Formal Letters | Business Correspondence and Reporting (Old Scheme) - CA Foundation PDF Download

 Page 1


Learners will be able to- 
1. Improve their business communication skills. 
2. Understand the importance of formal letters in business communication.
3. Become familiar with the various types of formal letters.
4. Explore the appropriate language and format associated with a formal letter.
5. Express their ideas clearly. 
w Dierentiate business letters from other formal letters like letter to the editor and job application. 
w	 Understand the subject matter carefully and include relevant information pertaining to the issue in the 
letter.
w	 Organise content logically and systematically.
w	 Use proper format while writing formal letters. 
w	 Write letters using appropriate language and style.
w	 Practice writing dierent types of formal letters. 
10
CHAPTER
FORMAL LETTERS AND OFFICIAL 
COMMUNICATION - 
LEARNING OBJECTIVES
  INTRODUCTION
Letters are a traditional and popular method of communication. A letter is a written message which is sent 
from one party to another and contains important information. Letters perform the function of bringing 
friends or relatives closer together, enhancing professional relationships and providing a means of self-
expression. There are two types of letters, i.e. formal letters and informal letters.
GOALS
PART – 1
FORMAL LETTERS
Page 2


Learners will be able to- 
1. Improve their business communication skills. 
2. Understand the importance of formal letters in business communication.
3. Become familiar with the various types of formal letters.
4. Explore the appropriate language and format associated with a formal letter.
5. Express their ideas clearly. 
w Dierentiate business letters from other formal letters like letter to the editor and job application. 
w	 Understand the subject matter carefully and include relevant information pertaining to the issue in the 
letter.
w	 Organise content logically and systematically.
w	 Use proper format while writing formal letters. 
w	 Write letters using appropriate language and style.
w	 Practice writing dierent types of formal letters. 
10
CHAPTER
FORMAL LETTERS AND OFFICIAL 
COMMUNICATION - 
LEARNING OBJECTIVES
  INTRODUCTION
Letters are a traditional and popular method of communication. A letter is a written message which is sent 
from one party to another and contains important information. Letters perform the function of bringing 
friends or relatives closer together, enhancing professional relationships and providing a means of self-
expression. There are two types of letters, i.e. formal letters and informal letters.
GOALS
PART – 1
FORMAL LETTERS
10.2
BUSINESS CORRESPONDENCE AND REPORTING
Informal Letters 
Informal letters are letters written to people we are familiar with, like relatives and friends. They are used 
for casual and personal communication. While writing informal letters we can make use of a personal and 
emotional tone. The language and tone of the letter depends on the level of comfort and familiarity between 
the sender and the recipient. There is no specic format prescribed for writing informal letters.
Formal Letters
Formal letters are used for ocial and professional communication. They are written with a particular, well-
dened objective or set of objectives in mind and not for the sake of arbitrary correspondence. As opposed 
to informal letters, there is a manner prescribed for writing formal letters. These letters are concise and 
written in a specic format using formal language. The term formal letter encompasses any letter written 
for a formal purpose, whether that be a recommendation letter, a complaint letter, a job application, or a 
letter to the editor. Formal letters are used mainly for two purposes. The rst is that they open channels 
for communication which will aid you in receiving a desirable response while solving a problem, making 
preparations, and inquiring about products and services. Moreover, they can be used as ocial records of  
the communication between two parties, so that if there is a dispute or confusion, you can support  your 
case with physical proof. 
Formal letters can be categorized into the following: 
(a) Business or ocial letters (for making enquiries, registering complaints, asking for and giving 
information, placing or cancelling orders, sending replies in response to enquiries or complaints, etc.) 
(b) Letters highlighting civic problems (letter to the editor, or letters to concerned authorities regarding 
civic problems) 
(c) Job applications
In this unit we will focus on business or ocial letters only. 
Points to remember while drafting formal letters
•	 U se	the	specied format. 
•	 Leave a line/additional space between paragraphs since no indentation is followed. 
•	 S ta t e	 y our	reason for writing in your rst paragraph. Your objective while composing a formal letter 
should be to present the key facts as quickly and as simply as you can. 
•	 Keep the language simple. Formal does not mean complicated. Use simple language that is easy to 
read and understand. 
•	 At 	 all	 times	add details and information that will make the addressee’s (or receiver’s)_ task easys. For 
example: If you are writing to an organization to apply for a job, mention the post you are applying for 
along with your qualications and experience. If you are writing to a service centre, mention specics 
such as model number, year of purchase, invoice number, etc. about the product along with a description 
of the problem you are facing.  
•	 I f	 y ou	 wish	 t o	 make	 a	 r ef er enc e	 t o	 pr evious	 lett ers	 or	 c on v ersa tions ,	 pa ymen ts ,	 et c.		 pr o vide	 details	 such	
as date, invoice number, quotations, cheque numbers, etc.  
•	 A lw a y s	be gentle and courteous while directing the receiver’s course of action. 
•	 D o	not	f or get	to 	be polite even if it is a complaint letter you are writing.   
•	 Check	to 	ensur e	tha t	y our	letter is free from any mistakes, i.e. grammatical or spelling.
Page 3


Learners will be able to- 
1. Improve their business communication skills. 
2. Understand the importance of formal letters in business communication.
3. Become familiar with the various types of formal letters.
4. Explore the appropriate language and format associated with a formal letter.
5. Express their ideas clearly. 
w Dierentiate business letters from other formal letters like letter to the editor and job application. 
w	 Understand the subject matter carefully and include relevant information pertaining to the issue in the 
letter.
w	 Organise content logically and systematically.
w	 Use proper format while writing formal letters. 
w	 Write letters using appropriate language and style.
w	 Practice writing dierent types of formal letters. 
10
CHAPTER
FORMAL LETTERS AND OFFICIAL 
COMMUNICATION - 
LEARNING OBJECTIVES
  INTRODUCTION
Letters are a traditional and popular method of communication. A letter is a written message which is sent 
from one party to another and contains important information. Letters perform the function of bringing 
friends or relatives closer together, enhancing professional relationships and providing a means of self-
expression. There are two types of letters, i.e. formal letters and informal letters.
GOALS
PART – 1
FORMAL LETTERS
10.2
BUSINESS CORRESPONDENCE AND REPORTING
Informal Letters 
Informal letters are letters written to people we are familiar with, like relatives and friends. They are used 
for casual and personal communication. While writing informal letters we can make use of a personal and 
emotional tone. The language and tone of the letter depends on the level of comfort and familiarity between 
the sender and the recipient. There is no specic format prescribed for writing informal letters.
Formal Letters
Formal letters are used for ocial and professional communication. They are written with a particular, well-
dened objective or set of objectives in mind and not for the sake of arbitrary correspondence. As opposed 
to informal letters, there is a manner prescribed for writing formal letters. These letters are concise and 
written in a specic format using formal language. The term formal letter encompasses any letter written 
for a formal purpose, whether that be a recommendation letter, a complaint letter, a job application, or a 
letter to the editor. Formal letters are used mainly for two purposes. The rst is that they open channels 
for communication which will aid you in receiving a desirable response while solving a problem, making 
preparations, and inquiring about products and services. Moreover, they can be used as ocial records of  
the communication between two parties, so that if there is a dispute or confusion, you can support  your 
case with physical proof. 
Formal letters can be categorized into the following: 
(a) Business or ocial letters (for making enquiries, registering complaints, asking for and giving 
information, placing or cancelling orders, sending replies in response to enquiries or complaints, etc.) 
(b) Letters highlighting civic problems (letter to the editor, or letters to concerned authorities regarding 
civic problems) 
(c) Job applications
In this unit we will focus on business or ocial letters only. 
Points to remember while drafting formal letters
•	 U se	the	specied format. 
•	 Leave a line/additional space between paragraphs since no indentation is followed. 
•	 S ta t e	 y our	reason for writing in your rst paragraph. Your objective while composing a formal letter 
should be to present the key facts as quickly and as simply as you can. 
•	 Keep the language simple. Formal does not mean complicated. Use simple language that is easy to 
read and understand. 
•	 At 	 all	 times	add details and information that will make the addressee’s (or receiver’s)_ task easys. For 
example: If you are writing to an organization to apply for a job, mention the post you are applying for 
along with your qualications and experience. If you are writing to a service centre, mention specics 
such as model number, year of purchase, invoice number, etc. about the product along with a description 
of the problem you are facing.  
•	 I f	 y ou	 wish	 t o	 make	 a	 r ef er enc e	 t o	 pr evious	 lett ers	 or	 c on v ersa tions ,	 pa ymen ts ,	 et c.		 pr o vide	 details	 such	
as date, invoice number, quotations, cheque numbers, etc.  
•	 A lw a y s	be gentle and courteous while directing the receiver’s course of action. 
•	 D o	not	f or get	to 	be polite even if it is a complaint letter you are writing.   
•	 Check	to 	ensur e	tha t	y our	letter is free from any mistakes, i.e. grammatical or spelling.
10.3
 FORMAL LETTERS AND OFFICIAL COMMUNICATION
Format of Formal Letter
S ender ’ s	A ddr ess R-27, Block - A
Greater Kailash
Pune - 56
Date 17 May, 20XX
Designation/Name of Addressee The Manager / Mr. / Ms. 
Address of the Addressee Shr ish ti	En t er pr ises
247, Okhla Industrial Area
New Delhi -25
S aluta tion	 Sir/M a ’ am
Subjec t Placing an Order for Oce Furniture
C ont ent 	:	
Introduction
Body                                                                                     
Conclusion 
After going through your catalogue of oce 
furniture, I wish to place an order for the following 
items for our oce. 
	S. 	No .	 I t em																			 Q uan tit y			
	 1.	 Chairs	(S t eel)	 25	P iec es
 2. Tables (Wooden) 15 Pieces
	 3.	 S t ool	( W ooden)	 20	P iec es
	 4.	 C omput er	 T able	 10	P iec es
	 5.	 F iling	C abinets	 05	P iec es
All the items should be as per the specications 
men tioned	 in	 y our	 quota tion.	 Substandar d	 ma t er ial	
will be returned. The delivery should be made 
before May 25, 20XX failing which the order will 
stand cancelled. Please send the bill after deducting 
the discount as applicable. As agreed upon earlier, 
payment of the bill will be made by cheque in favour 
of the rm within 10 days after the delivery of items. 
C omplimen tar y	Close	 Yours truly / sincerely 
Sig na tur e	 R ohan	Sinha	
D esig na tion	of	S ender	
(if applicable) 
Manager 
KD Infotech
Sender’s Address
The sender’s complete address or contact details must be added at the top. If you are making use of the 
letterhead of the company, then contact details will be present on top of the letter. 
Date 
It is important to add the dates because, if you want to communicate further then adding the date can make 
it easy for you keep a tab on your letters.
Salutation 
The salutation is an important part of the letter and must be added at the beginning. 
Page 4


Learners will be able to- 
1. Improve their business communication skills. 
2. Understand the importance of formal letters in business communication.
3. Become familiar with the various types of formal letters.
4. Explore the appropriate language and format associated with a formal letter.
5. Express their ideas clearly. 
w Dierentiate business letters from other formal letters like letter to the editor and job application. 
w	 Understand the subject matter carefully and include relevant information pertaining to the issue in the 
letter.
w	 Organise content logically and systematically.
w	 Use proper format while writing formal letters. 
w	 Write letters using appropriate language and style.
w	 Practice writing dierent types of formal letters. 
10
CHAPTER
FORMAL LETTERS AND OFFICIAL 
COMMUNICATION - 
LEARNING OBJECTIVES
  INTRODUCTION
Letters are a traditional and popular method of communication. A letter is a written message which is sent 
from one party to another and contains important information. Letters perform the function of bringing 
friends or relatives closer together, enhancing professional relationships and providing a means of self-
expression. There are two types of letters, i.e. formal letters and informal letters.
GOALS
PART – 1
FORMAL LETTERS
10.2
BUSINESS CORRESPONDENCE AND REPORTING
Informal Letters 
Informal letters are letters written to people we are familiar with, like relatives and friends. They are used 
for casual and personal communication. While writing informal letters we can make use of a personal and 
emotional tone. The language and tone of the letter depends on the level of comfort and familiarity between 
the sender and the recipient. There is no specic format prescribed for writing informal letters.
Formal Letters
Formal letters are used for ocial and professional communication. They are written with a particular, well-
dened objective or set of objectives in mind and not for the sake of arbitrary correspondence. As opposed 
to informal letters, there is a manner prescribed for writing formal letters. These letters are concise and 
written in a specic format using formal language. The term formal letter encompasses any letter written 
for a formal purpose, whether that be a recommendation letter, a complaint letter, a job application, or a 
letter to the editor. Formal letters are used mainly for two purposes. The rst is that they open channels 
for communication which will aid you in receiving a desirable response while solving a problem, making 
preparations, and inquiring about products and services. Moreover, they can be used as ocial records of  
the communication between two parties, so that if there is a dispute or confusion, you can support  your 
case with physical proof. 
Formal letters can be categorized into the following: 
(a) Business or ocial letters (for making enquiries, registering complaints, asking for and giving 
information, placing or cancelling orders, sending replies in response to enquiries or complaints, etc.) 
(b) Letters highlighting civic problems (letter to the editor, or letters to concerned authorities regarding 
civic problems) 
(c) Job applications
In this unit we will focus on business or ocial letters only. 
Points to remember while drafting formal letters
•	 U se	the	specied format. 
•	 Leave a line/additional space between paragraphs since no indentation is followed. 
•	 S ta t e	 y our	reason for writing in your rst paragraph. Your objective while composing a formal letter 
should be to present the key facts as quickly and as simply as you can. 
•	 Keep the language simple. Formal does not mean complicated. Use simple language that is easy to 
read and understand. 
•	 At 	 all	 times	add details and information that will make the addressee’s (or receiver’s)_ task easys. For 
example: If you are writing to an organization to apply for a job, mention the post you are applying for 
along with your qualications and experience. If you are writing to a service centre, mention specics 
such as model number, year of purchase, invoice number, etc. about the product along with a description 
of the problem you are facing.  
•	 I f	 y ou	 wish	 t o	 make	 a	 r ef er enc e	 t o	 pr evious	 lett ers	 or	 c on v ersa tions ,	 pa ymen ts ,	 et c.		 pr o vide	 details	 such	
as date, invoice number, quotations, cheque numbers, etc.  
•	 A lw a y s	be gentle and courteous while directing the receiver’s course of action. 
•	 D o	not	f or get	to 	be polite even if it is a complaint letter you are writing.   
•	 Check	to 	ensur e	tha t	y our	letter is free from any mistakes, i.e. grammatical or spelling.
10.3
 FORMAL LETTERS AND OFFICIAL COMMUNICATION
Format of Formal Letter
S ender ’ s	A ddr ess R-27, Block - A
Greater Kailash
Pune - 56
Date 17 May, 20XX
Designation/Name of Addressee The Manager / Mr. / Ms. 
Address of the Addressee Shr ish ti	En t er pr ises
247, Okhla Industrial Area
New Delhi -25
S aluta tion	 Sir/M a ’ am
Subjec t Placing an Order for Oce Furniture
C ont ent 	:	
Introduction
Body                                                                                     
Conclusion 
After going through your catalogue of oce 
furniture, I wish to place an order for the following 
items for our oce. 
	S. 	No .	 I t em																			 Q uan tit y			
	 1.	 Chairs	(S t eel)	 25	P iec es
 2. Tables (Wooden) 15 Pieces
	 3.	 S t ool	( W ooden)	 20	P iec es
	 4.	 C omput er	 T able	 10	P iec es
	 5.	 F iling	C abinets	 05	P iec es
All the items should be as per the specications 
men tioned	 in	 y our	 quota tion.	 Substandar d	 ma t er ial	
will be returned. The delivery should be made 
before May 25, 20XX failing which the order will 
stand cancelled. Please send the bill after deducting 
the discount as applicable. As agreed upon earlier, 
payment of the bill will be made by cheque in favour 
of the rm within 10 days after the delivery of items. 
C omplimen tar y	Close	 Yours truly / sincerely 
Sig na tur e	 R ohan	Sinha	
D esig na tion	of	S ender	
(if applicable) 
Manager 
KD Infotech
Sender’s Address
The sender’s complete address or contact details must be added at the top. If you are making use of the 
letterhead of the company, then contact details will be present on top of the letter. 
Date 
It is important to add the dates because, if you want to communicate further then adding the date can make 
it easy for you keep a tab on your letters.
Salutation 
The salutation is an important part of the letter and must be added at the beginning. 
10.4
BUSINESS CORRESPONDENCE AND REPORTING
•	 D ear	Sir	or	Ma’ am 	
 If you do not know the name of the person you are writing to, use this. However, it is always advisable 
to try and nd out the name of the person you are writing to. 
•	 D ear	Mr. 	M udliar	
 If you know the name, use the title (i.e. Mr. Miss., Mrs., Ms, Dr., etc) along with the surname only. 
Subject 
The subject is entered immediately after the salutation. It is a brief statement of the issue or matter the 
letter is related to. It must attract the attention of the receiver and help him understand quickly what the 
letter is going to be about. Examples:  Placing an order for library books; Application for the post of Assistant 
M anager ;	C omplain t	r egar ding	inc or r ec t	billing;	Enquir y	about	e x change	polic y ;	et c. 	
Content 
a)  Introduction - The introductory paragraph of a formal letter should always be written in a concise 
manner. It should quickly and simply summarize the point that you want the reader to focus or act on. 
The sooner you do this, the better.
b)  Body –  The body of the letter should detail the key points or the message you want to convey.  Add all 
the required details but don’t exaggerate. Use simple language that is easy to read and understand. 
c)		 C onclusion	 –	 T he	 c onclusion	 is	 a	 declar a tion	 of	 the	 wr it er ’ s	 pur pose	 of	 wr iting ,	 e xpec ta tions	 fr om	 the	
receiver, what he thinks the next step should be and further actions that he may take. Moreover, the 
writer should always hope for a positive reaction or reply and must use terms like ‘Thanking you’ , ‘With 
warm regards’ , etc. before signing o. 
 Examples: 
       The concluding lines for a job application may be: ‘I will be readily available for a personal interaction 
any time as per your convenience, in case my candidature is considered for the aforesaid post. ’
 or
 The concluding lines for a letter of complaint may be worded as follows: ‘It is apparent from the condition 
of	 the	 machine	 tha t	 it	 is	 a	 def ec tiv e	 piece. 	 Sinc e	 the	 machine	 is	 in	 the	 guar an t ee	 per iod ,	 I	 w ould	 like	 it	
to be replaced with a new one, but of the same model at the earliest. ’ 
Complimentary Close
A complimentary close is the term prior to your signature in a letter. This sign-o phrase shows your respect 
and appreciation for the person who is considering the request in your letter. The following options are all 
good ways to close a formal letter: 
•	 Y ours	r espec tfully
•	 Y ours	sinc er ely
•	 Y ours	truly
•	 W ith	appr ecia tion
•	 W ith	sinc er e	appr ecia tion
•	 W ith	sinc er e	thanks
Page 5


Learners will be able to- 
1. Improve their business communication skills. 
2. Understand the importance of formal letters in business communication.
3. Become familiar with the various types of formal letters.
4. Explore the appropriate language and format associated with a formal letter.
5. Express their ideas clearly. 
w Dierentiate business letters from other formal letters like letter to the editor and job application. 
w	 Understand the subject matter carefully and include relevant information pertaining to the issue in the 
letter.
w	 Organise content logically and systematically.
w	 Use proper format while writing formal letters. 
w	 Write letters using appropriate language and style.
w	 Practice writing dierent types of formal letters. 
10
CHAPTER
FORMAL LETTERS AND OFFICIAL 
COMMUNICATION - 
LEARNING OBJECTIVES
  INTRODUCTION
Letters are a traditional and popular method of communication. A letter is a written message which is sent 
from one party to another and contains important information. Letters perform the function of bringing 
friends or relatives closer together, enhancing professional relationships and providing a means of self-
expression. There are two types of letters, i.e. formal letters and informal letters.
GOALS
PART – 1
FORMAL LETTERS
10.2
BUSINESS CORRESPONDENCE AND REPORTING
Informal Letters 
Informal letters are letters written to people we are familiar with, like relatives and friends. They are used 
for casual and personal communication. While writing informal letters we can make use of a personal and 
emotional tone. The language and tone of the letter depends on the level of comfort and familiarity between 
the sender and the recipient. There is no specic format prescribed for writing informal letters.
Formal Letters
Formal letters are used for ocial and professional communication. They are written with a particular, well-
dened objective or set of objectives in mind and not for the sake of arbitrary correspondence. As opposed 
to informal letters, there is a manner prescribed for writing formal letters. These letters are concise and 
written in a specic format using formal language. The term formal letter encompasses any letter written 
for a formal purpose, whether that be a recommendation letter, a complaint letter, a job application, or a 
letter to the editor. Formal letters are used mainly for two purposes. The rst is that they open channels 
for communication which will aid you in receiving a desirable response while solving a problem, making 
preparations, and inquiring about products and services. Moreover, they can be used as ocial records of  
the communication between two parties, so that if there is a dispute or confusion, you can support  your 
case with physical proof. 
Formal letters can be categorized into the following: 
(a) Business or ocial letters (for making enquiries, registering complaints, asking for and giving 
information, placing or cancelling orders, sending replies in response to enquiries or complaints, etc.) 
(b) Letters highlighting civic problems (letter to the editor, or letters to concerned authorities regarding 
civic problems) 
(c) Job applications
In this unit we will focus on business or ocial letters only. 
Points to remember while drafting formal letters
•	 U se	the	specied format. 
•	 Leave a line/additional space between paragraphs since no indentation is followed. 
•	 S ta t e	 y our	reason for writing in your rst paragraph. Your objective while composing a formal letter 
should be to present the key facts as quickly and as simply as you can. 
•	 Keep the language simple. Formal does not mean complicated. Use simple language that is easy to 
read and understand. 
•	 At 	 all	 times	add details and information that will make the addressee’s (or receiver’s)_ task easys. For 
example: If you are writing to an organization to apply for a job, mention the post you are applying for 
along with your qualications and experience. If you are writing to a service centre, mention specics 
such as model number, year of purchase, invoice number, etc. about the product along with a description 
of the problem you are facing.  
•	 I f	 y ou	 wish	 t o	 make	 a	 r ef er enc e	 t o	 pr evious	 lett ers	 or	 c on v ersa tions ,	 pa ymen ts ,	 et c.		 pr o vide	 details	 such	
as date, invoice number, quotations, cheque numbers, etc.  
•	 A lw a y s	be gentle and courteous while directing the receiver’s course of action. 
•	 D o	not	f or get	to 	be polite even if it is a complaint letter you are writing.   
•	 Check	to 	ensur e	tha t	y our	letter is free from any mistakes, i.e. grammatical or spelling.
10.3
 FORMAL LETTERS AND OFFICIAL COMMUNICATION
Format of Formal Letter
S ender ’ s	A ddr ess R-27, Block - A
Greater Kailash
Pune - 56
Date 17 May, 20XX
Designation/Name of Addressee The Manager / Mr. / Ms. 
Address of the Addressee Shr ish ti	En t er pr ises
247, Okhla Industrial Area
New Delhi -25
S aluta tion	 Sir/M a ’ am
Subjec t Placing an Order for Oce Furniture
C ont ent 	:	
Introduction
Body                                                                                     
Conclusion 
After going through your catalogue of oce 
furniture, I wish to place an order for the following 
items for our oce. 
	S. 	No .	 I t em																			 Q uan tit y			
	 1.	 Chairs	(S t eel)	 25	P iec es
 2. Tables (Wooden) 15 Pieces
	 3.	 S t ool	( W ooden)	 20	P iec es
	 4.	 C omput er	 T able	 10	P iec es
	 5.	 F iling	C abinets	 05	P iec es
All the items should be as per the specications 
men tioned	 in	 y our	 quota tion.	 Substandar d	 ma t er ial	
will be returned. The delivery should be made 
before May 25, 20XX failing which the order will 
stand cancelled. Please send the bill after deducting 
the discount as applicable. As agreed upon earlier, 
payment of the bill will be made by cheque in favour 
of the rm within 10 days after the delivery of items. 
C omplimen tar y	Close	 Yours truly / sincerely 
Sig na tur e	 R ohan	Sinha	
D esig na tion	of	S ender	
(if applicable) 
Manager 
KD Infotech
Sender’s Address
The sender’s complete address or contact details must be added at the top. If you are making use of the 
letterhead of the company, then contact details will be present on top of the letter. 
Date 
It is important to add the dates because, if you want to communicate further then adding the date can make 
it easy for you keep a tab on your letters.
Salutation 
The salutation is an important part of the letter and must be added at the beginning. 
10.4
BUSINESS CORRESPONDENCE AND REPORTING
•	 D ear	Sir	or	Ma’ am 	
 If you do not know the name of the person you are writing to, use this. However, it is always advisable 
to try and nd out the name of the person you are writing to. 
•	 D ear	Mr. 	M udliar	
 If you know the name, use the title (i.e. Mr. Miss., Mrs., Ms, Dr., etc) along with the surname only. 
Subject 
The subject is entered immediately after the salutation. It is a brief statement of the issue or matter the 
letter is related to. It must attract the attention of the receiver and help him understand quickly what the 
letter is going to be about. Examples:  Placing an order for library books; Application for the post of Assistant 
M anager ;	C omplain t	r egar ding	inc or r ec t	billing;	Enquir y	about	e x change	polic y ;	et c. 	
Content 
a)  Introduction - The introductory paragraph of a formal letter should always be written in a concise 
manner. It should quickly and simply summarize the point that you want the reader to focus or act on. 
The sooner you do this, the better.
b)  Body –  The body of the letter should detail the key points or the message you want to convey.  Add all 
the required details but don’t exaggerate. Use simple language that is easy to read and understand. 
c)		 C onclusion	 –	 T he	 c onclusion	 is	 a	 declar a tion	 of	 the	 wr it er ’ s	 pur pose	 of	 wr iting ,	 e xpec ta tions	 fr om	 the	
receiver, what he thinks the next step should be and further actions that he may take. Moreover, the 
writer should always hope for a positive reaction or reply and must use terms like ‘Thanking you’ , ‘With 
warm regards’ , etc. before signing o. 
 Examples: 
       The concluding lines for a job application may be: ‘I will be readily available for a personal interaction 
any time as per your convenience, in case my candidature is considered for the aforesaid post. ’
 or
 The concluding lines for a letter of complaint may be worded as follows: ‘It is apparent from the condition 
of	 the	 machine	 tha t	 it	 is	 a	 def ec tiv e	 piece. 	 Sinc e	 the	 machine	 is	 in	 the	 guar an t ee	 per iod ,	 I	 w ould	 like	 it	
to be replaced with a new one, but of the same model at the earliest. ’ 
Complimentary Close
A complimentary close is the term prior to your signature in a letter. This sign-o phrase shows your respect 
and appreciation for the person who is considering the request in your letter. The following options are all 
good ways to close a formal letter: 
•	 Y ours	r espec tfully
•	 Y ours	sinc er ely
•	 Y ours	truly
•	 W ith	appr ecia tion
•	 W ith	sinc er e	appr ecia tion
•	 W ith	sinc er e	thanks
10.5
 FORMAL LETTERS AND OFFICIAL COMMUNICATION
  TYPES OF BUSINESS OR OFFICIAL LETTERS
1.   Letters of Enquiry 
A letter of enquiry is one of the most important types of business letters. These letters are written to gather 
information from various sources about people seeking jobs, prices of services and products, etc. They help 
the receiver decide whether they should give jobs and promotions, grant credits or enter into contracts. 
They may also be written to third parties asking for information about jobs or about organizations wishing 
to build a business relationship. 
When writing a letter of enquiry, you should: 
•	 Giv e	a	br ief	in tr oduc tion	about	y ourself	with	the	name	of	y our	or ganiza tion.	
•	 P r o vide	the	details	about	the	subjec t	of	inquir y .	
•	 P r esen t	quer ies	in	bullet	poin ts	if	you 	r equir e	a	lot	of	inf or ma tion.	
•	 M en tion	the	deadline	by 	when	you 	r equir e	the	inf or ma tion.	
Sample
Zest Designs
F- 671, AH - Block 
Jangpura
New Delhi - 18
29 October, 20XX
Proprietor
C r ea tiv e	C a t er ing	
59,	K ailash	C olon y
New Delhi- 32
Dear Mr. Khan 
Subjec t:	Enquir y	about	ca t er ing	ser vic es	
With reference to your advertisement dated October 20, 20XX, we wish to enquire about your catering 
services. Our organization is celebrating its 50th foundation anniversary in the coming month and we are 
looking for somebody who would cater for our celebration dinner. 
We are expecting at least 500 guests and employees during the said event. It will be a formal event and we 
will need full catering services that include several courses, desserts, and waiters and hosts. 
Kindly provide us with details about the following: 
•	 W hether	 y our	 ca t er ing	 ser vic e	 has	 the	 abilit y	 t o	 handle	 a	 la vish	 c elebr a tion	 with	 a	 lar ge	 audienc e	 such	
as ours. 
•	 W hether	w ait ers	and	hosts	are 	pr o vided	by 	you
•	 O ff ers	and	disc oun ts	a v ailable
•	 T he	menu	options		and	char ges
•	 I f	ther e	are 	any 	additional	char ges	levied	for 	linens ,	c en t er piec es ,	et c.