Tuesday, October 25, 2011

WRITING FORMAL LETTERS - request for information


Here is a sample “letter of request for information”. The writer is asking a college to send information and an admission form.

The Principal
The City College of Engineering and Technology
13, College Road,
Chennai – 31.

Sub: Requisition for catalogue of courses and application form for admission

Please send me a catalogue of courses as well as an application form for admission to your College. I am now in Class XII, and beginning to consider my choices among colleges.

Along with the catalogue and application, please also send a list of the admission requirements for both the School of ComputerScience, and the School of Engineering.

Yours sincerely,

Encl. A self-addressed stamped envelope

When you are writing a request or order letter, follow these guidelines.

1. State your request clearly.
2. If you’re asking for information, enclose a self-addressed, stamped envelope.
3. If you’re asking an individual for a special request, make sure your request is reasonable and that you have allowed enough time for the person to answer you well in advance of the time you must have the information.
4. If you’re ordering something, include all important details, such as the size, colour, style and price. You might include information about the magazine or newspaper in which you saw the item advertised. Compute correctly if there are costs involved, including any necessary sales tax or transport charges.

Task: Write a letter to the Manager, Land Mark Books, Spencer Plaza, Mount Road, Chennai, ordering books for your classroom Library.

Task: You are the Secretary of the Sports Club of your school.Write a letter to a sports dealer requesting him to supply you some sports material for the coming Sports Meet of your school. (A model is given below.)

St. George School
Model Town
Ooty, The Nilgiris

The Manager
Modern Sports Company
R.S. Puram, Coimbatore

Dear Sir,
I am pleased to place the following order with you in view of the Annual Sports Meet to be held in the first week of August.Kindly send the goods latest by the 28th of this month. Please also
see that the goods supplied by you are of good quality and in accordance with the specifications quoted by you earlier.

The goods should be neatly packed and the parcel should be addressed to the Principal of the School. Payment will be made immediately after the parcel is received.Yours faithfully,
Ravi Shankar
Secretary, Sports Club

You should be familiar with two types of letters of request:
from an individual to an individual and from an individual to an organisation.

Letter from an individual to an individual:
When you want to invite/thank someone formally, respond to an invitation extended to you, or congratulate someone on an accomplishment, you should write letters that are formal in style
and language.


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Anonymous said...

Thanks for sharing this nice post. Before writing letter to any one, you should understand the format of Formal and Informal Letters in English.

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