CBSE Class 10 English Formal Letters Format Notes Set 01

These Class 10 English notes introduce formal letter writing, explaining what formal letters are and their main categories such as letters to the editor, complaints, applications, business and official letters. They cover each part of a formal letter with examples, the purposes of writing one and practical tips for drafting an effective letter.

Formal Letters

Formal letters are letters written to officials, business associates, organisations etc to correspond with them regarding issues and concerns related to business profession or law and order. It includes business letters (from one business organisation to another, to government offices etc) letter of application (to apply for job, apply for leave etc) and official letters (letters of apology, reference or recommendation and letters to/from employees).

Formal letters are further divided into following categories

(a) Letters to the Editor Letters written to the Editor are generally associated with newspapers or magazines. These letters are written by a common man regarding general issues concerning the public.
(b) Complaints and Suggestions Letters A letter of complaint is normally written to deal with a problem situation when other attempts (i.e. phone contacts, emails etc) have failed to rectify the situation.
(c) Letters of Application These are letters written to either make a request or apply for a service. It also includes applications written on school level, to the teacher/principal.
(d) Business Letters A business letter is usually a letter from one company to another or between such organisations and their customers, clients and other external parties. A business letter is sometimes useful because it produces a permanent written record and may be taken more seriously by the recipient than other forms of communication.
(e) Official Letters These are letters written to/regarding the employees, to file a complaint and to apologise for something. These letters do not discuss business but are professional and respectful in tone.
(f) Miscellaneous These are written for any special purpose like letter to NGO for help or letter to school management or letter of enquiry etc.

Parts of a Formal letter

Usually, there are following parts in business letter

Heading

The heading of a business letter contains the return address with the date on the last line. If the stationery is imprinted with the return address, then the return address may be omitted. Sometimes, a line after the address and before the date may include a phone number, a fax number, an email address or the like.

Sometimes, it may be necessary to include a line after the address and before the date for a phone number, fax number, email address or something similar.

Often a line is skipped between the address and date. If you are using stationery with the return address already imprinted, you need not write return address above the date.

Lacme Stores
140-B Ganesh Apartment
Mansarovar, Jaipur
(0141) 2760795
July 18, 20XX

Inside Address

This is the address you are sending your letter to. It should be complete and should include titles and names if you know them. This is always on the left margin. If an 8½" x 11" paper is folded thrice to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

An inside address also helps the recipient to route the letter properly and is of much help, should the envelope be damaged and the address become unreadable.

Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting.

Dr Govind Raghvan
Cross Country Coach
Dept of Athletics
University of Jodhpur
Jodhpur (Rajasthan)

Use of ‘Messrs’ (M/s)

Messrs is normally prefixed to a company’s name that includes that name(s) of a person or persons.

For example
Messrs Ratnakar and Sons Ltd
Messrs P Krishna and Brothers Ltd

If the firm has an impersonal title, that is, when it does not include the name of any person ‘Messrs’ should not be prefixed. For example

The Dhanlakshmi Bank Ltd
The Pink City Cables Ltd

Subject

It precedes the salutation and is placed in the centre of the page. The subject clearly indicates the purpose of the letter. For example:

Subject: Placing an Order for Books

Greeting

Also called the salutation. The greeting in a business letter is always formal. It normally begins with the word ‘Dear’ and always includes the person’s last name.

It normally has a title such as Mr, Mrs, Dr or a political title. Use a first name only if the title is unclear. The greeting in a business letter may end in a colon or comma.

Body

The body is the main letter. It is written as text. A business letter is usually typed. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs. The first line of a new paragraph is indented in the semiblock style. The block and modified block style have all lines of the body to the left margin.

Skip a line between the greeting and the body. Skip a line between the body and the close.

Complimentary Closure (Subscription)

This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the centre, depending on the style that you use. It begins at the same column the heading does. The complimentary closure begins with a capital letter and ends with a comma.

Signature Line

Skip two lines and type out the name to be signed. This, customarily, includes a middle initial, but doing it is not necessary. Women may indicate how they wish to be addressed by placing Miss, Mrs, Ms or similar title in brackets before their name.

The signature line may include a second line for a title, if appropriate. The term ‘By direction’ in the second line means that a superior is authorising the person who signs. Sign the name in the space between the close and the signature line, starting at the left edge of the signature line. For example

1. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.
2. Business letters should not contain postscripts.

Enclosures

Often some documents are also attached to business letters. A mention of all these enclosures should be made immediately below the date of the letter, which is written on the left hand bottom corner of the letter.

For example
Encl. 1. Resume
2. Xerox copy of the salary slip

Postscript

As far as possible the use of the postscript (PS) should be avoided, as it mars the beauty of the letter. They are at times used to give prominence to certain important announcements. For example

PS : NO LEGAL ACTION WILL BE INITIATED ON PAYMENT OF DUES BY NOVEMBER 25, 20XX.

Purposes of Writing Formal Letters

The main purposes of writing a formal letters are

1. to voice your opinion in case of Letter to the Editor.
2. to get your problems addressed.
3. to complain about or against someone. Many complaints are validated by recording the facts in letters.
4. to place an order, seek information, enquire, send reply, sell products etc.

How to Write an Effective Formal Letter

While drafting a formal letter, observing the following tips may be beneficial

1. Be polite and formal.
2. It should start by introducing yourself and describing the purpose of writing.
3. Briefly describe about what you want to convey through the letter, give complete information along with necessary details like date, reference number etc.
4. Conclude with a hope/appeal/warning/ suggestion, as required.
5. If you are writing to an authority about a problem in your area, briefly give its details and seek or suggest a solution.
6. In Letters to the Editor, do not ask the Editor to solve your problem. He/she can only give voice to your opinion, views, suggestions etc.