Letter Writing – How to Write Letters CBSE/ICSE

Letters have been and are still one of the most important and popular means of communication. They play an important role in maintaining the relationship with friends, and relatives as well as establishing official and commercial relations. Commerce, trade, official correspondence, public representation, complaints and other dealings, transactions and communication with people are still conducted through letters.

Class 10 CBSE Syllabus contains ‘Formal Letters’, which are discussed here.

Types of Formal Letters

Letter writing is an art and an essential skill and therefore requires a definite plan and purpose in composing it from beginning to end to convey the right message to the right person in its true intention the letter is meant to be. They may contain official information, placement of orders, enquiry requests, ideas, advices, feelings and emotions and so on in a verbal form.

Letters are broadly categorised as Formal Letters and Informal Letters.

Formal letters can be broadly classified into four types. These are:

1. Complaint Letters: As the name suggest, these letters are written to lodge a complaint. The complaint letters can be addressed to a public/private company or organisation.

2. Enquiry Letters: These letters are written when a person wants to get more information about a product or service or to obtain a quotation for purchasing a product or service. These letters are the most common form of formal letters.

3. Letters for Placing an Order: These are business letters and are written when a customer or an organisation wants to place an order for product/s or goods from another company or organisation. These may also include letters for cancellation or amendments to orders placed as well as acknowledgement of orders placed.

4. Letters to the Editor: These letters are usually written on a topic of general concern and to influence public opinion. They may include suggestions on an issue concerning public interests, complaints or request.

Steps to Write a Letter

To write an effective Formal Letter one must follow the correct format and the steps given below:

1. Sender’s Address: Make sure that the sender’s address is clear and precise. It is written at the top on the left-hand corner of the page. Specify the house number first, followed by the street, town/state and pin code.

Example:

2334/31, Ashok Nagar
Near Doordarshan Kendra
Meerut – 250002

This portion includes the sender’s full address. While writing the address, one must NOT put a comma at the end of each line.

2. Date and Receiver’s Address: While writing date, always remember the day is written in figures, month in words and year in full figures. The date on which the letter is written, followed by the receiver’s address which comprises of the receiver’s name/designation and the complete address.

Example:

12th December, 20XX
The Editor
The Times of India
Connaught Place
Delhi – 110002

3. Subject: One of the most important parts of a Formal Letter is the subject. One must ensure that the subject expresses the main theme or crux of the letter clearly. It must be brief as possible, maximum three or four words.

4. Salutation: The salutation used in formal letters is a greeting to whom the letter is addressed. The form of greeting or salutation depends on the relation and degree of intimacy between the writer and the addressee in personal letters. But in official letters, we may use Sir/Madam or Dear Sir/Dear Madam, keeping in mind the gender, if specified in the question.

5. Body of the Letter: The body of the letter is a complex part which contains all the information the writer (you) wants to convey. For this, start with introducing the purpose of writing. Then build up the topic.

The body includes three main parts. It should be:

i) Introductory Paragraph/Sentence: States the purpose of writing.
ii) Informative Paragraph: Gives details of the problems, cause, effect, possible solution etc.
iii) Concluding Paragraph/Sentence: States your hope, comment, request, suggestion etc.

6. Complimentary Close: This is a courteous way of ending a letter. For this, we write Yours sincerely/Yours faithfully/ Yours truly. The first letter of the second word (here ‘s’, ‘f’, ‘t’) is never written in capital letter.

7. Sender/Signature: Just below the complimentary close, sender’s name is written as a mark of signing off and also the sender’s designation may be added in brackets.

Points to be Kept in Mind

Answer the following questions while drafting the letter:

• Who are you writing to?
• What is the reason for writing the letter?
• What do you expect as the result of writing this letter?

1. The subject line should match to what is asked in the question. Avoid a long subject line.
2. Get right to the purpose of the letter in polite and formal language. It should focus on the desired topic.
3. Be clear, concise and to the points. Stick to the word limit of 100-150 words.
4. Use simple language so that the letter is easy to understand. Do not use long-winded sentences.
5. Review your finished letter for clarity from the reader’s viewpoint, who should understand the action to be taken in response to the letter.

Marking Scheme for Letters

• Format: 1 Mark (Including Sender’s Address, Date, Receiver’s Address, Subject/Heading. Salutation and Complimentary Close.)
• Content: 2 Marks
• Accuracy: 1.5 Marks
• Fluency: 1.5 Marks
• Total: 5 Marks

I. Letters of Complaint

These letters are written to complaint about a defective product or service. These letters are written in very polite language. Such a letter is addressed to the relevant person of the company/ organisation/ dealer/ service provider who has supplied the defective product or provided poor service. The writer will introduce himself/ herself and give.

• Details of the product/ service
• Payment information like bill/ cash memo number
• Model number (if applicable)
• Compensation or corrective action required
• Nature of the complaint
• Date and place of purchase/ service
• Names of associated persons from the supplier side (if applicable),
• Any other details necessary for resolving the complaint.

Format of Complaint Letters

You are Aradhna/Aradhya, a resident of Lucknow. You are a subscriber of a weekly magazine named Outlook. Lately you have not been receiving the copies of the magazine on a regular basis. Write a letter to the Sales Manager, Outlook regarding the non-receipt of copies. (100-150 words)

Examples of Complaint Letters

Q. You bought a mobile phone from a reputed showroom in Mumbai but after a month it developed a serious fault. Write a complaint letter to the Manager of the showroom asking for immediate replacement of the same. You are Sadiq/Razia, 123, South TT Nagar, Bhopal. (100-150 words).

Answer: 

Q. You had taken an Annual Maintenance Contract from M/s Cool Service Agency, Panchkula, for maintenance of the 16 Samsung air conditioners installed in your office in Sector 17, Chandigarh. However, the service is irregular and unsatisfactory. Write a complaint letter to the proprietor of the agency. Invent the necessary details. You are Dev Arora, Punjab Coaching Institute, Sector 7, Chandigarh. (100-150 words).

Answer: 

Q. Write a letter to the Director of the Archaeological Survey of India complaining about the damage caused to a historical monument in your city due to negligence.

Answer:

II. Letters of Enquiry

A letter of enquiry is written to ask for more information concerning a product, service or other information about a product or service. These letters are often written in response to an advertisement that we have seen in the paper, a magazine or on TV. We write such letters when we are interested in purchasing a product, but would like more information before making a decision. In the letter, the writer will introduce himself/herself and give

• The facility/ product/ service required
• Nature of the information required – this may be a quotation, a brochure or other details
• Payment terms like credit
• Any other details required.

Format Letter of Enquiry

Examples of Letters of Enquiry

Q. You are Zac Skaria, a resident of # 412, Magna Greens Apartments, Gandhi Marg, Jonpara, Mumbai. Three students of grade 10 from your residential complex have rescued and rehabilitated a few old beggars from the neighbourhood. You think that their work deserves appreciation and recognition. Write a letter to the President of the RWA, seeking recommendation for these youth, to be nominated for ‘Serving Citizens’ Award’.Suggest other ways such acts of kindness could be recognised and awarded in the future. (SQP 20222-23)

Answer:

CBSE Marking Scheme

Q. You are Binod/Bhawna Talwar, Warden of the hostel in Karuna Public School, Allahabad. Write an enquiry letter to the Marketing Manager, Prayag Domestic Appliances, Naini, requesting a quotation for ceiling fans, tube light fixtures and other electric items required for the hostel. Specify the number required of each item and request for credit in the terms of payment (100-150 words).

Answer: 

Q. You are Sudhir/Sita, the Head Boy/Girl of ABC Public School, Jayanagar, Bengaluru. Your school has planned an overnight excursion of students and teachers to Mysuru an nearby area. Write a letter to the Secretary, Ace Youth Hostel, Mysuru requesting him to send you a quotation for the costs of providing accommodation for 15 girls, 20 boys and two teachers for two days next month. Specify the dates when you want the accommodation and any other terms and conditions. (100-150 words)

Answer:

Q. You are Rajat Kumar, a resident of 79, Sector 4, RK Puram, New Delhi. You are interested in joining the course in Communication Skills advertised by the Elite School of Language, South Extension – II. Write a letter of enquiry for the same (100-150 words).

Answer: 

III. Letters of Placing an Order

These business letters include placing an order for products/services from another company or organisation, cancelling or modifying orders already placed and acknowledging orders placed on your organisation. While placing an order, the writer has to be very careful about giving accurate information. Any inaccuracies may result in delayed / wrong deliveries with serious financial implications. Such letters should give

• Specifications (with quantities) of the product/ service to be supplied
• Reference number of the quotation/ price list against which the order has been placed
• Payment terms/ credit terms/ bank details (as applicable)
• Required date of delivery
• Mode of transport of goods
• All taxes/ delivery charges
• Any other terms and conditions

Format of Placing an Order Format

Examples of Letters of Placing an Order

Q. You are Vikram/Vanya, Librarian, B.S. Public School, Delhi. Write a letter to the Manager of Amar Publication House, Mumbai, placing an order for 4 sets of Social Studies books for grades 6-8 published by N.C.E.R.T. in not more than 120 words. Mention school discount, mode of payment and date of delivery. (CBSE 2021-22)

Answer:

Q. You are Niharika, in charge of the Neighbourhood Library for children. Write a letter to Manautal Publishers placing an order for books 2 Sets each of Panchatantra and Amar Chitra Katha in about 120 words. Mention mode of Payment, library discount and date of delivery. (CBSE Delhi 2021-22)

Answer:

Answer: 

Happy School
Ansari Road, Darya Ganj
Delhi-11002

20th July, 20xx

M/s PK Publications
106, WEA, Karol Bagh
New Delhi – 11005

Subject: Order for Books on National Integration

Dear Sir

Kindly refer to our telephonic conversation on 15th July wherein I enquired about books available with you on National Integration for school children. Based on your verbal quotation and terms of payment, we are enclosing herewith a demand draft no 184397 dated 19th July, 20xx for Rs. 2100/- drawn on Punjab National Bank, favouring M/s PK Publications payable at Delhi against the supply of the following books.

1. Importance of National Integration: 6 copies
2. Swami Vivekanand on National Integration: 8 copies

Please send the above books through courier, suitably packed at the earliest.

Thanking you
Yours faithfully
Saif
(Librarian)

Q. You are the Librarian of Army Public School. You had placed an order for textbooks with Dhanpati and Sons, Chennai. As the books did not arrive on time, you have decided to cancel the order. Write a letter to the Manger, Dhanpati and Sons, Chennai, cancelling the order. (100-150 words).

Answer: 

Army Public School
24, Ooty Road
Coimbatore-641001

13th April, 20xx

The Manager
M/s Dhanpati & Sons
12/A Anna Salai
Chennai-600001

Subject: Cancellation of Our Order APS/33/17-18

Dear Sir

Kindly refer to our above order dated 7th March, 20xx for various textbooks for our school students, in which the last chance of delivery was 31st March, 20xx.

We regret that the books ordered by us have not been received so far despite several reminders to you on the phone and also on e-mail. We regret to point out the fact that you have sorely disappointed us. It was not expected from a reputed supplier like you.

As the new term of the school has already started, we are constrained to cancel the above order, as you did not comply with the delivery date and also have not informed us when you expect the books to be delivered.

Kindly acknowledge receipt of his letter.

Yours faithfully

Sameer Mukherjee
(Librarian)

Q.  You are Vidushi/Vishal, Hostel Warden, Zenith Public School, Kosi Kalan. Write a letter to the Sales Manager, Bharat Electricals and Domestic Appliances Limited, Delhi, placing an order for fans, microwave ovens, geysers and tube lights that you wish to purchase for the hostel. Also ask for the discount permissible on the purchase.

Answer:

IV. Letters to the Editor

These letters are a written way of talking to a newspaper, magazine, or other regularly printed publication. They can take a position for or against an issue, or simply inform, or both. They can convince readers by using emotions, or facts, or emotions and facts combined. They include the following elements in the order given below

• Grab the reader’s attention
• Explain why the issue is important
• State the writer’s opinion about what should be done
• Any other details required for supporting the stand taken by the writer of the letter.
• Explain what the letter is about at the start.
• Given evidence of any praise of criticism

Format of Letter to the Editor

Letters of the Editor Examples

Q. Write a letter to the Editor of The DWA, in not more than 120 words, drawing attention towards harm caused by such advertising. Propose the implementation of “Wholesome Lunch Month’ in schools as an idea to address such practices, mention the advantages and share suggestions to foster healthy eating routines and develop positive body image among youngsters. (SQP 2022-23)

Answer (as per CBSE Marking Scheme)

Brilliant Vidyalaya, Barra
Kanpur

29 August 2022

The Editor
The DWA
K-21, Anjana Pura
Kanpur

Subject: Need for Promoting Healthy Eating Routines

Dear Madam

This is with reference to posters bearing the message of ‘crash diet’ being posted around our school premises. Such posters impact the youngsters negatively and can be hazardous for their self-esteem. I would like to propose the idea of implementing “Wholesome Lunch Month’ for all school students to counter the implications of such misleading advertisements. This initiative is sure to encourage all students to bring nutritious and healthy lunch daily and develop healthy eating routines. To ensure that this project gains strength, schools may organize puppet shows, street plays, Ted Talks (by Nutritionist/ Psychologist), encompassing the theme, to foster healthy eating routines and a positive body image.
I hope that the publishing of my letter in the columns of your renowned Daily, helps spread awareness and promotes a healthy lifestyle among students.

Yours truly
Sunidhi Prakash
Vice-Captain

Q. You are Prabhu Kumar/Parvati of 17E, Ravi Dass Road, Kochi. Write a letter in 100-150 words to the editor of a newspaper about the nuisance caused by loudspeakers in the city during examination days drawing attention of the concerned authorities to the problem.

Answer: 

Q. Many students from different parts of the country come to Delhi to study. Finding affordable accommodation is the main problem faced by them. Landlords charge exorbitant rents and in some cases refuse to rent rooms to them because of their different food habits and culture. The hostel facility provided by educational institutions is too inadequate to meet the demand. Write a letter in 100-150 words to the editor of a local daily drawing attention of the authorities and requesting them to take appropriate action. You are Raman/Raveena, 12, Station Road, Delhi.

Answer: 

Q. Write a letter to the Editor, The Times of India, about evoking awareness for the use of solar energy among the citizens of India. You are Daman/ Damini from Vijay Nagar, New Delhi.

Answer:

Q. You are Kavita Yadav, a resident of B-3/13 Ashok Vihar, New Delhi. You have noticed that in spite of the government’s initiatives and provisions made for the girl child, the actual school enrolment statistics do not show an encouraging trend. Write a letter to the Editor of a national daily, expressing your concern about the issue and the need to work on a war footing to counter the problem of poor enrolment of girls. Take ideas from the notes given below. (100-150 words)

• Poor enrolment ratio
• Education to all is important
• Effect of gender discrimination
• Government efforts required
• Spreading awareness
• Sensitise parents

Answer: