Letter Writing: Ever-growing areas of concern and influence have made letter writing one of the most indispensable activities of modern society. Commerce, trade, official correspondence, public representations and complaints and other dealings and communications with people are carried out through letters. Hence, cultivating this skill of letter writing has become all the more important.
Basic English Grammar rules can be tricky. In this article, we’ll get you started with the basics of sentence structure, punctuation, parts of speech, and more.
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Formal Letter Writing Topics for Class 12 Format, Samples, Examples PDF
The letter type prescribed for the syllabus is formal letters.
Formal letters have a variety of purposes. Formal letters are written to:
- ask for/give information
- apply for a job
- make inquiries
- register complaints about inadequate goods or services
- place orders/send appropriate replies
- apologize for behavior
- solicit new customers for the business
- seek redressal for grievances
- persuade others
- make an appeal for help
- send a recommendation
However, all of these letters have a common goal, which is to get the results you want from someone you may or may not know personally.
Important points
- The formal letter is written in formal language ‘l’r to avoid starting with ‘I’. Keep sentences short and to the point. Do not use contractions. (I’ve, won’t, etc.)
- End with a short sentence that anticipates the response of the addressee.
- The toile Ill a total letter is polite and ImpcrsonIl
- lise passive voice here possible.
- Be brief and to the point, do not heal about the bush.
- Be clear and specific state the purpose clearly and concisely.
- Be positive and polite even it’ you are writing a complaint. Remember on the receiving end of your letter is a human being’
(a) Business letters
These include:
- letters of inquiry’ asking lr information
- replying to enqutrygiViug information
- placing orders and sending replies
- canceling orders
A business letter is the basic means of communication between two companies. It is a document typically sent externally to those outside a company but is also sent internally to those within a company.
A business letter should be written whenever you need a permanent record that you have sent the information requested FBI. Because business letters are generally sent to other professionals. a formal salutation and closing must be added.
They are different from personal letters in form, tone and content. Most business letters have a formal tone as opposed to the informal. friendly or personal tone, content and style of the personal letter. The treatment of the subject has to be simple, systematic and formal.
Important points
- begin by identifying yourself
- clearly state the purpose of wanting
- give relevant details
- make a request for appropriate action
- be positive and polite even if you are making a complaint
- use polite language and a pleasant tone
- quote reference numbers, order numbers cheque demand draft number. tile numbers. etc.
- convey message briefly and in a straightforward manner
(b) Official letters
These include:
- letters of complaint
- making inquiries
- making requests/appeal
Official letters are written to various public or civil servants who generally heild their respective department, sections. branches or zones.
Important points
- show due re%pcct but do not flatter or sound loo strike
- clearly state the purpose of counting
- use polite language and a pleasant tone
(c) Letter to the Editor
These letters
- give suggestions on a public-interest issue.
- give suggestions on an issue already raised in an article/write-up published letters.
They form the most important part of interactive journalism. Readers react to the news items or articles to express their agreement or disagreement on an issue. Readers also write to the editor to draw the attention of the authorities towards problems that concern a large number of people.
Important points
- begin with reference to a recent development/event/issue
- give details of topic bringing out cause-effect relationship
- offer suggestions/solutions
- do not ask the editor to solve the problem as he/she can only voice your views and ideas
(d) Job applications
These type of letters demand a very formal and precise treatment. Their format is almost the same as that of the forwarding letter and is usually accompanied by a biodata. The biodata ought to include the name, address, date of birth, educational qualifications, experience, hobbies, present/expected salary and references.
Salutations and Subscriptions
The following table gives a clear picture of the correct form of salutation along with the subscription.
| Relationship with receiver | Salutation | Subscription | |
| 1. Blood relations older than sender |
Father |
Yours affectionately | |
| My dear Dearest Dear |
Brother Sister Uncle Aunt Grandfather Grandmother Cousin |
Affectionately yours | |
| Your loving nephew/niece grandson granddaughter cousin |
|||
| 2. Blood relations younger than sender | My dear……………. Dear (Name of the receiver) |
Yours affectionately Your loving……………… (relationship with receiver) |
|
| 3. Friends | My dear……………… | Yours sincerely | |
| Dear……………… (First name of receiver) |
Sincerely yours | ||
| 4. Acquaintances | Dear Mr/Mrs/Ms………….. (Surname of the receiver) |
Yours sincerely/Yours truly | |
| 5. Strangers | Dear Sir or Madam | Yours truly | |
| 6. Business letters/Job applications | Sir | Yours truly | |
| 7. Teacher/Principal | Sir/Madam | Yours faithfully Yours obediently | |
| 8. Letter to the editor | Sir | Yours truly | |
Some Useful Expressions
| Type of letter | Opening statement |
| Letter of inquiry | I am writing to enquire about… I will/shall be grateful if you could send me the following details… |
| Job application | I am interested in applying for the post of… With reference to your advertisement in…dated…regarding the post of… |
| Letter of apology | I am writing to apologize for… I regret the inconvenience caused due to… |
| Letter of complaint | With reference to our order no…dated…, I would like to complain about… This is to inform you that we are not satisfied with the consignment sent by you… I must insist… |
| Expressing opinion | In reply to your letter dated…regarding…I would like to express my views on the matter I was delighted/shocked/horrified/disgusted to learn that… |
| Making a request | I would be grateful if… I wonder if you could help me… I am writing to ask you for a favour |
| Giving information | This is just to let you know… |
| Giving advice | It would be a good idea to… Have you thought about… |