FORMAL LETTERS

                                             

                                            PRESENTATION BY – HARVINDER KAUR (TGT ENGLISH)

CONTENT -        Letter of Enquiry              LETTER    

 A letter of enquiry is written to enquire about products, courses or services. The points of enquiry should be stated clearly and in points. The language should be polite and courteous.

Points to remember :

(i) Identify yourself clearly.

(ii) State the purpose of writing the letter clearly.

(iii) Enquire about the admission procedure, course duration, course

fee, mode of payment or instalments etc., on different lines.

Sample Letter :

1. Manjula Thapar is the Extra-Curricular captain of the school.As a part of her responsibilities, she needs to organise a cultural trip to Jaipur for the students of Class 10. Write a letter on her behalf to the owner of “Happy Homes” a hotel in 64, Pink Road, Jaipur asking for details of stay, food and availability of vehicles for sight-seeing in not more than 120 words.

PG Mittal School

Garg Road

Gwalior.

December 25, 2023

The Manager – Hospitality

Happy Homes

64 Pink Road

Jaipur

Subject: Enquiry about rooms and other facilities for a school excursion

Sir

As the Extra-Curricular Captain of PG Mittal School, I am writing to enquire about the availability of rooms and other facilities for an upcoming school excursion. 75 students of class X of PG Mittal

School, have planned to visit and view the local sights of Jaipur and the surrounding areas. The students will be accompanied by six teachers and three attendants. The students will depart from

Gwalior on February XX, 20XX by train and will end their journey on February XX, 20XX.

We are in need of accommodation for the participants and the teachers. Apart from accommodation facilities, we would require traditional Rajasthani breakfast for about nine days. We would also

need some travel arrangements to be prepared for local sightseeing. The students are eager to tour in and around Jaipur and indulge in the local offerings of the market and other shopping

areas. Please confirm whether the arrangements for accommodation, food and travel can be made by your good-self. An early confirmation from you, will help the school authorities finalise other necessary arrangements. Kindly provide us with an estimate list of expenditure by December XX,20XX so that we can deposit the money well in advance. Anticipating an early and positive reply.

Thanking you

Yours sincerely

Manjula Thapar 

PRACTICE QUESTION

You recently came across an advertisement by Creative Vision, Mayur Vihar, which offers various bridge courses in Creative Writing for students of Class X. You are Shyam/Sarita Arora, of N-25, Bhajanpura, New Delhi, interested in pursuing a course during your summer break. Write a letter enquiring about the course details. (100–120 words).

                                       LETTER OF REPLY

A letter of reply is written to inform about products, courses,invitations or services. The points of reply should be stated clearly and in points. The language should be polite and courteous. 

Points to remember : (i) Identify yourself clearly.

                                       (ii) State the purpose of writing the letter clearly. 

                                      (iii) Reply about the admission procedure, course duration, course fee, mode of     payment or instalments, etc. in different lines.

Sample Letter: 1. You are the Centre Head of Creative Vision, Mayur Vihar, New Delhi and you have come across an enquiry from Shyam/Sarita of Bhajanpura, New Delhi on a course in Creative Writing. Write a reply providing all details. (100–120 words)

Creative Vision

Mayur Vihar

New Delhi

December 28, 2023 

Ms.Sarita Arora

Bhajanpura

New Delhi

Subject: Information regarding a course in Creative Writing

Ma’am/Sir

We are pleased to receive an enquiry regarding the course in Creative Writing. The course is very detailed and comprehensive. It has been appreciated by most of the students who have done the

course in the past years. Listed below are the details requested by you.

The course fee is ` 24,000. The course duration is 20 days. Timings: 9 am to 1.30 pm. Cash/Cheques accepted. The payment can be made in maximum 4 instalments. Faculty includes people from advertising industry and professors of Delhi University. Please, find enclosed a detailed brochure in the self addressed envelope provided by you. For further enquiries, contact abc@gmail.com

Thanking you

Yours truly

Rakesh Nayyar

(Centre Head)

                                                     Letter of Placing an Order 

These letters are written by designated people in an organisation, to place an order, for one or several products. These letters can also be written by individuals or sole proprietors.

Points to remember :

(i) Identify yourself clearly.

(ii) State the purpose of writing the letter clearly.

(iii) Mention the order number.

(iv) List all the items required in a neat table with columns.

Sample Letter :

1. Atish is the President of “Nature Friends” the School’s Environmental Club. National Geography recently launched a set of books that help in identifying various species of plants and even growing them. Atish decides to write to a prominent book store to order these books at a discounted rate. Write a letter on his behalf using your own ideas in not more than 120 words.

Model School

MG Marg

Kolkata

December 28, 2023

The Manager

Green Book Store

Fountain Palace

Kolkata

Subject: Availability of National Geography books at a discounted rate

Sir

As the President of “Nature Friends”, the Environmental Club at Model School, I believe that it is necessary to keep abreast of all the happenings and know-hows of the environment. Further, I

believe that we can constantly update our knowledge and technique by adopting new methods of planting. As an avid environmentalist and a leader to fellow budding environmentalists, I have been given the responsibility of researching ways and methods to continue increasing the interest of my fellow environmentalists in school. Recently, National Geography launched a set of books that are

handy guides for all student environmentalists. These books guide us about the different species of plants that we can identify right from our backyard to the world outside. Further, it also guides on

how certain exotic as well as environmentally safe plants can be planted right within our school backyard. I believe that these books will be handy to us. Therefore, I would be grateful if you could order these books for us at a discounted rate. Do let us know about the pricing and the availability of the books at the earliest as we intend to use this information for our upcoming programs.

Thanking you

Yours sincerely

Atish Shah

(President of Nature Friends)

                                                           Letter for Cancelling the Order

Sample Letter :

1. You are Arnav/Ashmita Mehta, the incharge of computer department of ABN School. Your school management has decided to cancel the order placed with Zenith Computers due to a delay in delivery of computers for the new computer labs. Write a letter cancelling the order with Zenith computers, No.-9,Karol Bagh, New Delhi. (100–120 words)

ABN School, Dilshad Garden

New Delhi

December 28, 2023

The Manager

Zenith Computers

No.-9, Karol Bagh,New Delhi

Subject: Cancellation of order No.- 34/ABN/20XX, dated: 20 December, 2023

Sir

With great regret we would like to inform you that we would like to cancel the order 34/ABN/2023, dated: 20 December, 2023  for 12 computers, 12 pairs of speakers and 4 projectors, as there has been a severe delay in the delivery of the products.The delivery of the products within 29, 2023 was very important as we have an inter-school event in our school on 30 December, 2023 but even after a telephonic reminder and your verbal assurance, the goods have not been delivered yet. Our school

management has now decided to cancel the order and arrange for the same from another party.

We hope to have prompt business deals with you in future and we once again regret the inconvenience caused.

Thanking you

Yours sincerely

Arnav/Ashmita Mehta

(Incharge-Computer Department)

                                                                               Letter of Complaint :

These letters are written to voice or raise concern about faulty goods or services. It could also be against a matter of social concern or  some malpractice happening around us.

(i) Identify yourself clearly.

(ii) State the purpose of writing the letter clearly.

(iii) Mention the date of purchase/services availed, bill/invoice

number.

(iv) List all the complaints in points.

Sample Letter :

1. You are Tabassum/Tarun Garg, a resident of Satya Nagar Colony, Bhubaneshwar, Orissa. You have noticed that some residents of your colony are repeatedly flouting quarantine rules laid out during the outbreak of the COVID–19 pandemic.

Satya Nagar Colony

Rajaji Road

Bhubaneshwar

Odisha

December 28, 2023

SHO

Rajaji Road Police Station

Bhubaneshwar

Odisha

Subject: Blatant flouting of quarantine rules

Sir

This is to bring to your notice that many residents of my colony are repeatedly flouting the quarantine rules of the COVID-19 pandemic. I am deeply worried about it as it could lead to a potential outbreak in our colony. With social distancing being called the number one priority in our

fight against the deadly disease, I see evident disregard by the people of my colony towards the rules of social distancing. People are roaming around without masks, instead of staying indoors.

Furthermore, our Resident Welfare Association is not taking mandatory steps to curb such errant behaviour. Needless to say, these acts are adding to the mental stress of the families who are strictly adhering to the guidelines. These ruleflouters are putting the lives of others in grave danger especially of families with children and the elderly living with them. I earnestly hope that you would take this matter in hand urgently and enforce the rules in our locality with appropriate warnings to the  rule-flouters.

Thanking you

Yours sincerely

Tabassum/Tarun Garg