Examples: Official Letters

Official Letters

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

(1) Complaint About Increasing Thefts

You are Tarun Jain of 15, Nehru Park, Karnal. Write a letter to the Police Commissioner, complaining about the increasing number of thefts in your area. (2016)

Ans.

15 Nehru Park
Karnal
7 April 20_ _

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 the 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 station but no headway has so far been made in apprehending the culprits. To be quite frank, people have started doubting that some policemen may be mixed up with these thefts and burglaries. Though this charge is serious, the fact remains that the culprits always go scot-free. There is also danger to the lives of the residents since the burglars sometimes come armed with knives and pistols.

I request that night patrolling in this area should be intensified and all-out efforts be made to nab the culprits. Please also increase the number of beat officers and ensure regular inspection of patrolling records.

Yours faithfully,
Tarun Jain

(2) Insanitary Condition Of The Locality

The insanitary condition has made life in your locality miserable. Write a letter to the Sanitary Inspector of your M.C., requesting him to take the necessary steps before it is too late.

Ans.

775 Jahangir Puri
Panipat
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 and the drains are not cleaned regularly. These are never flushed with water. No dustbins have been provided and people throw all their refuse here and there. Flies and mosquitoes breed freely. All this gives the area a very dirty and unhygienic look and causes health hazards, particularly for children.

I hope you will take suitable measures to improve the sanitary condition of this area by providing proper drains, arranging regular cleaning and disposal of refuse, and placing dustbins at convenient points.

Thanking you,
Yours faithfully,
Harish

(3) Enquiries About Course In Spoken English

You are PQR. You saw an advertisement in a newspaper about a course in Spoken English, conducted by 'A to Z in English', 22, Gandhi Nagar, Chennai. You wish to join the course. Write a letter to the advertiser, inquiring about all the details that you require.

Ans.

43 King's Street
Dream City
18 June 20_ _

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 the 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 components of the course - 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

Your 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 consults her language teacher on the subject who advises her to join 'The Centre for Creativity and Development' for this purpose. Write a letter to the Director of the Centre, seeking necessary information about her admission to their 8-week summer course in leadership.

Ans.

416 The Mall
New Delhi
20 December 20 __

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 and is keen on joining an institute that may help her personality development. She consulted her language teacher, 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 the fee is to be paid in lump sum or in instalments.
3. Timings of the classes.
4. Whether a diploma or a certificate is issued on completion.
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 your reply.

Thanking you,
Yours faithfully,
Naveen Chaudhri

(5) Enquiries About TOEFL Course

You are PQR. You saw an advertisement in a newspaper regarding a course for training and preparing students for the TOEFL - Test of English as a Foreign Language. You wish to join the course. Write a letter to the Course Director of 'A to Z in English', 22, Gandhi Nagar, Chennai-20, inquiring about all the details that you require.

Ans.

147 Maharani Lane
Mysore-18
17 April 20_ _

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. Whether certificates are issued on successful completion.
7. Whether the course is recognised by any Board or University.

Please supply me the above-mentioned details at your earliest and help me make up my mind.

Yours sincerely,
PQR

(6) Complaint About Poor Police Patrolling

Write a letter to the Superintendent of Police of your district, complaining about poor patrolling by the police in your area, resulting in petty crimes. Sign yourself as ABC.

Ans.

16 Railway Road
Kurukshetra
30 March 20_ _

The Superintendent of Police
Kurukshetra

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 moving about here and there with long sticks in their hands. They harass the labourers going back home after their day's work and 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 in this area either. The thieves and burglars consequently have free time to enter any house they choose. Hardly a day passes when there is no case of theft. Sir, I request you to post some honest policemen on patrol duty in this area. All the residents shall feel obliged to you.

Yours faithfully,
ABC

(7) Placing an Order

You are the owner of Jatin & Brothers Ltd. You have received a lot of orders from various customers. Write a letter to one of the customers informing them about delay in fulfillment of their order in less than 150 words.

Ans.

Jatin & Brothers Ltd.
Lajpat Nagar
New Delhi- 110045
14 January 2025

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 will 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 delay. With reference to our previous conversation, we understand you do not have immediate urgency. We will update you regarding the confirmed date of delivery soon; however, I assure you that it will be delivered before 20 March 2021. We apologise for the inconvenience caused and look forward to your cooperation.

Thanking you,
Yours truly,
Jatin Sharma

(8) Cancelling an Order

You are in-charge of purchase for Turbo Automobiles Ltd. Last week you made an order which is still pending. Write a letter to the manager of 'Tools & Spares' for the cancellation of the aforementioned order in less than 150 words.

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 with order number TS/948. I hereby request the cancellation of this order.

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

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

Thanking you,
Yours faithfully,
Sarvesh
Purchase In-charge