Letter Writing

LETTER-WRITING

Every educated person should know how to write a clear and readable letter. Everyone has sometimes to write business letters of some sort, and may have to face the problem of writing an important letter that will vitally affect his interests in life. The art of letter-writing is, therefore, no mere ornamental accomplishment, but something that every educated person must acquire for practical reasons.

I. THE FORM OF LETTERS

Letters are messages, and certain letter-forms have been established by experience and custom as the most useful forms learned and used by every letter-writer, for neglect of them is a sign of ignorance and carelessness.

There are several different kinds of letters (such as friendly letters, business letters, etc.) each of which has its own particular form; but there are certain matters of form which apply to all, and these may be explained first.

In all kinds of letters there are six points of form to be attended to, namely:-

The Heading consisting of (a) the writer's address and (b) the date.

The courteous Greeting or Salutation.

The Communication or Message-The body of the letter.

The subscription, or courteous Leave – talking, or conclusion.

The Signature.

The Superscription en the envelope.

The HEADING:- This informs the reader where you wrote the letter, and when. The where, (which should be the writer's full postal address) gives the address to which the reader may reply; and the when is for reference, as it gives him the date on which you wrote.

The position of the heading is the top right-hand corner of the first page-the address above and the date just below it. The heading and the date may alternatively go on the left.

Poorvi Marg New Delhi 110 057

October 2001

The date may be written in any of the following ways:

4 June 2001

4th June 2001

June 4, 2001

4-6-2001 -- To a British person this means the fourth of

4.6.2001 -- June; to an American it is the sixth of April.

4/6/2001 -- (Americans put the month before the day.)

SALUTATION or Greeting. The form of Greeting will depend upon the relation in which you stand to the person to whom you are writing.

To members of your family, for example, it will be-Dear Father, My dear Mother, Dear Uncle, Dear Hari, etc.

To friends, it will be-

Dear Shri Desai, or Dear Desai, or Dear Ramchandra, etc.

To business people, it will be-

Dear Sir, Dear Sirs, etc.

[Full examples will be given for each kind of letter later.] Note:- The use of the term Dear is purely formal, and is a mere polite expression, not necessarily implying any special affection.

The position of the Salutation is at the left-hand of the first page, at a lower level than the Heading.

The COMMUNICATION or Body of the letter:- This is, of course, the letter itself, and the style in which it is written will depend upon the kind of letter you wish to write. The style of a letter to anintimate friend will be very different from that of a purely business

letter or an official communication. But a few hints that apply to all letters are given below.

Divide your letter (unless it is very short) into paragraphs, to mark changes of Subject-matter, etc.

Use simple and direct language and short sentences. Do not try to be eloquent, and drag in long words, just because they are long words. Be clear about what you want to say, and say it as directly as possible.

Try to be complete. It is a sign of slovenly thinking when you have to add postscripts at the end of a letter. Think out what you want to say before you begin to write; and put down your points in some: logical order.

Write neatly. Remember that your correspondent has to read what you write, and do not give him unnecessary trouble with bad penmenship and slovenly writing.

Mind your punctuation, and put in commas and semicolons and full stops in their proper places. Incorrect punctuation may alter the whole meaning of a sentence.

The SUBSCRIPTION or courteous Leave-taking:- A letter must not end abruptly, simply with the writer's name. This would look rude. So certain forms of polite leave-taking are prescribed. Such as:-

Yours sincerely, Your sincere friend, Yours faithfully, etc.

[Different leave-taking forms are used in different kinds of letters, and these will be given under their proper heads.]

The subscription, or Leave-taking phrase, must be written below the last words of the letter, and to the right side of the page. This is the traditional method. Note that today there is a growing tendency to place the subscription on the left side.

Note:- The first word of the Subscription must begin with a capital letter; e.g., Sincerely yours

The SIGNATURE or name of the writer:- This must come below the Subscription. Thus :

Yours sincerely,

K.R. Deshpande

In letters to strangers, the signature should be clearly written, so that the reader may know whom to address in reply.

A woman should prefix to the name Miss or Mrs (or: Kumari or Smt) in brackets. Ms can be used by a woman who does not wish to be called Miss or Mrs. Yours faithfully,

(Mrs.) J.L. Desai

The address on the envelope (or postcard): The address on the envelope or postcard should be written clearly, like this:

Postage Stamp

MrB.N.Joshi

96 Hill Road

Bandra

Mumbai 400050

To sum up:-

In writing a letter, first write your address and under it the date in the top right-hand corner of the first page. You may alternatively write them on the left.

Then write the Salutation {e.g., Dear Shri Desai,) lower down at the left side of the page, beginning with a capital and putting a comma after it.

Next begin your letter (with a capital letter) on the next lower line, to the right of the salutation.

At the end of the letter write the Subscription, or words of leave-taking (e.g., Yours sincerely), at the right/left side of the page, with your signature below it. For Example:-

16 North Usman Road

Chennai 600 017

4 October 2001

Dear Sir,

I shall be much obliged if you send me as soon as possible the books which I ordered a week ago.

Yours faithfully,

Abdul Ghani

II. CLASSIFICATION OF LETTERS

Letters may be classified according to their different purposes. Thus :

Social Letters, including Friendly Letters and Notes of Invitations.

Business Letters; including Letters of Application, Letters to government officers and

Letters to Newspapers.

These have different characteristics which must be considered.

I. Social Letters

1. FRIENDLY LETTERS

Letters to relations and intimate friends should be written in an easy, conversational style. They are really of the nature of friendly chat; and, being as a rule unpremeditated and spontaneous compositions, they are informal and free-and-easy as compared with essays. Just as in friendly talk, so in friendly letters, we can touch on many subjects and in any order we like; and we can use colloquial expressions which would in formal essays be quite out of place. But this does not mean that we can be careless and slovenly in dashing off our letters, for it is insulting to ask a friend to decipher a badly-written, ill-composed and confused scrawl; so we must take some care and preserve some order in expressing our thoughts. Above all, it must be remembered that, however free-and- easy may be our style, we are just as much bound by the rules of spelling, punctuation, grammar and idiom in writing a letter as we are in writing the most formal essay. Such ungrammatical expressions as “an advice” “those sort of things” and "he met my brother and I," are no more permissible in a friendly letter than in a literary article. Mistakes in spelling, punctuation and grammar at once stamp a letter-writer as uneducated.

Forms of address:- In friendly letters to relations and intimate friends, the proper form of address is the name (without title) of the person to whom you are writing, prefixed by such qualifying terms as Dear, My dear, Dearest, etc. For example:-

Dear Father or Mother, Dear Brother, Dearest Sister, Dear Edward, My dear Abdul, etc.

But if you are writing to an ordinary friend who is much older than you are, or of superior rank, it is respectful to use a prefix like Mr. Mrs. Shri. etc. e.g. Dear Mr Krishna Rao. (N.B.-Students writing)

friendly letters to their teachers or professors, should always address them thus).

The forms of subscription are varied. The following can be used in letters to relatives and near friends:- Yours affectionately, Your affectionate (or loving) son, or brother or friend, Yours very sincerely (to friends); or you can use some such form as this:-

With love and best wishes,

From your affectionate friend,

Ahmad Hassan

In concluding letters to friends or acquaintances whom you address as "Shri or Mr " (e.g., My Dear Shri Durga Prasad) you should use the word sincerely or very sincerely, in the subscription; and this may be preceded by With kind (or very kind or kindest) regards. Thus:-

With kind regards,

Yours sincerely,

Chaman Lal

(N.B:- Sincerely should not be used in letters beginning with the formal Dear Sir, after which the proper word of subscription is faithfully or truly.)

[To your uncle on his 70th birthday]

18 Patel Road

Mumbai 400014

24 Sept. 2001

My dear Uncle,

I have just remembered that it is your birthday on Saturday and so I must send you a birthday letter at once And I begin with the old greeting, Many happy returns of the day ! I hope the day itself will be peaceful and happy for you and. that you will be spared in happiness and health to us all for years yet. You have always been a kind and generous uncle to me, and I take this opportunity of thanking you from the bottom of my heart for all you have done for me. And I know all your nieces and other nephews feel the same.

I was so glad to hear from father that you are still hale and hearty, and can take your four-mile walk every day, and still play a good set of tennis.

I am sending you a book which I think you will like. You were always a great reader, and I am glad that your eyesight remains as good as ever-so father says.

I am getting on well in my business and hope to enlarge it considerably before the end of the year.

With love and best wishes,

Your loving nephew,

Sohrab

[From a boy in a boarding-school to his mother, telling her that he dislikes the life of a boarder.]

St. Dominic's

Pune 411 002

24th October 2001

Dearest Mother,

I was so glad to get your letter yesterday. Thank you so much! I read it just after morning school; but it made me feel very homesick. It seems years since I left home thought it is really only about a month. It seems a month. It seems ages to the Christmas holidays, when

I shall be able to come home. It was much nicer when I was at the day-school, and came home every afternoon.

I do hate being a boarder. I am in a big dormitory, with about twenty other boys. Some of them are all right; but the bigger boys are always playing nasty jokes on us smaller ones; and we daren't say anything, or we should get a most awful licking. The master comes round to see all lights out, but all the larking goes on after he has gone; so he knows nothing about it. And I don't like the masters. They simply make you work all day, and cane you for every fault. Most of the boys are horrid; but 1 like two or three.

Please ask Dad to put me into a day-school again. I should be much happier there.

With Love,

From your loving

Tommy

[The mother's reply]

Hill-top House

Matheran

26th October, 2001

My dear Tommy,

Thank you for your letter. But I am sorry you are so unhappy at St. Dominic's. I don't wonder you feel rather homesick, for it is the first time you have been away from home; and I, too, often want you home again, my child. But you know, we can't always have what we want in life. If I were selfish, I would keep you always at home, for I don't like any of my children to be away; but then how would you ever get your education and grow up to be a man able to manage your own life ? Your father thinks that a few years at a boarding-school is necessary for all boys, to make men of them; and he knows best.

So my dear boy, you must be brave and stick to your school. I am sure you will soon get to like it, as other boys do. Don't mind the jokes boys play on you, and if you do, don't letthem know you do. When they see you don't mind, they will soon get tired of teasing you. So cheer up ! and be a brave laddie.

With much love,

From your loving

Mother

Exercise

Write a short letter:-

To your cousin, requesting the loan of a camera during your holidays.

From a boy in a boarding-school to his mother who is keeping poor health.

To your father who has been away from home for a fortnight, about anything of interest that has taken place in his absence.

To your cousin about what particularly pleased you at the circus.

From a boy at a boarding-school to his parents on the approaching vacation.

From a son to his father, stating how he hopes to fare in the approaching School-Leaving Examination.

To your younger brother, scolding him for having neglected his studies.

Reply to the above.

From a mother to her daughter, on receiving a bad report from her boarding-school.

          Reply to the above.

   You have recovered from a long illness. Write about your experience in bed etc., to your cousin.

You have been delayed one night by a railway accident near a small country out-station. Write a letter home relating your experience.

[To a friend in a hospital] Race Cottage Lucknow 226 003 28th December, 2001

Dear Mela Ram,

I have only just heard from your brother that you have been ill in the hospital for the last two weeks. 1 am very sorry. If I had known, I should have written before. But I am glad to know that the worst is now over, and you are much better. He says he saw you the other day, and you were quite comfortable and cheery. I hope you will soon be all right, and coming out again. As soon as you can, write and let me know how you are.

Yours very sincerely,

Sant Ram

[To a friend, about your favourite game]

I8 East Road

Junglepore

6th March, 2001

Dear Sharif,

Thanks for your letter, with your praises of cricket as the finest game in the world. I don't want to dispute that; but it is not my favourite. I have two favourite games, one for out-of-doors, and one for indoors.

For exercise and interest, I like tennis best of ail outdoor games. Football and hockey are too violent to suit me; cricket is too slow; badminton is childish. But tennis gives you plenty of exercise; it develops quickness of eye and limb; and it calls your brain, your thinking power, into action. A few sets of tennis in the evening keep me physically and mentally fit.

For indoors, chess is the queen of games. 1 take no interest in card games; and draughts after chess is like water after wine. People say chess is a selfish game, because only two can play at a time. Well, I don't see that bridge is only less selfish, simply because four play instead of two. They also say it is slow. No chess-player ever says this. For an outsider it may look slow to see two men sitting silent and making a move only every few minutes. But to the two players, it is all the time intensely exciting. There is no game that so absorbs you like chess.

You will probably scoff; but I don't mind.

Yours very sincerely,

Lai Khan

[To a friend, describing a football match in which you were referee]

54 Khazanchi Road

Patna 800 004

5 Jan. 2001

Dear Devi Prasad,

My advice to those who are about to act as football referees is-Don't ! Why? Hear my sad story.

We have here two local teams called the Brilliants and the Valiants. They are easily the best teams in the district and in every tournament the fight in the end is between these two. And when their blood is up, they both fight to win, by fair means or foul- mostly foul. Moreover, the town is divided into two bitterly opposed factions-Brilliants and Valiants, who roll up, to the matches to cheer and jeer, and to see "fair" play.

The game had not long begun, before I had to turn off one of the Brilliants for foul play. The team protested, the crowd roared and things looked ugly; but I stuck to my point, and they settled down. But they were sulky. Then the Valiants scored; and the Brilliants looked sulkier still.

But the fun began when I awarded the Valiants a penalty kick close to goal, by which they promptly scored again. Then all the Brilliants rushed on to the field, yelling and shouting, and went for me. I was jostled, struck and kicked and knocked down; and the match came to an end in free fight between the two parties.

I am sitting up, nursing my wounds, and vowing, “No more refereeing for me!”

Yours in sorrow

Ahmad Din

Exercise

Write a short letter:-

To a friend, telling him how you play your favourite game, assuming that he knows nothing about it.

To a friend, describing your favourite hobby.

To a friend, describing a recent exciting cricket match in which your side won.

To a friend, describing a football match.

To a friend, describing a tennis tournament.

To your friend whom you are sending a photograph recently taken of your school football team, referring to some common friends in the group.

Reply to the above.

To a friend, describing your mishaps in an obstacle race in the school.

To a friend, describing a magic show

To a friend, describing a film which appealed to you very much.

To an English boy, describing the Indian Juggler.

To your friend, about some memory Teats you have witnessed or heard about.

To a friend who has failed to take his defeat well.

Friend's reply to the above.

To your friend who did not "play fair".

Friend's reply to the above.

To a friend, expressing your preference for outdoor games.

Friend's reply, expressing preference for indoor games.

To your sister, about a real or imaginary flight in an aeroplane.

[To a friend, arranging for an excursion together.]

5 Railway Road

Allahabad 3

15th May, 2001

Dear Smith,

We both have a holiday next Monday. What do you say to a trip to Murree and a ramble in the gullies ? We could start early, say 6 a.m., in my car, and take some grub with us, and make a day of it up in the cool. It would be a change from this heat down here. If you agree, I will arrange the picnic, and be round at your house at a quarter to six on Monday morning. Bring your camera with you.

Yours sincerely

R.P. Brown

[Reply, accepting]

Circular Avenue

Allahabad

16th May, 2001

Dear Brown,

Many thanks for your invitation. I shall be delighted to go, and shall be ready for you at 5-45 a.m., next Monday. A day in Murree will be a grand change. Yes, I'll bring my camera, and hope to get some good snapshots.

Yours for ever,

A.B. Smith .

[Reply, regretting inability to join]

Circular Avenue

Allahabad 1

16th May, 2001

Dear Brown,

It is awfully good of you to propose a day's picnic at Murree. I only wish I could join you as I am sick of this heat. But I am sorry to say I shall not be able to get away, as I have already promised to see a friend in Jehlum next Monday. Thanks all the same.

Yours very sincerely,

A.B. Smith

[Write a letter of introduction for a friend to take to another friend who lives in a different part of the country. Say why you think each will enjoy knowing the other. ]

5 Armernian Lane

Kolkata 700 005

7th February, 2001

My dear Haider Ali,

You have often heard me speak of my friend, Abdul Latif, who is a barrister here. He is an old friend of mine, and one for whom, I have a great admiration. Well, he is going to Mumbai in a few days and will probably make a fairly long stay there. And as I want you two to meet and get to know each other, I am giving him this letter for you as an introduction. I am sure you will do your best to make his stay in Mumbai happy. At first you will do it for my sake; but in the end you will do it for his also. For I know you will like him and both of you will find you have many interests in common.

Abdul Latif is, like you, very interested in social reform of all kinds. He also makes Islamic history a hobby, as you do. And, perhaps above all, he plays chess; and you are a chess enthusiast. He is also a good tennis-player. So you should get on well together.

I hope you have got rid of your cold,' and are keeping quite well.

Yours very sincerely,

Ghulam Samdani

Exercise

Write a short letter:-

To a friend, giving a brief description of a holiday tour you intend to make.

To a friend, telling him how you spent your summer vacation.

To your friend, about the longest journey made by you.

To an English friend giving him an idea of the life in your town or village.

To a friend, describing your visit to some notable public building.

A friend writes to say that he is spending a week in your town. Write a letter saying how sorry you are that you will be away, but telling him what he ought to

[From a boy to his friend who has met with an accident)

Old Gate

Rampur

1st April, 2001

My dear Ahmad,

Razak told me this morning that you had been knocked off your bicycle by a tonga yesterday and badly hurt. I am awfully sorry; but T hope it is not really as bad as Razak made out. If you can write, please let me know how you are. Those tongawallas are awfully careless beggars. I had a nasty spill myself a few weeks ago in the same way. Happily no bones were broken. Mind you let me know how you are getting on.

Yours for ever,

Karim

Exercise

Write a short letter:-

To a friend, giving details of a railway accident (real or imaginary).

From a boarding-school girl to her friend, describing a terrible accident that happened to some of her friends while swinging.

To a friend, giving an account of a striking incident which happened to you or another.

To a friend, describing a thunderstorm in which you were recently caught.

To a friend, giving an account of a brave deed, real or imaginary, noticed by you in your street.

To a friend, about a striking example (real or imaginary) of presence of mind.

[To a schoolfellow who has been absent from school for a week.]

High School

Junglepore

16th February, 2001

Dear Yaqub,

What is the matter with you ? You have not been at school for a week, and the Headmaster is asking where you are and what you are up to. I hope you are not ill. Please write, and say when you arc coming back.

You missed the football match against the Mission School last Monday, and I can tell you the Captain was jolly cross when he found you were not there. Salim took your place. However, in spite of your absence, we won by two goals to one.

I hope you will soon be back again.

Yours sincerely,

Ahmed Din

Exercise

Write to a friend who needlessly runs down the school he used to attend some time ago.

It is a fortnight to your examination, and you are unprepared. Write to your friend about your difficulty.

reply to the above.

Write a letter to your friend who works on Sundays as well as on other holidays.

"It is better to wear out than to rust out." Discuss this saying in a letter to a friend who holds this view.

“A short life and a merry one.” Write a replay to a friend who holds this view.

Write to a friend who is exclusively occupied with his studies, advising him to take pan in athletic games.

Write a letter of advice to a friend who complains that he does not know how to spend his spare time.

In a letter to your very intimate friend, write plainly about his faults; also dwell upon the good points of his character

[Letter accompanying a birthday present]

42 Ashok Marg

Lucknow 226 001

16 December 2001

My dear Charley,

It is your birthday on Saturday, so-Many happy returns of the day ! I am sending you a camera to celebrate the event, as I know you are keen on photography, and hope you will find it useful.

With all best wishes for the best of luck from your friend, Tom

[Reply to the above.]

26 M.G. Street

Ahmedabad 380 005

18 December 2001

My dear Tom,

Ever so many thanks for your good wishes and your jolly present. The camera is a beauty-just the kind I have been wanting for a long time. I shall be able to take some really fine pictures with it. Thank you very much !

Yours affectionately,

Charley

[To a friend who has recently lost his mother.]

72 Patel Street

Mumbai 400 014

6 Jan. 2001

Dear Fred,

It was with real sorrow that I heard this morning of your great loss. I knew your mother was ill, for your brother told me several weeks ago; but, as he at that time did not seem to think the illness was very serious, the news of your mother's death came to me as a shock. You have my sincere and heartfelt sympathy, my dear fellow, in your sorrow. I know you will feel it deeply, for you always thought so much of your mother and loved her so truly. I feel it also as a personal loss to myself; for your mother was always very kind to me, and I admired her as a good and noble woman. Her death must be a terrible grief to your father, too; please assure him also of my sincere sympathy.

Words, I know, are poor comforters. "The heart knoweth its own sorrow," and in such sorrows we are always alone. But it is not mere words when I say that I fcei with you in your sorrow.

Your sincere friend,

Jack

[Reply to the above]

16 Church Street Pune41I 003 9 Jan. 2001

My dear Jack,

Thank you very much for your most kind and sympathetic letter. You say that words are poor comforters; but the sympathy of true friends like yourself is a great comfort in times of sorrow; and I am grateful to you for its expression.

Mother's death was a great shock to me, though I do not fully realize it even yet. We were always so much to each other; and it is hard to face the fact that I must live the rest of my life without her.

Happily her end came very peacefully. She had no pain, and passed away quietly in her sleep.

She was fond of you, and spoke of you several times towards the end.

You will excuse me from writing more at present. 1 don't feel equal to it.

With many thanks, again from,

Your sincere friend, Fred

[To a friend, from a girl who is going abroad with her father and mother.]

Jaiprakash Nagar

Goregaon

Mumbai 400 062

10th March, 2001

My dear Nora,

I am awfully excited ! My daddy and mummy are going abroad on a long tour; and I am going with them. We shall be away for about two months. We are leaving on 20th.

We are going first to Hong Kong, where my father has some business. Then we are travelling to Japan. Think of it ! I shall see the Japanese and all their interesting ways. We shall stay there some time, and then fly to San Francisco. After that we are to travel to New York, and stay there for some time. Then we shall travel to England.

By the time we get home, I shall have seen half the world and will be a much travelled person.

I shall write you long letters from all the places we stay in and tell you of all the new and strange things we see.

With best wishes,

Very sincerely yours,

3 Naomi

Exercise

Write a short letter:-

From a young man who has recently become possessed of a fortune left him by his uncle, to his intimate friend.

To a friend, advising him to insure his life.

To the same giving information about life-insurance.

To a friend, proposing the formation of a debating union.

Reply to the above.

To a friend, describing a pleasant dream.

To a friend, describing a horrid dream.

To a friend, giving an account of your favourite story-book or author.

To a friend, asking him to return a book which you lent him a long time ago. Couch your letter in such terms that your friend will not take offence.

To a friend, apologizing for not having kept an appointment.

To a sick friend, congratulating him on the good progress he is making.

To a sick friend in a hospital.

To a friend who has long been silent.

Reply to the above.

From a sister to her brother, describing her visit to an orphanage.

To your uncle in Japan, asking for information about the habits and customs of the Japanese.

Reply to the above.

From a son to his father, asking permission to become a lawyer.

The father's reply to the above.

Exercise

Write a letter to a village-boy, your cousin, telling him what your town is like..

An uncle has sent you a present of Rs. 300. Write a letter thanking him and telling him how you propose to spend it.

Write a letter to your American friend to accompany a small model of the Taj Mahal at Agra which you are sending him.

Reply, referring to the sky-scrapers of New York.

Your friend is a member of a large family; you are not. Write to him.

Reply to the above.

Write a letter to a friend, telling him that you have shifted to a new house, and describe your new neighbourhood.

In a letter to your sick friend, advise him to go to a hospital as, owing to various circumstances, he cannot be looked after properly at home.

Imagine that you have returned from a visit to your uncle. Write a letter, thank

ing him for his kindness and describing your journey.

Write a letter to a friend, describing a book you have just read and strongly recommending it to him.

2. NOTES OF INVITATIONS

A formal invitation is generally written in the third person, and should contain no heading, no salutation, and no complimentary close. The writer's name should appear in the body of the letter. The address of the writer and the date should be written to the left, below the communication.

The reply to such a note should also be in the third person, and should repeat the date and time mentioned in the invitation.

[Formal note of invitation. ]

Mr. and Mrs. V.A. Paul request the pleasure of Mr. K. Gopalan's company at dinner on Friday, 14 July, at eight o'clock.

                        18 Peters Road

                        Chennai 600 014

                        [Formal note of acceptance.]

                         

                        Mr. K. Gopalan has pleasure in accepting the kind invitation of Mr. and Mrs. V.A. Paul to dinner on Friday, 14 July, at eight o'clock.

                        12 Kamaraj Salai

                        Chennai 600 005

                         

                        [Formal note of refusal]

                         

                        Mr. K. Gopalan regrets that a previous engagement prevents his accepting the kind invitation of Mr. and Mrs. V.A. Paul to dinner on Friday, July.

                        12 Kamaraj Salai

                        Chennai 600 005

Informal notes of invitation, acceptance and refusal are like ordinary friendly letters, though using more formal language. They are addressed to the recipient by name (My dear Shri Joshi), and the formal close is usually any of the following:-

Sincerely yours, Yours sincerely, Yours very sincerely, Yours affectionately (to relations, or intimate friends),

[Informal note of invitation.]

Alwarpet

November

Dear Pramila,

Will you give me the pleasure of your company at dinner on Sunday, the 27th at 8 o'clock?

Yours sincerely,

V. Saroja

[Informal note of acceptance.]

Poes Garden

23 November

My dear Saroja,

I shall be pleased to be with you at dinner on Sunday, the 27th. Thanks a lot for your invitation.

Yours sincerely,

S. Pramila

[Informal note of refusal.]

Poes garden

23 November

My dear Saroja,

I am very sorry that a previous engagement will prevent me from joining you at dinner on Sunday. Thank you very much for your kind invitation.

Yours sincerely,

S. Pramila

II. Business Letters

Business letters should be terse, clear, and to the point. Businessmen are busy men, and have no time to read long, rambling and confused letters.

Business letters are naturally much more formal in style than friendly letters. Certain forms of polite expression are used, such as-

"I shall be much obliged if you will send me,"

"Please despatch at your earliest convenience," etc.

At the same time certain phrases of business "jargon" should be avoided. They are

commonly used, but are not good English; and the meaning can be conveyed as clearly in

simple, everyday language.

Examples of such expressions are:-

"Yours of even date to hand."

"Despatch same at once."

Avoid so far as possible abbreviations (like advt. for advertisement, exam, for examination, etc.) and the omission of I or we (e.g., "Have received" instead of "We have received").

In business letters ordering goods, care should be taken to give clear and exact descriptions of the articles wanted. An itemized list of the goods wanted should be supplied, with the quality and quantity required.

Directions for forwarding should be given (by rail, post, etc.) and the manner in which payment will be made indicated (by Money Order, V.P.P., cheque, or by debiting to the writer's account). Everything should be clear and precise.

FORM:- The form of business letters is the same as already described, with one addition, viz., the Address (i.e., the name of the firm or businessman to whom the letter is addressed), which should be written on the first page, lower down than the Heading and to the left of the page. (It may be placed at the end of the letter lower than the signature and at the left side of the page, but the usual position is at the beginning.)

MODES OF ADDRESS:- The modes of address vary.

(1) To a tradesman:-

Shri B.V. Rao

Bookseller

12 Ring Road

Bangalore

Being Dear Sir, and conclude Yours faithfully.

(2) To a firm:-

Messrs K.R. Das & Co.

Tea Merchants

24 Ring Road

Kolkata

Begin Dear Sirs, and conclude with Yours faithfully.

Note:- If the firm has an impersonal title, Messrs should not be prefixed. For example:-

Eurasia Publishing House, Vijay Trading Co.

(3) To professional men or private gentlemen:-

Mr. K. Bhaskar Chartered Accountant Pratibha House Thiruvananthapuram 695 002

Mr. K.R. Misra

32 Bhandarkar Road

Pune 411 004

Begin Dear Sir or My dear Sir, and conclude Yours faithfully, Oyurs truly, etc. (not Your’s Sincerely).

When a clerk signs a business letter on behalf of his employer, he puts the letter p.p. (Latin per pro = on behalf of) or for before the name of the firm, and writes his signature beneath. For example:-

Yours faithfully

For R. Gomes & Sons

K.S. Kumar

If a gentleman is entitled to be called Honourable, he is addressed, for example, as The Hon. Shri K.R. Patil.

(N.B.:- The title The Hon. cannot be used by itself; you must not write The Hon. K.R.

Patil).

REPLIES:- In replying to a business letter, always quote the number of reference (if there is one) and the date of the letter you are answering. For example :

"In reply to your letter No. 502/P, dated July 26, 20 , I would like to say," etc.

[Example to show the form of a business letter.]

16 Church Street

Anaparthi 533 341

14 Dec. 2001

The Manager

Southern Agency

Rajahraundry 533 101

Dear Sir,

I shall be grateful if you will kindly supply the following items of Godrej furniture:

1 almirah - model 2

3 chairs - model 4

2 chairs - model 6

1 table - model 101

Please send them carriage forward to the above address, and your bill will be paid on receipt.

Yours faithfully,

V.J. Manohar

(Letter to a bank manager asking him to .stop payment of a cheque)

37 Nrupatunga Road

Bangalore 560 001

3 December 2001

The Manager

Indian Bank Bangalore 560 001

Dear Sir,

Would you please stop the payment of cheque 104662 dated 2 December ? I signed it in favour of Mr. K. Ramakrishna. The sum was Rs. 500

Yours faithfully,

K.V. Gokak

(Account no. 986)

Note:- A cheque has to be stopped only where there is some good reason for it, such as fraud.)

                        [Ordering a journal]

                        23PatelNagar

                        Gurgaon 122 001

                        Haryana

                        1 December 2001

                         

                        The Business Manager

                        'Employment News'

                        East Block IV

                        Level-7, R.K. Puram .

                        New Delhi 110 066

                         

                        Dear Sir,

                         

                        I enclose a draft for Rs. 120 for one year's subscription to your journal Employment News. Kindly arrange to put this order into effect immediately so that I may receive the next issue.

                         

                        Yours faithfully,

                        Abdul Rahim

                         

                        [From a shopkeeper to a customer, asking for the settlement of an overdue account] Fashion and Style Ltd. R.G. Street Mumbai 400 012 5 Jan. 2001

                         

                        Mr. V.N. Patil

                        43 Park lane

                        Pune 411 004

                         

                        Dear Sir,

                         

                        We wish to call your attention to our bill for Rs. 650, payment of which is long. overdue. We have sent you several reminders, but have received from you no reply. We must ask you to settle this account without further delay, or we shall be obliged to take legal steps to recover the amount due to us.

                         

                        Yours faithfully,

                        S. Nazeeruddin Manager

                         

                        (Order for books)

                         

                        16 Ring Road

                        Ravulapalem 533 238

                        30 November 2001

                         

                        The Manager

                  Sudhitha Book Centre .

                  Kakinada 533 001

Dear Sir,

I shall be grateful if you will send me by VPP one copy each of the following books (Collin's Retold classics, published by Messrs S. Chand & Company Ltd.) as early as possible.

David Copperfield

Huckleberry Finn

Treasure Island

Monte Cristo

Pickwick Papers

My address is as above.

Yours faithfully,

N. Chaitanya

Exercise

Write a letter to Messrs Babcock and Singer, complaining that the watch lately bought from them does not keep good time.

Write a letter to a landlord, asking that certain repairs be done to the house in which you are living.

During the last two weeks your baker has been supplying bread of a quality inferior to what you were getting previously. Write a letter calling his attention to this.

Draft out the baker's apology.

Write a letter to your baker, telling him not to deliver any bread while you are away on a holiday.

Shri. Ramesh Bannerjee sends a letter to a firm, asking for their catalogues. The firm reply that the catalogues are being reprinted, and that they will send one as soon as possible. Write these two letters.

Write on behalf of your father to a house-agent about a suitable flat, stating clearly your requirements.

Write the house-agent's reply.

Write to the local Gas or Electric Company, saying that you need the light, etc., on your premises, and asking them to forward the lowest estimate. Do not forget to supply full particulars of your requirements.

You have sprained your ankle while playing football. Copy out the letter your father writes to your family doctor.

M.O. of Rs. 100 to your aunt-no reply from aunt-no receipt from Post Office. Write to the Post Master.

Write a letter to a railway company, complaining that your furniture has been damaged in transit, and claiming damages.

Write a letter to the manager of a factory, asking permission for a party to visit the factory.

Write a letter to the secretary of a joint-stock company of which you are a share holder, notifying your change of address.

LETTERS OF APPLICATION

A letter applying for employment should contain:-

A short introduction stating whether the writer is answering an advertisement or is applying on his own responsibility.

A statement of his age, education and experience.

A conclusion giving references, testimonials, or an expression of the applicant's earnestness of purpose.

Letters of application should be in the form of business letters.

[Reply to an advertisement for a junior clerk.)

24 Old Gate

Saranpur

3rd October, 2001

Messrs Abdul Rahim & Sons

Merchants

Saranpur

Gentlemen,

I wish to apply for the position of junior clerk, advertised in today’s The Hindu.

I am 18 years old, and have just passed the matriculation examination.

      from the Saranpur High School. I have also taken a course in type-writing and bookkeeping.

I enclose some testimonials, and would refer you to the Principal of the Saranpur School for my character.

If I am given the post, I can assure you I will do my best to give you satisfaction. Yours faithfully, Nathu Ram Baxi

Exercise

1. Answer the following advertisement:-

Wanted a clerk with a good knowledge of English and Arithmetic. Apply Manager, New Press, Allahabad.

Apply for position as book-keeper, advertised in a daily paper, staling age. education, experience, qualification, reasons for leaving last position, references, previous salary, salary required, etc.

Speaking to a friend, a prominent businessman said, '"I require a successful applicant for employment under me to demonstrate that he is sober, energetic and adaptable, and that he possesses practical knowledge of the work he proposes to undertake." Make an application to the gentleman, saying you possess the required qualifications.

Sir, having tried very earnestly to fit myself for advancement in your

organisation, I would like to approach you in the matter of an advance in salary. In support of my request, I would like to point out the following facts:-

Finish this letter, referring to the length of your service, last promotion, why you deserve promotion, etc.

FURTHER OFFICIAL LETTERS

(Request to the Postmaster)

Kingsway Nagar 440 001

Jan. 2001

The Postmaster

Head Post Office

Nagpur440 001

Dear Sir,

I have recently shifted from 25 Park Street, Nagpur 440 002 to 46 Kingsway, Nagpur 440 001.1 shall be grateful if you could kindly redirect my letters to the new address.

Yours faithfully, K. Joseph

(Letter of inquiry to an educational institution)

Desaipeta

Vetapalem 523187

21 May 2001

The Director

APTECH

4/7 Brodiepet

Guntur 522 002

Dear Sir,

I have passed the B.Sc. degree examination with Electronics as the main subject. I intend to have a course in Computer Science and would like to know the details

of the courses taught at your institution. Could you please send me a copy of your

prospectus?

Yours faithfully,

N. Mahesh

Exercise

Write:-

To the Director of Education, applying for appointment as a teacher in the Educational Service.

To the Commissioner of Police, about the grant for an appointment as Sub-Inspector.

To the Commissioner of Police, about the grant of licence to carry arms, stating reasons.

To the Municipal Commissioner on the necessity of public parks in a crowded city like Mumbai.

To the Postmaster of your town, asking for particulars about Post Office Cash Certificates.

To the Superintendent, Government Central Press, asking for a list of Government publications relating to dairying in India, and inquiring if any periodical is published on the subject.

To the Jailor, Yerawada Prison, as from a prisoner's mother, asking permission to see her son.

LETTERS TO NEWSPAPERS

These should always be addressed to "The Editor," and they usually end with Yours faithfully.

The form of Salutation is Sir/Dear Sir.

If the writer gives his address for publication, it is often placed below the letter and to the left of the signature.

If the writer does not wish his name to be published, he can sign his letter with a non-de-plume (such as "Interested", "Anxious", "One who knows", etc.); but in any case he must give his name and address (in a covering letter) to the Editor, for no respectable newspaper will publish anonymous letters.

[To a newspaper, about a bad piece of road that is in need of repair.]

The Editor

"The Hindu"

Sir,

Our Municipality wants waking up; and, as private appeals to their office have had no effect, perhaps a little publicity will do no harm. For the last month Chetry Road has been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night

it is positively dangerous for motors or carriages to pass that way-Moreover, there are

heaps of roadmetal on both sides of the road, which leave very little room in the middle.

It is scandalous that we should be inconvenienced in this way for weeks, and I hope the

public will bring pressure to bear on those responsible so that the road may be put in

thorough repair without further delay.

Yours faithfully,

Indignant

4 Bazar Road

Exercise

Write:-

To the Editor of a newspaper, on reckless driving.

To a newspaper, drawing attention to the insanitary condition of the city bazaars.

To a newspaper, protesting against street noises.

To a newspaper, advocating the establishment of a Free Library in your town.

To a newspaper, appealing for the funds for an orphanage.

To a newspaper, complaining of the bad quality and inadequate supply of Municipal water in your town.

To a newspaper, suggesting to the public the desirability of a Social Service League in your town.

To a newspaper, on the evils of street-begging.

To a newspaper, appealing for funds to relieve the sufferers from a flood.

MORE LETTERS

[To a very near neighbour about quiet for the benefit of a person who is seriously HI]

21 Osborne Street

7th May, 2001

Dear Shri Naik,

I am sorry to have to worry you with my troubles, but when I have explained I am sure you will understand. I regret to say that Mrs. Pradhan is seriously ill. The doctor, who has just been, says she is in a critical condition, and that absolute calm is essential for her recovery. She has had several bad nights, and cannot get sufficient sleep. I am sure you will not be offended if, in the circumstances, I ask you to tell your servant and your children to make as little noise as they can during the next few days. Our houses are so close together that we cannot help hearing shouting, and even talking; and the slightest noise disturbs my wife, who is in a very low, nervous state. If she can only have a few days and nights of calmness, I think it will work wonders.

Apologizing for putting you to this inconvenience.

Yours sincerely

Satish Pradhan

[A father reports to the police that his son has not returned home from school, giving particulars of the boy, his dress, etc.]

35 Patel Street

Ahmednagar

4 Jan. 2001

The Inspector of Police

Police Station II

Ahmednagar

Dear Sir,

My son, Abdur Rashid, a lad twelve years old, is missing, and I am very anx-lQus about him. As all my efforts to trace him have failed., I must appeal to you for "telp. He went to school this morning as usual, but although it is now nearly eight 0 clock, he has not returned. He generally comes home before 4-30 p.m., everyday. I nave made inquiries at the school (the Government High School), but the headmaster cannot throw any light on the matter. He says Abdur Rashid left school as usual about ^'5 p.m., and he was quite well. The only clue I can find is from one of his school 'riends (a boy called Mhd. Hussain) who says he saw my son going along the canal bank"at about 4-30 p.m., with a man whom he did not know. He cannot describe this "^n, but says he was wearing a white pagri and a brown jacket.

Abdur Rashid was wearing a red fez, a white coat and trousers. He is rather tail for his age, and walks with a slight limp.

I cannot think he has got into mischief, as he has always been a good boy and most regular in his habits. In view of the kidnapping case a few weeks ago, I naturally very anxious lest he may have suffered from some foul play. Please do your best to trace him, and let me know as soon as you have anything to report.

Yours faithfully,

Abdur Rahim

[Certificafe to a pupil]

Ideal College

Varanasi

12 May 2001

Ahmad Hasan has studied in this college for two years, and has just appeared in the Intermediate Examination. As he has worked well and is intelligent, he stands a good chance of passing. His conduct has been most satisfactory and he bears a good character. Physically he is robust and active, and was a member of the college football team. I am sure he will do any work entrusted to him conscientiously and efficiently.

Solomon Principal

Exercise

Write a courteous letter to a neighbour whose dog annoys you by barking at night.

Reply to the above.

Write as from the father of a boy to a gentleman who rescued his son from drowning.

Your father thinks you are a precious boy; so he writes, “There have been many men whose early life was full of brilliant promise, but whose careers have ended HI failure, owing to lack of industry.” Write to him, assuring him that you will nor belief me promise of your boyhood.

Write, as from a father to his son, about a drunkard and his unhappy family.

Write an imaginary letter as from a great-grandfather to his great-grandson about the means of communication in his days.

You have left school and are seeking a situation. Write to your Headmaster, asking for a testimonial.

Write to your Headmaster, asking for a Setter of recommendation and explaining what you want.

Write a letter to your Headmaster, thanking him for the testimonial.

Write to the Society for the Prevention of Cruelty to Animals about a case of cruelty to a bullock, giving details including the date and place and name and address of the guilty person.

"It is often the steady plodder who gets prizes." Write as from a father to his son.

Write to a friend, setting forth your views on prize-giving in schools.

It is wonderful how a rumour grows. In an imaginary letter to your friend, give a story which, though foolish enough, was accepted by a large number of credulous people.

Write to a friend who, you think, is "a rolling stone".

Write as from a grandfather to his grandson who lives beyond his income.

Write a letter to your younger brother, advising temperance,

"It is often at school that life-friendships are made." A father makes this observation when writing to his son at a boarding school. Imagine the letter and copy it out.

Write as from a father to his son, asking him to make a habit of reading the daily newspaper, and pointing out what portions he should particularly read, etc.

Write to a prince, as from his teacher who believes. "There is no royal road to learning.

Write a letter from a shopkeeper to another shopkeeper about "cut-throat competition."

Write to your sportmaster, criticising the decision of the referee in a hockey match.

Write a letter to the manager of a local paper, enclosing an advertisement of your school conceit.

You have advertised your bicycle for sale, reply to an inquirer, and give him full details.

You see in a local paper an advertisement offering a second-hand bicycle. Write to the advertiser, asking for an appointment, as you wish to inspect the bicycle with a view to purchase.

Draft these advertisements:-

Seeking a cheap second-hand typewriter.

Offering for sale of your car.

Announcing the loss of your dog and offering a substantial reward.