Section B : Writing Skills and Grammar

Format of Formal Letter

26th May, 2018/May 26, 2018

Receiver's Address/Designation/Address

[ Para I
Para II
Para III

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 8
Q. 3. Important points to remember.

Para - I Deal with introduction of the problem in brief

Discuss the problem in detail, listing, the reason

Para - II for factors responsible and consequences

Should have some feasible solutions, suggestions

Para - III to sort out the problem

Closing Editor may be requested to publish your letter

Line

important
a

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 Letters to Editor
Letters related to Social Issues – Letters for Practice the latest fad
for school.
1. Social networking sites have become the latest fad for school going
children. The craze has a very bad impact on the youngsters.
Considering its gravity you want to express your concern. Write a
letter to the Editor of Hindustan Times in 100-120. You are
Nitin/Nutan of H.No. 123/8, S.N. 15, Sant Nagar Delhi-110084
2. Some senior citizens in your neighbourhood are very badly
neglected and humiliated by their own sons and daughters-in-law.
Such incidents have touched your heart. You want to show your
concern through a letter to the Editor of any national daily of Delhi.
You are Harsha of D2, B Block, Pitam Pura, Delhi.
3. Write a letter to the Editor of a National Daily to express your views
about the Happiness Curriculum in school. Write about your
experiences and share your views of the importance of such
initiatives.
4. A special weekly supplement on Health and Hygiene has recently
been launched by the daily newspaper that you get at home. The
articles in that supplement cater to all age groups of people.
Everyone finds it very beneficial. Write a letter to the Editor of that
newspaper thanking him/her for it and also congratulating him/her
on its success. Sign yourself as Radhika/Raman living at 6-D Kedar
Apartments, Rohini, Sector-9, Delhi.
5. Write a letter to the Editor of Sacchi Khaber, Tulika Bazaar Delhi,
about the on-going summer camps being organised in all govt.
schools by the Directorate of Education. Write about the activities
they are doing and how they will help the students in developing their
overall personality. You are Shivam of 34, Gulmohar Road,
Alaknanda Estate, Delhi.
Civic Related Issues – Letters to Editor (For Practice)
1. You are Rajat/Rakhi of S-5 Palam Enclave, Delhi-96. All the
campaigns and cleanliness drives appear in vain to you because
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 wherever you turn, you find heaps of garbage, overflowing chocked
gutters, filthy roads, etc. For this you want to draw the attention of
the general public and concerned authorities by writing a letter to the
Editor of Navyug Times, Palam Road, Pitampura.
2. You are Amit/Amrita of 88, Dr. Mukherjee Nagar, Delhi-9 you have
seen that liquor ban in some states has brought positive impact on
society. You want that other states should also impose ban on
alchohol. This has prompted you to write a letter to the Editor of The
Hindu Chennai T.N. in 100-120 works.
3. There has been a spurt in the cases of violence due to parking
space in the residential colonies. Every now and then you see
people in your neighbourhool quarrelling over occupying parking
space. This has actually become a serious problem. Write a letter to
the Editor of a national daily sharing your views on this issue. You
are Purva/Parth staying at SU-181, Pitam Pura, Delhi. You may
include the hints given below—
— increase in the number of cars
—parking cars on roads in front of houses
—no parking space for house owners
— brawls & quarrels
— manhandling
—ill-feelings among people.
4. You are Anushka/Aniket staying at B-16 Kalindi Apartments Sector-
9, Dwarka. There are no street lights on the main road leading to this
society. The road gets very dark after seven in the evening resulting
in the possibility of some accident or mishap. Write a letter to the
editor of a national daily directing the attention of the concerned
authorities towards it.
5. You are Khushi/Tanishk staying at 3/16 Ramesh Nagar. You are
disturbed to see that a beautiful park in your area has been
converted into a dumping ground by the builders of the construction
sites. The labourers throw all the debris in that park. With the result
children are not able to play and people cannot take morning or
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 evening walk. Despite several complaints to the authorities by RWA
(Residents Welfare Association), no action has been taken so far.
As a resposible citizen write a letter to the editor of The Times of
India, Delhi, showing your concern and divert the attention of the
concerned authorities towards it.
6. You are upset to see that the main road of your locality has been
flooded with roadside shops resulting in traffic jams. Write a letter to
the editor of a national daily expressing your concern over this
issue. You are Neha/Namit living at 21/37, Uttam Nagar, Delhi.
Formal Letter (Making a Complaint)
Points to Remember

Describe your problem and the outcome you want

Include key details, such as when you purchased the goods

or services and when the problem occurred

Identify what action you’ve already taken to fix the problem

and what you will do if you and the seller
cannot resolve the problem

Ask for a response within a reasonable time

Attach a copy of any supporting relevant documentation

such as a receipt or invoice.
Types of Letter of Complaint
• Incomplete or defective order
• Abnormal delay in sending the consignment
• The goods arrive in a damaged condition

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• The goods are not what were ordered

• Quantity of goods is not what was ordered

• Goods are delivered at the wrong place

• Work undertaken is done unsatisfactorily

• Misbehavior of staff or salesman

• Mistake by the accounts section in preparing the invoice

• Defective packing that might lead to the damage of goods in transit

• Mistakes in a bill or reminders for payment after the bill has been
paid

• Dispatching products of wrong quality, color, brand, pattern and

defective pieces of goods etc.

• To authorities for inconvenience/poor maintenance etc.

• Wrong doing in public.

• Rash driving of DTC drivers.

• Problem of stray Animals on Roads

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 Letter of Complaint
(About Product/Service)
Your Address
City, State,
Zip Code

Date

Designation of contact Person

Company Name
Address
City, State, Zip Code
Sub: Be specific
Sir / Madam
On (date), I (bought, leased, rented, or had repaired) a (name of the
product, with serial or model number or service performed) at (location,
date and other important details of the transaction).
Unfortunately, your product (or service) has not performed well (or
the service was inadequate) because (state the problem). I am
disappointed because (explain the problem: for example, the product
does not work properly, the service was not performed correctly, I was
billed the wrong amount, something was not disclosed clearly or was
misrepresented, etc.).
To resolve the problem, I would appreciate your (state the specific
action you want—money back, charge card credit, repair, exchange,
etc.) Enclosed are copies of my records (include receipts, guarantees,
warranties, canceled checks, contracts, model and serial numbers, and
any other documents).
Yours Sincerely,
(Your name)
Enclosures

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 Last month you bought a 3G mobile phone with a year long
guarantee. Unfortunately, the set has developed a snag and is no
longer working. Write a letter to the Customer Care Manager of the
manufacturer complaining against the defective set and asking
for a replacement. Quote the cash memo number, model and set
serial number, and date of purchase. Invent other necessary
details. You are Amit Chauhan, resident of 52, Rose Apartments,
Rohini, Delhi 110085.
52 Rose Apartments
Rohini Delhi
110085
March 10, 2018
Customer Care Manager
Electronics India
Subject: Defective 3G Mobile
Sir / Madam
On February 5,2018 I bought a Nokia 6610 mobile phone from your
Showroom vide voucher number A-1510.
Unfortunately, the phone has not performed well because it is
defective. I am disappointed because the display screen of the set has
crashed and your product has dozed off into a permanent switch off
mode.
To resolve the problem, I would appreciate if your company would
pick up the set, for free, and correct the defects if possible or replace the
set as per the terms of purchase. Enclosed herewith are the details of
my cash memo, item code and warranty details.
Looking forward to an early redressal wait till two weeks before
seeking help from a consumer protection agency. Please contact me at
the above address.
Yours sincerely,
Amit Chauhan
Enclosure :- Cash Memo

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 Letters for Practice
1. You had placed an online order for a pair of blue denim jeans with M/S
David Jeans Co., Plot no-1134, Midc industrial park, Bandra, Mumbai
but have neither received the jeans nor any acknowledgment of the
order. Write a letter of complaint to the Customer Care Manager of the
company complaining about the non delivery of the jeans. Seek a
refund of the money paid if the company is unable to deliver the order
in 5 working days. Give necessary details of the order (colour, style
and size of jeans, item code number, price and proof of the credit card
payment you made for it).
2. You are Ms, Sheela Jain HOD English Cambridge School, Pune.
You had placed an order with National Electronics, Dadar Mumbai,
for recording equipment for the English lab. When the parcel was
received, you observed that only six recorders were sent instead of
10 and three of them did not work. Write a letter of complaint.
3. You are Deepika of Dwarka Delhi. You have bought Samsung
Washing Machine from M.S. Electronics India, Lake area Dwarka.
After installation it worked well for 2 months but suddenly the spin
dry system of the machine stopped working properly. Write a letter
to Electronics India giving them the guarantee card number and
other details regarding your complaint, asking them to attend to
it/replace it.
4. Due to poor maintenance of the existing system of water supply the
common people of your city have been hit hard. Write a letter to the
Municipal commissioner of your city for a permanent solution to this
problem. You are Ashutosh/Ashima resident of 7/23 Kunal
Apartments Delhi.
5. Rahul of Bareilly has purchased a Frost free Godrej refrigerator of
265 litres from Lifestyle. Civil Lines, Bareilly after month of
purchase the freezing section of the refrigerator has stopped
functioning. Write a letter to the sales manager of the firm
complaining about it and requesting for the piece to be replaced
since there is a two year warranty
6. Write a letter to the Commissioner Chennai Municipal Corporation,
complaining about the poor sanitary conditions and mosquito
menace in your locality.

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7. Write a letter to the police commissioner traffic about the inadequate
parking facilities in the commercial street area of Bangalore, which
is causing a lot of inconvenience to the people. You may also offer
your suggestions for solving it. You are Rakesh / Radhika, number
12, Jayanagar, Bangalore.
8. The other day you went to the district courts in your city to get a
residence certificate made but the staff of the Suvidha centre
handling the work not only misbehaved, with you but also refused to
accept your application while those of others were being
entertained. Now write a letter to the Sub Divisional Magistrate of
the Ares, complaining against the staff of the Suvidha Centre for
deficient service.
Making an Inquiry
A letter of Inquiry is a Formal Letter written for the purpose of making
an Inquiry about an event, a product, a service, a business opportunity
or a possibility (e.g. for admission to an institution or participation in a
programme).
Points to Remember
Follow the format of a Formal Letter

Introduce yourself

State your purpose

Show interest in the services/products/organisation you are writing to

While writing the body adopt a formal, straight

forward but poite tone

You can enquire about-prices, availability of products or

servicer, details of an events, packages available,
placement possibilities, discount etc

Conclude by seeking an early and detailed reply to your inquiry

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SOLVED EXAMPLE:
You are Mamta/Manish of class X living at 141, Hilton Apartments,
Delhi: you are interested in pursuing a course in computer
Hardware. Write a letter seeking information about the same. This
is in response to an advertisement you have read in the
newspaper.
Ans. 141, Hilton Apartments
Delhi
Date:
Ocean Institute for computer Technology Delhi
Sub: Inquiry about computer Hardware course
Sir/Madam
This is in response to your advertisement inserted in the Hindustan
Times Dated......... about the courses offered by your Institute.
I am interested in pursuing a course in computer hardware. Please
send me the information as per the following heads:
1. Duration of the course
2. Admission procedure
3. Criteria for eligibility
4. Fee structure and mode of payment
5. Placement opportunities
6. Timings for classes
Kindly send me the information at your earliest convenience and
oblige
Looking forward to hearing from you soon
Thank you
Yours truly
Manish
Questions for Practice
1. A new Literary club is due to open near your residence. You are keen
to join it. Write a letter to the President of the club to inquire about
how you can sign up for membership.

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2. On behalf of the Gymnastic club of your school. Write a letter of
inquiry to the manufacturing/supplying company to inquire if they
will be able to supply 200 sets of costumes in one month time.
3. The science club in your District is organising a science Exhibition.
You are Adit, the President of the science club in your school. Your
team wants to participate in model making and Quiz competition.
Write a letter of Inquiry to find out about the information, rules etc.
4. A poster making competition has been organised in your city. Write a
letter to the organiisers making enquiries about the same. Invent all
necessary details.
5. You are Amit Gupta, 12/B, Ashok Vihar, Delhi. Write a letter of
inquiry to Daksh Coaching. I Mount Road, Pitampura, inquiring
about the course offered by the Institute, timing fee. faculty etc.
6. Write a letter to the Director, Nehru College of Aeronautics, New
Delhi, making inquiries about the Engineering Courses,
commencement time, duration of courses, fee. mode of fee
payments, etc. You are Peter Samson/Anna Aggarwal, Mohali, and
Chandigarh.
Writing
Placing an Order

Depending on the order you are going to place, the content

needs to comply with it

Paragraph 1 : Paragraph 2 : Paragraph 3 :

Start the letter with Draw a table and Refer to how,
what you have include when, where
learnt about the 'Order Number' you would like
company 'Item Name' the delivery to
and its product. Item quantity' be made.
'other specifications'

Close the letter with the hope that the delivery will be made on time etc.

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Some Possible Opening Sentence
• This is with reference to the inquiry letter dated ............., regarding
the purchase of ............. .
• This is a follow up of our communication on (date) and on date
regarding .......... .
• The letter of (date) .
• In our conversation last week ........... .
• Further to our conversation on telephone yesterday ...... .
• I refer to your letter of (Date) in which you ............. .
Table for the order
No Item Qty Size
1 – – –
2 – – –
3 – – –
4 – – –
Some Possibe Closing Sentence
• We have already made 50% of the payment at the S.B.I. today at
12.20 p.m.
• Hope to receive the order delivered on or before (date) of third
month.
• Kindly refer to the agreement on post delivery services such as
clearance and stocking.
• Please find enclosed/attached.
– Receipt of the bank payment.
• This is how the letter of placing an order ends. So do not forget to
write the sender’s address, date, receiver’s address, subject and
salutation before paragraph and “yours truly” and the name of the
sender at the end.
Placing An Order (Solved I)
Question: You are Preeti Sharma, librarian of Army Public School,
Delhi. You have been asked to place an order for some books for the
school library. Write a letter to the sales Manager, light House, Main
Road. Noida, placing an order for the books that you need.

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 Army Public School
Delhi
20 May 2018
The Sales Manager
Light House
Main Road
Noida.
Subject: Placing an order for books
Sir,
This is with the reference to your quotation dated 18th April 2018.
We are pleased to inform you that our management has decided to
place an order with your firm. We need books for our school library.
We shall not settle for less than 20% discount on the purchase of the
books. Besides, we hope to get another 5% special discount that is
usually granted to the institutional buyers.
The list of the books with their particulars is attached here with.
S.No. Book’s Name Author’s Name Quantity
1. Macbeth William Shakespeare 4

2. The Suitable Boy, Vikram Seth 4

3. Pride and Prejudice by Jane Austen 4
4. Wings of Fire A.P.J. Kalam 4
5. History of Modern, India, Sumit Sarkar 4
The payment will be made by cheque on receipt of the goods. Kindly
ensure that the order reaches us with in a week.
Thanking you
Yours truly

Preeti Sharma
Librarian

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 Placing an Order Letter (Solved II)
Sample Letter
1. Write a letter to M/s Laxmi Stationery Mart, Chawri Bazar, Delhi
asking them to send their rates and terms of supply of stationary items.
You are R. K. Mittal, Office Superintendent, Daulat Ram Public School,
Meerut (Word limit 125 - 150 words.)

Daulat Ram Public School

Meerut

2 June 2019

The Manager
M/s Laxmi Stationary Mart
Chawri Bazar
Delhi

Dear Sir

Subject : Inviting Rates and Terms of Supply

This is to bring to your notice that on behalf of Daulat Ram Public School
we would like to place a bulk order for the supply of stationary items for
our school office and the administrative block for the session 2019-
2020.
We have selected a few leading stationers for the purpose of supply of
these items. We have included your prestigious firm in the list, keeping
in view the goodwill it enjoys in the stationery market. Kindly quote your
discount rates if any, which will also help get due weight and
consideration.
We need the following items with their brands and number of items
required.

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S.No. Particulars Brand Number
1. Pencils HB Natraj 20 Dozens
2. Pencils HH Natraj 30 Dozens
3. Type Paper Star 20 Reams
4. Cyclostyling Paper Star 20 Reams
5. Computer Paper Star 40 Reams
6. Carbon Ribbons Kores 40 Packets
7. Carbon Paper Kores 20 Packets
Let us remind you once again that maximum discounts and the suitable
terms of supply will be expected. Please let us know whether it will be
possible for you to supply us the above items before 20th June. Kindly let us
know the maximum time which you will require to supply us these items.

Yours sincerely
Signature
R.K. Mittal
Office Superintendent
Letter for Practice
1. Write a letter to Steel House, Noida, placing order for steel utensils
for your home science lab. You are incharge of home science lab of
D.A.V., Public School, Yamuna Vihar, New Delhi, You are
Shivani/Shivam.
2. You are Rajiv of 15, Tank Road, New Delhi, Write a letter to M.S.
Delhi Funiture Store, Rajouri Garden, New Delhi, placing an order
for school furniture.
3. You are Nitish/Nikita, head boy/girl of Tagore Public School, Jaipur.
Wrile a letter to New star sport company, Kalkaji, New Delhi asking
him to send popular sports material for your games and sports
department.
4. You are in change of junior science laboratory of ABC Public School,
Saket Vihar, New Delhi. Place an order to SUV Laboratory Works,
Karol Bagh for variours apparatus/equipments used in your
laboratory.
5. You are the Head of Music Department of Mansi Devi Music
College, Jaipur. Your name is Miss Kanika. Place an order for some
musical instruments with Raj Musical Shop, Jaipur for your college.
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