19) Formal and Informal
letters with three examples each.
Ans: Formal Letters
A formal letter is a written communication that
follows a specific format and tone, typically used for official or professional
purposes. Formal letters are characterized by their structured layout, polite
language, and adherence to conventions. They are often used for business
correspondence, job applications, official requests, complaints, or any
situation where a respectful and professional tone is required. Here are five
examples of formal letters:
Job Application Letter:
This letter is used to apply for a job position and
includes information about the applicant's qualifications, skills, and interest
in the job.
A job application letter, also known as a cover letter, is
a formal document that accompanies a resume or curriculum vitae (CV) when
applying for a job. It serves as an introduction to the prospective employer
and provides additional information about your qualifications, skills, and
reasons for seeking the position. Here's a basic template and example of a job
application letter:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Employer's Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Employer's Name],
I am writing to apply for the [Position Name] position
advertised on [Job Posting Source]. As an experienced [Your Relevant
Experience] with a strong background in [Specific Skills or Qualifications], I
am enthusiastic about the opportunity to contribute my skills and expertise to
[Company Name].
In my previous role at [Previous Employer], I [Highlight an
Achievement or Relevant Experience], which enhanced my [Key Skill or Ability].
I am confident that my experience in [Relevant Experience] and my proficiency
in [Relevant Skills] make me a strong fit for this role.
I am particularly drawn to [Company Name] because of its
reputation for [Company's Strength or Attraction]. I am excited about the
prospect of collaborating with your team to [Highlight What You Hope to Achieve
or Contribute].
Enclosed, please find my resume, which provides further
details about my education and work history. I am eager to discuss how my
skills and experiences align with your company's needs. Please feel free to
contact me at [Your Phone Number] or via email at [Your Email Address] to
schedule an interview.
Thank you for considering my application. I look forward to
the opportunity to discuss how my qualifications align with your organization's
goals.
Sincerely,
[Your Name]
Example Job Application
Letter:
John Smith
123 Main Street
Mysore
September 12, 2023
Ms. Jane Doe
HR Manager
ABC Corporation
Mysore,
Sub: Application for the
post of the Sales Manager
Dear Ms. Doe,
I am writing to apply
for the Sales Manager position advertised on your company's website. As an
experienced sales professional with a strong background in developing and
leading successful sales teams, I am enthusiastic about the opportunity to
contribute my skills and expertise to ABC Corporation.
In my previous role at
XYZ Company, I successfully increased sales revenue by 30% within the first
year, which enhanced my reputation as a results-driven sales leader. I am
confident that my experience in sales management and my proficiency in
strategic planning and team leadership make me a strong fit for this role.
I am particularly drawn
to ABC Corporation because of its reputation for innovation and its commitment
to employee development. I am excited about the prospect of collaborating with
your team to drive sales growth and exceed revenue targets.
Enclosed, please find my
resume, which provides further details about my education and work history. I
am eager to discuss how my skills and experiences align with your company's
needs.
Thank you for
considering my application. I look forward to the opportunity to discuss how my
qualifications align with ABC Corporation's goals.
Sincerely,
John Smith
Business Letter:
Business letters are
commonly used for various purposes, such as making inquiries, placing orders,
requesting information, or addressing customer concerns.
A business letter is a
formal document used in professional communication to convey information, make
requests, offer proposals, or address various business-related matters.
Business letters typically follow a specific format and use formal language.
Here's a basic template and example of a business letter:
[Your Name]
[Your Title (if
applicable)]
[Your Company Name (if applicable)]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title (if applicable)]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient's Name],
I am writing to [state
the purpose of the letter]. This letter serves to [briefly explain the reason
for writing the letter].
[Body of the letter:
Provide detailed information, context, or explanation of the matter.]
[Additional paragraphs,
as needed.]
[Closing paragraph:
Summarize the main points or requests made in the letter.]
[Concluding remarks:
Express appreciation, goodwill, or any closing statements.]
Sincerely,
[Your Signature (if
sending a hard copy)] [Your Typed Name] [Your Title (if applicable)]
[Enclosures (if applicable): List any documents or attachments included with
the letter]
Example Business Letter:
John Smith
Sales Manager
ABC Corporation
Bidar
September 12, 2023
Ms. Jane Doe
Procurement Manager
XYZ Suppliers Inc.
456 Oak Avenue
Big City,
Bidar
Dear Ms. Doe,
I am writing to request
a quotation for the supply of office furniture for our upcoming office
expansion project. This letter serves to provide you with the necessary details
and specifications.
Our office expansion
project is scheduled to commence on [start date], and we anticipate the need
for [number of desks, chairs, cabinets, etc.]. We require furniture that is
durable, ergonomic, and in compliance with industry standards. Please include
information on product specifications, pricing, delivery times, and any
available discounts for bulk orders.
Additionally, we would
appreciate it if you could provide references or customer testimonials from
your previous clients who have utilized your furniture solutions.
Thank you for your
prompt attention to this matter. We look forward to receiving your quotation
and hope to establish a mutually beneficial business relationship.
Sincerely,
John Smith
Sales Manager
ABC Corporation
Enclosure: Office
Furniture Specifications
Business letters are a
crucial tool in professional communication, and they should be well-structured,
concise, and tailored to the specific audience and purpose. The format and
content may vary depending on the nature of the business letter and its
intended use.
Letter of Complaint:
This type of letter is
written to express dissatisfaction or concern about a product, service, or
situation, and it often seeks a resolution or compensation.
A letter of complaint is
a formal document used to express dissatisfaction or concern about a product,
service, situation, or experience. It is typically addressed to the relevant
authority or organization responsible for addressing and resolving the issue.
Here's a basic template and example of a letter of complaint:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient's Name or
Title (if known)] [Company or Organization Name] [Company Address] [City,
State, ZIP Code]
Dear [Recipient's Name
or Title],
I am writing to express
my disappointment and concern regarding [describe the issue or problem in
detail]. This letter serves as a formal complaint about the
[product/service/aspect of the situation] I recently experienced with your
[product/service/situation].
[Provide a clear and
concise description of the problem, including relevant details such as dates,
locations, order numbers, or any other pertinent information.]
[Explain how the issue
has affected you or your expectations.]
[State your expectations
or desired resolution. Be specific about what you would like the recipient to
do to address the problem.]
I would appreciate a
prompt response and resolution to this matter. You may reach me at [your
contact information] to discuss this issue further or to provide updates on the
resolution process.
Thank you for your
attention to this complaint. I trust that you will take the necessary steps to
address and rectify the situation to ensure that such issues do not occur in
the future.
Sincerely,
[Your Signature (if
sending a hard copy)]
[Your Typed Name]
Example Letter of
Complaint:
Jane Smith 123
Elm Street Yourtown,
Goa
September 15, 2023
Customer Service Manager
XYZ Electronics 789
Tech Avenue Techville,
Goa
Dear Customer Service
Manager,
I am writing to express
my disappointment and concern regarding a recent purchase I made from XYZ
Electronics. This letter serves as a formal complaint about the malfunctioning
television I purchased from your store on August 15, 20XX.
On August 20, 20XX, I
purchased a 42-inch LED television, Model No. XYZ 123, from your store.
However, within a week of use, I encountered significant issues with the TV.
The screen began flickering intermittently, and the audio output was distorted.
I followed the troubleshooting steps outlined in the user manual, but the issues
persisted.
I had high expectations
for this television, given the reputation of XYZ Electronics, and I am
disappointed that it has not met the expected quality standards. As a loyal
customer of your brand for many years, I trust that you will address this issue
promptly.
I kindly request that
you arrange for a technician to inspect and repair the television at no cost to
me, as it is still under warranty. Alternatively, I would appreciate a
replacement television of the same model or a refund of my purchase price.
I would like to have
this matter resolved as soon as possible and request that you contact me to
schedule a technician's visit or discuss the resolution process.
Thank you for your
attention to this complaint. I look forward to a swift and satisfactory
resolution.
Sincerely,
Jane Smith
Letter of Resignation:
A formal resignation
letter is submitted by an employee to their employer to officially announce
their decision to leave a job position.
A letter of resignation
is a formal document used to announce your intention to leave your current job
or position. It should be professionally written, respectful, and provide
adequate notice to your employer. Here's a basic template and example of a letter
of resignation:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title (if applicable)] [Company Name] [Company Address] [City,
State, ZIP Code]
Dear [Recipient's Name],
I am writing to formally
announce my resignation from my position as [Your Position Title] at [Company
Name], effective [Last Working Day], in accordance with the notice period
outlined in my employment contract. Please consider this letter as my [Notice
Period, e.g., two weeks] notice.
I have thoroughly
enjoyed my time working at [Company Name] and am grateful for the opportunities
I have had to grow and contribute to the team. This decision has not been easy,
but after careful consideration, I believe it is the right step for my career
growth and personal development.
I would like to take
this opportunity to express my appreciation for the support and guidance I have
received during my tenure here. I have learned valuable skills and had the
privilege of working with a team of dedicated professionals.
Over the next [Notice
Period] weeks, I am committed to ensuring a smooth transition of my
responsibilities. I am open to discussions on how to best facilitate this
process.
Please find enclosed my
formal resignation letter and any other necessary documentation. I request that
you provide instructions regarding the return of company property and the final
settlement process.
I would like to express
my gratitude to you and the entire team at [Company Name] for the valuable
experience and the opportunities I have been given. I wish the company
continued success in the future.
Thank you for your
understanding and support during this transitional period. Please do not
hesitate to reach out if you require any further information or assistance.
Sincerely,
[Your Signature (if
sending a hard copy)] [Your Typed Name] [Your Position Title]
Example Letter of
Resignation:
Sarah Johnson
123 Oak Street
Your town,
Bangalore
September 20, 2023
Mr. James Anderson
HR Manager
ABC Solutions Inc.
789 Tech Avenue Techville,
Bangalore
Dear Mr. Anderson,
I am writing to formally
announce my resignation from my position as Senior Marketing Manager at ABC
Solutions Inc., effective September 26, 2023, in accordance with the two-week
notice period outlined in my employment contract.
I have thoroughly
enjoyed my time working at ABC Solutions Inc. and am grateful for the
opportunities I have had to grow and contribute to the marketing team. This
decision has not been easy, but after careful consideration, I believe it is
the right step for my career growth and personal development.
I would like to take
this opportunity to express my appreciation for the support and guidance I have
received during my tenure here. I have learned valuable skills and had the
privilege of working with a team of dedicated professionals.
Over the next two weeks,
I am committed to ensuring a smooth transition of my responsibilities. I am
open to discussions on how to best facilitate this process.
Please find enclosed my
formal resignation letter and any other necessary documentation. I request that
you provide instructions regarding the return of company property and the final
settlement process.
I would like to express
my gratitude to you and the entire team at ABC Solutions Inc. for the valuable
experience and the opportunities I have been given. I wish the company
continued success in the future.
Thank you for your
understanding and support during this transitional period. Please do not
hesitate to reach out if you require any further information or assistance.
Sincerely,
Sarah Johnson
Senior Marketing Manager
Official Request Letter:
Official request letters
are used to request information, documents, permissions, or assistance from
government agencies, organizations, or individuals in a formal manner.
An official request
letter is a formal document used to make a request for information, documents,
permissions, or assistance from government agencies, organizations, or
individuals in a formal manner. It should be written professionally, clearly
state the purpose of the request, and provide any necessary details or
supporting information. Here's a basic template and example of an official
request letter:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient's Name or
Title (if known)] [Organization or Department Name] [Address] [City, State, ZIP
Code]
Dear [Recipient's Name
or Title],
I am writing to formally
request [state the specific request or purpose of the letter]. This letter
serves as an official request for [briefly explain the nature of the request].
[Provide detailed
information, context, or explanation of the request. Include any relevant
dates, reference numbers, or supporting documents, if applicable.]
[Explain the importance
or urgency of the request, if necessary.]
[State your expectations
regarding the request and any deadlines.]
I kindly request that
you respond to this request in a timely manner and provide any necessary
instructions or information to facilitate the process. You may reach me at
[your contact information] for any further communication or clarification.
Thank you for your
attention to this matter. I trust that you will give due consideration to this
request and provide the necessary assistance or information.
Sincerely,
[Your Signature (if
sending a hard copy)] [Your Typed Name]
Example Official Request
Letter:
John Smith
123 Elm Street
Your town,
Mysore
September 18, 2023
Ms. Jane Doe
City Planning Department
City of Your town
456 Oak Avenue
Yourtown,
Mysore
Dear Ms. Doe,
I am writing to formally
request access to the public records related to the recent zoning changes in
the downtown area of Yourtown. This letter serves as an official request for
information regarding the zoning regulations and any associated documentation.
As a concerned resident
and business owner in downtown Yourtown, I am seeking detailed information
about the recent zoning changes, including the specific amendments made, the
reasons for these changes, and any impact assessments conducted. I am
particularly interested in understanding how these changes may affect my
property and business.
I kindly request that
you provide me with copies of the relevant zoning ordinances, meeting minutes,
and any reports or studies related to the downtown zoning modifications.
Additionally, if there are any upcoming public hearings or meetings related to
this matter, please inform me of the dates and procedures for participation.
Given the potential
implications for my property and business, I would appreciate receiving this
information within the next 30 days to allow for sufficient time to review and
assess its impact.
Thank you for your
attention to this matter. I trust that you will give due consideration to this
request for transparency and information.
Sincerely,
John Smith
INFORMAL LETTERS
Ans:
An informal letter, also
known as a personal letter or friendly letter, is a type of written
communication that is typically more casual and expressive in tone. Informal
letters are often used for personal correspondence between friends, family
members, or acquaintances. They don't follow strict formatting rules and allow
for a more relaxed and conversational style. Here's a definition and examples
of informal letters:
Definition of an
Informal Letter: An informal letter is a
type of personal correspondence that is characterized by its casual and
friendly tone. It is typically used for communication with friends, family
members, or individuals with whom the writer shares a close and informal
relationship. Informal letters do not adhere to strict formatting guidelines
and often include personal anecdotes, emotions, and conversational language.
Letter to a Friend:
From
XYZ
Raj Colony,
Mysore
19th September, 2023
Dear friend,
I hope this letter finds you in good health and high
spirits. It's been a while since we last met, and I wanted to catch up with
you. How have you been? I've been keeping busy with work and some exciting new
hobbies I picked up recently. Let's plan a get-together soon to share stories
and laughter.
Take care,
Yours affectionately
XYZ
Letter to a Family Member:
From
XYZ
Raj Colony,
Mysore
19th September, 2023
Dear,
I wanted to write you a letter to express how much I
appreciate everything you've done for our family. Your support during the tough
times and your love in the good times mean the world to me. I'm looking forward
to our upcoming family gathering and creating more cherished memories together.
With love,
XYZ
Letter to a Pen Pal
From
PQR
R P Colony,
Mysore
19th September, 2023
Dear bro,
I received your last letter and was delighted to hear about
your adventures in Mysore. It sounds
like an incredible place to visit! Here's an update on what's happening in my
life. I'm eager to hear more about your experiences and look forward to your
next letter.
Warm regards,
PQR
Letter to a Sibling
From
PQR
R P Colony,
Mysore
19th September, 2023
Dear bro,
I know we don't always express it, but I wanted to let you
know how much you mean to me. Growing up with you has been an adventure filled
with ups and downs, but I wouldn't have it any other way. Thanks for being an
amazing sibling. Let's plan a movie night or a day out soon.
With lots of love,
PQR
