6.LETTER WRITING

LETTER WRITING

A letter is a written message from one party to another containing information. Letters promote the preservation of communication between both parties; they may bring friends or relatives closer together, enrich professional relationships and provide a means of self-expression.

Letter is such a written message that we sent to persons who are far away from us and we want to convey our message to them in a clear and forceful manner. We usually write letters to our friends and relatives. Although advent of IT- Telephones, Mobile SMS’s and Chat- has reduced the importance of personal letter writing as we can send our messages through these mediums very easily but this art is still required where there is  need of formal communication. Some time we have to send an application in the school for grant of leave and at other time we have to complain about someone. Same way we get a lot of chances where we have to send formal letter. Thus this art of letter writing is no more an ornamental accomplishment but something that every educated person must acquire for practical purposes.

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The salutation is also known as the greeting. Formal letters often begin with Dear Sir/Madam. If you know the name of the person you are writing to, use it instead of the impersonal Sir/Madam. In formal and semi-formal letters, it is common to put a colon after Dear X.

Official letter

 Making Requests

Q.1. You are Kamla/ Rajan a pupil leader of SGRR IC Bhauwala, Dehradun. Write a letter to the district magistrate requesting him to be the chief guest at your school sports day function to be held at your school playground.                                                                                      2011

Answer

School Pupil leader

SGRR Inter College 
Bhauwala, Dehradun

September 15,2024

District magistrate,

Nainital

Subject: Consent for Chief Guest

Dear sir,

As a school people leader, on behalf of the school, I request you to kindly consent to the chief guest at our school sports day function to be held at our school playground on January 25,2017. It will be our utmost pleasure and we shall feel obliged if you could take a couple of hours off from your busy schedule and come to brighten up our sprits on the sports day.

Eagerly awaiting a response of confirmation from you so that we can get the invitation cards printed in time.

With thanks.

Sincerely,

Kamla\ rajan

Q.2. you are Bhupender/ Bhawana of G.I.C. Pithoragarh. Write a letter to the District Education officer requesting him to be the Chief Guest at your school Sports Day Function to be held at your school playground.

Answer :

Govt. Girls Inter College

Pithoragarh

September 20, 2024

The District Education officer

 Pithoragarh.

 Subject: Consent for Chief Guest.

Sir,

       As a captain, on behalf of the school, I request you to kindly consent to be the Chief Guest at our school Sports Day Function at our school playground on January 25, 2015. It will be our utmost pleasure and we shall feel obliged if you could take a couple of hours off your busy schedule and come to brighten up our spirits on the Sports Day.

         We are eagerly awaiting a response of confirmation from you so that we can get the invitation cards printed in time.
Thanking you.

Respectfully yours

(Km) Bhawana Singh

Captain

Q. 3. You are Kaushal / Kamini of government inter college Paundha, Dehradun. Write a letter to police commissioner about many lawless activities going on outside on your school campus.                                                                                                                                   2012

OR

Write a letter of senior superintendent of police of Police about many lawless activities going on outside your school campus. You are Ravi/ Rama of Inter College Tehri.                                                                                                                                                                                           2017

Answer-

School Pupil leader

Govt. inter college Paundha, 
Dehradun

December 4,2024

To

The police commissioner

Dehradun

Subject: lawlessness near school campus.

Sir.

       This is to bring in your kind notice that our college is situated on national highway. Even then unwanted activities are done now and then by lawless people. Due to shortage of police picket they dare to do all that.

               So I request you humbly to depute more constables of armed police outside our school premises and help restore law and order.
Thanking you

Faithfully,

Kamini/ kaushal

Q.4. you are Deepika / Deepak from Bhauwala, Dehradun. Write a letter to the district magistrate of your district protesting against the use of loudspeakers during examination days.                                                                                                                                                        2017

Answer-

Bhauwala, Dehradun

District Dehradun

September 25, 2024

The district magistrate

Dehradun.

Subject : nuisance created by loudspeakers.

Respected sir,

With due humbleness I am to say that these days students of most of the classes are preparing for their annual examination. On the other hand there are people who are keeping alive their loudspeaker  at full voice which hinders the attention of studying students of the area.

         So, I request your greatness to pass the orders to stop this nuisance. Then we students will be able to concentrate ourselves towards our study. Please give attention to my request and oblige.
Thanking you

Faithfully yours

Km Deepika/Deepak

Q.5. you are Vivek / Geeta of Ring Road, Neharugram Dehradun, planning to visit Mussoorie with your parents during this summar vacation. Write a letter to a travel agency in mussoorie to book two rooms in a good hotel near the Kulari Bazaar for a week. Give details of your journey and facilities you require there.

Answer:

Ring Road, Nehrugram

Dehradun-2468005

March 26, 2024

Manager
Golden Travel Agency

Mussoorie.

Sir,

        Kindly book two rooms in a good hotel near the Kulari bazaar for a week i.e. from May 25 to 31, 2020. We will be three persons-myself and my parents. We shall reach there in the morning of may 25,2020.

               Hope you will write us about the confirmation of booking and the name of the hotel and how to reach there from Govt.Bus stand.

Thanking you.

Faithfully,

Vivek / Geeta

Q. 6. you are Manoj / Manju of Garhwali basti Bhauwala, Dehradun. You want fee receipt of your son from school for claiming income tax exemption. Write a letter to the principal of the school in this context.

 Answer-

Garhwali Basti

Bhauwala, Dehradun

August 20,2024

To

The principal

SGRR IC Bhauwala 
Dehradun

Sub- Need for fee receipt for claiming income tax exemption.

Sir

     I would like to request you to kindly issue me a receipt of my son’s Ramesh class 12 (section- A) tuition fee as I have to claim for income tax exemption financial year 2020-21. The fact is that I have to submit it in my office on Monday so I need it urgently.

Thank you

Sincerely
Manoj Pant

 Complaining Letter 

Q.7. You are Ravi / Raveena, living at 5, Ganeshpur, Roorkee. There is frequent power cut and voltage fluctuation in your area causing great inconvenience and damaging electrical appliances. Write a letter to the assistant Engineer of the Electricity Board of your area explaining the difficulties you face, seeking quick action.
Ans.

Raveena
5, Ganeshpur
Roorkee

October 08,2024

The  Assistance Engineer
Electricity Board
Area 02, Roorkee

Subject: Complaint against power cut and power fluctuation.
Sir,
I wish to highlight the frequent power fluctuation in our area Ganeshpur. The residents of our area have to undergo untold suffering due to the frequent breakdown of electricity. In summer, when the mercury shoot up 40 Degree Celsius, the helpless residents spend sleepless nights. There have been many thefts in the area. The low voltage has been a regular problem. The worst sufferers are the students. They have to study in candle light at night during the examination days. The erratic and irregular supply  of power speaks volumes of the inefficient working of your department.
          Please look into the problem and find solution as soon as possible.

Yours faithfully,
Raveena

08. You are Ravi/Ravena, living at 5, Ganeshpur, Roorkeee. There is frequent power cut and voltage fluctuation in your area causing great inconvenience and damaging electrical appliances. Write a letter to the Assistant Engineer of the Electricity Board of your area explaining the difficulties you face, seeking quick actions. 
Ans.
Raveena
5, Ganeshpur
Roorkee

September 20, 2024

The Assistant Enginerr
Electricity Board
Area II, Roorkee

Subject : Complaint against power cut and power fluctuations.
Sir,
I wish to highlight the frequent power cut and power fluctuation in our area Ganeshpur. The residents of our area have to undergo untold suffering due to the frequent breakdown of electricity. In summer, when the mercury shoots up 46⁰C, the helpless resident spend sleepless nights. There have been  many thefts in the areas. The low voltage has been a regular problem. the worst sufferers are the students.  They have to study in candle light at night during the speaks volumes of   the   inefficient working of your   department .
 Please look into the problem and find solution as soon as possible.
Yours faithfully,

Raveena

09. You purchased an :.G. Air Conditioner 3 months ago. It was working well initially and suddenly the cooling  effect has reduced and also there is a rattling sound. Write a letter to the Regional Manager, L.G, Electronics, New Delhi, asking for the repair/replacement of the A.C. Unit . You are sumit Arora/Sunita of 182, Modern Colony, Roorkee, (Word-limit 150 words) 
Ans. 
Sumit Arora
182, Mdern Colony
Roorkee-247667

September 21, 2024

The Regional Manager
L.G. Electronics
New Delhi

Subject: Complaint about L,G. Air Conditioner.
Dear Sir,
May I please remind you that I purchased an L.G. Air Conditioner from your firm 3 months ago for Rs. 30,000 as per your cash memo No. D-501 dated April 14, 2020. It performed very well for about two and a half months and gave a soothing effect from the scorching heat of the season.
But all of a sudden, it has developed certain troubles. The cooling effect has reduced and also there is a rattling sound.
Its power consumption is very high.
I therefor request you to send your expert mechanic to inspect the Air Conditioner and remove that defects at the earliest .
Thank you.
Yours truly,
(Sd-).....
Sumit Arora

Applications for the Post.

10. You have seen an advertisement for the post of an English teacher  in Convent School, Chamoli. Write an application in response to the advertisement. Give your detailed biodata also. You are Sameer/ Simran.
Ans.

B-4, Bhagwanpur
Rajawala, Dehradun

7th November,2024

The Manager
St. Anthony Convent School
Chamoli

Subject: Applying for the post of English Teacher
sir, 
   The 3rd November,2020 issue of the Hindustan Times containing an advertisement for the post of a teacher in your reputed school. I feel my qualification and experience may serve your school.
  A copy of my bio-data is enclosed along with other copies of testimonials. I look forward to interviewing with you.
Faithfully
Simran Kaur
Enclosures-5

Biodata

Name             : Ms. Simran Kaur
Adress            : B-4, Bhagwanpur
                        Rajawala, Dehradun
Mob                : 9786543324
Date of Birth  : September 15, 1995
Marital status : Single 

ACADEMIC QUALIFICATION

Examination	Institution	Year	% obtained
High School	St. Zabriel Public School Roorkee	2010	75%
Intermediate	do	2012	76%
B.A.	DAV College Roorkee	2015	80%
M.A.	do	2017	82%
B.Ed.	do	2018	double first

Experience      : Teaching in St. Mary Public School as assistance teacher at present.
Skills                : Communication skills in English
Achievement     : First prize in State Extempore competition.

Letter to the Editor

Q.11. Write a letter to the editor of Hindustan Times, Dehradun aboutwater scarcity in your locality. You are Mohan / Seema of Dehradun.                                                                2020

Ans. 

B-5, Nehru Colony
Dehradun

!5 December,2024

The Editor 
Hindustan times
Dehradun.

Subject:  Water scarcity in our locality.
Sir, 
Regretfully I have to say that there exist a great difficult in proper water supply in our locality. May is supposed to be the hottest among the month of the whole year, so this scarcity of water becomes much grave.
Through your esteemed daily I want the authorities to take adequate measures to solve this grave situation of our locality.
Very truly,
Seema Tamta

Q.12. You are Navin/ Namitha of Selaquin, Dehradun. Of late, Daylight robberies and burglaries have been increasing in your city. You are very much concerned about your aged parents living alone. Write a letter to the editor of 'The Hindu' drawing the attention of the concerned authorities and giving your suggestions.

Ans.

Pragati Vihar
Selaquin Dehradun

October 20,2024

The Editor
The Hindu
Dehradun
Subject: Increasing robberies and bulgaries in the city.
sir, 
Through the column of your esteemed paper I wish to bring into the notice of the police department the increasing incident of robberies and burglaries even in the broad daylight.

There is a sad state of law in the country. The alarming increase in the crime rate especially in the broad daylight robberies and burglaries have created havoc in the city. Even at home women do not feel safe. Recently in the C- Block of Raja Road in broad Day light theft took place and they stabbed the lady when she resisted. My old parents are also living all alone in the most prone area and all the time they are a great cause of my concern. their security is the worry i am having all the time.
The City has become haven for such criminals. The graph rate of robberies in the constantly of the increase. This month 40 thefts took place and 60% of them occurred during the day time. This month's record have surpassed all the previous records all over the city. To curb the growing crime-rate more alert police is required. Patrolling in the interior lanes is a must. There should be stringent action against the criminals, so that they may not roam scot- free.
In order to win the confidence of the public, the police must reduce the growth of crime rate so that people may lead safe life.

Sincerly
Navin.

Q.13. You are Kartik ? Kritika of Chennai. Of late, chain-snatching incidents are increasing in the city. Write a letter to editor of The Times Of India drawing the attention of the concerned authorities. Also give suggestions.
Ans.

10 P.G. Marg 
Chennai

December 10,2024

The Editor
The Times Of India
Chennai.

Subject: Increasing incidents of chain- snatching.
Sir,
Through the column of your esteemed paper i wish to bring into the notice of the police department regarding the increasing incident of chain-snatching. This is unfortunate that the law and order even worth the name left in the city. The alarming increase in chain-snatching has created havoc everywhere. Most of the women feel unsafe on road or in buses. The fear grips the mind of the women as the are caught unaware at any time, any place. The city has become a haven for such a criminals. The chain-snatching incidents for the last few months have surpassed all previous records all over the city.
Police patrolling, check on criminals is hardly making any difference in the crime graph. More alert police force is required to curb the growing crime-rate. stringent action against the arrested criminals is needed. They should not be allowed to roam scot free to indulge in crimes.
In order to win the confident of the public, the police department must reduce the crime and make the city a safe place to live.
sincerey
Kartik

14.       You are John/Julie, Staff Secretary, Grand Public School, Dehradun. The State Transport Bus which is plying on your route at 8 a.m. has become irregular, putting a large number of students and  office-goers in great difficulty. Write a letter to the Bus Depot Incharge complaining about it and requesting him to send the bus regularly.

Ans.

Grant public School

Dehradun

September 10, 2024

The Incharge

The State Transport Bus Depot

 Dehradun

Subject: Irregularity of the State Transport Bus.

Dear Sir,

I have to draw your immediate attention towards the irregularity of the State Transport Bus Which is plying at 8 a.m.

       We belong to Subhash Nagar . Most of the resident are office-goers and the students. They have to commute to and from Clock Tower every day. Unfortunately, The irregularity of the bus has adversely affected the residents. Most of the residents belong to lower income groups. They can't afford to commute by autos and taxis . They reach the office late, which as a result half day work is counted, in spite of working for full day. consequently it brings depression and frustration in them.
As regards the students, they are unable to reach their classes on time . It results in their poor attendance and they suffer studies.
We hope the concerned authority would take some prompt and concrete steps to give us relief.
Yours Faithfully,
John

15. You arte PQR . You saw an advertisement about a course in spoke English. published by 'A to Z' in English , 22 Gandhi Road, Dehradun. You wish to join the course. Write a letter to the advertiser inquiring about all the details that you requires . 
Ans. 
Ganga Vihar
Rishikesh

20 Oct,2024

The Advertiser
'A to Z in English '
22, Gandhi Road
Dehradun -248001

Subject : Joining the course in spoken English .
Dear Sir,
This is in response to your advertisement in 'The Hindustan Times' for joining the course in spoken English. I about the details regarding the course pertaining to:
(i) Duration of course
(ii) Commencing of the course
(iii) course fee
(iv) When and how to pay the course fee
(v) method of teaching adpoted by the institute.
 I would  be very grateful if you could send me the details. at the earliest so as to enable me to join your institute.
Yours faithfully,
Sd..........
PQR


16. You have not received your Roll Number Card for Class XI examination. Write a letter to the Controller, Examinations asking for it. 
Ans.
Sunita
12, Prem Nagar
Roorkee-247667
Uttarakhand

15 February,2024

The Controller
Ecaminations
fro Class XIth
Preet Vihar
New Delhi

Subject: Issuing of Roll Number Card for Class XI Examination.
Sir,
I have not received my Roll Number Card for the Class XI their Roll Number Cards a week before.
Please look into the matter as to why my roll Number Card has not been sent; and dispatch it as soon as possible.
With regards,
Your obediently,
Sunita

Q. 17- A leading news channel recently gave a live coverage of some young slum dwellers being beaten up mercilessly by the police for crimes not5 committed by them. Such atrocities shake the very faith of people. Write a letter to the DIG of police urging him to adopt effect measures to curb such brutality against innocent people. You are Nita / Nitesh, a residence of Guwahati.

Ans. 

Nitesh

C-89/12

HN Bahuguna Marg

Guwahati

10 July, 2024

The DIG of Police

Guwahati Range

HN Bahuguna Marg

Guwahati

Subject: Atrocities by Police Department

Sir, 

I have to bring your notice the police atrocities on innocent people which shake the faith of the people. With great dismay I mention the recent incident of some young slum dwellers beaten up mercilessly by the police. They were innocent, but their innocent cries had no effect on the hard hearted police personnel, violating the human rights.

The protector has become the destroyer, the police motto " With you, For you", has become its own mockery. Such incidents are big blots on the image of the police. The uniform is given to protect the innocent and maintain the law and order.

You are requested to adopt effective measure to curb such brutality against innocent people.

With regards

Your sincerely,

Nitesh