Examples: Official Letters | English Grammar Advanced - Class 10 PDF Download

Official Letters

Often we have to write letters to various public and government officers to draw their attention to our civic and other problems. For example, we write to the Health Officer about the problem of insanitation, to the Postmaster about the unsatisfactory delivery of our letters, to the Police Department about the law and order problems, and so on. Such letters are called official letters, and they must be very polite and respectful in their tone and language. They are usually addressed to the Heads of the concerned departments.

(1) Complaint About Increasing Thefts

The Police Commissioner
Karnal

Subject: Increasing Incidents of Thefts in Nehru Park Area

Respected Sir

Recently there has been an alarming increase in the number of thefts in Nehru Park area of the city. Hardly a day passes when there is no theft or burglary. Cases are regularly reported to the nearest Police Divisions but no headway has so far been made in apprehending the culprits. To be quite frank, people have started doubting that the policemen are mixed up with these thefts and burglaries. Though it is a wild charge, the fact remains that the culprits always go scot-free. There is a danger to the life of the residents also since the burglars come armed with knives and pistols.
It is requested that night patrolling in this area should be intensified and all-out efforts should be made to nab the culprits.

Yours faithfully
Tarun Jain

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(2) Insanitary Condition Of The Locality

14 Nov. 20_ _
The Sanitary Inspector
Municipal Corporation
Panipat

Subject : Insanitary Condition of Jahangir Puri

Sir

I beg to draw your attention to the insanitary condition of the Jahangir Puri area of this city. Mainly poor people live in this area. There are very few proper drains here. The drains are not cleaned regularly. These are never flushed with water. No dustbins have been provided. People throw all their refuse here and there. Flies and mosquitoes buzz about. All this gives this area a very dirty look.
I hope you will take suitable measures to improve the sanitary condition of this area.

Thanking you
Yours faithfully
Harish

(3) Enquiries About Course In Spoken English

The Director
A to Z in English
22 Gandhi Nagar
Chennai.

Subject : Inquiring about all the details of Course

Dear Sir
I have read your advertisement in the New India Times dated 17 June, 20_ _  , regarding a course in Spoken English. I am willing to join this course, but before that I would like to know the following details with respect to this course :
1.The duration of the course.
2.The day and date on which you intend to begin this course.
3.The timings of the lessons.
4.The different ingredients of the course — viz. lectures, discussions, audio-visual aids, etc.
5.Approximate number of participants in each group.
6.The schedule of fees to be paid.
Please supply me all the above details so that I can make up my mind about joining this
course, which I would very much like to.

Yours faithfully
PQR

(4) Enquiries About Course In Leadership

The Director
The Centre for Creativity and Development
Teen Murti
New Delhi

Subject : Your 8-Week Summer Course in Leadership

Dear Sir

I have gone through your advertisement on the above course in the ‘Hindustan Times’ of 18 December. My sister has just passed the All India Secondary School Examination of CBSE. She is keen on joining some institute which may help her in her personality development. She consulted her language teacher on the subject who advised her to join your centre for this purpose.
Please let me have the following information about this course :
1. The charges for the course.
2. Whether to be paid in lump sum or in instalments.
3. Timings of the classes.
4. Whether a diploma or a certificate is issued.
5.Whether there is still time to join the course this year.
6.Whether the course is residential.
A self-addressed and duly stamped envelope is enclosed for the reply. 

Thanking you
Yours faithfully
Naveen Chaudhri

(5) Enquiries About TOEFL Course

The Course Director
A to Z in English
22 Gandhi Nagar
Chennai-20__

Respected Sir

I have seen an advertisement in the local newspaper regarding a course that you are running to train and prepare students for the TOEFL (Test of English as a Foreign Language). I want to join this course since I have to clear this Test before I can apply for a student visa to the USA. Could you please furnish me the following details so as to help me make up my mind about joining this course ?
1. The day and date when the course begins.
2. Duration of the course.
3. Daily timings of the classes.
4. The staff, their qualifications and experience.
5. The amount and schedule of fees to be paid.
6. Certificates on the successful completion of the course, if any.
7. Course recognised by a Board / University or not?
Please supply me the above-mentioned details at your earliest and help me make up my mind.

Yours sincerely
PQR

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(6) Complaint About Poor Police Patrolling

Subject: Crimes Due to Poor Police Patrolling

Respected Sir

It pains me to bring to your kind notice the poor patrolling by the police in this area. I think there is nobody to check whether the policemen on duty are doing their job honestly. Two or three policemen are often seen in the early hours of the night. They move about here and there with long sticks in their hands. They harass the labourers going back home after their day’s work. They extort money from them on one pretext or the other.
This so-called patrolling party disappears after about 10 p.m. There is no night watchman also in this area. The thieves and burglars have a free time to enter any house they choose. Hardly a day passes when there is no case of theft. Sir, I request you to put some honest policemen on patrol duty in this area. All the residents shall feel obliged to you.

Yours faithfully
ABC

(7) Placing an Order

To
The Manager
Krishna Production
Jaipur, Rajasthan- 450008

Subject- Regarding delay in order

Sir

We hereby write to inform you that your order no. 582/JPL which was due for delivery on 12 March 2021 would be late by a few days. Due to the peak season, we have received orders in bulk. Some of these are urgent and need to be completed without any delay. With reference to our previous conversation, we think you will not have a problem with the delay since you do not have an urgency. We will update you regarding the confirmed date of delivery soon, however, I assure you that it will be delivered to you before 20 March 2021. We apologise for the inconvenience caused. Looking forward to your cooperation.

Thanking you
Yours truly
Jatin Sharma

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(8) Cancelling an Order

Ans.

Turbo Automobiles Ltd.
Pahar Ganj, Central Delhi
Delhi- 110055

3 January 2025

To
The Manager
Tools & Spares
Delhi- 110065

Subject- Cancellation of order no. TS/948 dated 6 September 2020

Sir

I want to draw your attention to an order made with you on 6 February 2020 w.r.t order number TS/948. I hereby make a kind request to cancel this order.

Our company had undertaken a project for which this order was made. However, we are no longer doing the project and hence we do not require the items that we ordered from you. Since the order cancellation request is made within 10 days of the order placement, it is in compliance with your firm policies. No payment had been made and thus, there are no outstanding balances and the accounts stand clear.

Please confirm the cancellation of the order at the earliest. I shall make the cancellation payment after cancellation is confirmed. I have enclosed a copy of the original order receipt.

Thanking you
Yours faithfully
Sarvesh
Purchase in-charge