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
