of the govt. of Bihar and the local administration, most of the people of Your city don't use masks and gloves while they are out of home.
Write a letter to the Editor of a National Newspaper expressing your concern over it.


Ans:
Road no. 2
Anand Vihar
Muzaffarpur

June 29, 2020

The Editor
The Hindustan Times
New Delhi

sub: Irresponsible Behaviour
          -------------------------------------
Sir
Through the columns of your esteemed newspaper I want to draw the attention of the concerned authorities towards the open defiance of govt. order in Muzaffarpur main city.

The number of coronavirus patients in Bihar is on rapid increase. In respect of cases of infection, the record of Muzaffarpur city is alarming. There is hardly a day which passes without report of  3 -5 positive cases of coronavirus infection.

Damodarpur, Juran chhapra, Mitijheel, Neem Chowk, Attardha are a few localities where cases of positive infection have been reported.

In view of the no medical treatment of this disease , the solo cure is prevention by the use of masks, hand gloves among the other protective gears about which the Bihar govt. as well as the local administration have already issued order for the citians to use.
 
But it is a matter of utter shock that a large number of Muzaffarpurians are not following govt.- order and the guidelines of protective measures given by the local administration.

Go to a market place , unmasked people are common sight. Hardly 2 out of 10 use mask and hand gloves. Question a man about it , you are sure to get high - handed treatment.

If things don't brought under control, the infection may turn to community spread soon.

I have a few suggestions to offer to correct the wrong ways of people:
* imposition of fine
* seizure of driving license
* 24 hrs. in police custody
I think measures like given above if brought into action may help to improve the scenario to some extent.
With regards

Sincerely yours
Amar
                       -----------------
       
          ORDER - PLACEMENT

Q 3. You are Amar / Amrita , the Secretary ,Book Club of Pantocrator Academy, Chhajan Road , Turki, Muzaffarpur,Bihar. 
your Book Club needs Text Books for classes 8th and 9th. Write a letter to the Manager, Parker Publication, New Delhi placing order for books.


Ans:
Pantocrator Academy
Chhajan Road, Turki
Muzaffarpur
Bihar

July 4, 2020

The Manager
parker Publication
New Delhi

Sub : Order For Books
           -------------------------
Dear Sir
We are pleased to place order for books for Classes 8th & 9th with you. The details of our order are as follow:

SL no | classes.|.    Books.            | qty.|     
1.                8.           A - z maths
                                  S. LAL.             43

2.               9.             Beehive
                                   Eng. lit
                                   NCERT.          103
We have been fair in terms of deal for quite a few years, we are ,however, pleased to open  that :

the order should be sent by registered post   only;

order should reach us on or before
15th of Aug. 2020; Order reaching
after 15th of August, will not be
accepted;

Books should be of current edition and in a good condition.

Damaged,torn,raucous,weather-beaten
and insect-eaten items will be the
subject to our return policy;

Payment will be made via e - wallet only
after finding the items  in accordance
with our terms and conditions.
With regards

Amar
( sec. Book Club )
     
                    --------------------

Q 4. You are Manohar/ Pretty, Hostel Warden, Pantocrator Academy, Chhajan Road, Turki, Muzaffarpur. Write a letter to the Sales Manager Bharati Electricals, Patna placing an order for a few Electrical Goods for the hostel.


Ans:
Pantocrator Academy
Chhajan Road,Turki
Muzaffarpur

July 4, 2020

The Sales Manager
Bharati Electricals
Patna

Sub: Order For Electrical Goods
           --------------------------------

Dear Sir
we are pleased to place order for a few Electrical Goods with you. The details of our order are as given below:

Item.                     Brand.     Qty
-------                      ---------      ------
1. Ceiling fans.      TCL        19
2. Table fans.        Usha.      07
3.  LED bulbs
     ( 14 watt).         Surya.     27


Since this is the first deal we are making with you, it would be better for us to be open on the following conditions of this dealing:

Goods must reach us on or before 27th of August, 2020;

Bill should be sent after allowing discount permissible for school;

The supply of defective products will lead to the return of the whole consignment without any payment;

payment will be made after the consignment is received and checked.

Payment will be made via e - wallet.

For any enquiry from your side, feel free to contact the undersigned.

With regards
Manohar
( Hostel Warden )
(Mo.6200489143)
     

                 MAKING ENQUIRIES

Q5 You are Manohar / Pretty of 36
 Jawahar Lane, Mumbai. you are a
science graduate.you saw an
advertisement in a national daily
about the short - term computer
course.
write a letter to the Director, Alfa Computers, East Carol Bagh, New Delhi making enquiry about the computer course and asking for all the necessary details.


Ans:
36, Jawahar Lane
Mumbai

July 5, 2020

The Director
Alfa Computers
East Carol Bagh
New Delhi

Sub: Required details about computer course
           -------------------------------------------------------

Dear Sir
This letter is in reference to your advertisement published in The Hindustan Times dated 20th of April, 2020 informing about the short - term course in Computer Graphics being conducted by you.

I am interested in course on Computer Graphics and want to join it in the next
fresh batch.
It would be kind of you if you forward me details of the said course with information regarding curriculum, duration, fees etc.
with regards
Manohar
                     --------------------