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NCERT Textbook: Letter-writing
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Page 1 5. Letter-writing Letter -writing is an important channel of communication between people who are geographically distant from one another. In earlier times when the telephone and e-mail were not available, the only means of communication between people was through letters. Letter-writing is a skill that has to be developed. In general there are two types of letters: formal, that are written to convey official business and information and informal, which are personal letters to communicate with friends and family. Formal letters are sent out when we need to write to various public bodies or agencies for our requirements in civic life. For example, we might have to ask for a certificate or to inform a change in our address. A letter is usually one in a series of exchanges between two people or parties. Formal Letters Let us now examine some of the steps in writing formal letters. 1. (i) Introducing oneself if it is the first time you are writing (ii) Referring to an earlier letter if you are responding to it. 2. Stating the purpose of the letter 3. (i) Stating action/information required from the addressee (ii) Explaining action taken/supplying information 4. (i) Urging action to be taken (ii) Offering assistance in future This is the basic structure of a letter. It will have to be modified according to the purpose for which it is written and the person to whom it is addressed. When you write a letter you should keep in mind the following points. 1. Purpose 2. Person to whom it is addressed 3. Tone you should adopt Chap 11.indd 89 12/5/2024 10:19:01 AM Reprint 2025-26 Page 2 5. Letter-writing Letter -writing is an important channel of communication between people who are geographically distant from one another. In earlier times when the telephone and e-mail were not available, the only means of communication between people was through letters. Letter-writing is a skill that has to be developed. In general there are two types of letters: formal, that are written to convey official business and information and informal, which are personal letters to communicate with friends and family. Formal letters are sent out when we need to write to various public bodies or agencies for our requirements in civic life. For example, we might have to ask for a certificate or to inform a change in our address. A letter is usually one in a series of exchanges between two people or parties. Formal Letters Let us now examine some of the steps in writing formal letters. 1. (i) Introducing oneself if it is the first time you are writing (ii) Referring to an earlier letter if you are responding to it. 2. Stating the purpose of the letter 3. (i) Stating action/information required from the addressee (ii) Explaining action taken/supplying information 4. (i) Urging action to be taken (ii) Offering assistance in future This is the basic structure of a letter. It will have to be modified according to the purpose for which it is written and the person to whom it is addressed. When you write a letter you should keep in mind the following points. 1. Purpose 2. Person to whom it is addressed 3. Tone you should adopt Chap 11.indd 89 12/5/2024 10:19:01 AM Reprint 2025-26 90 Hornbi LL 4. Completeness of the message 5. Action required 6. Conciseness of expression We have so far considered the content of letters. A letter also has a typical format. 1. Name and address of sender Companies have printed letterheads with the name of the company printed on them. A letterhead may also carry the name and designation of persons in responsible positions. 2. Name and address of addressee 3. Date 4. Mode of address or salutation Salutation is the mode of addressing a person. We may have the following forms. (i) Dear Sir/Madam (when we are writing to a total stranger whom we do not know at all). (ii) Dear Mr/Ms/Dr/Professor + Surname as in: Dear Dr Sinha, (when it is a formal relationship with the addressee and the writer does not know him or her personally). (iii) Dear Sujata (when the writer knows the addressee personally and the two share a semi-formal relationship). 5. Reference to previous correspondence, if any. Most official letters carry a subject line just above the salutation. This is for quick reference to the subject. 6. Content of letter The content of the letter begins on the next line and is arranged in two or three paragraphs. 7. Complimentary close and signature Letters usually end politely with the following phrases: Thank you, With regards, With best wishes, Hope to see you soon, Hope to receive an early reply etc. The complimentary close is followed by ‘Yours sincerely/ Yours truly’, and the writer’s signature in the next line. Chap 11.indd 90 12/5/2024 10:19:01 AM Reprint 2025-26 Page 3 5. Letter-writing Letter -writing is an important channel of communication between people who are geographically distant from one another. In earlier times when the telephone and e-mail were not available, the only means of communication between people was through letters. Letter-writing is a skill that has to be developed. In general there are two types of letters: formal, that are written to convey official business and information and informal, which are personal letters to communicate with friends and family. Formal letters are sent out when we need to write to various public bodies or agencies for our requirements in civic life. For example, we might have to ask for a certificate or to inform a change in our address. A letter is usually one in a series of exchanges between two people or parties. Formal Letters Let us now examine some of the steps in writing formal letters. 1. (i) Introducing oneself if it is the first time you are writing (ii) Referring to an earlier letter if you are responding to it. 2. Stating the purpose of the letter 3. (i) Stating action/information required from the addressee (ii) Explaining action taken/supplying information 4. (i) Urging action to be taken (ii) Offering assistance in future This is the basic structure of a letter. It will have to be modified according to the purpose for which it is written and the person to whom it is addressed. When you write a letter you should keep in mind the following points. 1. Purpose 2. Person to whom it is addressed 3. Tone you should adopt Chap 11.indd 89 12/5/2024 10:19:01 AM Reprint 2025-26 90 Hornbi LL 4. Completeness of the message 5. Action required 6. Conciseness of expression We have so far considered the content of letters. A letter also has a typical format. 1. Name and address of sender Companies have printed letterheads with the name of the company printed on them. A letterhead may also carry the name and designation of persons in responsible positions. 2. Name and address of addressee 3. Date 4. Mode of address or salutation Salutation is the mode of addressing a person. We may have the following forms. (i) Dear Sir/Madam (when we are writing to a total stranger whom we do not know at all). (ii) Dear Mr/Ms/Dr/Professor + Surname as in: Dear Dr Sinha, (when it is a formal relationship with the addressee and the writer does not know him or her personally). (iii) Dear Sujata (when the writer knows the addressee personally and the two share a semi-formal relationship). 5. Reference to previous correspondence, if any. Most official letters carry a subject line just above the salutation. This is for quick reference to the subject. 6. Content of letter The content of the letter begins on the next line and is arranged in two or three paragraphs. 7. Complimentary close and signature Letters usually end politely with the following phrases: Thank you, With regards, With best wishes, Hope to see you soon, Hope to receive an early reply etc. The complimentary close is followed by ‘Yours sincerely/ Yours truly’, and the writer’s signature in the next line. Chap 11.indd 90 12/5/2024 10:19:01 AM Reprint 2025-26 Letter -writing 91 Given below is an example of the format of a formal letter. Ritu Patel Manager, Customer Services Vijayanagar Gas Company 121, Ameerpet Hyderabad 500 016 12 November 2005 Mr Shagun Thomas 801, Vijay Apartments Begumpet Hyderabad 500 016 Sub: Your application No. F323 for a new gas connection Dear Mr Thomas, —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— With regards, Yours sincerely, Ritu Patel Nowadays all the parts of a letter are aligned on the left. This style is called the Full-Block style. ?? The date and signature are very important in letters. ?? We do not use commas after every line in the address. ?? Do not begin your letters with hackneyed expressions like, ‘With reference to your letter dated 10 January’. Instead, use personalised variations like, ‘I was glad to receive your letter of 10 January…’ or Chap 11.indd 91 12/5/2024 10:19:01 AM Reprint 2025-26 Page 4 5. Letter-writing Letter -writing is an important channel of communication between people who are geographically distant from one another. In earlier times when the telephone and e-mail were not available, the only means of communication between people was through letters. Letter-writing is a skill that has to be developed. In general there are two types of letters: formal, that are written to convey official business and information and informal, which are personal letters to communicate with friends and family. Formal letters are sent out when we need to write to various public bodies or agencies for our requirements in civic life. For example, we might have to ask for a certificate or to inform a change in our address. A letter is usually one in a series of exchanges between two people or parties. Formal Letters Let us now examine some of the steps in writing formal letters. 1. (i) Introducing oneself if it is the first time you are writing (ii) Referring to an earlier letter if you are responding to it. 2. Stating the purpose of the letter 3. (i) Stating action/information required from the addressee (ii) Explaining action taken/supplying information 4. (i) Urging action to be taken (ii) Offering assistance in future This is the basic structure of a letter. It will have to be modified according to the purpose for which it is written and the person to whom it is addressed. When you write a letter you should keep in mind the following points. 1. Purpose 2. Person to whom it is addressed 3. Tone you should adopt Chap 11.indd 89 12/5/2024 10:19:01 AM Reprint 2025-26 90 Hornbi LL 4. Completeness of the message 5. Action required 6. Conciseness of expression We have so far considered the content of letters. A letter also has a typical format. 1. Name and address of sender Companies have printed letterheads with the name of the company printed on them. A letterhead may also carry the name and designation of persons in responsible positions. 2. Name and address of addressee 3. Date 4. Mode of address or salutation Salutation is the mode of addressing a person. We may have the following forms. (i) Dear Sir/Madam (when we are writing to a total stranger whom we do not know at all). (ii) Dear Mr/Ms/Dr/Professor + Surname as in: Dear Dr Sinha, (when it is a formal relationship with the addressee and the writer does not know him or her personally). (iii) Dear Sujata (when the writer knows the addressee personally and the two share a semi-formal relationship). 5. Reference to previous correspondence, if any. Most official letters carry a subject line just above the salutation. This is for quick reference to the subject. 6. Content of letter The content of the letter begins on the next line and is arranged in two or three paragraphs. 7. Complimentary close and signature Letters usually end politely with the following phrases: Thank you, With regards, With best wishes, Hope to see you soon, Hope to receive an early reply etc. The complimentary close is followed by ‘Yours sincerely/ Yours truly’, and the writer’s signature in the next line. Chap 11.indd 90 12/5/2024 10:19:01 AM Reprint 2025-26 Letter -writing 91 Given below is an example of the format of a formal letter. Ritu Patel Manager, Customer Services Vijayanagar Gas Company 121, Ameerpet Hyderabad 500 016 12 November 2005 Mr Shagun Thomas 801, Vijay Apartments Begumpet Hyderabad 500 016 Sub: Your application No. F323 for a new gas connection Dear Mr Thomas, —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— With regards, Yours sincerely, Ritu Patel Nowadays all the parts of a letter are aligned on the left. This style is called the Full-Block style. ?? The date and signature are very important in letters. ?? We do not use commas after every line in the address. ?? Do not begin your letters with hackneyed expressions like, ‘With reference to your letter dated 10 January’. Instead, use personalised variations like, ‘I was glad to receive your letter of 10 January…’ or Chap 11.indd 91 12/5/2024 10:19:01 AM Reprint 2025-26 92 Hornbi LL ‘We were happy to note from your letter that the goods have reached you safely…’ ?? Never end your letters with hanging participles like ‘Thanking you’ or ‘Awaiting your reply’. Instead write, ‘Thank you’ or ‘We/I await/ look forward to your reply’. Informal Letters Informal letters include personal letters. If it is a personal letter the format is flexible. We might just write the name of our city on top, followed by the date. Hyderabad 12 November 2005 Dear Sujata, —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— Bye, Yours affectionately/With love/ All the best/Take care etc. (Signature) The flexible format of the informal letter may also be used to seek information from concerned authorities. Given below is an example. Chap 11.indd 92 12/5/2024 10:19:01 AM Reprint 2025-26 Page 5 5. Letter-writing Letter -writing is an important channel of communication between people who are geographically distant from one another. In earlier times when the telephone and e-mail were not available, the only means of communication between people was through letters. Letter-writing is a skill that has to be developed. In general there are two types of letters: formal, that are written to convey official business and information and informal, which are personal letters to communicate with friends and family. Formal letters are sent out when we need to write to various public bodies or agencies for our requirements in civic life. For example, we might have to ask for a certificate or to inform a change in our address. A letter is usually one in a series of exchanges between two people or parties. Formal Letters Let us now examine some of the steps in writing formal letters. 1. (i) Introducing oneself if it is the first time you are writing (ii) Referring to an earlier letter if you are responding to it. 2. Stating the purpose of the letter 3. (i) Stating action/information required from the addressee (ii) Explaining action taken/supplying information 4. (i) Urging action to be taken (ii) Offering assistance in future This is the basic structure of a letter. It will have to be modified according to the purpose for which it is written and the person to whom it is addressed. When you write a letter you should keep in mind the following points. 1. Purpose 2. Person to whom it is addressed 3. Tone you should adopt Chap 11.indd 89 12/5/2024 10:19:01 AM Reprint 2025-26 90 Hornbi LL 4. Completeness of the message 5. Action required 6. Conciseness of expression We have so far considered the content of letters. A letter also has a typical format. 1. Name and address of sender Companies have printed letterheads with the name of the company printed on them. A letterhead may also carry the name and designation of persons in responsible positions. 2. Name and address of addressee 3. Date 4. Mode of address or salutation Salutation is the mode of addressing a person. We may have the following forms. (i) Dear Sir/Madam (when we are writing to a total stranger whom we do not know at all). (ii) Dear Mr/Ms/Dr/Professor + Surname as in: Dear Dr Sinha, (when it is a formal relationship with the addressee and the writer does not know him or her personally). (iii) Dear Sujata (when the writer knows the addressee personally and the two share a semi-formal relationship). 5. Reference to previous correspondence, if any. Most official letters carry a subject line just above the salutation. This is for quick reference to the subject. 6. Content of letter The content of the letter begins on the next line and is arranged in two or three paragraphs. 7. Complimentary close and signature Letters usually end politely with the following phrases: Thank you, With regards, With best wishes, Hope to see you soon, Hope to receive an early reply etc. The complimentary close is followed by ‘Yours sincerely/ Yours truly’, and the writer’s signature in the next line. Chap 11.indd 90 12/5/2024 10:19:01 AM Reprint 2025-26 Letter -writing 91 Given below is an example of the format of a formal letter. Ritu Patel Manager, Customer Services Vijayanagar Gas Company 121, Ameerpet Hyderabad 500 016 12 November 2005 Mr Shagun Thomas 801, Vijay Apartments Begumpet Hyderabad 500 016 Sub: Your application No. F323 for a new gas connection Dear Mr Thomas, —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— With regards, Yours sincerely, Ritu Patel Nowadays all the parts of a letter are aligned on the left. This style is called the Full-Block style. ?? The date and signature are very important in letters. ?? We do not use commas after every line in the address. ?? Do not begin your letters with hackneyed expressions like, ‘With reference to your letter dated 10 January’. Instead, use personalised variations like, ‘I was glad to receive your letter of 10 January…’ or Chap 11.indd 91 12/5/2024 10:19:01 AM Reprint 2025-26 92 Hornbi LL ‘We were happy to note from your letter that the goods have reached you safely…’ ?? Never end your letters with hanging participles like ‘Thanking you’ or ‘Awaiting your reply’. Instead write, ‘Thank you’ or ‘We/I await/ look forward to your reply’. Informal Letters Informal letters include personal letters. If it is a personal letter the format is flexible. We might just write the name of our city on top, followed by the date. Hyderabad 12 November 2005 Dear Sujata, —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— —————————————————————————————— Bye, Yours affectionately/With love/ All the best/Take care etc. (Signature) The flexible format of the informal letter may also be used to seek information from concerned authorities. Given below is an example. Chap 11.indd 92 12/5/2024 10:19:01 AM Reprint 2025-26 Letter -writing 93 179 NCERT Campus Sri Aurobindo Marg New Delhi 110 016 9 September 2005 The Manager Himachal Tourism Mall Road Shimla Dear Sir, We are planning to spend our vacation in Dharamsala, Himachal Pradesh during Dussehra and would like some information regarding availability of lodging in the area. We would like to have information about inexpensive hotels in and around Dharamsala. Could you please send me a city map and brochures about the activities and sights in the city? Thank you. Yours faithfully, (Suryadhan Kumar) Given below is the format of the informal letter. ?? Your address (but not your name) usually goes in the top right-hand corner, but may go on the left too. ?? The name and/or job title (if you know them) and the address of the person you are writing to goes on the left. ?? To address someone whose name you do not know you can write: Dear Sir, Dear Madam, Dear Sirs, Dear Sir/Madam. ?? To address someone by name, use their title and surname e.g. Dear Dr Balakrishnan. Chap 11.indd 93 12/5/2024 10:19:01 AM Reprint 2025-26Read More
FAQs on NCERT Textbook: Letter-writing
| 1. What are the key components of a formal letter? |  |
Ans. A formal letter typically includes the sender's address, the date, the recipient's address, a salutation, the body of the letter, a closing, and the sender's signature. Each component serves a specific purpose, ensuring clarity and professionalism in communication.
| 2. How does one differentiate between formal and informal letters? | |
Ans. Formal letters are used for professional or official communication and maintain a respectful tone, while informal letters are personal and can adopt a casual tone. The structure of formal letters is more rigid, often requiring specific components, whereas informal letters are more flexible in format and language.
| 3. What is the importance of the salutation in a letter? | |
Ans. The salutation is crucial as it sets the tone for the letter and shows respect towards the recipient. It establishes the relationship between the sender and receiver. In formal letters, it is important to use titles and last names, whereas, in informal letters, first names or nicknames may be appropriate.
| 4. What are some common mistakes to avoid when writing a formal letter? | |
Ans. Common mistakes include using informal language, neglecting proper structure, making spelling and grammatical errors, and failing to include necessary components like the date or recipient's address. It's essential to proofread the letter to ensure professionalism and clarity.
| 5. Can you provide tips for writing a concise and effective letter? | |
Ans. To write a concise and effective letter, start with a clear purpose statement, use straightforward language, avoid unnecessary jargon, and be direct in your requests or messages. Organize the content logically, and keep paragraphs short to enhance readability.
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Document Description: NCERT Textbook: Letter-writing for Class 11 2026 is part of English Class 11 preparation. The notes and questions for NCERT Textbook: Letter-writing have been prepared according to the Class 11 exam syllabus. Information about NCERT Textbook: Letter-writing covers topics like and NCERT Textbook: Letter-writing Example, for Class 11 2026 Exam. Find important definitions, questions, notes, meanings, examples, exercises and tests below for NCERT Textbook: Letter-writing.
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