Tips for writing Formal Letters – XII English

This section contains letters based on a verbal input. Marks allotted is 10. Letter types include:

• 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

MARKING SCHEME OF A FORMAL LETTER

FORMAT: 2 MARKS

(UPTO 2 MARKS MAY BE DEDUCTED FOR NOT USING PROPER LAYOUT) Layout should include date, receiver’s designation and address, salutation, subject, complementary close and designation of the writer.

CONTENT : 4 MARKS.

• (It includes your creativity in presenting ideas which are relevant to the topic of the letter.)
• If the letter is to THE EDITOR of a newspaper, you should try and present both sides of the picture.
• If the issue raised is one which requires argumentative presentation or highlights a discursive topic, remember to present the pros and cons of the situation. Always give suggestions to overcome the problem or modify/improve the situation or resolve the issue (if any).

EXPRESSION :  4 MARKS

• FLUENCY: It is your ability to present your ideas in a coherent and organised way. Before answering in the fair you should jot down your ideas. The process to follow before attempting his ‘letter’ answer is :
• Think about the letter / topic. Brainstorm to chalk out the points to be written.
• Use CODER – Collect ideas, Organise them to maintain a fluency, Draft the letter by putting together all the common ideas coherently & logically with a proper transition of paragraphs, Edit the letter and delete all the unnecessary or repeated points and then Revise the letter.
• End with a positive note.
  • ACCURACY – Itinvolves grammatical correctness as well as structuring of sentences. Your effort should to present your content in simple, straightforward language by collating all your ideas coherently.

(PLEASE NOTE: NO MARKS ARE ALLOTTED FOR THE LAYOUT, IF THE CONTENT IS WRONG.

COMMON MISTAKES IN WRITING LETTERS TO THE EDITOR:

• Mistake in writing the format.
• Sender’s address not written.
• Ideas not presented in paragraphs.
• Only problems written, suggested solutions not provided.
• Editor asked to solve the problem.
• Topic not understood.