Format:
Sender's Address Date Recipient's Address Sub.:_________________ Ref.:__________________ Salutation Body: 1) Introduction / Purpose of writing the letter 2) Elaboration / Details / Problems / Effects / Suggestions 3) Conclusion / Request / Expectations Complimentary Close |
Addresses:
Write one part of address in one line.
City name is always written in a separate line along with its pin code (zip code).
e.g.
14-B, Amidhara Apartments
Nr. Indus Shopping Mall
M. G. Road
Ahmedabad - 380 015
Date:
Do not write the word 'date'.
Write the date in any of the given format below:
April 7, 2023
7th April 2023
7 April 2023
Subject:
Subject should only be a phrase, not a complete sentence.
It should be short, and to the point.
It should summarize the purpose of writing the letter.
Contract the word subject to Sub. and put a colon mark, and underline it.
Align it in the center.
e.g.
Sub.: A complaint about stray dogs in our neighborhood
Sub.: A request to publish about water crisis in our locality
Sub.: Purchase order for books
Reference:
Any reference to earlier communication with date, even if it was oral
Any source of information e.g. newspaper, brochure, catalogue
Specify the date of issue for newspaper, year for catalogue.
Align it in the center.
e.g.
Ref.: Your advertisement in The Times of India dated April 2, 2023
Ref.: Your catalogue for the year 2021-22
Salutation:
Use any of the following whichever is relevant or applicable:
Respected Sir/Madam - for teacher, principal, people who are senior to you in profession, age or holding a senior post
Dear Sir/Madam - for those with whom you have communicated enough times or roughly equal in age or post
Dear Mr. Mahajan - for those with whom formal but close professional relation has been built, especially after some correspondence
Sir/Madam - in general
Note:
Writing subject first followed by salutation is common in American English
Writing salutation first followed by subject is common in British English.
For examinations in India, generally both the ways are accepted.
Letter Body:
No matter if you are placing a purchase order or complaining, use polite tone and formal language for formal letters.
Avoid informal expressions like 'awesome', 'What's up?', 'stay in touch', never mind' etc.
Avoid using slang terms like 'gonna', 'wanna', 'chill' etc.
Do not use contractions i.e. don't, aren't, you're, I'm. Use them in their original forms i.e. do not, are not, you are, I am.
Do not start a sentence with coordinating conjunctions like 'but', 'and'. Join the two clauses with this conjunction and a comma.
Do not write - I bought a refrigerator from your store last week. But it stopped working yesterday.
Instead write - I bought a refrigerator from your store last week, but it stopped working yesterday.
Complimentary close:
Yours sincerely - use when the recipient was addressed by name in the salutation.
Yours faithfully - use when the recipient was not addressed by name. (UK)
Yours truly - use when the recipient was not addressed by name. (US)
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