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A letter is a written form of communication used to deliver messages or information remotely, either in physical form (written on paper and sent via post) or digitally (via email). English letter writing is the process of composing a piece of required information in a structured and organized way. A letter can be one-way or two-way communication (sender → receiver or sender ↔ receiver) and can vary in type depending on the kind of message and the receiving authorities.
Students can download this PDF for letter writing samples and practice questions.
Elements in Letter Writing for class 10
A letter can be meant for different purposes and might follow different structures, but some basic elements are often used during letter writing.
a) Sender’s Address - The sender’s address is usually written at the top left-hand corner of the page and extends across various lines. Each part should be written in a separate line for clarity. No comma is required to separate the various parts of the address.
b) Date - You can write the date in any official format. Do not use any abbreviations while writing the date in a formal letter. The date can be mentioned in the following format:.
6/9/2023
6.9.2023
6-9-2023
September 6, 2023
6th September 2023
c) Subject - The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
d) Salutation - This is a greeting to the person to whom the letter is addressed. If the gender of the recipient is specified in the question, we can use a salutation accordingly. But if it is not specified, we need to keep it gender-neutral.
e) Body - This is the meatiest part of the letter, as it contains all the information that the writer wants to convey. The body includes three main parts.
- Introductory Paragraph/Sentence: It states the purpose of writing the letter.
- Informative Paragraph: Give details of the problem, its causes, effects, possible solutions, etc.
- Concluding Paragraph/Sentence: It states your hopes, comments, requests, suggestions, etc.
f) Complimentary Close - This is a polite way to end the letter. We often use ‘Yours Sincerely’ or ‘Yours Faithfully’ to end formal letters.
g) Signature - This refers to the details of the sender—name and designation, if provided.
Types of Letter Writing
The letters are divided into two main categories that later get divided into subcategories.
Formal Letter Writing Class 10
What is it?
These kinds of letters are also labelled as business letters, as they are often used for official purposes like job applications, resignations, inquiries, and complaints to an authority. These are written in a formal tone with a structured format. The content must be clear and to the point.
Structure
Types of Formal Letter writing
Letter of Complaint Class 10
These letters are written to bring attention to the problems and find an appropriate solution for them. The problem can be related to any product, service, or company.
Techniques
- The language should be polite, and the tone should be neutral.
- Mention the details of the faulty products or services.
- Nature of the complaint (replacement or refund).
- Payment information (through a bill or cash memo).
- In cases of grievances, corrective action to be taken must be mentioned.
Examples:
1. John had employed the services of Decent Packers, 1424, Ramanujam Street, Chennai to pack and transport household goods and a car to H. No. 1657, Borivali, Mumbai. He is dissatisfied with the services and decides to complain to the manager of the company. Write a letter in 120 words as John voicing your displeasure.
1657, Borivali
Mumbai – 26th April, 20XX
The Manager
Decent Packers
1424, Ramanujam Street
Chennai
Subject: Complaint Regarding Poor Packing and Transport Services
Dear Sir/Madam,
I am writing to express my dissatisfaction with the packing and transport services provided by your company. I had engaged your services to pack and transport my household goods and car from Chennai to Mumbai, but I am extremely disappointed with the quality of service.
I had specifically mentioned the fragile items that required careful handling. However, my fine crockery and decorative pieces were poorly packed, resulting in the majority of them being damaged. Additionally, the furniture and my car were delivered with noticeable scratches. According to the contract, your workers were supposed to unpack and set up my house, but instead, all the packages were simply left in my flat without any further assistance.
I am deeply disheartened by the substandard services and request compensation for the damages incurred. If this matter is not resolved promptly, I will have no choice but to approach the consumer court. I trust you will take immediate action, as such a level of service is not expected from a reputed company like yours.
I look forward to your prompt resolution of this issue.
Yours faithfully
John
2. You are Keerti/Krishna of 56, Indrapuram, Bangalore. You bought a new VIP Washing Machine from M/S Rama Electronic, Commercial Street, Bangalore last week. Later, you find that the machine makes an unbearable noise, and the motor tears away delicate fabrics. Write a letter to the dealer complaining about the same and requesting him to change the machine as early as possible.
56, Indrapuram
Bangalore – 5th January, 20XX
M/S Rama Electronics
Commercial Street
Bangalore
Subject: Complaint Regarding VIP Automatic Washing Machine
Respected Sir/Madam,
I regret to inform you that the VIP Automatic Washing Machine I purchased from your store (Cash Memo No. 200, dated 28th December 20XX) has stopped functioning correctly, just a week after the purchase. Despite the two-year warranty period, the machine has been causing multiple issues.
It produces an unbearable noise, and the motor damages delicate fabrics. Additionally, the machine heats up quickly, and the dryer is not functioning as expected.
I kindly request that you arrange for the necessary repairs so that I can continue using the machine. If possible, I would appreciate it if you could replace the faulty unit with a new one, as it is still within the warranty period. For your reference, I am also sending a copy of this letter to the company’s higher authorities to ensure that the manufacturing defects are addressed promptly.
I hope you will take swift action in resolving this matter.
Thank you for your attention to this issue.
Yours faithfully
Keerti/Krishna
Letter of Enquiry Class 10
These letters are written to inquire about or get information about a product, service, or company.
Techniques
- Briefly introduce yourself or your company.
- The tone must be very polite, as information needs to be extracted from the recipient of the letter.
- It is important to mention all the details that you require about the product or the service.
- Clarify the end date by which you’d want a reply if there is urgency.
Examples:
1. You are Manika/Sanjib Saha, a student of class XII and a resident of 44, Park Street, Kolkata. You want to be an actor. Write to the National Institute of Acting, Mumbai, seeking information about their course, admission procedure, eligibility criteria, and other necessary details.
44, Park Street,
Kolkata - 119900
26th March, 20XX
The Director,
National Institute of Acting
Santa Cruz, Andheri (West)
Mumbai - 400021
Subject: Inquiry regarding courses in acting.
Dear Sir/Ma’am,
This is concerning your advertisement in the Kolkata Daily dated February 15th, 20XX regarding the acting courses that are offered by your reputed institute. I am currently studying in Grade 12 and awaiting the results of my board examinations. I am passionate about acting and want to take it up as a career. The first step towards this would be to enrol me in the course offered by your institute.
Please send me the prospectus containing information regarding the course and the application form. I would be highly grateful if you could provide information about the following:
- The department and programme faculty
- Scholarships available
- Admission procedure
- Eligibility criteria
- Hostel facilities
Kindly send me the latest brochure with the above details along with the enrolment form as soon as possible so that I can register for the course.
Yours faithfully,
Manika/Sanjib Saha
2. You are Mamta/Manish of Class X living at 141, Hilton Apartments, Delhi. You are interested in pursuing a course in Computer Hardware. Write a letter seeking information about the same. This is in response to an advertisement you have read in the newspaper.
141, Hilton Apartments
Delhi
Date: 14th Nov, XXXX
Ocean Institute for Computer Technology
Delhi
Subject: Inquiry about Computer Hardware course.
Sir/Madam,
This is in response to your advertisement inserted in the Hindustan Times (dated November 14th, XXXX) about the courses offered by your institute.
I am interested in pursuing a course in computer hardware. Please send me the information as per the following heads:
- Duration of the course
- Admission procedure
- Criteria for eligibility
- Fee structure and mode of payment
- Placement opportunities
- Timings for classes
Kindly send me the information at your earliest convenience and oblige.
I look forward to hearing from you soon.
Thank you.
Yours truly,
Manish
Letter of Placing/Canceling Orders
Letters for placing or cancelling orders are written to concerned companies, firms, and organisations when bulk orders are to be placed for a particular product.
Techniques
- Always specify the exact requirement (product needed, quantity or service needed, cancellation of the order, etc.).
- The complete details of the payment mode (any terms), delivery date, and time must be mentioned clearly.
- Asking for a discount on products is optional.
Examples:
1. As the manager of Niti Institute of Excellence, Prabhuji Marg, New Delhi, you need to order books in bulk. Write a letter to M/s Singh & Bros. Booksellers, Lucknow, placing an order for the books to be supplied immediately. Sign yourself as Saurabh/Sujata. Write this letter in about 100-120 words.
Niti Institute of Excellence
Prabhuji Marg,
New Delhi
24th January, 20XX
M/s Singh & Bros. Booksellers
Lucknow
Subject: Supply of books for the institution.
Dear Sir/Madam,
We want to place a bulk order for our institution’s library. We request that you reconsider the 10% discount proposed earlier. Since we are your regular clients and institutional buyers, kindly agree to a 15% discount. It is understood that the dispatch, delivery, and other expenses will be borne by your organisation.
The list of books with their particulars is attached herewith.
Yours sincerely,
Saurabh/Sujata
2. You are Vaibhavi Sinha, examination in charge, Goodway Public School, Aurobindo Road, Indore. You require 4 registers, blue and red ballpoint pens (50 each). You saw an advertisement for Sunrise Stationary Mart that is given below:
3. Place an order with Sunrise Stationary Mart, 12 Mall Road, Indore mentioning the terms of payment, discount asked by you, and delivery date (120 words).
Goodway Public School
Aurobindo Road,
Indore - 110096
03rd April, 20XX
The Manager
Sunrise Stationary Mart
12, Mall Road,
Indore - 110067
Subject: Supply of stationary for the institution.
Respected Sir/Ma’am,
This has reference to the quotation dated December 19, 20XX. Kindly send the following items to the above-mentioned address:.
The payment will be made in cash once the items reach us. I hope we are eligible for a 15% institutional discount. The goods have always reached us well on time and in excellent condition as per our specifications; we do expect the same delivery this time as well. Kindly notify us of the delivery date at your earliest convenience.
Yours faithfully,
Vaibhavi Sinha
Examination Incharge
Letter to the Editor class 10
A letter to the editor is written to the editor of a leading newspaper to draw the attention of the authorities and the public to a particular problem or grievance in an area or a pressing issue in general.
Techniques
- The subject should clearly state the end goal.
- Establish the topic or issue at the start.
- Provide justifications, points, or issues related to the topic.
- Action item or steps to be taken.
- Conclude with a hopeful and timely action on the above request.
Examples:
1. The recent cyclone in the states of West Bengal and Odisha highlights the need for India to have dedicated funds that can be used to rebuild areas destroyed during national calamities. As Devesh/Devika, write a letter in 120 words to the editor of a national daily drawing the attention of the authorities towards the need for a Natural Calamity Fund. Give suggestions on how funds for the same must be collected and how they must be utilized during natural calamities.
25, XYZ Enclave,
Kolkata
22nd May, 20XX
The Editor
Times of India
Kolkata
Subject: Need for National Calamity Fund.
Dear Sir/Ma'am,
Through the columns of your esteemed daily, I wish to draw the attention of the government and the authorities to the urgent need for a National Calamity Fund.
The recent cyclone has proved that if the country has funds available, they can be used to help people immediately rather than waiting for a ministerial visit for help. The government must have a separate minister who should be responsible for managing funds and also for the for the immediate disbursement of funds to people directly. Most of the time, money does not reach people because it is taken by middlemen.
The NCF ministry must frame a plan so that money can be transferred into the accounts of people. The minister must oversee the rebuilding work and ensure that there is no misappropriation of funds. It must be made compulsory for all business houses to put a certain percentage of their income into this fund. A record of such contributions must be maintained, and action must be taken against those who fail to contribute.
The PM must oversee the rebuilding work personally to ensure that there is no misappropriation of funds. I hope the concerned authorities will take note and do the needful to ensure that people get immediate help in times of calamities without being left at the mercy of unscrupulous officials.
Yours sincerely,
Devesh/Devika
2. Social networking sites have become the latest fad among school-going children. The craze has a very bad impact on youngsters. Considering its gravity, you want to express your concern by writing a letter to the editor of Hindustan Times in about 120 words. You are Nitin/Nutan of H. No. 123/8, Sant Nagar, New Delhi – 110065.
123/8, Sant Nagar,
New Delhi - 110065
20th March, 20XX
The Editor
The Hindustan Times
New Delhi
Subject: Craze for social networking sites among youngsters.
Dear Sir/Madam,
Through the columns of your prestigious newspaper, I want to highlight my concern about teenagers and their growing interest in social networking. Social media is the rage today; you are bullied if you can’t keep up with it. From pings and chat windows to pokes and emoticons, everything exists to bring people closer. It helps to learn new things, exchange ideas, hone networking skills, and develop new perspectives.
As dark and light, yin and yang, there is also a flip side to social media. Its vastness defies control over the scope of the information. Such a situation can lead to children reaching dangerous or graphic websites. Cyberbullying is another growing trend. It can have dangerous and potentially fatal effects. Australia suffers from a large number of suicides caused by cyberbullying.
Similarly, spending too much time on it can often lead to social media addiction, which can affect the ability to develop strong interpersonal relationships. Teenagers are at a vulnerable age, and the avalanche of information can be overwhelming. The only solution to this is vigilant parents who must ensure moderate use of social media, ensuring that it is a boon and not a bane.
Yours faithfully,
Nitin / Nutan
Informal Letter Writing
What is it?
These kinds of letters are also labelled as personal letters, as they are often sent to friends, relatives, and acquaintances. These are written in an informal tone, not following a strict format. The tone of the content here is conversational.
1. Write a letter to your friend congratulating him/her on his/her success in the class 12 board exam.
C-53, sector-11
Rohini
New Delhi-110034
Date: April 10th, 2019
Dear Chetna,
When I learned that you had excelled in school and achieved your dream, my joy knew no bounds. I wish I could have personally congratulated you in person, because I was so happy.
The result shows that effort, determination, and patience pay off. You put so much effort and emotion into it. Although I understand how anxious you were, I had complete faith in your ability to pass with flying colors. I apologise for being unable to even make it to the celebration party.
With lots of love and best wishes.
Your best friend
Pankaj
2. Write A Letter To Your Friend About Your Boarding School In English
Ranjit Avenue,
Amritsar
Date: January 25th, 2023
Dear friend,
I hope that this message finds you and the people you care about in good health and spirits. I'm happy to report that everything is going well for me. After a year in boarding school, I am now taking a well-earned vacation back home. I want to use this letter as an opportunity to share with you some of my boarding school experiences.
One of the oldest and most esteemed boarding institutions in India is The Lawrence School in Sanawar, where I am a student. The atmosphere is calm and pleasant, which contributes to its charm. My school upholds extraordinarily high academic standards, which I find incredibly fulfilling. Additionally, I appreciate the emphasis on sports and physical activity.
I'm looking forward to hearing from you in the future and hope you'll provide information about your school. Take care, and be careful up until then!
Your friend,
Preeti
Techniques
There are a few things one needs to keep in mind while writing an informal letter.
- Keep it engaging, and keep the tone conversational.
- Maintain a personalised approach.
- End the letter with a warm greeting.
Explore More Writing Topics
Looking for Class 9-12 English writing practice? Our step-by-step guides cover the entire curriculum. In addition to formal letters, access detailed formats and solved examples for Article Writing, Report Writing, Notice Writing, and more.
Tips to Follow While Writing a Letter
There are a few tips students can follow while writing a letter for CBSE board exams.
- Keep the tone professional during formal letter writing, and make it context-appropriate.
- In the opening paragraph, state the purpose of writing the letter.
- Structure the letter into paragraphs, and each paragraph must convey a piece of relevant information.
- Keep the information precise and to the point.
- Use the appropriate salutation for the recipient.
Practice Questions
List of all the topics for letter writing in English practice.
FAQs
What is letter writing and how do you write it?
CBSE Classes 10 and 12 Letter Writing English is a written or digital form of delivering any information from the sender to the recipient. Communication can be one-way as well as two-way. To write a letter, determine the receiver and format the letter’s body based on it. It can be formal or informal. Follow the basic structure of the letter before delivering any letter.
What are the different types of letters?
Letter writing class 12 is mainly classified into formal and informal writing. The formal letter writing for Class 12 includes a letter to the editor, a complaint letter, an inquiry letter, and letters placing or cancelling orders.
Can we download more samples of formal letters?
To practice and download more samples of formal letters, students can download the PDF from this page.
What is the format of a formal letter?
The format for the formal letter includes the sender’s address, date, and the receiver’s address. Add the subject and the salutation after the address section, and then the students can proceed to create the letter’s body. End the letter with the complimentary close as well as the signature.
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