CBSE Class 10 English Formal Letter Writing Notes Set 01

What is a formal letter?

A formal letter is written to someone you do not know personally, such as an editor, a shopkeeper, a company or an official. The language is polite, the sentences are direct and the tone stays respectful even when you are complaining. In Class 10 you may be asked to write a letter to the editor, a letter of complaint, a letter of enquiry or a letter placing an order, usually in about 100 to 120 words.

Layout of a formal letter

1. Sender's address: written at the top left or right, without your name.

2. Date: written below the address.

3. Receiver's details: the designation and address of the person or office you are writing to.

4. Salutation: Sir or Madam, or Dear Sir/Madam.

5. Subject line: one line that states the purpose, such as "Subject: Complaint about irregular water supply".

6. Body: three short paragraphs, covering the reason for writing, the details, and what you expect to happen.

7. Complimentary close: Yours faithfully, followed by your signature and name.

Tip: if the question gives only a code such as "A-12" and no name, use the name and address given in the question. Never invent a real person's name or address when the question says to use a fictitious one.

Types of formal letters and what to include

1. Letter to the editor: begin by naming the issue you have noticed, explain its causes and effects, and end with suggestions. Stay objective and give facts rather than abuse.

2. Letter of complaint: state what you bought or what service you received, describe the fault clearly, mention any earlier complaint, and ask for a replacement, refund or action by a fixed date.

3. Letter of enquiry: ask clearly about courses, prices, availability, discounts, delivery or other details. Thank the reader in advance.

4. Letter placing an order: give the quantity, title or item code, price, mode of payment and delivery date, and request prompt delivery.

Language and style checklist

1. Use formal words: "I wish to bring to your notice" instead of "I want to tell you".

2. Avoid short forms such as don't or can't.

3. Keep to the word limit and do not repeat ideas.

4. Check spelling, punctuation and tenses before you finish.

5. Marks are given for format, content and expression, so every part of the layout must be present.

Worked example 1: Letter to the editor

Question. You are Ravi Kumar of 14, Lake Road, Bhopal. Write a letter to the editor of a daily newspaper about garbage piling up in your colony.

14, Lake Road
Bhopal
12 March 2027

The Editor
The Daily Herald
Bhopal

Sir

Subject: Uncollected garbage in Lake Road

Through the columns of your newspaper, I wish to draw the attention of the municipal authorities to the heaps of garbage in our colony. Waste has not been collected for nearly ten days.

The rubbish attracts stray animals and flies, and the foul smell makes it hard for residents to leave their homes. Children are at risk of infection, particularly during the coming summer.

I request the authorities to begin daily collection at once, place covered bins at the corners of the road and fine people who dump waste in the open. Residents, too, should use the bins provided.

Yours faithfully
Ravi Kumar

Worked example 2: Letter of complaint

Question. You bought a defective electric kettle from an online store. Write to the manager.

Points to include: the order number, the date of delivery, the exact fault, your request for a replacement within seven days, and an offer to return the item.

Note how the body follows the same three-part plan: the reason for writing, the details of the problem, and the action you expect. The subject line could be "Subject: Delivery of a defective electric kettle, Order No. 4587".

Worked example 3: Letter of enquiry

When writing to a coaching centre or institute, ask in separate sentences about the courses offered, the duration, the fees, batch timings and the facility for demonstration classes. End with a line such as "I shall be grateful if you send the information at the earliest."

Common mistakes to avoid

1. Writing the receiver's address on the wrong side or omitting the subject line.

2. Using "Dear Sir" together with "Yours sincerely"; use "Yours faithfully" with "Sir/Madam".

3. Writing one very long paragraph instead of three short ones.

4. Crossing the word limit, which wastes time and loses marks for expression.

Quick Check Questions