Letter writing is of two types, namely, formal letter writing and informal letter writing. Formal letters are written to higher authorities, editors, bank officials, etc., to express matters of serious concern. In other words, it can be said that formal letters are used for professional purposes. Informal letters, on the contrary, are written to family members, friends and relatives to let them know about the happenings in our lives.

Letter writing is one form of writing that you would use for various purposes throughout your life.

So, it is necessary to learn how to make them engaging. That is one of the reasons it is taught in schools. It is a mandatory question in Class 12 board examinations as well. Here are some examples to help you understand how to write letters based on a given situation.

Table of Contents

• Tips for Students to Follow When Writing Letters
• Sample Letters for Your Reference
• Frequently Asked Questions on Letter Writing

Tips for Students to Follow When Writing Letters

• When you have to write a letter in accordance with a given scenario, read the question properly and try to understand what the letter should consist of.
• You might be asked to assume yourself to be a specific person when you write the letter. So, write the letter considering the particular problem or concern from that person’s point of view.
• Before you start writing, analyse whether the letter has to be a formal or informal letter, and follow the respective format.
• Pay attention to details such as the name, designation, and the to and from addresses given in the question, and ensure that you write them correctly.
• Do not sign your name after the complimentary close. Remember that you are writing the letter as someone else (as mentioned in the question). So, use the given name for the signature.

Sample Letters for Your Reference

Here are some sample letters for you to understand how to approach the different types of letter questions in your exams. The questions are taken from the previous years’ Class 12 Board Exam question papers to give you an idea of what kind of questions to expect and how to answer them.

Example 1:

You are Zac Skaria, a resident of #412, Magna Greens Apartments, Gandhi Marg, Jonpara, Mumbai. Three students of grade 10 from your residential complex rescued and rehabilitated a few old beggars from the neighbourhood. You think that their work deserves appreciation and recognition. Write a letter to the President of the RWA, seeking recommendation for these youth, to be nominated for ‘Serving Citizens’ Award’. Suggest other ways such acts of kindness could be recognised and awarded in the future.

#412, Magna Greens Apartments

Gandhi Marg, Jonpara

Mumbai

11th December, 2022

The President of the RWA

Magna Greens Apartments

Gandhi Marg, Jonpara

Mumbai

Subject: Seeking recommendation for ‘Serving Citizens’ Award’ nominations

Dear Sir,

I am Zac Skaria, a resident of Magna Greens Apartments. I am writing this letter to bring to your kind notice the compassionate act of three grade 10 students of our residential complex. Prashanth, Srinisha and Annie have rescued and rehabilitated a few old beggars from the neighbourhood. They have accommodated them at the nearest old age home.

I found this act empathetic and selfless, and I think that such initiatives taken by the youth should not be overlooked. For the same reason, I would request you to recommend the three of them for the ‘Serving Citizens’ Award’. Honouring them will not be an appreciation just for them; all youngsters will feel motivated to spread a little love and behave kindly.

I feel that such acts of kindness should never go unnoticed. It would be a good step to set up a committee to encourage more people to work towards such goals. Providing them with scholarships can also be a way to bring more young people to help and care for each other. Hoping that you would consider this essential and take it up at the earliest.

Thank you for your time.

Yours sincerely,

Zac Skaria

Example 2:

You are Shantanu, residing at Ghar B-94, Balimela Road, Malkangiri. You come across the following classified advertisement in a local daily. Write a letter, in 120–150 words, applying for the position of a volunteer for the Each One Teach One campaign.

Ghar B-94

Balimela Road

Malkangiri

14th March, 2023

Ms/Mrs. Nethra N

Coordinator (Each One Teach One)

4Literacy, Ambaguda

Malkangiri

Odisha – 764045

Subject: Application to volunteer for the Each One Teach One campaign

Dear Nethra,

With reference to the advertisement in the Indian Express, dated 12.03.23, I would like to express my interest in volunteering for the Each One Teach One campaign. I am a local resident of Malkangiri. I completed my high school education with Odiya as my second language. I believe I am quite proficient in the language and can, therefore, help students who are new to Odiya. In addition to this, I think the training will help me learn what students would expect of me and decide upon a teaching strategy to cater to their learning needs in the best possible way.

I am pursuing my post-graduate studies in Mathematics. I will be available to volunteer on all weekends and after 6 p.m. on weekdays. Kindly let me know which slots are available. I can start as early as you want me to. I have enclosed my resume along with this letter for your perusal. Feel free to contact me if you have any more questions.

Thank you for your time. Looking forward to working with you.

Yours truly,

Shantanu

Example 3:

You are Sunidhi Prakash, the Vice Captain of Brilliant Vidyalaya, Barra, Kanpur. You have recently noticed several posters around your school premises conveying a hazardous message:

Lose weight in just a month!

“A WONDER DIET comes to your rescue …

A privilege available for only a few!”

Write a letter to the Editor of The DWA, in not more than 120 words, drawing attention towards harm caused by such advertising. Propose the implementation of “Wholesome Lunch Month’ in schools as an idea to address such practices, mention the advantages and share suggestions to foster healthy eating routines and develop positive body image among youngsters.

Brilliant Vidyalaya

Barra, Kanpur

15/02/2023

The Editor

The DWA

20/3, Shanthipura

Kanpur

Subject: Importance of promoting healthy eating routines

Dear Sir/Ma’am,

I am writing to bring to your attention the number of posters about crash diets stuck around the school premises. I feel that such posters can mislead the students in ways that will be harmful to them.

If health and optimum body weight are the goals, they can be achieved in various other ways. I would like to suggest the implementation of ‘Wholesome Lunch Month’. Students can bring healthy food items such as fruits, vegetables, food rich in protein, etc. The school can also organise focus group discussions and personal counselling sessions to help everyone learn the need to consume healthy food and promote a positive body image. I feel it is important for students to understand the implications of such drastic changes in their eating habits. It would only do more harm than good.

It is absolutely necessary that everyone is alerted about the negative effects of such crash diets and is careful not to fall prey to these types of misleading advertisements. I hope that publishing this in your esteemed daily will deliver the message to a good number of students. I request you to consider the seriousness of the situation and publish the same at the earliest.

Thank you.

Yours sincerely,

Sunidhi Prakash

Vice Captain

Example 4:

You are Samina Zaveri, Class X, Vadodara, Gujarat. You come across the following information on a local library’s notice board.

You wish to participate but require more information. Write a letter to Teen-Toggle Games Pvt. Ltd in about 120 words, enquiring about rules, scholarship details and deadlines. Also, enquire about specifications for solo or group entries.

12, NSN Layout

Vadodra

Gujarat

March 15, 2022

The Manager

Teen-Toggle Games Pvt. Ltd

307, Satija Building

Colaba, Mumbai

Subject: Seeking additional information about the Board Game Competition

Dear Sir/Ma’am,

I am Samina Zaveri, a Class X student from Vadodara, Gujarat. I came across your notice about the Board Game Competition and it seems to be really interesting. I would like to know more about the competition – the qualifications, the rules and the last date to make the entry. Do kindly send me the details pertaining to solo and group entries and also about the scholarship.

I have always had an interest towards language games, scientific board games and other fun methods of learning. My friend and I have tried creating games for each other to learn difficult concepts. It would be a privilege to enter this competition and get a chance to look at the kind of educational games people innovate.

Kindly send me all the information regarding the competition as soon as possible, so we can showcase our creativity and try our luck at winning it.

Eagerly waiting for your response.

Yours sincerely,

Samina Zaveri

Example 5:

You are Seetha / Surya living in Bangalore. You and your friends are planning a week-long holiday to a hill station. Write a letter making necessary enquiries from the tour operator before you make your final decision.

#23, Anugraha Vihar

Hongasandra

Bangalore – 560068

04.02.2023

The Manager

The Trippie Trails

J P Nagar

Bangalore – 560014

Subject: Seeking information about the Leh Ladakh trip

Dear Sir/Ma’am,

I am Surya, a resident of Hongasandra. I came across your post on the one-week trip to Leh Ladakh, and I would like to know more about it. I am planning to travel with four of my friends, and we are particularly interested in the winter trip. It would be very helpful if you could provide us with the itinerary of the trip including the dates of the trip and details of food, commute and accommodation.

In addition to this, we would also like to know if we can travel as an exclusive group and have a place to stay for ourselves. Kindly let us know the available boarding points and dropping points as well so that we can plan accordingly.

Thank you.

Yours sincerely,

Surya

Example 6:

Your school has decided to add a few books to the library. The school wants to encourage the reading habit amongst students. As the Librarian of the Venkateshwar International school, place an order with Pearl Publishers for books for all age levels. Give all the necessary details.

Venkateshwar International School

Anna Nagar

Chennai – 600012

January 8, 2023

The Manager

Pearl Publishers

Noida – 201302

Uttar Pradesh

Subject: Order for short stories, comics and novels

Dear Sir/Ma’am,

As the Librarian of Venkateshwar International School, I have been entrusted with the responsibility of purchasing new books for the library. We have students from Class 3 to Class 12 borrowing a minimum of two library hours a week. So, we have planned to make more books available for our students to read.

We have found students interested in reading stories, science fiction, detective novels, etc. Children of a younger age are more interested in comics and monthly magazines like Reader’s Digest, Tinkle Digest, Panchatantra, Champak, Amar Chitra Katha, etc. I have gone through the list of books you sent us. I have shared the list of books we have selected.

Kindly let us know if they are available and when you can send them to us. It would be very much appreciated if you could ship them before the end of this academic year.

Thank you.

Yours faithfully,

Farzana Salim

Example 7:

You are Ramesh/Rashmi of 151 Chandan Nagar, Delhi. Write a letter in about 120-150 words to the Manager, Elvys Crockery Store, Delhi, placing an order of crockery and cutlery for your newly opened restaurant.

151, Chandan Nagar

Delhi

02/12/2022

The Manager

Elvys Crockery Store

Delhi

Subject: Order for crockery and cutlery

Dear Sir/Ma’am,

Owing to the opening of my new restaurant, I would like to purchase some crockery and cutlery. I had a discussion with your Sales Manager last week, and I have been informed that there would be a discount on wholesale purchases. Since I require a large amount of kitchen equipment, I hope you will be able to provide me with a discount for the same.

Here is a list of the things I will need.

It would be helpful if you could send all of the above-mentioned crockery and cutlery to the address provided above before the end of this month.

Feel free to contact me in case of any queries.

Thank you.

Yours truly,

Rashmi

Example 8:

You are Nitin/ Natasha, staying at 20, S.F.S. Flats, Worli, Mumbai. You bought a mobile phone from “Mobile Villa”, Mahim, Mumbai. The phone developed a problem within a few days of the purchase. Write a letter to the Sales Manager of the showroom complaining about the defect and seeking an immediate replacement.

20, S.F.S. Flats

Worli, Mumbai

10/08/20

The Sales Manager

Mobile Villa

Mahim, Mumbai

Subject: Seeking replacement of damaged phone

Dear Sir,

I am writing this letter to bring to your notice the problem with the mobile phone (Samsung S23 F+) I had purchased from your store on 05/08/20. The phone had a tiny spot on the display when I brought it home. I was told that it would be fine once I started using it, but it has become worse. Half the display has now blacked out.

It was mentioned at the time of purchase that the phone would be replaced for free if any problems occurred within the warranty period. I can send the phone along with the box and a copy of the bill if required to the store. Please look into this issue at the earliest and kindly let me know when you can replace it.

Feel free to contact me in case you have any more questions. Awaiting your reply.

Thank you.

Yours sincerely,

Nitin

Example 9:

You are Mallika/Mayank, student of Class XII, Modern School, Shimla. You are eager to enter the National Film Academy, Shimla, after your board results. Write a letter to the Director of the film academy seeking information regarding admission procedure, eligibility criteria, fee structure, placement opportunities, etc

Modern School

Shimla

13.03.2022

The Director

National Film Academy

Shimla

Subject: Requesting information about the Fine Arts course

Dear Ma’am,

I am Mallika, a Class XII student of Modern School, Shimla. I have currently completed my board examinations and am awaiting results. I am writing to you to express my interest in the Fine Arts course provided by your esteemed institution. I have gone through the website and have collected some information. However, I would like to know more about the eligibility criteria, the fee structure and the admission process for the respective course. I would also like to know about the placement opportunities that I would have after I complete the course.

Kindly send me a prospectus and all information regarding the course as soon as possible, so I can apply for the course in time and make the best of my time there.

Thank you for your time.

Yours sincerely,

Mallika

Example 10:

You are Kumaran/Koyala, Vice President, Customer Care, Shopmart Online. You have

received a letter of inquiry from a dissatisfied customer seeking information about your company’s exchange policy. Write a letter of reply in about 120-150 words to the customer

giving information about the same.

Customer Care

Shopmart Online

25/09/22

Senthil Kumar

123, RLC Layout

Maruthi Nagar

Bangalore – 560089

Subject: Information about exchange policy

Dear Sir,

I have received your inquiry (dated 24/09/2022) regarding the damaged product, and I apologise, on behalf of Shopmart Online, for the inconvenience caused. In the letter, you had mentioned that the washing machine had a dent. It is only possible that the damage should have happened on the way as the products are thoroughly checked before despatch. Whatever the case, I will register a complaint and replace it with a new washing machine.

We have a complete exchange policy if a complaint is raised within seven days of the purchase. As it has been only two days since the purchase, there will not be any complications. We would require photos of the damaged product for proof, so kindly send them along with a scanned copy of the bill and payment reference ID to the following email address – customersupport@shopmartonline.com. Your complaint will be reviewed in two days, and the product will be replaced in a week.

Thank you for your patience.

Yours sincerely,

Kumaran

Vice President

Shopmart Online