Letter writing ,types and their examples in english grammer upsc state pcs class 12 10th

Letter writing

• Introduction

• Letter writing is an intricate task as it demands meticulous attention, still candidates can fetch good marks if they are careful about what is being written.

• Kinds of Letter

(A) Formal

• Business letters

• Letters to concerning authorities

• Letters to editors

• Job applications

• Others

(B) Informal

• Letters to friends

• Letters to family members

• Format of Official Letters

• Main parts of An Official/Formal Letter-

1. The Heading

(a) The writer’s address

(b) Date

Patterns of Date:

(a) March 10, 2021

(b) 10^th March, 2021

2. The inside address of the recipient

• Generally it is started with the designation of the recipient.

3. The Salutation

• Sir/Dear Sir

• If the person to whom the letter is written is senior, “Sir” is preferred and the word “Dear” is not used.

4. The Body

• It is the most important part of a letter. The main message or communication is placed in this part. If the message contains more words and lines, it should be well arranged in different paragraphs according to the subject matter.

• The language of a formal letter should be clear, to the point, easy to understand and lucid. It should not be complicated or vague.

5. The Subscription

• It is a kind of leave taking phrase. The examples of the subscription in a formal

letter – Yours faithfully, Yours truly

6. The Signature

• The signature should be followed by the post if the writer has any.

7. Postscript (P.S.)

• It is an afterthought that generally occurs after the letter has been written and signed.

• Forms of Writing Letters

1. The indented pattern

• It is one of the oldest forms of a business letter. In this pattern, each line of the writer’s address is given at the close start to the right hand margin.

2. The fully blocked pattern

• In this pattern, everything is started from the left hand margin. This form is preferred these days. The modern computerized letters fall into this category.

3. The semi blocked pattern

• It is the combination of both the indented and the fully blocked form. The body of the letter is indented whereas the heading, address and other elements are blocked.

• Punctuating Letters

³ Don’t forget to punctuate the letters as per following norms–

• Use commas after the salutation in a personal letter and after the complimentary closing in all letters.

(i) Salutation:

Dear Abhishek,

My dearest Trisha,

(ii) Closing:

Sincerely,

Truly yours,

• Colons in Special Cases

(1) Numerical expressions of time

• The colon goes between the hour and minute. If seconds are noted, a colon goes between the minute and second.

Examples:

· He ran the marathon in 2:14:33.2.

(Two hours, fourteen minutes and thirty-three point two seconds.)

· He ran the mile in 4:12.

(Four minutes and twelve seconds)

(2) Periodical references in a bibliography or formal reference

• This may vary slightly depending on the form followed. Most frequently the reference is Volume: Issue Number or Volume: Page Number.

(3) Bible references, Chapter: Verse

• Example: John 3:16 (“The book of John, chapter 3, verse 16.”)

(4)  Subtitles for books, periodicals and articles are preceded by a colon

• Example: Ben-Hur: A Tale of the Christ

(5) We can also use “colon’ with salutations in business letters as per following

• Dear Sir/Madam

(6) Colons follow labels that identify important ideas meant to get attention

• Warning: To be opened by authorised personnel only.

Notice: Do not use before October 15.

• Capital Letters

• There are two additional rules for capitalising when writing letters.

(a) Capitalize the first word and all nouns in the salutation or greeting.

• My dearest Aunt,

Dear Sir,

Greetings!

(b) Capitalize the first word in the complimentary closing.

• Sincerely,

Truly yours,

With best wishes,

• Examples of Formal Letter

Business Letter

Ref.Po/

Date 11/05/2019

M/s Jaipur Publications

Chaura Rasta,

Jaipur

Sub: Supply of Proper Books.

Dear Sir,

Today we have received the parcel of books sent by you. We are surprised to find that you have sent all the twenty books of English Grammar written by some Mr. Sarraff, while we have ordered for the English Grammar written by Mr. Gupta and Gupta.

We are returning the books. You are requested to supply the books of English Grammar written by Mr. Gupta and Gupta. Please be kind enough to supply the proper books immediately. The parcel be packed properly with polythene.

Thanking you

Yours faithfully,

B.K. Garg

Partner

Official Letter

B-21, Jeevan Jyoti

Dayalbagh

Date 21/02/2021

The Superintendent of Police/SDM,

Agra

Sir,

I want to draw your kind attention to the nuisance caused by the use of loud-speakers. I am a student of class XII appearing at the Board examinations. It is a time when all the students are busy day and night preparing for the coming examinations. Their success depends much on the proper use of their time and the concentration of their minds. It is regrettable that majority of citizens do not realise the importance of this time for students.

They enjoy full liberty to use loud-speakers at their highest pitch to celebrate every occasion that comes to their hands. The result is that we are unable to make preparations in the right way.

I, therefore, request you to kindly impose a ban on the use of loud-speakers for the period of Examinations and punish those who are found guilty.

Thanking you

Yours faithfully

Bhavesh Bhargav

Social Letter

45, Sarojni Nagar

New Delhi

Date 02/04/2021

The Editor,

Dainik Bhaskar,

Bhikaji Kama Place, New Delhi

Dear Sir,

I shall be grateful to you if you permit me to express my views on street begging in our city through the columns of your esteemed daily. I wish to draw the attention of the public as well as the Government against this menace.

Begging in Sarojni Nagar has become a common sight. Turn where you may, you will always find one or two beggars with their begging bowls asking to spare a few coins for them. Some of these beggars are quite hale and hearty and can jolly well earn their living but they seem to have taken to easy money out of the pockets of others. Let me tell you that these beggars do not spare even the tourists to this area. It is indeed a reflection of our culture and country. I would therefore, appeal to the public not to encourage these beggars and to the Government that the Anti-Beggary Law should be stringently implemented to uproot this social evil.

Yours truly

G.K. Meena

Letter to the editor

Khushboo

4, Gandhinagar

Mumbai.

Date: 15/05/2020

The Editor

Hindustan News

Mumbai.

Subject: Absence of Amul milk booth in

Gandhinagar

Respected Sir/Madam

I am Khushboo, a resident of Gandhinagar. I am writing to you in order to raise the issue of the absence of an Amul milk booth in my locality. Gandhinagar has a huge population that comprises daily wagers. Still, the area does not have an Amul milk booth. The residents face many problems as they have to walk upto 10 kilometres every morning to get their daily stock of milk and milk products. This has also led to black marketing. The people of the area are getting harassed.

As the situation is serious, I request you to highlight it through your newspaper so that the Amul authorities are sensitized towards it and do the needful.

Thanking You

Yours sincerely

Khushboo Bhargav

• Demi Official Letters

• This form of letters is generally used in correspondence between two or more than officers to supplement or explain matter which has been referred officially.

• The subject matter of such letters is confidential in nature.

• The style of writing is not formal.

• It is a kind of private letters having official subject.

• Form of language is generally singular.

• Signature is placed without mentioning the designation.

• Example of a Demi Official Letter

• Dear Mr. Sharma,

•  Introduction:

Letter writing is an intricate task as it demands meticulous attention, still candidates can get good marks it they are careful about what is being written.

In spite of so many reminders, we haven’t received the list of employees to be promoted in the next academic session which is to start very soon. I think you will act upon promptly and dispatch the list of qualified employees who deserve promotion.

Expecting a quick response from your side.

Yours faithfully,

S.K. Mishra

• Circular Letters

• It is a kind of a brief note to be distributed or sent to a large number of people /authorities/ employees.

• A circular is generally sent or distributed to seek and inquiry on a particular point from a number of subordinate officers or heads of the departments.

• It is not necessary to use salutation or subscription in circular letters.

• Main characteristics of a circular letter:

•   Conciseness

• Reliability

• Mutual Interest

• Circular letters in organizations are prepared with a purpose to inform the members of an organization of certain issues related to the organization.

Beginning – Dear Sir/Madam,

Subscription – Yours faithfully,

• Example of a Circular Letter

Circular letter announcing change of

Academic Head

Utkarsh Classes

Jodhpur

Ref. No. ……….     Date: June 07, 2020

Dear……..,

We regret to inform you that Mr. Rajesh Jha who has been our academic head for the last ten years has recently resigned from his post to take up another appointment.

In his place we have appointed Mr. Nadeem Khan who will take control over our academic section.

All the employees will coordinate with Mr. Nadeem Khan from here on.

Yours faithfully,

Nirmal Gehlot,

C.E.O. Utkarsh Classes.

• Memorandum

• ‘Memorandum’ is a short note which aims at providing information about something to be remembered. It reminds the employees of an action to be done or acted upon in the future.

• It is a kind of short reminder. It is an informal message to be sent between two or more than two employees of the same company.

• It contains information about a particular matter. Sometimes the term ‘Memorandum’ refers to an informal legal agreement or a letter of agreement.

• It is informative in nature.

• It is generally sent by a high ranking officer to his subordinates.

• A Memorandum Contains

• Reference

• Date and subject

• The designation of the receiver

• The designation of the sender

• Example of a Memorandum

Utkarsh Classes

Jodhpur

Ref. No…….         Date: Dec. 05, 2020

To

All non-academic employees.

Sub: Change in Office timings.

All the employees are reminded that the office timing for non-academic employees will be changed from the first of January. The office timing for non-academic employees will be from 10:00 am to 5:00 pm that will be effective from the 1^st of January.

Looking forward to your warm corporation,

Nirmal Gehlot

(C.E.O.)

• Example of Informal Letter

Personal Letter

12/31, Gandhi Colony,

Jaisalmer

July 23, 2020

My dear Ajay,

I am glad to see your result in the Rajasthan Patrika of today that you have been successful in the RAS examination and secured good rank. I conveyed this happy news to my father who was sitting beside me. He too was overjoyed.

I thank God for his kindness and wish you a bright future. I know well that you have been intelligent and diligent in your school and college days. Certainly your success is due to God’s grace as well as your hard work and also timely guidance of your respected parents.

Please convey my respectful compliments to your parents. Again congratulations to you.

Yours sincerely,

Anil