BUSINESS LETTERS

MM-5 W O R D L I M I T- 1 2 0 - 1 5 0 W O R D S
 TIPS TO WRITE LETTERS
The best letters give the most important information in the shortest time
and most accessible form. Points to Remember
• Always plan your letter. Think before you write.
• Avoid ambiguity, cliches and be straight forward.
• Give complete information.
• Don’t use abbreviations, e.g., Inst., govt. etc. Though contractions (don’t
can’t etc.) are permissible in modern letter writing, one should avoid them.
• Be polite, courteous and correct even if you are in bad mood.
• Use short and crisp language.
 • Write one idea in one paragraph. Use different paragraphs for different points with
appropriate linkers. • Always edit your rough draft.
• Avoid long-winded and rambling turns of phrase. For example, write “please let me know”, Not “I
would appreciate your informing me....”
. • Use correct/appropriate format.
• Avoid vague closing like ‘Hoping to hear from you’ or ‘Thanking you in anticipation’. These are
outdated. Instead end on a firm and positive note. Such as ‘This communication should be a pre-
cursor to all the future negotiations to follow’.
• Follow block style (latest). Do not mix it up with the traditional semi-block style.
• Leave one line space between paragraphs.
• No punctuation in address/date/salutation.
• Don’t leave any space at the beginning of a new paragraph, as was done in traditional
paragraphs.
• Follow these greetings and salutations for different situations:
o In the complimentary close, for the letter to Editor- write: * Yours truly/sincerely
o to the Principal * Yours sincererly/faithfully/obediently
o to the editor write Dear Sir - as salutation.
o Yours sincerely-to friends and to all the people whom you are addressing by name.
o * Yours affectionately-to relatives.
o To the Editor – end with signature of the sender followed by his name in block letters and
designation.
o • In modern letter writing, ‘yours Sincerely’ is often used for business letters, to editor also.
DRAFTING GUIDELINES
o Follow accepted conventions
o write as simply and Clearly as possible,
o Don’t use informal language like contractions slangs, colloquial language.
o Always stick to the word limit.
Letter to the principal
You are the Head Boy/girl of SKV Mausam Vihar, Delhi. The students have been complaining to you about
shortage of cold drinking water outlets in the school. Write a letter to the Principal of the school
requesting for one more water cooler in the school.
ADMISSION NO/REF NO:VS/2017/43276
3 September 2020
The Principal
SKV – Mausam Vihar
F-Block
Delhi - 110092
Subject: Request for more Water Coolers
Sir/Madam
I, on behalf of the students of Senior Sec School, would like to bring to your kind notice the problems being
faced by the students due to inadequate number of water coolers on the second floor, occupied by the sr.
students. Long queues of students, especially during recess can be seen in front of the only water cooler in
this part of the building. This sometimes leads to quarrels and delay in going back to classes.
You are requested to get some more coolers installed in the school premises. Most students complain that
there isn’t enough water for everyone specially during recess period. The increasing temperature has
increased the demand of drinkable water. One more water cooler on the first floor of secondary block
would resolve the issue to a great extent. Therefore, you are requested to take necessary step for
installing a branded 300 ltr. water cooler in the school as early as possible.
Thank you
Yours obediently
Signature
Name
Head Boy
 LETTER TO THE EDITOR
The unfortunate spike in COVID cases in Delhi makes you deeply annoyed with the easy-going attitude of
people and an utter disregard to the safety protocols. Write a letter to the editor of Hindustan Times
sharing your concern at the alarming pandemic condition in the capital, while making valuable suggestions.
You are Aditi/Yash of Surajmal Vihar, Delhi. 120-150 words 5 mks

Surajmal Vihar
Delhi-110092
April 14, 2021
The Editor
Hindustan Times
K G Marg
Delhi-110092
Subject: Violation of COVID protocols in Delhi
Sir
Through the columns of your esteemed newspaper, I’m compelled to share my deep annoyance at the open
violation of COVID protocols by Delhiites.
The steep spike in cases has led to teeming wards in public and private hospitals, making it impossible for
the govt to manage the situation, but the callous behaviour of common man on roads is outrageous. Masks
and social distancing is practised only in namesake. Local markets, religious hubs and political rallies are
increasing becoming the red zones which might multiply the existing numbers in the next 24 hours. But who
cares?
It’s imperative that Govt’s appeal to get vaccinated must be given top priority. People must refrain from
holding family gatherings, attending social events or even shopping in person. Utilities and provisions must
be home-delivered and life to be put on the basic gear to ensure survival.
Only a united and a conscientious effort can save the humanity from the severity of this contagion.
Hope my letter finds a suitable place on your editorial page to seek the attention of general public and
concerned authorities.
Thank you
Yours sincerely
Aditi Jaiswal
A concerned citizen
 
Your grandfather is very upset about the rising prices and keeps thinking of his older times when
things were very inexpensive. You are convinced that inflation has made life difficult for the common
man. Write a letter to the editor of newspaper describing the difficulties faced by poor families. You
are Aditya/Siya Kashyap of Delhi. 5 mks

House No 77/9
Jal Colony
New Delhi-1100XX
 
4th May 20XX
 
 
The Editor
The Times of India
Kasturba Gandhi Marg
New Delhi-1100XX

Subject: Impact of Price Rise on Common Man

Sir
Through the columns of your esteemed newspaper, I wish to draw your attention towards the problem of
inflation which has made life difficult for the common man.
 
Now-a-days, prices are rising at a compounded speed. It was not so in earlier times when things were very
cheap and were within the reach of almost everyone. On one hand, the prices are rising but on the other,
the income levels remain the same. The sharp rises in prices have crushed the common man. He cannot bear
even the daily expenses of his family. This is giving rise to disappointments and dejections in their life.
There is even more pressure on the families which are below the poverty line. Corruption is also on the rise,
to avoid a financial crisis, people are turning towards bribery which is the root cause of all evils. The
society is taking a bad turn only because of inflation.
 
It is high time that the concerned authorities should wake up to this social cause. I rest my case with the
hope that it would find a place in your newspaper and act as an eye-opener for the authorities.
 
Thank you
 
Yours sincerely
Tia Nigam
 FORMAT OF BUSINESS LETTERS

Sender’s address
City – pin code- 2 liner
Date – MM/DD/YY
………………………………………..
Addressee’s Address
The Designation
Name of the organization/institution
Specific Address
City – Code
…………………………
Sir/Mam
Subject: Concise and informative (Enquiry)
Body of the letter
 Reference to the information/institution – to a website or a newspaper
 A brief profile about yourself- in sync with the enquiry being made
 Kindly apprise me on the following issues
I. Duration of the course
II. Fee structure
III. Placement opportunities
IV. Class size
V. Assessment plan
VI. Certification
VII. Transport/accommodation facility
 Seeking a brochure on complete details
 Thank you
 Yours sincerely
 Name
 Email ID
 Phone no
 
 SAMPLE LETTER OF ENQUIRY
 
You want to study Bachelors in International Business from Canada after completing your high school. Draft a letter to
the Director making an enquiry about coaching classes to prepare you for the forthcoming IELTS exam. Address it to
British Council, KG Marg, Connaught Place, Delhi. Sign yourself as Saurav Sharma, Aurobindo Road, Delhi.
 
Aurobindo Road
Delhi
………………………….
Nov 17, 2020
……………………………
The Director
British Council
KG Marg, Connaught Place
Delhi
………………………..
 Subject: Enquiring about coaching for IELTS – 2021
Sir
This is in reference to your advertisement in The Times of India, dated 15 November 2020, that I hereby address my
queries about coaching for IELTS – 2021.
I am a high school student from Science Stream and want to pursue my further education in Canada. I have enrolled
myself for IELTS – January 2021 and require training in English language to achieve graceful percentile.
 Kindly update me on the following points:
 Duration of the coaching module
 Specific timings and days
 Fee structure
 Payment plan in installments, if available
 Mock interviews and assessments
I’ll be immensely grateful if I am apprised of the aforesaid information through a detailed brochure, either mailed or
posted at the above-mentioned address.
 
Thank you
 
Yours sincerely
Saurav Sharma
[email protected]
You are planning a family holiday to Kasauli. Draft a letter enquiring the General Manager, Make My Trip Limited, to
furnish complete details about bookings of accommodation, travel etc. You are Vedansh of Aishwarya from Bandra,
Mumbai

Bandra
Mumbai
Dec 7, 2020
The General Manager
Make My Trip Limited
Kavin Town
Delhi-110082
Subject: Enquiring about Hotel bookings
Dear Sir
Please refer to your advertisement in the Hindustan Times dated 30 November. I am keen to plan a week-long holiday
package with you to Kasauli from 25 December, 2020 to 1 Jan, 2021
We are a group of eight- two senior citizens, one infant and five adults, from a pure vegetarian, traditional family. We
would like to book two adjoining family suites in a 5 Star hotel.
Kindly brief me on the following:
o Flight bookings – both sides
o Availability of rooms
o Two Pure vegetarian meals per day
o Pick-drop facility to and from hotel
o City tour and guide
o Any special arrangement for Christmas and New Year’s Eve
o Any recreational facilities at the hotel premises

Kindly send me complete information on the aforesaid points. I’ll be grateful if you could mail me your brochure to
apprise me of additional benefits in your holiday packages.
Your prompt reply will facilitate me in finalizing my documentation and other formalities.
 
Thank you
Yours sincerely
Varun
[email protected]
 LETTERS OF COMPLAINTS
A – Civic Issues
B – DEFECTIVE GADGETS
C – MISMANAGEMENT
Draft a letter to the Commissioner of Police, complaining about increasing thefts and chain snatching incidents in your
local area. Sign yourself as Nitin/Nikita Sharma of Chitra Vihar, Delhi and address it to the Police Headquarters, ITO.
 
43-Chitra Vihar
Delhi – 110092
…………………………………………………
Dec 22, 2020
………………………………………………..
The Commissioner of Police
Police Headquarters
ITO
Delhi – 110005
………………………………………………
Subject: Increasing thefts in Chitra Vihar
Sir
On behalf of the residents of Chitra Vihar, I request your kind attention to the steep spate of robberies and chain
snatching incidents in this area, leaving common man dazed and threatened.
It’s been about three months of unchecked intrusion of illegal elements that has put Chitra Vihar in the red zone of
crime. The modus operandi of the miscreants deludes all security measures deployed by the RWA. CCTV surveillance
are breached, security guards are manhandled, security alarms are diffused and the thieves escape with booty much
before the incident is reported.

We appeal you to look into the matter personally and beef up high-level security in this zone, before the situation
worsens and lives are lost.
Thank you
Yours sincerely
Nitin
[email protected]
B – Defective Gadgets
You purchased a Hitachi air conditioner last month. After about a week of smooth working, it has started emitting
foul smell and gradually lost cooling. Draft a letter to the General Manager of the company filing your complaint
and requesting a prompt action. You are Avinash/Aarohi of Surya Niketan
Surya Niketan
Delhi – 110092
………………………………
Dec 22, 2020
……………………………….
The General Manager
Hitachi Pvt Ltd
Patparganj Industrial Area
Delhi – 110090
………………………………….
Subject: Complaining about defective Air Conditioner
Dear Sir
……………………………….
I seek the redressal of my grievances, vide receipt HPL-23/1190/2020, under the Consumer Rights Act, with regard to the
two-ton Split AC, purchased last month from Advanced Solutions showroom at Laxmi Nagar.
The said product was purchased after verifying its superior technology and public rating but its output failed its impression.
Having worked smoothly for about a week the AC started emitting noxious smell, gradually losing its cooling by the
following week. It appears that its compressor has developed some technical snag. Having dispensed a hefty amount in
the purchase of this exotic model, we are forced to bear with the sultry climatic conditions in a sheer discomfort.
The product is still in its warranty period and it is expected that an earnest action is initiated. If I do not hear from you, I
will be forced to take up this matter in the consumer court.
Kindly fix our appointment with your engineer to get the issue diagnosed to follow the requisite replacement or repair.
Looking forward to a prompt communication
Thank you
Yours sincerely
Aarohi
[email protected]
Enclosure:
A copy of Invoice
DEFECTIVE AREAS - GADGET WISE:
TV: picture tube, sound, B-Board
Microwave: digital panel, overheating, sparking-short circuiting
Iron: short-circuiting, heating element, surface, polish
Refrigerator: gas leakage, compressor, cooling, digital panel
Washing Machine: noisy, broken fan/wing, motor, digital panel,
mechanical/technical immobility
Laptop: draining battery, USB port, Bluetooth connectivity, keys, mother
board, webcam, processor, hang up, RAM, keyboard
Mobile: do
 Placing of order:
1. You are the Sports teacher of Sister Nivedita SKV, A-Block, Defence Colony. You have been asked to place an
order for different sports equipment for the year to Mehta & Sons Pvt. Ltd.
 
Sister Nivedita SKV
A-Block Defence Colony,
New Delhi
 
25 March 20XX
 
The Proprietor
Mehta & Sons Pvt. Ltd
Chandni Chowk
New Delhi
 
Subject: Placing Order for Sports Equipment
Dear Sir
*With reference to the catalogue enclosed with your advertisement published in The Times Of India/featured in
www.sportsequip.co.in we are pleased to place an order for some sports equipment, as mentioned under:
SN NAMES OF REQUIRED COD QTY
EQUIPMENT E
1 BASKET BALL -COSCO BB-10 6
2 CRICKET BAT CB-03 5
3 SHUTTLE COCK-LIGHT FEATHER SC-25 20
4 FOOTBALL-NIKE FB-12 7
5 TABLE TENNIS RACQUETS TT-10 10

The order is expected to be delivered within ten days of the issue of this letter.
The payment will be made by cheque within one week of the delivery. Advance payment cheque has been enclosed herewith.
In case any item is found missing/damaged, the payment will be held back till it is replaced. It is expected that 10% discount
would be adjusted as mentioned on bulk purchase, in the catalogue.
 
Thank you
Yours truly
Signature
Name
Designation
 Enclosure: Cheque for INR-5,000/