CBSE Class 10 English Formal Letter Samples Notes Set 01

These notes for Class 10 English explain what a formal letter is and how each part of it is set out, from the sender's address and date to the subject line, salutation, body and complimentary close. They also give useful phrases for complaint, application and invitation letters, followed by four solved formal letters: two letters to the editor, a complaint to the police and a grievance letter to an online seller.

What is a Formal Letter?

Any kind of communication that is official can be carried out by sending a formal letter. Formal letters are letters written to a bank manager, a company, government officials, the editor of a newspaper, a member of a political party, a business partner, an employee, etc. There are many types of letters that are written for formal purposes. Some of them are as follows:

1. Recommendation letter
2. Apology letter
3. Job application letter
4. Invitation letter
5. Enquiry letter
6. Complaint letter
7. Letter to editor, etc.

Steps involved in writing a formal letter

1. Sender's address: It is to be written on the top left hand side of the page. It will include a street address, city, state, PIN code and if you are representing a company, write the company's address.

Sudha Sharma,
HNo: 7-8-60,
Surya Nagar,
Andhra Pradesh 300376

2. Date: It should be written one line beneath the sender's address. The date is important because, if you want to continue with the further communication then adding date will make it easier to keep a tab on your letters.

Sudha Sharma,
HNo: 7-8-60,
Surya Nagar,
Andhra Pradesh 300376

12 July 2017

3. Recipient's address: It should be written one line underneath the date. Include his or her title: for example Dr., Ms., Miss, Mrs., Mr., etc. Write the recipient's job title under his/her name. Below the name, write the name of the company (if provided). One line below that, write the recipient's street address followed by his/her city, state, and pin code.

Sudha Sharma,
HNo: 7-8-60,
Surya Nagar,
Andhra Pradesh 300376

12 July 2017

Mr. Ajay Gupta
801, Himgiri Apartments Naini,
Hyderabad 500 016

4. Subject: Normally bold and summarises the intention of the letter.

Sudha Sharma,
HNo: 7-8-60,
Surya Nagar,
Andhra Pradesh 300376

12 July 2017

Mr. Ajay Gupta
801, Himgiri Apartments Naini,
Hyderabad 500 016

Sub: Request for infrastructure improvement.

5. Salutation: Salutation is an important part of the letter. Don't be friendly, while adding the salutation. Dear Sir or Madam will do.

Sudha Sharma,
HNo: 7-8-60,
Surya Nagar,
Andhra Pradesh 300376

12 July 2017

Mr. Ajay Gupta
801, Himgiri Apartments Naini,
Hyderabad 500 016

Sub: Request for infrastructure improvement.

Dear Sir,

6. Body of the letter: The body of the letter need not be more than three paragraphs.

The introductory paragraph
An introductory paragraph should always be short and to the point. It is important to put into words the key purpose of writing a letter in the introductory paragraph.

The main body
Give answer to the question asked in the main body of the letter. Do not exaggerate or write things that are unnecessary and go out of context. Write the points that best explain the purpose of the letter being written. Present your best self, write in a clear, conversational style, be concise, and be consistent.

The concluding paragraph
The finishing paragraph of your formal letter should always present a call of action. It can be related to sending you some information or refund or any such thing. Wind up your letter in a way that leaves a good impression on the mind of the examiner.

7. Signing off: Sign off your letter with the appropriate complimentary close followed by your name. "Yours sincerely," "Sincerely," and "Best", "Yours obediently", "Yours faithfully" will all do. Write your title under your name if applicable.

The complete letter then looks like this:

Sudha Sharma,
HNo: 7-8-60,
Surya Nagar,
Andhra Pradesh 300376

12 July 2017

Mr. Ajay Gupta
801, Himgiri Apartments Naini,
Hyderabad 500 016

Sub: Request for infrastructure improvement.

Dear Sir,

I would like to bring to your notice that______________________
_________________________________________

(Main body - complete explanation of the problem/issue)
_______________________________________________

Please take necessary steps_________________________
I would look forward to hearing from you______________

Yours sincerely,
Sudha Sharma

Useful Letter Writing Aids

Complaint Letter
Letter of complaint is commonly written in a formal way. Letter should start with an appropriate salutation: Dear Sir, Dear Madam, etc. The language that you use while writing your letter depends on severity of the problem you are complaining about. Always remember not to be abusive at any point of time when complaining. The complaint that you are making should be supported with a justification.

Examples of phrases that can be used in a complaint letter:
1. I would like to express my extreme dissatisfaction...
2. I regret to say that I was not completely satisfied...
3. I would like to receive a full refund...

Application
A letter of application is written when you are applying for a permanent or a temporary job. It can also be written while applying for an educational course. The first paragraph includes the name of the job or the course you are applying for and where you saw its advertisement. The main body paragraph includes what you are currently doing and the work experience that you have, your academic qualifications, certifications and your own special qualities that make you eligible for the job or course. The final paragraph summarizes the points discussed in the main body. Thank the person for considering your application and ask the person to consider you for the job or course. Mention the possibility of further communication.

Examples of phrases that can be used in a job application:
1. I had applied against notification...
2. I would like to apply for...

Invitation Letter
Letters of invitation can be formal or informal depending on the situation and the person we are writing to. They include description of the events such as a party, wedding, etc. or a place like a hotel, house, etc. and/or directions to the place.

Examples of phrases that can be used in an invitation letter:
1. Could you please let me know if you can attend...
2. Could you please let me know if you are available for...
3. We are happy to let you know...

Extras
1. This letter is to inform you about...
2. This letter is in reference to your...
3. We would like to bring to your notice/attention...

Letter in reply to an enquiry
This is in reference to your enquiry...

Apology letter
1. We would like to apologize for...
2. Please accept our apologies for...
3. Please let us know how we can compensate you...

Complimentary close
1. Yours faithfully,
2. With gratitude,
3. Respectfully yours,
4. Yours sincerely,
5. Yours obediently,
6. Thanking you,

Formal Letter Writing

Letter to Editor

1. Write a letter to the editor of a newspaper regarding noise pollution in festive season.

572 Sector G,
Ashiyana, Lucknow,
U.P
23rd May 2017

The Editor,
The Times of India,
Milap Bhawan, Delhi

Subject: Noise Pollution posing a threat to health of people.

Sir,

I would like to draw the kind attention of the concerned authorities towards increasing problem of noise pollution. Increasing noise pollution is a big threat to the health of the people; if it is allowed to go unchecked it may rob the people of their hearing capacity. Increasing number of vehicles on the roads, rising growth of factories, loudspeakers etc. are various factors responsible for causing noise pollution.

It is the time that the authorities should strictly enforce the noise control laws. The noise producing factories located in the residential areas should be shifted to far-off places without any delay. The use of loudspeaker should be stopped after specific time.

I hope that you'll voice my concerns through your esteemed newspaper and then the concerned authorities will take necessary action against those responsible for noise pollution to relieve the people from the harmful effects of it.

Yours faithfully,
Supriya Pathak

2. Write a letter to the editor expressing your concern as many stray animals are on the road during busy hours of day causing traffic jams as well as accidents. You've already written to the concerned authorities but no action was taken so far.

21-B, Aishbagh,
Lucknow, U.P - 226004
23rd May 2017

The Editor,
The Hindu,
Hazratganj, Lucknow

Subject: Stray animals causing traffic jams and accidents.

Sir,

Through the columns of your esteemed Daily, I would like to draw the attention of the civic authorities towards the increasing cattle menace on the roads of Aishbagh area of the city. The stray animals wandering on the busy road are causing frequent traffic jams, as well as accidents. They have, hence become a traffic bottleneck causing untold misery to the road users. I have written many times to the concerned authorities but unfortunately no steps have been taken so far.

I urge that the civic authorities catch the stray cattle and send them for proper rehabilitation. I hope the authorities will take appropriate measures to find a solution to help us get the city roads rid of this menace.

Thanking you,

Yours faithfully,
Dheeraj

Complaint Letter

3. Write a letter to the SHO of your area complaining against the violation of traffic rules by the people.

17-B, Sadar,
Nagpur
13th February 2017

The SHO,
Sadar, Nagpur,
Maharashtra

Sir,

I wish to draw your kind attention towards the increasing incidents of road accidents in our area. The major cause of such incidents is the violation of traffic rules and absence of traffic police on signals. People are in a habit of breaking laws. Everybody on the road seems to be in a hurry.

It is very common that many people talk over mobile while driving and also jump red lights. Over speeding is another cause of road accidents. All these have contributed to the increase in the road accidents. Pedestrians do not feel safe while moving on the road.

It is requested to take immediate necessary action to check the incidence of road accidents. Traffic police may be deployed on every street to punish those who dare to break the traffic rules.

Yours faithfully,
Imraan Malik

Grievance Redressal Letter

4. You have ordered a digital camera online from a reputed company, but when the article was delivered you found that the article was not the same as you had ordered. Write a grievance redressal letter to the concerned company.

21, Rajendra Marg
Delhi
ashish.garg@xxxxx.com
30th May 2017

The Manager,
Zapbuy.Inc,
ITO, Delhi

Subject: Regarding faulty product delivery. Order ID: 1435B004

Sir,

I would like to bring to your notice that on 17th May '17, I placed an order of Canon 350 Camera through your esteemed website (Order ID: 1435B004) and I was delivered a product on 20th May '17.

Unfortunately, the product that I found upon opening the package was not the same as the one I've placed an order for. I am extremely disappointed that even after reporting this issue with your customer care representative, I've not yet received any revert or e-mail regarding replacement of the product.

To resolve the issue, I look forward to your reply and a resolution to my problem at the earliest. Please contact me at the above address or e-mail ID and initiate the process for replacement of the product.

Sincerely,
Ashish Garg