Formal Letters | English Grammar Class 8 PDF Download

Formal/Business Letters

1. Business letters should be short and to the point. Businessmen are always busy. They have no time to read long and confusing letters.
2. The style is always very formal. Certain terms of polite expressions are used, such as—
   “I shall be much obliged if you send me,”
   “Please despatch at your earliest convenience,” etc.
3. Business jargon should be avoided.
4. Avoid abbreviations as far as possible.
5. While ordering goods, care should be taken to give clear and exact descriptions of the articles wanted. If you are making a complaint, it should also be very clear though polite.

Examples of Formal/Business Letters

Q.1. You are Abhilash, the Sports Secretary of your school. Write a letter to M/s Akash Sports, Daryagary, New Delhi asking them to replace the defective goods.

M/s Akash Sports

Daryaganj
New Delhi
15 October, 2016
Subject: Complaint against the goods received
Dear Sir
Please refer to your bill no. 194 dated October 1, 2016 against which the sports goods have been sent to us.
We regret to write that the material sent by you has not been approved. The items supplied by you do not meet the specifications given in the order. Apparently, all the items are substandard.
Anyway, you are requested to replace the material by standard items within 15 days.
Yours faithfully
Abhilash
(ABHILASH)
Sports Secretary

Q.2. From head boy to the publishers ordering books for school library.
You are David, Head Boy of Christian Model School, New Delhi. Write a letter to United Publishers, Daryagary, Delhi, asking them to send some popular science books for your school library.

Head Boy

Christian Model School New Delhi

10 July, 2016

The United Publishers

Daryaganj

Delhi

Dear Sir

You have been supplying books to our school library on different subjects. However, it is found that our library does not have many popular science books. We want books on interesting topics of science and scientific fiction.

You are, therefore, requested to send the following books at your earliest.

As usual, kindly grant 20% discount on these books as you do on all the books supplied to the library. Please send the bill with the parcel of the books. The payment will be made through cheque within three weeks.

With thanks

Yours faithfully

David

(DAVID)

Q.3. To publishers complaining about a damaged parcel.
Write a letter to the Ramanathan Publishers, 23 Mount Road, Chennai, complaining about the parcel of books which you have received in a damaged state. You are Anshul Gupta living at 26, Anand Nilayam, Hyderabad.

26, Anand Nilayam

Hyderabad

19 March, 2017

Ramanathan Publishers

23 Mount Road

Chennai

Dear Sir

We are thankful for your sending the books as per our order dated 11.3.2017. However, on opening the parcel, we have found that the books are damaged. The title pages of almost all the books are badly tom.

The poor quality of packing paper seems to be the cause. The despatch clerk also left the parcel loose. The books need to be replaced. I am sending them back at your cost.

Prompt action is requested.

Yours

Anshul Gupta

(ANSHUL GUPTA)

Q.4. To T.V. dealer complaining about Television.
You are Ankur, of 16, Vivek Vihar, New Delhi. You purchased a colour T.V. from Better Deals T.V., Karol Bagh, New Delhi. Write a letter to the Sales Manager complaining about the T.V., which is not functioning properly. Ask for the replacement of the T.V. Set.

16, Vivek Vihar

New Delhi

2nd March, 2017

Sales Manager

M/s Better Deals T.V.

Karol Bagh

New Delhi

Subject: Complaint about the T.V.

Dear Sir

It is to bring to your kind notice that I purchased a Crown T.V. vide cash Memo BD 1507 dated 10 February 2017. For three months it functioned satisfactorily. Thereafter, it developed some technical defects. It got blacked out. The picture became vague. The sound also became unclear. Your technical engineer inspected it. But he could not remove these faults. Now the T.V. has stopped giving satisfactory performance.

The T.V. is under warranty period. You are requested to replace or mend the set immediately.

Thanking you

Yours faithfully

Ankur

(ANKUR)

Q.5. To shoe dealer complaining about shoes.
You are Purohit of 50, Nishant Lok, New Delhi. The other day you bought a pair of the best quality shoes from the Liberty Shoe House, Karol Bagh, New Delhi, But after a week, the shoes developed cracks in the sole. Write a letter to the Sales Manager, asking for the replacement of the shoes or the refund of the price paid.

50, Nishant Lok

New Delhi

8 November, 2016

The Sales Manager

M/s Liberty Shoe House

Karol Bagh

New Delhi

Dear Sir

Last fortnight I bought a pair of the best quality shoes from you. The cash memo no. is LS 1509 dated 25 October, 2016. The shoes developed cracks after a week. I can hardly believe these cracks but these are there.

I request you to replace these shoes or refund the money paid for them.

Thanking you

Yours faithfully

Purohit

(PUROHIT)

Q.6. To a dealer complaining about washing machine.
You are Rahul, living at 15, Kavi Nagar, Ghaziabad. Write a letter to Pradeep Electronics, Ghaziabad complaining that the washing machine, you boughtfrom them last year, has started giving trouble. Request them to send a mechanic to repair the washing machine.

15, Kavi Nagar

Ghaziabad

10 April, 2016

M/s Pradeep Electronics

Ghaziabad

Dear Sirs

I bought a Cleanwash washing machine from you vide cash memo no. PE 5301 dated 5 November, 2015. It worked well for a few months. Now it has started giving trouble. The rotor does not move. There is a strange sound coming from it. Also the machine doesn’t wash well. The dryer has gone off. You are requested to send your technician at once. It is still under warranty.

An early action will be appreciated.

Thanking you

Yours faithfully

Rahul

(RAHUL)

Letters To Officers (Complaints)

Q.1. To Municipal Commissioner about the problem of stray dogs.
You are Anju/Anuj Grover living at 146 Rohtas Nagar, Delhi-91. Your colony is facing the problem of stray dogs. Even the movements of its residents have become risky specially in the evenings. Stating the difficulties, write a letter in about 100 words to the Municipal Authorities of your city, to tackle the problem in an effective manner.

146 Rohtas Nagar

Delhi-91

16 August, 20XX

The Municipal Commissioner

Municipal Corporation

Delhi

Sir

Please allow me to draw your attention to the nuisance created by the stray dogs in this colony.

The dogs have always been there. But they were never before as dangerous as they are today. These days, the residents fear to ‘pass through the colony. The threat of being bitten by a dog is very strong. New pups are very large in number. A stranger is likely to put his foot on one of them. Many of the dogs suffer from skin diseases.
When these dogs die their bodies keep lying in the street. During evenings, the residents can’t move freely. They fear stepping over them.

Kindly take the necessary steps to help the residents of this colony.

Yours sincerely

Anju

(ANJU)

Q.2. To Police Commissioner complaining against crime.
You are Amit/Anu Sharma of C-43, Maya Enclave, New Delhi. Everyday you read newspaper reports about a number of crimes and murders. Write a letter to the Commissioner of Police, New Delhi, complaining about the rising rate of crime in the city.

C-43, Maya Enclave

New Delhi

15 December, 20XX

The Commissioner of Police

New Delhi

Sir

I want to invite your kind attention towards the rising rate of crime in the city. Everyday we read in the newspapers about crimes and murders. The old men and women are murdered. Their valuables are stolen. Crime graph against women is rising high. Women and young girls fear to go out alone in the evenings. Rapes, chain snatchings etc, occur daily. Anti-social elements move freely without any fear. They strike when they see a lonely woman or a girl. Life has become very fearful due to the high rate of crime.
Under the circumstances, I request you to look into the matter without delay. Please take a strict action against the criminals. The policemen not discharging their duties sincerely should be punished. I hope these steps shall help in bringing down the crime.

Thanking you

Yours faithfully

Amit/Anu Sharma

(AMIT/ANU SHARMA)

Q.3. To the District Magistrate about the nuisaiice of loudspeakers.
You are Vivek Khanna, residing at 1160, Pantnagar, district Udhampur. Write a letter to the District Magistrate drawing his attention to the nuisance of loudspeakers in your locality.

1160, Pantnagar

Distt. Udhampur

15 November, 2016

The District Magistrate

Udhampur, U.P.

Sir

Kindly allow me to draw your attention to the nuisance of air pollution. I would request you to take proper action to improve the quality of air in the city.
A few years back, Pantnagar was a very quiet town. People in it felt proud of its clean surroundings. But of late the people seem to have forgotten the value of peace. All through the day, loudspeakers play at high pitch. When there is a marriage or jagran, one can’t sleep even during the night.
These are the examination days. The students can’t study due to this noise. I, therefore, request you kindly to look into the matter personally and give us some relief.

With thanks

Yours

Vivek Khanna

(VIVEK KHANNA)

Q.4. To the Chairman, District Board, complaining about the insanitary conditions of your locality.
Suppose you are a resident of a place in Meerut district. Write in about 100 words a letter to the Chairman, District Board. Meerut, complaining about the conditions in your town. Sign yourself as Gulshan Chopra.

Bhagwanpur

Meerut

20 October, 20XX

The Chairman

District Board

Meerut

Dear Sir

You will agree that our locality is, perhaps, the dirtiest in the district. The reason is simple. It is the locality which has kaccha roads. These roads become muddy with a little rainfall. The water stays on the roads almost all through the year. There is no drainage. The stagnant water creates pits and pools. There have occurred many fatal accidents due to these potholes.
There is a small dispensary in the locality. It is too small to do anything worthwhile for the people. Here too the doctor is generally absent.
While the streets are full of water, the water-taps are generally dry. The electricity plays hide and seek all the time. The conditions are so bad that many people have already left this locality.
Please do something to solve these problems of this locality.

Yours faithfully

Gulshan Chopra

(GULSHAN CHOPRA)

Q.5. Complaining about the bus service.
You are Peter ofD-95, Vivek Vihar, Delhi. Write a letter to The General Manager of the Delhi Transport Undertaking about the local bus service.

• irregular
• infrequent
• overcrowded
• unroadworthy

D-95, Vivek Vihar

Delhi

14 March, 20XX

The General Manager

Delhi Transport Undertaking

New Delhi

Dear Sir

I want to draw your attention to the poor bus service to and from our locality. The buses seem not to follow any time-table. They generally run late. Sometimes some buses pass much before time. Irregularity is the rule.

The number of buses from our locality for major routes is also insufficient. The passengers have to wait for about 30 minutes if they miss a bus. Kindly increase the number of buses particularly in the morning and the evening. This will solve the problem of over-crowding too.

One great trouble is the road-worthiness of these buses. I think that the buses are veiy old. They quite often stop mid-way adding to our woes.

Kindly look into the matter personally and oblige.

Yours

Peter

(PETER)

Letters To The Editor

Q.1. To the editor expressing your concern on the increasing pollution in your city.
You are Kalyani Shankar of Kendriya Vidyalaya Karol Bagh New Delhi. You are very worried about the increasing pollution in your city. Write a letter to the Editor of a newspaper expressing your concern.

Kendriya Vidyalaya

Karol Bagh

New Delhi

3rd March, 2017

The Editor

The Times

New Delhi

Sir

Please permit me to use some valuable space in your newspaper. I wish to make the public and the government aware of an important problem. This is the increasing pollution in our city.
There are three types of pollution—air, water, and noise. Let me congratulate the Delhi Government for putting some brakes on air pollution. This, they did, a few years ago by introducing C.N.G. However, nobody seems to bother about water and noise pollution. The tap water in Delhi is seldom clean. The rich are using water purifiers. What about the poor ? They fall ill and go to government hospitals. Thus government has to bear the cost of giving impure water. The people also suffer. Noise pollution is a big menace. It is no longer a secret that most people of our city have some hearing problem. We can no more hear soft sounds. Some people have gone completely deaf— all because of noise pollution.

With regards

Yours faithfully

Kalyani Shankar

Q.2. Complaint about Break-down of Electricity.
You are Praveen of 23 Civil Lines, Lucknow. Write a letter to the Editor of Bharat Times Lucknow about frequent break-down of electricity. You can use the following points:

• Irregular and erratic supply
• Affects water-supply
• Dark streets invite accidents
• Any other point

23, Civil Lines

Lucknow

25 January, 2017

The Editor

Bharat Times

Lucknow Dear Sir

Please permit me some space in your newspaper. I wish to draw the attention of the government towards the supply of electricity in Lucknow.
The lack of electricity supply is causing much trouble to this city. The supply we get is not only short but also highly irregular. We do not know about the hours of cut.
It has also affected the supply of water. If there is no light in the morning, there is no water either. The local water board also depends on the supply of electricity. Streets are dark in the night. It causes accidents. The students cannot study well. I wish to make an urgent appeal to every person concerned to help.

With thanks

Yours faithfully

Praveen

(PRAVEEN)

Q.3. Complaint about encroachment on Roads and Parks.
Write a letter to the editor, The Times of India, New Delhi, showing concern about unauthorised constructions of shops on the pavement.

50, Anand Lok
New Delhi
10 April, 2016
The Editor
The Times of India
New Delhi
Dear Sir
Through your newspaper, I wish to raise my voice against the misuse of public property. There are large scale encroachments on the pavements and public parks. The roads have shrunk because shopkeepers have occupied the pavements. Some daring shopkeepers have occupied the public parks also.
I appeal to the authorities to use force against such people. If the roads become free from encroachments, there will be no traffic-jams.
Yours faithfully
S. Kumar
(S. KUMAR)