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JOB ASSURE SSC CGL Tier 3 Program

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Section: Job Assure SSC CGL Tier 3 Program Topic: Letter Writing

Contents
1. Letter writing

2. Types of Letter

3. Format of a formal letter

4. Important topics for Formal letters

5. Format of Informal letters

6. General topics for informal letters

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Letter writing

The key to the success of the era of globalization is communication. And correspondence (letters) is perhaps
the most important component of communication. Even in the age of modern technological innovations like e-
mail, internet and long distance connectivity, letters still carry the maximum load of personal and business
communication.
Whatever be the medium of carrying the message, the message has to be properly written to convey the
required meaning and complete sense.
One has liberty to write personal letters (Informal letters) as one wants, but it is important to write it
well as the saying goes, “Anything worth doing is worth doing well”.
But business letters (formal letters) have to follow some rules in order to make appropriate impact.
Besides, the “planning” you do for a small writing job like a letter, need not and should not be elaborate or
time-consuming. A few minutes spent thinking and following the steps can help you write a better letter, and
may actually save time rather than take more time.

What is the importance of letter writing?

Letter writing is an important and effective tool. Letter writing helps you put something concrete in hand that
helps you iron out a position or reinforce something you may have talked about.

Constructing the right structure for your Letter

 In the introductory (first) paragraph of the formal letter, introduce yourself and state the reason for
writing the letter.
 On the other hand, you don‟t need to introduce yourself in an informal letter. Just stating the reason for
writing the letter would suffice.
 Besides the intro and conclusion, we need to add about 2-3 paragraphs of body.
 Convey information in a planned way. Start with the most crucial information (the central message of
the letter). Then gradually add more data to back your contentions. Keep the least relevant information
for the concluding paragraphs of the letter. This will also help you stick to the word limit while
simultaneously ensuring that you add all necessary points to the letter.
 There are certain rules you should know about the complimentary closing of formal letters. If you know
the name of the addressee and begin the letter with “Dear Mr. Abc”, etc. then stick to signing off with

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„yours sincerely/truly‟. However, If you don‟t know the name and are addressing the recipient as “Dear
Sir”, “Dear Sir/Madam”, etc. then close the letter with „yours faithfully‟.
 It is generally the safest and the best practice to write ABC or XYZ instead of mentioning your name in
the letter.

Tips for writing a good letter

You must write good letters. And good letters come from careful writing as all literate people reading
your letter are surprisingly talented at quickly spotting errors or gaffes in the writing of other people.
Here are some common tips –
 Keep paragraphs short, preferably fewer than five lines. Vary the length of your sentences.
 And don‟t be afraid to begin sentences with conjunctions (and, but, or). To emphasize a point, you can
use a one – sentence paragraph.
 Think twice before using any adjectives or adverbs. Impress people with your nouns and verbs, not with
decorations.
 Use a friendly, conversational tone. Also, keep it deferential.
 Show confidence but not arrogance.
 Avoid unclear phrases like “enclosed please find my resume for your perusal”. Be more creative than
that.
 Avoid vague statements. Give specific statements: people will find it both refreshing and easy to
understand.

There are mainly five points that have to be taken care of while writing a letter

(a) Heading
(b) The Salutation or courteous greetings
(c) Subject
(d) The Body of the letter – communication or the message
(e) The Subscription – courteous leave taking, or conclusion
(f) The Signature Name of the writer

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HEADING

Heading of a letter basically consists of Two Parts :-

(i) address of the writer followed by
(ii) the date on which the letter was written by him.

Heading can be written on the Left side (it keep on changing with time-presently we follow the convention of
writing heading in the left corner) corner of the first page of the letter.

Examples of a Heading are

* 63, Vinay Colony

Delhi-160032
June 12, 2010 * Examination Hall
A.B.C.
12th June, 2010

SALUTATION
The Salutation in the letter will depend upon the depth of relationship of the Writer with the person
to whom the letter is being written, thus it varies from letter to letter.
Salutation is written at the left hand of the page, at a lower level the Heading. The first and last
word of the salutation are always started in Capital Letters (of alphabet).
Examples of the salutation are:
In Formal letters

To officials/Principal/Headmaster/Teachers
Sir,
Madam,
In Business Letters

To Businessmen:-
Dear Sir,

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Dear Sirs,

In Informal Letters

To Blood Relations,
My dear Father,
My dear Mother,
My dear Kavita,
To, Friends,
Dear Rajesh,
My dear Ajay,

Note: Dear friend or my dear friend is never used as Salutations.

SUBJECT

A subject line is not really necessary. You may want to use one, however, so that the reader
immediately knows what your letter is about. There are three common methods to distinguish the subject
line from the body of the letter:
 Use "Subject:" or "Re:"
 Write the subject in bold letters
 Write the subject in capital letters

BODY

The body itself is considered as the life of the letter and the style in which it is written will depend upon the
kind of letter one wishes to write. Like, the style of the letter to be written will be entirely different from the
style of the letter to be written to an official and so on. But few points that one has to keep in mind irrespective
of the style while writing the body of the letter are-
Divide the letter into various paragraphs to mark changes of subject-matter etc.Use simple and direct language
in short sentences.

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SUBSCRIPTION

The subscription of the letter i.e. the end should be according to the sharing of the letter. A letter
must not end abruptly as this would look rude. So certain forms of polite leave taking are prescribed that should
be written after the last words of the letter on the left hand side corner of the lines after the body. It should start
with a capital letter and end with a comma. Some examples of the subscription of the letter of various kinds
are:-

To Blood Relations: Yours affectionately,

To Friends: Yours sincerely,
To Principal/Headquarter/Teacher etc: Yours obediently
To Officials/Businessmen: Yours faithfully,
To Strangers: Yours truly

Note: Never use apostrophe („) with „yours‟ in the subscription (your‟s is incorrect).

SIGNATURE

The signature of the writer of the letter should be below the subscription. In a letter to the stranger, the signature
should be clearly written so that he could know whom to address in reply.

Note : A woman should prefix to her name Miss or Mrs. or Ms in brackets before her name like
(miss) Purvi Agarwal.

ADDRESS
The address is written on the envelop of the post card very clearly with pin code.

Types of Letters

There are several types of letters – like application and appreciation, enquiries and requests, Complaint and
Recommendation, Sales and Promotion, Welcome or Invitation letters. Mainly we have to study two types of
letters.

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 Formal Letters
 Informal Letters

Formal Letters
Formal Letters – They can be related to business, institution or educational purpose. The format has to be
followed while writing a formal letter. In general what you put together will have one of the following
purposes:
 Make a complaint
A letter of complaint is sent to an individual or organisation in response to receiving poor service or a
product that is not fit for purpose. An example of a letter of complaint would be a one sent to a tour
operator who has provided a bad service while you have been on holiday. Request something
A letter of request is similar to when you make an enquiry but specifically asks an individual or
organisation to take an action. An example of a letter of request would be one sent to request
sponsorship for a charity activity.
 Make an enquiry
A letter of enquiry makes an approach to an individual or organisation either speculatively or in
response to printed public domain material whereby you are requesting some information. An example
of a letter of enquiry would be one sent to a company requesting a copy of their catalogue or brochure.

How to write a formal letter

Formal letter writing is undoubtedly one of the most challenging types of letter format. When putting it
together, often you are addressing a person or organisation with whom you are not familiar. The quality of your
content, including spelling and grammar will be strongly scrutinised. Formal letters have to follow some rules in
order to make appropriate impact.
 It should be in the correct format and well presented.
 It should be relevant, short and to the point.
 It must be polite, even if you‟re complaining.

Be concise and relevant

Letters should take seconds rather than minutes to read. As a result, get straight to the point and stick to it,don‟t
include any unnecessary or supplementary information, don‟t use any flowery language or long words just for

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the sake of it, and don‟t repeat too much information.

Check your grammar and spelling very carefully
Mistakes will create a very bad impression; will lessen the effect of what you‟re saying and in the case
of a job application letter. Check the spelling yourself, as the spellchecker won‟t recognize incorrect use, for
example, of dose and does. Use a good dictionary.

Use the right tone of language

It‟s important to use the right type of language, the right „register‟. You should always be polite and
respectful, even if complaining.
One way of doing this in English, which is common in formal letter writing, is to use „modal verbs‟ such as
would, could and should.
Instead of simply writing Please send me, you could express this more formally as I would be grateful if you
could send me ... Don‟t overdo it though, and make your language too formal or maybe old fashioned; don‟t
look through a thesaurus and put in lots of unnecessarily long words.

Make sure the letter is well presented!!!

Format of a Formal letter

There are certain conventions that you have to follow; if you don‟t, you will create a bad impression.
From,
Designation of writer,
Address of company.
Date of letter.
To,
Receiver name,
Designation of receiver,
Address

Subject of the letter

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Dear sir/madam,

With reference to the subject mentioned

above……………………………………………………………………………..I hope that the above
mentioned deal will work better for us and looking forward for your reply.

Thanking you,
Yours sincerely,
Signature
Name

 The date can be written as: March 3, 2016 or 3rd March 2016 or 3 March, 2016
 The address must be complete and must have the pipn code.
 Never write Your‟s truly, always write “yours truly”.
 While writing a letter to the Editor, only Sir/Madam should be used.
 In all other formal letters excluding Editor, Respected Sir/Madam or Dear Sir/Madam should be used
whichever necessary.
 Stick to the point while writing the body or main content of the letter and tell the incidence clearly.
 Body of the letter must be end in two para. First para containing the elaborated incidence or the reason
for writing the letter and second para contains the conclusion and ending point.

Important topics for Formal letter

1. Write a letter to the editor of times of India about the increasing number of malaria mosquitoes in the
locality and your concern.
2. Write a letter to Human Resource Department, The Times Daily applying for a part time job.
3. Write a letter to the editor of The Hindustan Times to Complaint about inadequate bus services in the
locality.
4. Write a letter to the Director, Municipal Corporation Mumbai East to Complaint against streetlights in our
locality.
5. Write a Formal Letter to the Principal requesting him to increase security for women in the college.

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6. Write a letter to the Municipal Corporation of Delhi about the problem of open manholes in your area.
7. Write an application to the station officer to lodge an FIR for the disappearance of your brother.
8. Write a letter to the editor requesting him to publish your article in the „Letters to the Editor‟ column
regarding the problem of begging & how it can be ended.
9. Write an application to the General Manager, G.P. Pvt. Limited for the post of Marketing Manager with
reference to their advertisement in the „The Hindustan Times‟ of 16 th January 2011.
10. You are a UPSC aspirant; Write an Enquiry letter regarding coaching classes timing and course details
to the director of a reputed institute.
11. Write a letter to the general manager of northern railways, Delhi complaining him about the unmanned
railway crossing.
12. Write a letter to the editor of a daily newspaper requesting him to publish your article as you want to
appeal to the Archeological Department of India to look after the heritage of India.
13. Write an application to the manager of Punjab National Bank, malad branch Mumbai for activating
internet banking facility on your account.
14. You are the president of Women‟s equality forum, write an application to the chief personnel officer of
Bharat Petroleum Company requesting him to take a look at the gender biasing in promotion policy.
15. Write a letter to the Editor of The Indian Times, requesting him to publish your article as you want to
draw the attention of the authorities concerned to the severe water shortage in your locality.

Write a letter to the editor of times of India about the increasing number of malaria mosquitoes in the
locality and your concern.

927 Council Street

South Delhi – 110006

April 22, 2009

To
The Editor
The Times of India
17 North Avenue
New Delhi – 110022

Subject: Increase in number of malaria causing mosquitoes in Seven Bungalows locality

Sir,
This is to draw your kind attention, to the inconvenience caused due to the increasing number of mosquitoes in

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the Seven Bungalows locality.

Many complaints have been lodged but to no avail. This issue has caused a major trouble in the entire area. The
drainage system is left open for the past few days and is even worse. The stagnant dirty water and the filthy
surroundings have become a breeding ground for malaria causing mosquitoes. Immediate action is required to
be taken against this ordeal, since one of our neighborhood children could not appear for a crucial examination
due to malaria.
We sincerely hope you will publish this letter in your daily to make the government and the mass aware of this
problem that has prevailed for a long time so that some concrete solutions can be found for this problem.

Yours truly,
ABC

Write a letter to Human Resource Department, the Times Daily applying for a part time job.

927 Council Street

South Extension
New Delhi- 110006

April 22, 2011

To
The Manager
Human Resource Department
The Times Daily
17 North Avenue
New Delhi – 110022

Subject: Application for Part –time job

Sir,
This letter is in response to your advertisement in Sunday‟s issue of The Times Daily. The advertisement
indicated that you were looking for a graduate student to work part time after college in order to get new
customers for your newspaper. I would like to apply for this job. A job such as the one you advertised would
help me gain good work experience and allow me to earn some money for higher education.
Looking forward to a favorable rely from your end.
Yours sincerely,
ABC

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Write a letter to the editor of The Hindustan Times to Complaint about inadequate bus services in the
locality

ABC
Knowledge Park II
Greater Noida, UP

3rd May 2012.

The Hindustan Times

J T Road, Churchgate
Mumbai

Sub: Complaint about inadequate bus services in the locality.

Sir,
Having visited Mumbai recently, it appears to me that some of the factors leading to attracting tourists have
been overlooked by the tourism industry.
The bus service schedule needs looking at, especially when visiting places like Mira Road, Dahisar, Bhayandar,
Borivali. I actually waited nearly 40 minutes for a bus from Borivali into Dahisar. On reading the timetable I
should have a choice of a bus every 30 minutes or a bus from the scheduled place every 15 minutes during the
day. When boarding a bus back from the bus depot in Mira Road, it was annoying to find an extremely
haphazard situation. Who looks at these schedules?
Therefore, by your newspaper I want to draw the attention so that concerned authorities take immediate action.
Hope this letter will find a suitable column in your daily and prove as an eye opening instrument for the
competent authorities.

Thanking you,
Yours sincerely,
ABC

Write a letter to the Director, Municipal Corporation Mumbai East to Complaint against streetlights in
our locality.

ABC
The University Road,
Cantt,
Mumbai.

31st August, 2012.

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To
The Director
Municipal Corporation
Mumbai East.
Sub: Complaint against streetlights in our locality.
Sir,
I am a resident of The University road from silver jublee gate, cantt and I would like to bring to your kind
notice the situation of streets in our locality drawn in darkness at night as there are no lights to take away that
dangerous darkness to provide safety to the citizen to pass through the road.
Due to this, it remains dark entire night providing criminals a free hand to commit crime without any difficulty.
The switched-off streets lights are like a blessing of concerned authorities to the criminals. Moreover the
chances of road accidents have also been increased. The concerned authorities have to take this matter seriously
because it is their duty, and if they have failed to fulfill their responsibilities, how could they expect the citizens
to co-operate with them.
We, the poor citizens just want the concerned authorities to pay heed to our request and look into the matter as
soon as possible.
Yours truly,
ABC

Write a Formal Letter to the Principal requesting him to increase security for women in the college.

ABC
Mumbai-400008

22nd July 2015.

To
The Principal
XYZ
Mumbai-400002
Subject: Request for increasing security for women in college
Dear Sir,
I, the undersigned, am writing this letter to you to request you to hike the security for women in the college. I
am a student of your institution. I am voicing out such a concern on behalf of all the other female students of the
college.
Given the current scenario in the Indian diaspora and numerous untoward incidents that are being reported
almost daily, I believe that women‟s security is an issue that needs to be tackled effectively at the earliest. Most
of the female students in the campus travel from faraway suburban areas and often stay back in the college
campus even after the lectures are over because they participate in a wide range of extra-curricular activities
This is why I earnestly request you to take some action as soon as possible. I would be highly obliged if you
would do the needful and heighten the security in and around the college campus for all the females.
Yours truly,
ABC
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Write a letter to the Municipal Corporation of Delhi about the problem of open manholes in your area.

ABC
Block – J 88/3
Delhi

22nd July 2015.

To
The Commissioner
Municipal Corporation of Delhi
Subject – Problem of Open Manholes in Laxmi Nagar
Sir,
With due regards, I wish to bring to your kind notice that the conditions of man holes in our area are very
unsatisfactory.
Recently, a six year old child had a providential escape when he fell into an open manhole in our area. Luckily
a passerby rescued him. The frightening fact is that open manholes have become the source of imminent danger
to the lives of the residents of this area, especially small children. These manholes with their gaping mouths can
be death-traps for unsuspecting passerby. They can also cause major motor accidents.
I would request you to instruct the concerned staff to take immediate necessary action to get these open
manholes covered before they claim any life.
Your‟s faithfully
ABC

Write an application to the station officer to lodge an FIR for the disappearance of your brother.

ABC

25th March 2016.

To
The Station Officer,

XYZ
Sub: FIR for the disappearance of my brother
Respected Sir,

This is to inform you that my brother has been missing since yesterday afternoon. He went to his college as
usual and after that he was supposed to come back home and head towards his coaching classes. But he did not
come home so we assumed that he might have gone straight for his classes. We were alarmed when he did not
return home even after 8‟o clock in the evening. We tried calling him and we also called all his friends but to
no avail.
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I would request you to please look into the matter and find him as soon as possible as my
parents are too worried for him.

Thanking you,
Sincerely yours,
ABC

Write a Letter to the Manager, IDBI Bank requesting him to increase number of ATM‟s machines in the
locality.

ABC

7th January, 2012.

To
The Manager
IDBI Bank, Main Branch
Pune
Sub: Request to increase number of ATM‟s machines in the locality.
Sir,
This letter is being addressed to you in concern to the issue of dispensing money from your bank ATMs in
various areas in the city. I would like to bring to your kind notice that I as a customer of your esteemed bank is
satisfied and pleased with the services that your bank provides to me. But I face troubles at times while
dispensing cash from the ATMs of your bank as there is a shortage of machines.
The ATMs of your bank are located widespread and usually people find difficulty in locating one in closer
proximity. I would, thereby, like to request you to please look into the matter and increase the number
of ATMs in our city to avoid such troubles in future.

Thanking you,
Yours sincerely,
ABC

Write a letter to the editor requesting him to publish your article in the „Letters to the Editor‟ column
regarding the problem of begging & how it can be ended.

ABC

3rd March 2015

To
The Editor
The Hindustan Times
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New Delhi
Subject: Regarding the problem of begging & how it can be ended.
Sir,
I shall feel obliged if you kindly public the following few lines „Letters to the Editor‟ column of your
esteemed paper.
Some beggars, no doubt, deserve our sympathy. They are handicapped. They are unable to earn their living.
But the pity is that most of the beggars are able-bodied. Begging has become a profession for them. They find
it the easiest way to earn their living. Some of them are criminals. They beg only to hide their crimes. This
large-scales begging is a slur on the fair name of our country.
Begging should be abolished by law. It should be made a punishable offence. The government should open
asylums for those beggars who are really helpless. Able-bodied beggars should forced to work. If they go
without work, they must also go without food. We should have no sympathy for such impostors. We should
not encourage them by giving alms. People can thus play a big role in ending this evil.
Yours faithfully
ABC

Write an application to the General Manager, G.P. Pvt. Limited for the post of Marketing Manager with
reference to their advertisement in the „The Hindustan Times‟ of 16th January 2011.

ABC
H.No.573
MG Marg
New Delhi

22nd January 2011

To
The General Manager
G.P. Pvt. Limited,
Mumbai
Subject: Application for the post of Marketing Manager.
Respected Sir,
In response to your advertisement in the „The Hindustan Times‟ dated 16 th January „2011. I wish to be
considered the post of marketing manager. I feel my qualification and experience are suitable for the post
mentioned above.
I am enclosing my biodata, testimonial and attested copies of my certificates. I hope to receive a positive
response from your company.

Thanking you
Yours faithfully
ABC

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You are a UPSC aspirant; Write an Enquiry letter regarding coaching classes timing and course details
to the director of a reputed institute.

7, Greater Colony
Delhi

31st January 2016

The Director
XYZ Institute
25 High Street
Delhi
Subject: Enquiry regarding coaching classes
Respected Sir,
This is in reference to your advertisement in „The Daily Times‟ dated 18 January 2011. I am preparing for
the UPSC exams. I am interested in joining your institute, but before I do so, I would like the following
information.I would like to know the duration and the timings of the course. What is the fee structure and the
mode of payment? I would also like to know the strength of each batch and the success rate of your Institute.
Do you offer any discount to students who have excelled in academics?
I would be grateful if you could give me a prompt response so that I can take timely decision to join your
institute.

Thanking you
Yours faithfully
ABC

Write a letter to the general manager of northern railways, Delhi complaining him about the unmanned
railway crossing.

ABC

July 10, 2016

To
The General Manager Northern Railways
Delhi
Sub.: UNMANNED RAILWAY CROSSING
Respected Sir,

This letter is being addressed to you in concern with the numberless unmanned railway crossings in the
country. But some of them are prone to serious accidents. You must have read about the recent two tragic
accidents involving a truck and a Maruti gypsy within a span, of one month. No doubt, in both the cases the
drivers of these vehicles were responsible. Yet the railway authorities cannot absolve themselves from their

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responsibility. When contacted the Station Master told the reporter that the responsibility for constructing
motorable roads lies with the Public Works Department.
They should have consulted the railway authorities before making roads that cross the
railway lines. This did not appear to be convincing answer. However, unmanned crossings
are hazardous even for pedestrians. The govt. must take concrete steps to help check the
avoidable loss of life and material.

Thanking you,
Yours faithfully,
ABC

Write an application to the manager of Punjab National Bank, malad branch Mumbai for activating
internet banking facility on your account.

ABC
21st Century Education private Limited,
Navi Mumbai.

23rd April 2012

To
The Manager,
Punjab National Bank,
Marve Road, Malad,
Mumbai.
Sub: Application for activating internet banking facility on my account.
Sir,
This is to inform you that I have an account in your prestigious bank at your Malad Branch in Mumbai. I
would like to bring to your kind notice the fact that I have been a customer of your esteemed bank for past 20
years and has always been a satisfied customer.
I would like to make a request to you to kindly provide me the facility of internet banking on my account no-
35452434 as it has become a bit difficult for me to personally visit the branch for every transaction due to time
constraint. Please consider the matter and oblige.
Thanking you,
Yours sincerely,
ABC

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Write a letter to the editor of a daily newspaper requesting him to publish your article as you want to
appeal to the Archeological Department of India to look after the heritage of India.

ABC
Meerut

March 27, 2016

To
The Editor
The Statesman
Meerut

Sub.: the preservation of historical monuments

Sir,

May I, through your esteemed daily, appeal to the Archeological Department of India to look after the
heritage of India represented by historical monuments in our district.
Meerut is a historical region. Historical places like Parikshat Garh, Hastinapur, Barnawa belong to the epoch of
Mahabharta. Few years back it was in dilapidated conditions. Later on it was demolished by Meerut
Development Authority for building Apartments. If preserved timely, the palace of Begum Samru would, have
added to the glory of Meerut.
Many ancient monuments are facing extinction. It would be better if government of India took over these
monuments and took care of them under its direct supervision.
Thanking you
Yours truly
ABC

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You are the president of Women‟s equality forum, write an application to the chief personnel officer of
Bharat Petroleum Company requesting him to take a look at the gender biasing in promotion policy.

President
Women‟s Equality Forum
5, SafcJarjung Enclave
New Delhi

Feb. 25, 2016

To
The Chief Personnel Officer,
M/s Bharat Petroleum Company,
New Delhi.

SUB. : GENDER BIAS IN PROMOTION POLICY

Dear Sir,

Let me assure you at the outset that we have no intention to interfere in the official policy of promotion.
Promotions are based on merits and many other considerations that go a long way in determining the
performance of any organisation in the long run. We are writing to you because many instances have been
brought to our notice, where gender bias is quite evident. You don‟t, we feel, consider women fit for
supervisory posts or in your views men are more capable of management of the company. At every cost the
promotion policy for the last five years reflect your thinking that women are capable of only working at
subordinate jobs. Gender bias is self evident in your recent promotion list issued by your organisation. There is
hardly any name of woman in the list. Your policy goes against all norms of equality among sexes.
In view of the foregoing impressions, we request you to change your promotion policy and give chance of
promotion to women. Thanking you and looking forward to an early reply,

Yours faithfully,
Women‟s Equality Forum
XYZ
President

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Write a letter to the Editor of The Indian Times, requesting him to publish your article as you want to
draw the attention of the authorities concerned to the severe water shortage in your locality.

ABC
Meerut

May 10, 2016

To
The Editor
The Indian Times
Meerut
SUB.: Water shortage in our locality.
Sir,
Through the columns of your esteemed daily, we, the residents of Begum Bagh, wish to
draw the attention of the authorities concerned to the severe water shortage that we have
been experiencing.
Since the summer has set in, as usual we get water just for 30 minutes in the morning and
20 minutes in the evening. The amount of water barely comes to 100 litres a day. The civic authorities often
send tankers in order to provide temporary relief. But the supply
of water by tankers is so inadequate that the residents often resort to capturing tankers
forcibly.
Though fortnight has passed and the summer is at its peak, there is no sign of construction of water tanks
anywhere in the city. Water shortage is acute and is likely to worsen in the coming days.

Thanking you
Yours truly,
XYZ

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Informal Letters

An informal letter is usually meant for a relative or close friend, to tell them something about yourself, your
thoughts and/or feelings. It is written in a friendly, as you would talk to the person, face-to-face.
A casual letter is not as exact and structured as a formal letter is, and there are not many hard and fast rules
here. Some people adhere to the format of a formal letter, while for some people, mentioning the name of the
recipient and sender's signature is enough.

Format of Informal letter

 At the top, Writer's address is mentioned.

 Right after that you have to mention the date and then use salutation.
 Write the body of the letter in 3 para. First para will include contain the introduction of the subject.
Second para contains the main content or the full description of the theme and third para will include the
conclusion of the letter.
 The ending part of the letter includes subscription or the name of the writer. This format of informal is
followed in exams.

Address
---------------
---------------

Date

Dear Rashmi,

///Body of the letter

With love/Best wishes,

Sunny

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 Informal written to the people or relatives or friends of same age, Dear friend/cousin should be used.
 While writing a letter to the parents or any other elders, Respected Father/Mother/Uncle can also be
used. However, Dear Father/mother/Uncle/Aunt is more commonly used.
 Stick to the point while writing the body or main content of the letter and tell the incidence clearly.
 Body of the letter must be end in three para. First para contains the short description of the incidence,
Second para contains the elaborated incidence or the reason for writing the letter and third para contains
the conclusion or asking for help or any other stuffs and ending point.
 You can write in a casual manner, but the language has to be clear and simple.
 Use active voice as it makes the letter sound a lot more interesting.
 Ask questions as it keeps the conversation going and remember to respond to the recipient's queries.
 Use commas, semicolons and periods wherever necessary.
Opening
How do you address someone in informal letters is usually not as important as would be with a business
or formal letter. However, there are still a few things that you should know about in terms of addressing
someone properly in an informal latter. Your opening should be casual, and not as stiff as they would be
in business letters. Examples:
 How are you?
 How have you been?
 How is life treating you?
 How are the kids?
 I hope you are doing well
 I hope you and the kids are having a great time in. . .
Ending
Closing sentences examples:
 I am looking forward to seeing you.
 I can't wait to see you soon.
 I am looking forward to hearing from you
 See you soon.
 Give my regards to. . .

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Signature
In terms of signing off, the choice is yours and you have a lot of freedom here. Here are some examples:
 Best wishes,
 Best regards,
 Lots of love,
 Love,

Important topics for Formal letter

1. Your brother is wasting lots of timing in browsing social networking sites. Write a letter warning him
against the possible adverse consequences of this. Also, explain to him the creative uses of internet.

2. Write a letter to your friend arranging for an excursion together with his accepting reply.

3. Write a letter to your friend inviting her to your birthday party.

4. Write a letter to your sister inviting her for the Felicitation Function at your college.

5. Write a letter to your brother explaining him the importance of right to education act and motivate him to
participate in his school campaign of educating village people.

6. Write a letter to congratulate your cousin on his success in Punjab Civil Services examination.

7. Write a letter to your father expressing your opinions and views and corrective measure (if required) on a
current political topic.

8. Write a letter to your sister telling her how technology is helpful for banking sector and how it has brought
about a change in the present day workings of banks.

9. Write a letter to your friend describing the famine conditions prevailing in one of the regions of MP.

10. Your friend is coming over to stay with you. However, you will be away on vacation for a month. Write
him/her a letter and say: How to get the keys to your flat and Suggest a few places of interest to visit.

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Your brother is wasting lots of timing in browsing social networking sites. Write a letter warning him
against the possible adverse consequences of this. Also, explain to him the creative uses of internet.

15, Indira Gandhi Road

Pratap Nagar, New Delhi

June 12, 2016

Dear Rohit,
Hi, it was nice to learn from father that you‟re well-settled in your college hostel and the college session has
started. But told me that he found you too much in with social sites like Facebook, Twitter etc. Bro, now you
are in graduation and I know you‟re capable enough to decide good or bad about yourself. Yet being your elder
brother I can‟t help saying you something. Experts and neuroscientists across the world have felt that excessive
time spent on social sites does more harm than good. It shortens attention span, lowers ability to concentrate
long beyond computer screens and harms durability. Visiting such sites occasionally for amusement is different.
Dear you can use internet for getting newer relevant developments far and wide. Educative value of internet is
mind-blowing. Think over what I have said. My good wishes are there for you always. Hope to listen from you
soon!
Bye for now!
Your Lovingly
ABC

Write a letter to your friend arranging for an excursion together with his accepting reply.

PQR
413, Karve Road
Pune

17th July 2016

Dear Swapnil,
Hi, how are you? We both have holiday on next Monday. What do you say to a trip to Lonavala a monsoon
destination? We could start at early 7:00 a.m. in my car. It would be a change from day to day life. If you agree,
I will arrange the picnic, be ready at your house at 6:45 a.m.on Monday. Bring your camera with you.
Yours Lovingly
PQR

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Write a letter to your friend inviting her to your birthday party.

H.No: 1256
ABC city,
XYZ

17th July 2016

Dear Seema,

Hi, how are you? I am fine. Hope is everything is also fine with you. How is your preparation going on for
your exams? In your last letter you wrote that you won a prize in science fair. My hearty congratulations to
you. It is been ages we spoke to each other.
I am writing this letter to inform to that this weekend there is my birthday party in my farm house and I was to
inherit the pleasure of your presence in the wonderful movement of that important day. Hope you attend the
function and make me happy and grounded with your presence.
Convey my regards to your parents and visit Hyderabad for sure on my birthday. Make sure you have
sufficient time with me for shopping and all.

Yours Friendly,
Dilip,
Hyderabad

Write a letter to your sister inviting her for the Felicitation Function at your college.

SRCC,
New Delhi.

26 August 2008.

Dear Apurva,
I am sorry I couldn‟t write to you for a long time. I had my fifth semester examination, so I couldn‟t spare time.
Only today I have finished my exams. From today we would be busy in making arrangements for our
Felicitation Function. Being an autonomous college, this is our third year function. I would be receiving silver
medal for having secured 2nd rank in the past examination. As I know, our parents cannot come owing to
mother‟s ill-health. I would be happy, at least if you could attend the function and be with me for sometime.
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His Highness, the Governor of Uttar Pradesh will give away the medals to the best students selected in the gala
function.
I will make arrangements for your accommodation. Expecting an early and favorable reply.
Yours lovingly,
Kirti

A friend, to a childhood friend, whom she has just spent some time with, has written this letter. She
thanks her friend for the time they spent together in recent days, as well as wishing her that they
remain in contact, and stay friends forever.

10, Mahatma Gandhi Road

Kankarbagh, Delhi – 14

July 26, 2016

Dear Priya,
I am writing this letter to you so that you have something that you can keep to remind you of our friendship, to
bid you a proper farewell, so you will never forget our friendship and the times of joy as well as sadness, we
have spent together. The past few days have been fantastic, reminiscing about old school and college times.
Imagine if Mrs Sneha had not made us sit next to each other, then we would never have become such firm
friend that we are today.
My cell phone number and email are the same as always. Please stay in touch, you are a life long friend to me,
and I wish you all the best for whatever your ventures are for the future.
Bye for now!
Your Lovingly,
Ankita

Write a letter to your brother explaining him the importance of right to education act and motivate him to
participate in his school campaign of educating village people.

The City School

Tilak Marg
Greater Noida

23rd October 2011.

Dear Abhinay,
I hope your studies are going on perfectly fine. How were your semester exams? I am pretty sure that you will

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acquire good percentage of marks in it. I heard from mother and father that your school is organizing a
campaign for educating village people. I would like to motivate you to actively participate in it as it is a brilliant
opportunity given to you to contribute your part to this nation.
Education is the basis for development and empowerment for every nation. It plays a vital role in understanding
and participating in day to day activities of today‟s world. It builds one‟s character and plays a significant role
in transmitting one‟s culture, beliefs and values to others in society. It helps in creating innovations and meeting
the growing needs of every nation. It is the key which takes a country to remarkable heights. Therefore, I would
request you to participate in the campaign and report about it back to us soon.

Write a letter to congratulate your cousin on his success in Punjab Civil Services examination.

BMS College
Rajpura
Punjab

26th May, 2012

Dear Rakesh,
I just received your letter. I am very glad to learn about your selection in the Punjab Civil Services examination.
Please accept my hearty congratulations on your selection. I thank God that all your efforts have reaped you
such a prosperous future. You must have worked laboriously to achieve such heights and you deserve all the
credit. Once again accept my hearty congratulations on this success and may god bestow many
more happy occassion and you succeed in your life.
Yours lovingly,
Mohit.

Write a letter to your father expressing your opinions and views and corrective measure (if required) on a
current political topic.

Manish Arora
The Hindu College
New Delhi.

19th March 2012.

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Dear Father,
I hope this letter finds you in proper health and happiness. I have been missing my home lately and is trying to
arrange for leave of few days to come and visit you and mother. Meanwhile I would like to discuss the current
trend of hike in oil prices. Nowadays, the fuel hike has become a very common thing if you are aware of last
one year‟s progression in prices. Our Indian government has increased the price 5 times which has really
become a burden to middle-class families. But it is not only the government who is the culprit, we as citizens
of this country should be responsible to handle it by lessening the usage of vehicles when not required. India is
not rich in oil production. We are the primary reason for the petrol hike. Because year by year number of
vehicles are increasing gradually. Some of the measures
we could adopt to control this hike are
 Use private vehicle like bus, train.
 Use renewable source of energy like cng.
 Turn the engine off at the red light.
 Do research so that we also become the petrol rich country.

So as we know that team work always gives a positive result, we should follow and pull on our further life
instead of blaming somebody.
Hope you agree with me. I would meet you soon and we‟ll further discuss it. Pass on my regards to mother and
sister.
Your loving son,
Manish Arora.

Write a letter to your sister telling her how technology is helpful for banking sector and how it has brought
about a change in the present day workings of banks.

ABC
Miranda House
Patel Chest Marg
New Delhi

12th May 2012.

Dear Mona,
I hope this letter finds you in good health. How are your studies going on? I hope you are through with your
exams and is still waiting for your results. What are your plans as far as your career is concerned? Let me

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suggest you few good avenues. One of them is the banking sector. This sector at present is offering tremendous
opportunities to young generation and what with the latest advent in technology, the sector is gradually
moving towards globalization.
Indian banking industry, today is in the midst of an IT revolution. A combination of regulatory and competitive
reasons has led to increasing importance of total banking automation in the Indian Banking Industry. In view of
this, technology has changed the contours of three major functions performed by banks, i.e., access to liquidity,
transformation of assets and monitoring of risks. Further, Information technology and the communication
networking systems have a crucial bearing on the efficiency of money, capital and foreign exchange markets.
I am wishing you all the best for your future endeavors and hope that my letter has served its purpose of
motivating you.
Yours loving sister,
ABC
Write a letter to your friend describing the famine conditions prevailing in one of the regions of MP

10, Samrat Hotel

Morena

June 28th, 2002

Ajay,
The famine conditions in the drought affected region of Chambal are horrifying. Though I am on a marketing
tour in this area, I cannot help observing the plight of the inhabitants of the region on account of famine
conditions prevailing. Lakhs of people living in the inhospitable ravines are facing the question of survival.
They earn their living by selling wood, making baskets and seasonal migration to places where food is easy to
come by. I am shocked to see the hamlets in remote settlements situated in a desolate valley of Shivpuri
District. As we travelled from Gwalior to Shivpuri in the company of our distributor, the poverty and hunger
scenario grew darker. Rampant unemployment, dry wells and dead cattle were a common sight. As I returned
in the evening to my hotel, I felt disgusted with life. I was at a loss to understand how these people were alive
at all. Although Annapurna Cards have been issued to the people, this card entitles a person to ten kg. of grain
per month for four. This quantity is hardly adequate to sustain life of a person. It is strange that Government
and political leaders can be so callous of the conditions that can rend the heart of any common man. We
have made mockery of our democracy. Freedom from British rule seems to have lost significance. Freedom
from hunger and poverty has not been achieved even after 55 years of independence. The hypocrisy of the
politicians is very much evident. What more can Iwrite?

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With good wishes,

Yours sincerely,
XYZ

Your friend is coming over to stay with you. However, you will be away on vacation for a month. Write
him/her a letter and say: How to get the keys to your flat and Suggest a few places of interest to visit.

Dilip
XYZ
Delhi

June 28th, 2016

Dear Meera,
I hope this letter finds you in good health .As I wrote to you in my previous letter; I am unable to cancel the trip
to my cousin. But, soon after you arrive in Delhi, contact Jassi, a good friend of mine. She offered her help to
pick you up from the airport and you can collect the key from her.
If you have time you might enjoy visiting the Aquarium, the Meena Market and the Botanical Gardens as
these places are not that far from where I live. I hope you are happy with this arrangement, but if you need more
help or information please let me know.
Looking forward to hear from you.
With love,
Dilip

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