How to Write Formal Letters With Example Notes | Study English Class 8 - Class 8

1. Everything begins from the left hand margin and one line space is left between two parts. 
2. There are no commas used anywhere in the format except in the body of the letter. 
3. The month and the date should be written as 04 Jan 16 or 4 January 2016 or 4th January 2016.
4. The opening greeting could be Dear Sir/Madam or Dear Mr. Kumar or just Sir. (Avoid Respected Sir etc.) 
5. ‘Thanking you’ is used only if a request has been made. 
6. If you know the person (e.g. the Principal as in an application) end the letter with ‘Yours sincerely.’ If you do not  know the person (e.g. editors, publishers etc.) end with “Yours faithfully” or “Yours truly” (Avoid use of yours Respectfully,’’ ‘’Obediently’’ etc. – remember to use self – respecting language)

Q.1. You are the librarian of Amar Public School, Sector-37, Noida, had placed an order for some textbooks with Rainbow Books, Pratap Vihar, Ghaziabad. But the book did not reach you on time. Now you have decided to cancel the order. Write a letter to the Manager, Rainbow Books cancelling the order.
Ans.
Amar Public School
Sector-37, Noida
1st October, 20XX
The Manager
Rainbow Books
Pratap Vihar
Ghaziabad
Sub: Cancellation of order for books

Sir
This is to inform you that I placed an order for some textbooks but they have not been supplied by you till now. As a result, I had to place my order for the same with other book sellers as the classes have commenced and the students and staff expressed anger for not providing books on time. So please consider my order as cancelled.
Yours sincerely
Saurabh Suman
(Librarian, Amar Public School)

Q.2. You are Adhya/Arnav, 47 Boring Road, Odisha. Write a letter to the Municipal Commissioner of your city, who complained about sewage in your locality.
Ans.
Arnav Mehta
C-47 Boring Road
Odisha, Pin-8483XX

15 July 20XX
To
The Municipal Commissioner
Mohanpur Road, Near- Swami Complex
Odisha, 8481XX
Subject: Regarding Poor Sewage System in Boring Road
Sir/Madam
Through this letter, I would like to draw your attention to sewage in my area. The people of our locality are face many difficulties due to the pipeline’s failure in the sewerage system. Monsoon season has started a few days back, our troubles have increased.
We have been facing unhygienic conditions in the house due to the problem of sewage. Due to floods a few days back and now pipe burst, children are facing a lot of difficulties in going to school and breeding ground for flies and mosquitoes and causing many diseases. Life is entirely barren.
Therefore I request you to kindly take this matter seriously as soon as possible and get rid of this problem from us.
Yours faithfully
Arnav Mehta
[Signature]