Formal Letters

(a) LETTERS OF ENQUIRY/ASKING FOR INFORMATION

You are Sahil Tuteja, the Sports Secretary of your school. Write a letter to Globe Enterprises, New Delhi, a leading
firm dealing in sports goods, requesting them to supply their trade catalogue. You may mention the items you intend to
buy and ask for a discount on the catalogue prices.

Answer:
ABN School
Mathura

10 March, 20XX

Messrs Globe Enterprises

F-4, Greater Kailash-II
New Delhi

Subject: Trade Catalogue for Sports Goods

Sir,

We have to buy sports material in bulk for various games and sports for our school for the new academic session
beginning w.e.f. 1st April.

We are interested in cricket bats and balls, hockey sticks, balls, goalkeeper’s full kit, footballs, volleyballs, basket balls,
table tennis balls and bats etc. We also need items for uniform namely, sports T-shirts, shorts and vests of different
sizes.

Your firm has been mentioned to us as one of the best dealers in sports goods.
I shall be glad if you send me your catalogue together with quotations for large quantities. Please do mention the time
required to effect delivery and the terms of payment.

I hope you will facilitate business by quoting the lowest possible rates. I am confident that you will patronise us by
giving some discount also. Please mention the rate of discount on the catalogue prices.

Yours truly
Sahil Tuteja
Sports Secretary

(b) REPLIES TO ENQUIRIES

As the Sales Manager of M/s Universal Book Suppliers, 26 Ansari Road, Daryaganj, New Delhi, write a letter to the
librarian of Scindia School, Gwalior offering information regarding the sale of dictionaries and illustrated children’s
encyclopaedias.
Answer:
Universal Book Suppliers
26, Ansari Road
Daryaganj
New Delhi
Tel. No. 23286677
Our Ref. No. UBS/AMS/02/DE/0507
Your Ref. No. SCG/CE/54-03

19 May, 20XX

The Librarian
Scindia School
Gwalior

Subject: Sale of Dictionaries and Encyclopaedias

Sir,
We thank you for your letter dated 5 May, 20XX and are happy to furnish you the following information:
We stock dictionaries and encyclopaedias published by Indian as well as foreign publishers. We have books suitable
for all age-groups of school going children. As desired by you, we are enclosing our latest catalogue. It contains the
information you need.

We shall offer you 15% discount given to educational institutions on this category of books. We need two weeks’ time
to make delivery of the order. We accept payment by demand draft only. It should be payable at New Delhi.

I hope our terms will meet your approval and we’ll receive your order soon.

Yours truly
S. Ravindran
Sales Manager

(c) PLACING ORDERS

You are the librarian of Amla Public School. You had placed an order for textbooks with Dhanpati & Sons. Since the
books did not arrive on time, you have decided .to cancel the order. Write a letter to the Manager, Dhanpati & Sons,
Chennai, cancelling the order.
Answer:
The Librarian
Amla Public School
Chennai

30 August, 20xx

The Manager
M/S Dhanpati & Sons
Chennai

Subject: Order for Textbooks

Sir,

Kindly arrange the supply at your earliest the books for our school at the rates approved for the year 20xx. The details
of the books are as follows:

1. Mathematics – Class – 12 – K.C. Sisodia – 50 copies

2. Science – Class – 10 – J.K. Randhawa – 50 copies
3. English Grammar – Class 12 – K.P. Thakur – 50 copies

It must be ensured that latest editions of books are being supplied. Before supplying the books it must be checked that
each book is of latest edition. Payment will be released only after the approval by the principal.

Yours truly
Raghvan
Librarian

NON-COMPLIANCE OF ORDER

You have placed an order for a few books with City Central Book Shop, No. 10, Paharganj, Delhi. You have not
received the books so far. Write a letter to the bookshop complaining about the non-compliance of your order.
Answer:
National Sr. Sec. School
Vayu Vihar
New Delhi

25 March, 20XX

City Central Book Shop No. 10

Paharganj
Delhi-110006

Subject: Non-compliance of the order No. 11/RS

Sir,

This is with reference to our order No. 11/RS dated 4th March, 20XX regarding the delivery of a few books for our
school library.

In this respect, I regret to state that despite repeated reminders on the phone, the books have not yet been delivered
to the library so far. The new session has started and the books are required urgently for reference work by the
students. I am quite upset about the non-compliance and negligent attitude shown by your shop towards our order. If
the specified books don’t reach us within three days from the receipt of this letter, we will conclude that you are not
interested in fulfilling this order. In that case, we’ll be compelled to place the order elsewhere.

A list of books ordered is being enclosed herewith. Kindly do the needful at the earliest.

Yours truly
ABC
(Librarian)
Enel.—Photocopy of the book-list.

(d) COMPLAINTS

You are the member of a youth club. Recently your club has purchased some furniture from Nawab Furniture Depot,
Kanpur. But after a week you have noticed some defects in the furniture. Write a letter to the Manager of Nawab
Furniture asking him to replace it. You are Akbar!Amina.

Answer:
Eagle Youth Club
B-69 Court Road
Kanpur

1 August, 20XX

The Manager
Nawab Furniture Depot
84-Railway Road
Kanpur

Subject: Replacement of defective furniture

Sir,

This is with reference to order no, 93812 of a sofa set, wooden chairs and table worth
₹ 45,000. This is to bring to your notice that on inspection of the furniture after receipt at Club office certain defects
have been noticed.

We request you to replace the furniture within a week as the club’s general meeting is scheduled for the next week.

We hope that such mistakes will not occur in future. Hoping for an early replacement.

Yours truly
Amina
Secretary

Letter to the Editor

Write a letter to the Editor of National Herald, New Delhi about water scarcity in your locality suggesting ways to
improve the position of water supply. You are Ramnath/ Reema of Ghaziabad.
Answer:
A-24, Kavi Nagar
Ghaziabad

April 2, 20XX
The Editor
National Herald
New Delhi-110001

Subject: Water crisis in Kavi Nagar

Sir,

Through the columns of your esteemed newspaper, I wish to draw the attention of the concerned authorities towards
the problem of water scarcity in our locality.

It is still early summer and the residents are already facing acute water shortage in the area. The supply is cut off at
8.30 a.m. in the morning and is restored only for half an hour in the evening between 6 p.m. to 7 p.m. Since the
timings are erratic, many people, especially, the working couples are unable to store water. Frequent complaints to the
Jal Board haven’t yielded any result as the authorities express their helplessness saying that one of the tanks of the
Hyderpur Water Treatment Plant is under repair and has been shut down for a month or so thereby affecting the water
supply in the area. But it is nearly one and a half months since the problem began, yet there is no respite to the
residents.

The Jal Board should, in the meantime, make provisions for water tankers at different horns of the day. Also,
measures must be taken to expedite the repair work.

Yours truly
Ramnath /Reema

Official Letters

As Sports Secretary of your school, write a letter to the Secretary of the Sports Authority of India, Delhi requesting him
for details regarding the sports scholarships that are available for students.
Answer:
St. Mark’s School
Janakpuri
New Delhi

20 April, 20XX

The Secretary
Sports Authority of India
New Delhi

Subject: Information regarding sports scholarship

I have come to know from my friend in Punjab that the Sports Authority of India awards scholarships to sports persons
and athletes who distinguish themselves in various sports disciplines during their school days. The tenure of these
sports scholarship varies from three to five years.

Some of our athletes have topped at the district level and have been selected for national events. They are keen to
know the availability of sports scholarship awarded under your benign guidance. The specific conditions and eligibility
criteria may please be intimated to us.

I hope you will provide the necessary information at your earliest.

Yours truly
S. Narula
Sports Secretary

You are Akbar/Amina. Summer months are difficult time for the people, especially people in the big cities because of
the acute shortage of water. Write a letter to the Municipal Commissioner to make arrangements to store rain water
and utilise it. Also give suggestions to him to create awareness among the people to save water.
Answer:
A-74, Vasant Vihar
New Delhi
15 June, 20XX

The Municipal Commissioner

Delhi Municipal Corporation
Sham Nath Marg
Delhi

Subject: Arrangements to store rain water

Sir,

The residents of Vasant Vihar have faced an acute shortage of water during summer season. This year was
exceptionally hot and a lot of water was needed for quenching thirst, bathing, cooking and other basic household
needs like washing clothes, utensils etc. The shortage of water caused a lot of problems and turned people’s life to a
virtual hell.

The rainy season is at hand. You are requested to make arrangements to store rain water and utilise it during the lean
periods of water supply. Moreover, awareness should be created among the people by distributing pamphlets,
advertisements in newspaper, T.V. etc. to save water. Practical demonstrations of ‘Rain water Harvesting’ will prove
an educative step. Posters on “Water is Precious’ and Water is Life’ may be displayed at important places.

I hope my suggestions will find favour with you.

Yours faithfully
Akbar

Write a letter to the Police Commissioner (Traffic) about the inadequate parking facilities in the commercial street area
of Bangalore, which is causing a lot of inconvenience to the people. You may also offer your suggestions to solve it.
You are Rakesh/Radhika, No. 12, Jayanangar, Bangalore. (Word limit: 150 words)
Answer:
12 Jayanangar
Bangalore

12 March, 20XX

The Police Commissioner (Traffic)

Bangalore

Subject: Inadequate parking facilities

Sir,

I wish to draw your attention towards the lack of an essential civic amenity which causes trouble not only to the vehicle
users but also to the general public.

The inadequate parking facilities in the commerical street area of Bangalore has caused a sea of chaos, confusion
and disorder. Most of the vehicles are parked on roads blocking the passages to and from the parking spaces. The
problem gets worse during the evening hours. People are stranded as they can’t park their vehicles at places
earmarked for parking. Nor can they move out easily towards the road from the parking spaces.

I would like to offer some practical suggestions:

1. Vehicles with even number should be allowed on even days i.e. (Tuesday, Thursday and Saturday) while
those with odd ones be used on odd days (Monday, Wednesday, Friday). This will cut the number of vehicles
by 50%.
2. The parking lots should be controlled by the police so that entry/exit is not blocked.

I hope my suggestions will be implemented for public benefit.

Yours truly
Radhika
Example : You are Sudha / Sudhir resident of A-7, Shanti Park. You read the following advertisements in a
newspaper.

SITUATION VACANT
Wanted a young and experienced graduate with fluency in English
and Hindi to work as receptionist at customer care booths of NCR
groups of hotels, Delhi. Contact Manager along with your complete
C.V. within 7 days of this advertisement.

Draft an application in response to the advertisement giving your detailed resume.

Job Application
Two Parts (A) Covering Letter (B) Bio-Data

A-7, Shanti Park

Delhi

16 December, 2017

The Manager
NCR Group of Hotels
Delhi

Subject : Application for the post of receptionist.

Sir,

In response to your advertisement in the Hindustan times dated December, 2017 for the post of receptionist, I hereby
offer my candidature for the same.

I possess requisite qualifications and experience. I want to join your hotels to fully utilize my potential.

You may call me for an interview on any date as per your convenience.
I shall be able to join my duties at one month's notice if appointed. I am enclosing my detailed resume for your
perusal.

Yours truly
Sudha / Sudhir
Enclosure : Detailed Resume

Resume / Bio Data

Name : Sudha / Sudhir
Father's Name : Mr. Subhas
Age : 25 Years
Address : A-7, Shanti Park, Delhi
Hobbies : Music, Net Surfing, Photography, sports.
Language Known : Hindi, English
Nationality : Indian

Educational Qualifications :
–Passed Secondary Exam. from CBSE with 8.5 CGPA
–Passed Senior Secondary Exam. from CBSE with distinction
–Passed Graduation from Delhi University with first division.

Professional Qualification : Diploma in Computers from Aptech with first division.

Experience : Worked as Receptionist with ABC group of companies for 2

years.

Expected Salary : Negotiable

References :
1. Dr. Mohit Aggarwal
(Surgeon), GTB Hospital, Delhi
2. Mr. Ashok Kumar
Principal
AB Public School, Delhi