FORMAL LETTER

FORMAL LETTER

Following are the categories under which a  Formal Letter falls:- 

  • to our communication on the official level
  • to government officials
  • business houses
  • customers
  • editors

That is why the tone of such kinds of letters must always be formal precise and to the point.  As the term itself indicates – a formal letter is written in a formal style i.e. the language and tone of the letter must be formal, impersonal, objective but pleasant. Therefore no formal expressions greetings or contracted forms of words are used. The language must be straightforward and to the point. It may be strongly worded but never impolite.

Informal Letters, we write only to our relatives or dearest one so there are
not many divisions of such kinds of letters while a Formal Letter – is divided in again different parts. So formal letter is again classified in
different parts –

  1. Editorial Letter
  2. Complain Letter
  3. Business letters
  4. Job application
    These four parts are again classified into different parts that I’ll explain to you
    when explaining the formats of all these kinds of letters. 

Format of a Formal Letter/Complain Letter

Sender’s Address

__________________

__________________

 

Date: ( American/British Format)

           American: July 15, 2021

           British: 15th July 2021

 

Designation

Area Name/Street Name

City Name

 

Salutation

Subject: _______________

 

 

 

Body

of

letter

 

Thanking You

 

Yours Sincerely

Name

(Designation if needed) 

Chanakya Group of Institution

42 Kasturba Marg

New Delhi

 

15th July 2020

 

 

 

The Police Commissioner

Rohtak Road

Bareilly

 

Sir/Ma’am

 

Subject: in a line

 

Opening

Discuss the issue

Tell the solutions

Closing

 

Thanking you

Yours sincerely

xyz

(Secretary)

SAMPLE FORMAL LETTER

COMPLAIN LETTER - 1

Question
A leading news channel recently gave live coverage of some young slum dwellers being beaten up mercilessly by the police for a crime not committed by them. Such atrocities shake the faith of people. Write a letter to the Commissioner of Police urging him to adopt effective measures to cope with such brutality against innocent people. You are Niti or Nitesh, a resident of  7/11 Refinery Road, Guwahati.
 
 

7/11 Refinery Road

Guwahati 
 
1st February 2021
 
The Police Commissioner
Police Head Quarters 
New Delhi 
 
Sir 
 
Subject: request for curbing police brutality against innocent people
 
I would like to draw your attention to the media coverage by all the leading news channels of the country, of the incident of police action against some young slum dwellers of Yamuna.
 
NDTV for example in its “News at 9”  program showed a posse of drunk policemen wreaking havoc in the slum dragging three young men by their hair and beating them with sticks and belts just because they had refused to pay the hafta. The three sustained serious head and rib cage injuries and were admitted to Sir Ganga Ram Hospital.
 
Sir, why it is that the police which are meant for the safety and security of the public get into the news for all the wrong reasons? When will your department learn to be human?  When will it learn to serve the public instead of intermediate in it?
 
Through this letter, I urge you to personally look into the incident and take effective steps to curb police brutality Against The Innocent poor.
 
Hoping for an appropriate and prompt action.
 
Yours truly
Nitesh / Niti
 
 

COMPLAIN LETTER -2

Question
As a President of the Residents’ Welfare Association of your area,  write a letter to the Member of Parliament of your constituency ( Mr. Girdharlal) complaining about the excess flow of traffic outside the school gate of GL and Public School give constructive suggestions.
 
 
B_16 Kirti Nagar
Yamuna Nagar 
 
February 2, 2021
 
Shri Girdhar Lal 
Member of Parliament ( Rajya Sabha)
10 The Mall
Delhi 
 
Sir
 
Subject:  complaining against the excess flow of traffic outside of school gate
 
I would like to introduce myself as the President of the Residents’ Welfare Association of Kirti Nagar and I wish to draw your kind attention to the problem created by the excessive flow of traffic outside the GL and Public School Gate.   The Rock created by fast-moving trucks, buses, scooters, bikes, auto-rickshaw, and their homes is playing havoc with the academic environment of the school. It distracts and disturbs the students and teachers making studies impossible.
 
The SSP of the district has been approached by the principal many a time in this connection but nothing has been done so far day by day the problem is worsening.
 
May I, therefore, on behalf of all the residents of the area request you to take a personal interest in the matter and convert the area around the school into a no-horn zone the road outside the school building should be closed for heavy vehicles at least during school hours these vehicles can be easily diverted to the adjoining road.
 
I hope you will use your good offices with the Transport Authority and the police to take effective measures in this regard.
 
Thanking you 
 
Yours faithfully 
Raj Singh Dalmia 
President, RWA
 
 
 

EDITORIAL LETTER FORMAT

Sender’s Address

__________________

__________________

 

Date: ( American/British Format)

 

Designation

Newspaper Name

City Name

 

Salutation

 

Subject: _______________

 

 

 

Body

 

of

 

letter

 

  

Thanking You

 

Yours Sincerely

Name

(Designation if needed) 

Chanakya Group of Institution

42 Kasturba Marg

New Delhi

 

15th July 2020

 

The Editor

The Hindustan Times

New Delhi

 

Sir/Ma’am

 

Subject: in a line

 

Opening

 

Discuss the issue

 

Tell the solutions

 

Closing

 

 

Thanking you

 

Yours sincerely

xyz

(Secretary)

SAMPLE OF AN EDITORIAL LETTER

Question

Terrorism is no more than  a local  global issue. It is a global concern now. Write a letter to the Times of India voicing your concern and views on the issue which needs immediate redressal. You are Tarun / Taruni ,88 Block Road , Jaipur , Rajasthan.a

88 Block Road

Jaipur, Rajasthan

 

17th December  2020

The Editor

The Times of India

New Delhi

Sir

Subject: Against the Prevailing Violence

Through the column of your newspaper, I wish to draw the attention of the government and the general public to the ever-increasing menace of terrorism.

 

The world today is in the grip of terror more than ever before. Terrorism, whatever is its brand and ideology, leaves a trail of death and destruction behind.The long persistent problem of Kashmir, the communal terrorism in India, Mumbai attacks threat of Indo Pak Nuclear War and some more horrible conflicts than the common man can take in.  

 

I would be obliged to you if you publish my letter in your esteemed newspaper so that the general public might be alert and try to join hands together to resolve this problem and the government might also take tight steps to solve this problem.

Thanking you

 

Yours truly

Tarun/Taruni

 

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