FORMAL LETTER

FORMAL LETTER

FORMAT

• SENDER'S ADDRESS
• DATE
• RECEIVER'S DESIGNATION and Address
• SALUTATION
• SUBJECT
• BODY
• SUBSCRIPTION

STYLE/ LANGUAGE

• IMPERSONAL
• BRIEF/PRECISE
• LANGUAGE- FORMAL AND COURTEOUS

ORGANISING THE LETTER

• BRAINSTORMING
• PLAN LAYOUT
• Decide on greeting and ending
• Organise ideas
• Plan introduction, content & conclusion.
• Proof read, edit and redraft.

Brainstorming

• Jotting down your ideas on paper.
• Doesn’t matter what you write at this stage.
• For example: product name, defects, date of purchase etc.

Greetings & Endings

• Formal letters usually include information / factual details
• Letters to people you don’t know
• There are 2 ways of greeting (or beginning) when you write a formal letter.
• What are they?

Sir or Madam

Sir or Madam

Sir or Madam

Endings...

• ‘ Thank you’.
• Write ‘Yours sincerely’ (in all the formal letters)
• For a ‘ letter to the Editor ’, write: ‘Yours truly’.

FORMAT OF THE COMPLAIN LETTER

• Sender’s address
• Date
• Recipient’s Designation
• Receiver's Address
• Salutation
• Subject

BODY OF THE LETTER

• 1 st Paragraph- Short introduction (Provide details about the product like purchase, place of purchase, bill no., etc.)
• 2 nd Paragraph- Brand/model no., specifications, date of purchase, state minimum three/four distinct issues/problems related to the item clearly.

third paragraph

• Indicate how you would like them to resolve your problem. Provide specification about what you’re seeking.
• Include copies of transaction document.
• Indicate you look forward to their reply within a specific time.
• Provide your contact details.

Complimentary Close

• Signature
• Full name in block letters
• Designation (if any)
• Encl: (if any)

Making Complaints-Commodity

• a) Subject: Complaint against: Name of commodity model
• b) State date of purchase, Model, Brand, Company, Bill/Invoice, Warranty no

c) State nature of defect

• specify at least 3
• sound
• functioning
• overheating
• visual

PROBLEM

• Cooling
• Switches off
• Chipped Surface
• Hairline crack
• Peeling off surface

d) Request rectification/replacement
e) Polite hint Complaint may be transferred to the Consumer Court
f) Enclosure: Xerox of bill/purchase proof

civic problems related to:

• Civic Amenities
• Sewage/Drainage System
• Unplanned Urbanization
• Illegal Constructions
• Violation of Law
• Medical Facilities
• Good Transport