English Letter Writing For NCERT Class 12th Format, Samples, Topics

Letters Writing

Letters writing is one of the most indispensable activities of modern society. Commerce, trade, official correspondnce, public represetations and complaints and other dealings and communications with the people are conducted through letters. Students are advised to cultivate and learn the art and skills of letter writing. Writing letters based on a verbal input is in the syllabus. The verbal input may contain broad hints, an outline, or a suggested beginning. Lette-types include (a) business or official letters (for making enquiries/complaints ; asking for and giving information ; placing orders and sending replies); (b) letters to the editor (giving suggestions on an issue); application for job.

The following tyoes of letters are prescribed in your syllabus.

1. Business Lettes

  • Letters of Enquiry/asking for information

  • Replying to Enquiries/giving information

  • Placing orders and sending replies

  • Cancelling orders

2. Official Letters

  • Letters for Complaints

  • Making Enquiries

  • Letters Making Requests/Appeals

3. Letters to the Editor

  • Giving suggestions on an issue. (usually of public interest)

  • Giving suggestions on an issure already raised in an article / write-up / in a published letter.

4. Letters of Application

  • Applications for Jobs




1. Business Letters

In the modern world of commerce and trade, business letters and commercial correspondence occupy an important role in our practical life. A business letter is different from a personal letter in form, tone and content. In personal letters, we can afford to follow an informal, friendly or personal tone, content or style.

On the other hand, business letters demand a formal and a matter-of-fact treatment. As these letters are generally written to or by commercial and business firms and enterprises, they require simple, systematic and formal treatment of the subject.

A Business letter must normally have these seven essential parts. Students are advised to follow each of them in a systematic and logical order.

1. Sender’s Address at The Top LEFT HAND CORNER

In recent times, a new style has been evolved in writing the sender’s address. In the guideliness evolved by the CBSE Board in recent years, the sender’s address has been preferred on the top left hand corner. Continuing with the latest treands in letter writing and the specimen format issued by the CBSE, the commas and full stops at the end of the lines are omitted.

The students may write the sender’s address as shows below:

1019 Arya Samaj Road

Karol Bagh

New Delhi

PIN 110005

Mostly business letters are written on the letter-heads with the company’s name, address, telephone and telegram printed at the top.

2. The Date

Always write the date below the sender’s address. The students can choose any of the following ways of writing the date.

(i) 10 January 2021

(ii) 10 January, 2021

(iii) 10th March, 2021

(iv) March 10, 2021

Unless mentioned in the question, students should write the same date on which they are taking the examination.

3. The Name and Address of the Addressee

In business letters the Name and Designation of the addressee is written on the left margin, two lines below the line of the date.

The Sale Manager

Hindustan Machine Tools

Parliament Street

New Delhi.

4. The Salutation

The usual from of salutattion in business letters is as follows.

Sir or Dear Sir for individuals such as Manage, Director (may be officials or business executives)

Sirs or Dear Sirs or Messrs for firms or companins (Not individual)

Madam is used when the letters is addressed to a lady.

5. The Body/Content of the Letter

Business lettes demand brevity and formal treatment. Thay should be to the point and confined to the specific business issues. There is no place for unneccessary and superfluous details in business letters.

6. The Complimentary Close

Generally business letters close with the following complimentary endings:

(i) Yours faithfully

(ii) Yours truly

(iii) If a personal name is used in the salutation the complimentary close can be: Your sincerely

7. Signature

A business latter requires your full signature with the name and designation coming just below it. For example:

Your faithfully

(Signature)

A.J. Sate (write name again if sign is not clear)

General Manager

Note: Students are advised to follow almost the same formate for writing Official Letters & Letters to the Editor:




A. PLACING ORDERS

1. You are the Store Incharge of B.P.J. Senior Secondary School, Meerut. You require various items of furniture such as chairs, desks, almirahs etc. For your school. Mentioning the details of the items, write a letter to Messrs Chadda Furniture House, 15 Karol Bagh, Delhi placing the order for furniture. Ask for the discount available on the purchase.

Answer

B.P.J. Sr. Secondary School

Meerut

10th March, 2020

The Sales Manager

Messrs Chadda Furnitue House

15, Karol Bagh

New Delhi

Subject: Order for Items of Furniture

Dear Sir

We require various items of furniture for school. Of the quotations that were invited for this purpose, yours are the lowest. Hence, we have decided to place a bulk order for various items of furniture such as chairs, desks, almirahs etc. With your firm. We agree to 10% discounts that you are offering on the purchase. But we would expect 5% additional discount that is usually given to the institutional buyers. The details of the items are furnished below:

S.No.

Particulars

Wood to be used

Numbers

1

Chairs

Teak

200

2

Desks

Sal

300

3

Almirahs

Teak

10

4

Benches

Mango/Neem

150

5

Tables

Teak

50

6

Boxes 6’ x 3’

Mango

10

7

Boards

Teak

10

All these items must reach in proper shape and size before 20th of March before the start of the new session.

Yours faithfully

Ram Chander

Store Incharge

Word-Notes

Furnished- given

Similar Letter

You are Apoorva, Hostel Warden, Wisdom Public School, New Delhi. Write a letter to the Sales Manager of Bharat Electronics and Domestic Appliances Limited, New Delhi placing an order for a few fans, microwave ovens and geysers that you wish to purchase for the hostel specifying the details. Also ask for the discount permissible on the purchase.

2. You are Incharge of Physical Education in your school, A.P.S. Moradabad. Write a letter to Messrs Pioneer Sports Co., Ambala, placing an order for a minimum of 4 sports items with details. Ask for the discount also. Sign as Raman.

Answer

A.P.S. Sr. Secondary School

Moradabad

The Sales Manager

Pioneer Sports Co.

Ambala

20th March, 2009

Subject: Order for Sports Items

Sir

A.P.S. School wants to place a bulk order for the purchase of sports items. For this purpose we are inviting quotations from the leading firms dealling in sports goods. As you are the main supplier of sports goods, we request you to send your quotations in a sealed envelope. Please send the rates of various items as well as the maximum discounts offered on them. The tenders quoting the lowest rates will be accepted. The details are given below:

S.No.

Particulars

Brand

Numbers

1

Hockey sticks

Kohinoor

24

2

Hockey Balls

Kohinoor

24

3

Footballs

Golden

10

4

Cricket Balls

MRF

24

5

Volley Balls

LRG

06

Sealed quotations received after 30th of March shall not be entertained.

Your faithfully

Raman

Incharge of Physical Education

Word-Notes

Purpose- aim | Quoting- stating

3. You are the Librarian of T.H.S.S. School, Kolar. Write a letter to Messrs Vikas Publishers, Chennai placing an order for some books for your school library. Mention the details of the books (at least four) and ask for the discount available on the purchase.

Answer

T.H.S.S. School

Kolar

Messrs Vikas Publishers

Chennai

20th May, 2009

Subject: Order for books

Dear Sirs

We need no introduction as we are your old customers. We wanr to place an order fo some books for our school libary. We need all these books in their latest editions and in proper shape. The rates must be competitive. Kindly furnish all these details with the maximum discount on the purchase of the books. We shall not settle for less than 15% general discount. Moreover, we expect 5% special discount that is usually granted to the institutional buyers. The list of books with their particulars is attached here with.

List of Books

S.No.

Name

Author/Publisher

Copies Required

1

Wonder That Was India

Bhashan

20

2

History of England

S.Franks

15

3

Modern Algebra

Bansi Lal

25

4

Indian Economic System

Radhey Shyam

10

5

The Discovery of India

J. Nehru

25

6

Comprehensive Physics

A.L. Arora

20

7

Modern Chemistry

P.L.Soni

15

We hope timely delivery and maximum discounts.

Your faithfully

R. Singh

Librarian

Word-Notes

Competitive-(here) proper | Furnish- (here) give

Similar Letters

1. You are Apoorva, Librarian of Wisdom Public School, New Delhi. Write a letter to the Sales Manager of Bharat Publishers Limited, New Delhi placing an order for the books that you wish to purchase for your school library. Also ask for the discount permissible on the purchase.

2. As Librarian, Model Secondary School, Neyveli, Write a letter to M/s Sohanlal & Bros. Booksellers, Agra, placing an order for books (Mention at least 4 titles of the books) to be supplied immediately.

3. As a proprietor of a bool shop, you read the following advertisement in The Hindu on Septenber 30, 2009 and write a letter to the Sales Manager, Bhartiya Vidya Bhavan, placing an order for the supply of books. Write this letter in your own words, using information from the newspaper article, together with your own ideas.

GRAND FESTIVAL DISCOUNT

Sale of Bhavan’s Books

At Y.M.C.A.

AUDITORIUM

Special Attractions

Books on Indian History & Culture

15% discount for students and libraries

BHARTIYA VIDYA BHAVAN

Kasturba Gandhi Marg

New Delhi-110001

From : Sept. 29 to Oct. 22, 2009

10 a.m. to 7 p.m Daily

Answer

Gandhi Book Depot

Lajpat Nagar

New Delhi

Telephone: 22162411

Telegram: GANDHI-DELHI

Reference: ………….

30 September 2009

The Sales Manager

Bhartiya Vidya Bhavan

Kasturba Gandhi Marg

New Delhi- 110001

Subject: Bulk purchase of books

Dear sir

This is in response to your advertisement in The Hindu, dated, September 30, 2009. We want to place a bulk order for the purchase of Bhartiya Vidya Bhavan’s books. Most of the books will be on Indian History and Culture. Biographies of great national leaders will also be a part of our purchase list.

We would like you to honour the following terms and conditions:

1. To give 10% special concession to us fo the bulk purchases. This is over and above the 15% offered as the Grand Festival Discount.

2. The books must be delivered to us within a week. i.e., upto October 5, 2009. Books received after the said date wil not be accepted. The festival season would have passed off its peak by then.

3. We reserve the right to cancel the order if you do not honour the above said terms and conditions

Thanking you

Yours faithfully

Ram Lal

Proprietor

Word-Notes

Bulk-(here) big, mass | Biographies- life histories

Source:- Laxmi Publications (P) Ltd