Question

Class 12 letter writing

Answer 1

Formal Letters


Business or official letters (for making enquires, registering complaints, asking for or giving information, placing orders and sending replies.)
Letter to school and college authorities too would also be part of official letter
Letters to the editor (giving suggestions on an issue)
How to write effective Business correspondence

Business letters serve two main purposes:

1. They open the lines of communication to help you receive a desirable response, whether it is solving a problem, making arrangements, or seeking information; and

2. They serve as official records of correspondence, so that you can strengthen your case.

Useful guidelines:

Letters to the officials:

Begin by identifying yourself. Then clearly state the purpose of writing
Give details of what you want to do or to be done e.g. applying for a new telephone connection.
Make a request for an appropriate action.
Letters to the Editors:

You may begin with a reference to recent developments, new events etc.
Establish a context for writing.
Give details of the topic e.g. the problem of beggary, its causes and effects and possible solution.
DO NOT ASK THE EDITOR TO SOLVE YOUR PROBLEMS. He / she can only give voice to your views, concerns, complaints, suggestions, suggestions, criticism or appreciation. He / She may also be approached for complaints against erring officials, departments, business houses etc.
Letters to boss & colleagues, acquaintances:

Show due respect but do not flatter.
Clearly state the purpose of writing e.g. seeking action on a proposal or promise e.g. making enquiries.
Use polite language and pleasant tone.
Letters to business houses / customers

Always be polite even when you have to complain. Keep the tone friendly and pleasant.
Do quote reference numbers, order number, cheque / demand draft numbers, file numbers, code or ID numbers etc.
Convey your message in a brief and straight forward manner.
Give more importance to the reader.
FORMAT OF A FORMAL LETTER

HEADING: Sender’s Address is written here. Never put your name before address. Write the house number first, followed by the street, town/city and pin code.
Receiver’s name (if given) or designation & address in the next line
The DATE appears directly below the address in words (name of the month).
SUBJECT ( The central theme indicated concisely )
SALUTATION ( SALUTATION CHECK – LIST )
For Acquaintances / strangers / Officials / Editors:
Dear Sir / Madam

Dear Mr / Ms / Mrs + Name

For Authorities :
Sir / Madam

BODY OF THE LETTER

Para 1: Who you are and why you are writing.

Para 2: Details of the problem / topic / issue

Para 3: What you would like the reader to do. Your hope, appeal, warning, conclusion, comment etc.

Para 4: CLOSING THE LETTER

Write YOURS with a capital ‘Y’ and sincerely/faithfully or truly with a small ‘s’,‘f’ or ‘t’ respectively .

REMEMBER : the word YOURS never takes an apostrophe .

SIGNATURE, Full NAME ( in capital letters ) and DESIGNATION of the person writing the letter is put here

Thanks!