ICSE ENGLISH LANGUAGE FORMAL LETTER NOTES

 FORMAL LETTERS

Parts of a Formal Letter

1. Heading
2. Inside Address
3. Subject
4. Greeting
5. Body
6. Complimentary Closure (Subscription)
7. Signature Line
8. Enclosures
9. Postscript

LETTER TO THE EDITOR

Points to be Kept in Mind
Format of Letter to the Editor 

(a) Social Issues

1. Letter to the Editor of a newspaper about very irregular and short water supply in your locality 
2. Letter to the Editor giving suggestions for Cleanliness Awareness Programme 
3. Letter to the Editor regarding need of Educational Counsellors 
4. Letter to the Editor highlighting the problem of road rage and suggesting some solutions 
5. Letter to the Editor expressing views on the issue of mindless violence spreading in the society today 
6. Letter to the Editor about evoking awareness for the use of solar energy 
7. Letter to the Editor on media’s changing role in India 
8. Letter to the Editor about the problem of female foeticide still prevalent in India 
9. Letter to the Editor about the misuse and poor maintenance of a public park in your area
10. Letter to the Editor regarding frequent call drops and extra charges in use of mobile phones
11. Letter to the Editor regarding implementation of odd/even scheme to control traffic hazards and pollution 
12. Letter to the Editor of Dainik Bhaskar drawing attention of the authorities to the serious problem of street lights in your colony
13. Letter to the Editor regarding forceful polling and illegal campaigning by political parties during state elections 
14. Letter to the Editor of The Hindustan Times drawing attention of the government officials to the problem of unavailability of a bus stop near your colony
15. Letter to the Editor of a daily about the poor and pathetic condition of roads

(b) Political Issues

1. Letter to the Editor regarding women’s reservation 
2. Letter to the Editor about our fight against corruption and fate of Tainted Ministers 
3. Letter to the Editor about abuse of Human Rights and Freedom of Expression in India
4. Letter to the Editor about Consumer Movement against black marketing and adulteration

(c) Economical Issues

1. Letter to a national daily about the misuse of funds and neglect of priceless historical monuments in and around your city 
2. Letter to the Editor about misuse of funds to hold Indian festivals 
3. Letter to the Editor regarding reduction of interest rates for schemes affecting senior citizens

(d) Health and Medical Issues

1. Letter to the Editor to publish information regarding the fatal disease-Cancer
2. Letter to the Editor for information regarding supsurge of seasonal fevers
3. Letter to the Editor about increasing cases of Diabetes in India 
4. Letter to the Editor regarding health hazards caused by junk food 
5. Letter to the Editor regarding creating awareness towards health and hygiene among rural people

COMPLAINT AND SUGGESTION LETTERS

1. Letter to the Superintendent of Police about the unauthorized construction of a block of three shops adjacent to the public park 
2. Letter to the Police Commissioner (Traffic) about inadequate parking facility in the Connaught Place area of New Delhi
3. Letter of complaint to the Electricity Department against excess billing
4. Letter of complaint about wrong parking of vehicles
5. Letter of complaint to Municipal Council for removal of a dead buffalo
6. Letter of complaint to the CMHO, Cortisal Hospital, New Delhi in respect to the uncleanliness prevailing in the hospital
7. Letter of complaint to the General Manager, Transport Authority, complaining about rude and irresponsible behavior of drivers and conductors
8. Letter to the District Collector, drawing his attention to the nuisance caused by loudspeakers in the city during examination days
9. Letter to the Municipal Corporation of your city complaining about the miserable condition of roads in your locality
10. Letter of complaint about a defective television set
11. Letter to the Chief Executive of DMRCL for complaining inconvenience caused due to Metro construction
12. Letter of complaint regarding a news channel 
13. Letter to DTH Operator against unethical practices 
14. Letter to the President of Resident Welfare Association for complaining theft of motorcycle from parking area
15. Letter of complaint to an E-commerce company

APPLICATION WRITING

Points to be Kept in Mind

Different Purpose of Application Writing

Format of Application Writing

Parts of an Application

(a) Application to Principal/HOD

1. Letter of application for TC (Transfer Certificate) to be issued
2. Letter of application for issuance of the Character Certificate
3. Letter of application for fee concession to the headmaster of your school
4. Letter of application to the Principal complaining about the leakage in water coolers and requesting for new ones

(b) Leave Applications

1. Application for leave, your father is not well. Your mother requires you to remain at home. Write an application to your Principal for a week’s leave
2. Letter to your employer requesting to grant you leave 
3. Letter to your college Principal applying for leave 
4. Letter to the Head of the Department (Sales) to apply for two days leave
5. Letter from parents to school Principal for his/her child’s leave

(c) Job Applications

1. Letter of application to apply for the post of Manager in Marketing as advertised in the Indian Express
2. Letter of application to apply for the job of System Administrator in response to your advertisement
3. Letter of application to apply for the post of Program Coordinator
4. Letter of application to apply for the position of Assistant Editor
5. Letter of application for the post of Chief Chef in a 5-Star Hotel. Apply for the job with complete bio-data
6. Letter of application for the post of Assistant Manager in Alpha Tech (Private) Limited, Moradabad

 (d) Correspondence with College/Universities

1. Letter to University for issuance of duplicate marksheet
2. Letter from the University, on issuance of duplicate marksheet to an alumni 
3. Letter to the University for migration certificate 
4. Letter to the University for submitting migration certificate 

 (e) Letter Responses to Matrimonial Advertisements 

1. Letter in response to a matrimonial advertisement 
2. Reply of the groom’s father

BUSINESS LETTERS

Points to be Kept in Mind

Format of Business Letter

Parts of Business Letter

(a) Enquiries (Goods Payment), Quotations and their Responses

1. Calling quotations for electrical bulbs and tubes
2. Calling quotation for crockery
3. Query letter from a new customer
4. Supplier’s request for payment of goods

(b) Orders and Execution of Order

1. Letter to supply goods on credit on the buyer’s request
2. Letter of supplier asking for references of goods
3. Letter to Publication for supply of books
4. Letter of buyer expressing his inability to settle the account 
5. Letter from a cement company demanding 50% amount in advance and two references to supply the cement required 
6. Letter from a distributor to the dealer regarding increase in the supply rates due to strike of transport operators
7. Letter to grant request for extension of time to clear the dues
8. Letter to the supplier for an early delivery of goods (DC Motors) ordered
9. Reply of the supplier to the buyer about goods (DC Motors) ordered
10. Reply of the buyer confirming the receipt of letter and conveying thanks for considering early delivery of goods (DC Motors) ordered received

(c) Cancellation and Complaints Regarding Order

1. Letter from the client claiming the deduction and for rectification of the mistake done
2. A reply satisfying the client
3. Letter of acknowledgement of goods returned for necessary repairs

(d) Bank Correspondence

1. Letter to open a current account with a bank
2. Letter confirming the telephonic instructions to stop the payment of a cheque
3. Letter to the bank for non-crediting the proceeds of the cheque Ÿ As manager of a bank, write a letter to a customer informing him that his cheque has been dishonoured Ÿ Letter from bank, sending a cheque book
4. Letter from a customer, acknowledging receipt of the cheque book Ÿ Letter of request for sanction of advance under Personal Loan Scheme for pensioners Ÿ Letter of authority given by a pensioner for recovery of loan
5. Letter of authority given to the bank for a loan against hypothecation of assets
6. Letter to a Bank Manager claiming balance in the account of a deceased customer (when nomination is made)
7. Reply of the Bank Manager for the above
8. Letter to Bank Manager requesting overdraft facility
9. Reply of the Bank Manager for above
10. Letter informing a customer about expiry of an overdraft facility
11. Letter from the bank advising the customer to maintain minimum balance
12. Letter to the Bank Manager to make nomination in FDR account

(e) Insurance Correspondence

1. Letter to LIC Manager to get insurance policy 
2. Reply of LIC acknowledging and acting upon your request 
3. Letter to Manager for sending insurance policy by post to the client
4. Letter to LIC regarding survival benefit
5. Letter from LIC Manager regarding transfer of policy from one branch to another
6. Letter to LIC Manager for sending a cheque for Insurance Premium
7. Letter to an insurance company seeking information about surrender value of the policy
8. Requesting for insurance of goods against all risks
9. Letter to Manager to apply a loan against insurance policy
10. Reply to the above
11. Letter to an insurance company for settling claims on husband’s death

(f) Tenants Letters

1. Letter to Property Dealer for office premises on lease
2. Letter to tenant for late payment of rent for this month
3. Letter from landlord to the tenant for increasing rent
4. Letter from tenant in reply to the above
5. Letter from the landlord to the tenant to vacate the premises
6. Letter from tenant to vacate the occupied premises
7. Letter to tenant to pay the overdue rent
8. Letter from tenant to landlord
9. Letter from tenant to landlord seeking permission to share one room

(g) Railway Correspondence

1. Letter of complaint to the Railway authorities regarding the quality of food served to the passengers
2. Complaint letter about non-receipt of consignment in time
3. A letter to the Claims Superintendent claiming damages for a parcel lost in transit
4. Letter to the Railway authorities regarding the delay in refund for seat cancelled in advance
5. Letter to the Railway authorities regarding loss incurred due to mishandling of consignment
6. Letter to the Railway authorities regarding late arrival of a train
7. Letter to Railway authorities requesting redirection of consignment

(h) Correspondence with Post Office

1. Letter to the Postmaster complaining about non-receipt of the parcel by your sister, sent by you two months ago
2. Letter to the Postmaster complaining about the broken post box in your area
3. Letter to the Postmaster complaining about the delay in receiving letters
4. Letter to the Post Office Manager to enquire about various fixed deposit schemes being offered
5. Letter to the Postmaster complaining about the negligent attitude of the Postman
6. Letter to Postmaster regarding wrong delivery of letter

  (i) Condolence Letters (Business Relations)

1. Letter of condolence on the death of a business associate 
2. Letter expressing sympathy on major loss in stock market
3. Letter expressing sympathy on loss/damage due to theft

 (j) Apology Letters (Business Concern)

1. Letter of apology for the inconvenience caused by the Inverter 
2. Letter of apology for delay in supplying the goods
3. Letter of apology for the damaged goods
4. Letter of apology for the delay in refunding money
5. Letter of apology for supplying more than the ordered quantity
6. Letter of apology for a defective item

  (k) Miscellaneous Letters

1. Letter to a NGO for helping a senior citizen 
2. Letter to Event Management Company
3. Letter to a news channel
4. Letter to director of a coaching centre for coaching for TOFEL competition
5. Letter to school management about recurring issues
6. Expert comments acknowledged by the publisher and forwarded to the author to enable him to interact with the expert for requisite action
7. Letter for sending a catalogue and price list to a new customer
8. Letter of request for signing the Balance Confirmation Certificate
9. Letter from a company for annual maintenance contract
10. Letter to a Manager of a hotel to get a room reserved
11. Reply of the Hotel Manager for the above
12. Letter to refund application money
13. Expression of Interest inviting Event Management Company for World Tourism Week-2016 

OFFICIAL LETTERS

1. Circular 

1. As the Head of your office, draft a circular for the staff, outlining the need and value of punctuality in keeping office hours and quick disposal of writs and other work 
2. Draft a circular from the State Government, Department of Civil Supplies, addressed to all District Supply Officers advising the steps to be taken for proper distribution of essential commodities from fair price shops 
3. Draft a circular from the Finance Secretary, Government of Rajasthan, to all Departments, District Officers and Commissioners requesting them to adopt measures of financial austerity 

2. Memorandum 

1. As Deputy General Manager of a Private Limited Company, write a memo to the General Manager informing him about the damage caused by fire in the factory 
2. As Sales Executive of a Textile firm, write a memorandum to the Dy General Manager, suggesting therein some incentives for dealers to increase the sales
3. As Deputy Secretary in the Ministry of Home Affairs, Central Government, New Delhi, write a memorandum to be sent to all the State Home Ministers, expressing the Government’s concern about police excesses in the states

3. Notification

4. Press Release

5. Endorsement

REFERENCE/ RECOMMENDATION LETTERS

 Sample Reference/Recommendation Letters

1. Letter of reference about a company
2. Letter of thanks for a reference
3. Positive recommendation letter
4. Reference letter from an employee’s boss/ supervisor 
5. Academic recommendation letter 
6. Reference giving an actual report 
7. Letter requesting for a reference 
8. Reference letter from a manager with whom you have worked