Letter Writing

Table of Contents
1. Introduction
2. Types of Letters
3. Format of Letter Writing
4. Tips for Writing a Good Letter
5. Sample Letters
6. Examples
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Introduction

Letter writing is a way of communicating by writing messages to another person or organisation. It helps you share information, make requests, express complaints, send invitations, congratulate someone, or convey personal thoughts and feelings. Letters can be written on paper or typed and sent by post or electronic mail, but the basic rules of clear expression and correct format remain the same.

Letters are grouped into two main types: formal and informal. Each type serves a different purpose and follows its own style and format. Understanding the difference helps you choose the right tone and structure for the message you want to send.

Types of Letters

Formal Letters

• Used for official, business or professional communication.
• Addressed to people or organisations you do not know personally (for example, the Principal, Municipal Commissioner, Editor).
• Follow a fixed, conventional format and use a polite and respectful tone.
• Common examples include job or school applications, complaint letters, letters to the editor, requests to authorities and official notices.

Informal Letters

• Used for personal communication with friends, relatives or close acquaintances.
• Tone is warm, friendly and conversational; the format is flexible.
• Common examples include letters to friends and family, thank-you notes, congratulatory letters, and casual invitations.

Format of Letter Writing

Format of a Formal Letter

• Your address: Write your address at the top right corner. Do not write your name here.
• Date: Write the day, month and year below your address or on the left below the address, according to your school's instruction.
• Recipient's address: Write the name and address of the person or office you are writing to on the left, below the date.
• Subject: A short line stating the purpose of the letter (optional but recommended for formal letters). It appears before the salutation and helps the reader understand the topic quickly.
• Salutation: A formal greeting such as "Dear Sir", "Dear Madam", "Sir/Madam", or "To the Editor". Use the recipient's title and surname if you know the name (for example, "Dear Mr. Sharma").
• Body: Divide the body into short paragraphs. Start by stating the purpose in the first paragraph, give details and facts in the middle paragraph(s), and end with the action you want (a request, suggestion or conclusion) in the final paragraph.
• Complimentary close: Polite endings like "Yours faithfully" (when the name of the recipient is not known) or "Yours sincerely" (when the recipient's name is known).
• Signature: Your handwritten signature (if on paper) above your typed name.
• Name and designation: Print your name and, if applicable, your class, roll number or designation below the signature.

Format of an Informal Letter

1. Your address: Usually written at the top right corner; it may be left out in very casual notes among close friends.
2. Date: Write the date below the address.
3. Salutation: Friendly greetings such as "Dear [Name]" or "My dear [Name]".
4. Body: Write in a personal and warm tone. Use paragraphs to separate different ideas or events - for example, one paragraph for asking about the friend's health, another for news you want to share, and a closing paragraph with good wishes.
5. Complimentary close: Friendly closings like "Yours affectionately", "With love", "Yours lovingly", or "Warm regards".
6. Signature: Your name, pet name or the way your friend recognises you.

Tips for Writing a Good Letter

• Be clear and concise: Start with the main purpose of the letter and avoid unnecessary details that can confuse the reader.
• Use the appropriate tone: Use polite and formal language for official letters; use a warm, conversational tone for personal letters.
• Organise paragraphs: Present one idea per paragraph and use linking words where needed to make the message flow smoothly.
• Check grammar and punctuation: Read your letter again to remove errors and improve clarity.
• Be polite and specific: State clearly what action you expect (for example, a repair, permission, or issuance of a card) and include any necessary facts or dates.
• Finish with a clear closing: Restate your request or goodwill message briefly, and sign off properly.

Sample Letters

Formal Letter Example

[Your Address]
[Date]
[Recipient's Address]
Subject: [Subject of the Letter]
Dear Sir/Madam,
[Paragraph 1: State purpose clearly.]
[Paragraph 2: Give necessary details or evidence.]
[Paragraph 3: Request specific action or indicate next steps.]
Yours faithfully,
[Signature]
[Your Name]
[Designation, if applicable]

Informal Letter Example

[Your Address]
[Date]
Dear [Name],
[Paragraph 1: Friendly opening and reason for writing.]
[Paragraph 2-3: Personal details, stories or invitations.]
[Closing paragraph: Warm sign-off and invitation to reply.]
Yours lovingly,
[Signature]
[Your Name]

By following the correct format and choosing the right words, you can write effective letters that are clear, polite and useful for the purpose you have in mind.

Examples

Q.1. Write a letter to your friend inviting him/her to your birthday party. You are Rahul/Rajni.

17, Green Park
New Delhi
8 July 20XX
Dear Friend,
I hope you are well. It has been a long time since we met. I am writing to invite you to my birthday party on 15 July at 6:00 p.m. at my home. There will be games, music and dinner, and my family is very excited to meet you.
Please come and make the evening special. Let me know if you can attend so we can make the arrangements.
Looking forward to seeing you.
Yours sincerely,
Rahul/Rajni

Q.2. Write a letter to the editor of a newspaper about the increasing pollution in your city. You are Gauri/Gaurav.

23, Vasant Vihar
New Delhi
12 August 20XX
The Editor
The Hindustan Times
New Delhi
Subject: Increasing Pollution in our City
Sir,
Through the columns of your esteemed daily, I wish to draw attention to the alarming rise in pollution in our city. Air quality has deteriorated significantly; vehicles and industrial emissions are the main contributors. Water bodies are polluted and noise levels have increased due to traffic.
Immediate measures are required: stricter control of industrial emissions, promotion of public transport, enforcement of vehicular emission norms and penalties for littering. Public awareness campaigns should also be launched.
I hope the authorities will take prompt action to make our city healthier.
Thanking you,
Yours sincerely,
Gauri/Gaurav

Q.3. Write an application to the librarian of your school requesting him to issue you a library card. You are Sonu/Sonia.

The Librarian
DPS School
R.K. Puram
New Delhi
12th February 20XX
Subject: Requesting to issue my library card.
Sir,
I am a student of Class VI of your school. I am an avid reader and would like to borrow books from the school library. I do not have a library card at present. Kindly issue me a library card at the earliest. I undertake to take good care of the books and return them on time.
Thanking you,
Yours obediently,
Sonu/Sonia
Roll No. 26, Class VI

Q.4. Write an application to the Principal of your school requesting him/her to arrange a visit to the zoo. You are Kunal/Kanika.

The Principal
ABC School
Lajpat Nagar
New Delhi
10th November 20XX
Subject: Request to arrange a visit to the zoo
Sir/Madam,
I am a student of Class VI. My classmates and I request a visit to the city zoo as part of our educational tour. Observing animals and their habitats will greatly enhance our learning in Environmental Studies.
Kindly permit and arrange the visit. We assure you of disciplined behaviour throughout.
Thanking you,
Yours obediently,
Kunal/Kanika
Roll No. 36, Class VI

Q.5. Write a letter to your friend inviting him/her to spend the summer vacation with you. You are Rohit/Rohita of 14, Nehru Nagar, Jaipur.

14, Nehru Nagar
Jaipur
12 April 20XX
Dear Ramesh,
I hope you are well. Summer vacation is approaching and I would like to invite you to spend it with me in Jaipur. We can visit Hawa Mahal, Jantar Mantar and Amber Fort, enjoy local food and attend cultural programmes. My family will be delighted to host you.
Please let me know your travel dates so we can plan.
With warm regards,
Yours sincerely,
Rohit

Q.6. Write a letter to your cousin congratulating him/her on his/her success in the examination. You are Arun/Arpita from 25, Model Town, Delhi.

25, Model Town
Delhi
20 June 20XX
Dear Rahul,
Heartiest congratulations on your excellent performance in the examinations. Your hard work has truly paid off and we are very proud of you. Wishing you continued success in future endeavours.
Please convey my regards to Uncle and Aunt. I look forward to celebrating with you soon.
Yours lovingly,
Arun/Arpita

Q.7. Imagine you are Raghav/Ragini, living in 45, Green Park, Chennai. Write a letter to your friend describing a picnic you recently had with your family.

45, Green Park
Chennai
30 May 20XX
Dear Amit,
I hope you are well. Last weekend my family and I went for a picnic to the beach. The weather was sunny with a cool breeze. We sat under a large tree, played beach games, built sandcastles and collected shells. We enjoyed sandwiches and cold drinks and watched a beautiful sunset.
It was a relaxing and joyful day. I wish you had been there - perhaps we can plan a picnic together when you visit Chennai.
Yours affectionately,
Ragini/Raghav

Q.8. Write a letter to your friend narrating your experience of attending a book fair. You are Raj/Rajni of 16, Patel Nagar, Kolkata.

16, Patel Nagar
Kolkata
10 October 20XX
Dear Shalini,
I hope you are well. I attended the annual book fair at the City Convention Centre. There were many stalls with books across genres, author sessions and workshops. I discovered new titles, bought a few books at discounted prices and attended a panel discussion by renowned authors. The fair renewed my enthusiasm for reading.
You should try to visit the next edition - it is inspiring.
Yours sincerely,
Raj/Rajni

Q.9. Write a letter to the municipal commissioner of your city complaining about the poor condition of roads in your locality. You are Nitin/Neha of 54, Kailash Colony, Hyderabad.

54, Kailash Colony
Hyderabad
5th August 20XX
The Municipal Commissioner
Municipal Corporation of Hyderabad
Hyderabad
Subject: Complaint regarding the poor condition of roads in our locality
Sir/Madam,
I wish to draw your attention to the deplorable condition of roads in Kailash Colony. Numerous potholes make commuting hazardous, especially in the monsoon. Several minor accidents have already been reported. Despite prior complaints, no remedial action has been taken.
I request immediate repair and resurfacing of the roads and regular maintenance thereafter to ensure public safety.
Thanking you in anticipation of your prompt action.
Yours faithfully,
Neha/Nitin