LETTER WRITING (Letter to Officials)

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LETTER WRITING
1.     Write letters in full block format (i.e. to the left)
2.     Follow the format: Sender’s Address, Date, Receiver’s Address, Salutation, Subject, Main body of the letter and Signatory.
3.     Write the subject statement briefly and clearly.
4.     First paragraph should reveal your aim of writing the letter.
5.     Second paragraph should talk about that in detail.
6.     Sum up your letter in third paragraph by giving suggestions, thanking, asking for quick action etc.

Illustrative Examples:
Letter to Officials
Letter to government officials is one of the formal letters that we write to convey local public related issues or problems to government officials.
  1. Due to insanitary conditions in the colony, the population of rodents has been multiplying exposing the residents to multiple diseases. Write a letter to the Municipal Commissioner bringing the problem to her notice and urging her to take urgent action in the matter. You are Kajal, Station Road, Ajmer.
Answer:
Station Road
Ajmer
3 August, 20xx
The Municipal Commissioner
Ajmer
Subject: A Complaint of poor insanitary conditions
Madam
I beg to draw your kind attention to the poor insanitary condition of our locality Gandhi Colony, Station Road. There are pits at every step in the street. They become pools of dirty water during the rainy reason. The mosquitoes breed on them and spread malaria. Heaps of dust and rubbish lie scattered in the streets. The foul smell makes it impossible for anyone to pass through the lanes. Due to insanitary conditions in the locality, the population of rodent has been multiplying and there is no wonder if some epidemic breaks out.
On behalf of the residents of the locality, I request you to take immediate action in this matter otherwise the poor insanitary conditions combined with an increased population of rodent will result into serious health hazards for the residents. Frequent cleaning and sweeping of the colony will make the things better. People in-charge of this duty must be warned on neglecting their job.
Yours sincerely
Kajal
  1. You are Fatima of A3, Nehru Nagar, Jaipur. You are deeply concerned about the increasing number of road accidents in your locality. You strongly feel that reckless driving by the youngsters is the primary cause of such accidents. Write a letter to the Traffic Police Commissioner requesting her to take prompt and appropriate action. Give concrete suggestions to deal with the problem.            
Answer:
A3, Nehru Nagar
Jaipur
10 July, 20xx
The Traffic Police Commissioner
Jaipur
Subject: A complaint of reckless driving by youngsters
Madam
I would like to draw your attention towards increasing number of road accidents in our locality. I strongly feel that reckless driving by the youngsters is the primary cause of such accidents.
Reckless driving by teenagers without a valid licence, dangerous overtaking, cutting lanes and youngsters speeding to experience the thrill of driving, are some reasons for increasing number of accidents in our locality. The wrong encouragements from parents and with no check imposed by the school authorities, the children find absolute freedom and they don’t understand that what they are doing is against the law. Drunken driving and using mobile phones while riding are other reasons for road accidents.
I suggest certain measures to curb road accidents. Driving licence should be issued only after thorough testing and screenings. Offenders must be punished strictly. A sustained campaign to promote road culture among the youngsters should be launched.
I hope you will look into the matter personally and will do the needful as soon as possible.
Yours sincerely
Fatima  

Practice Exercise:
  1. You are Anjali of 13 G Sector Ajmer. Write a letter to the Chief Engineer of electricity board of your district complaining about the irregular supply of electricity in your locality. (Word limit 100-120 words)

  1. You are Hema, living at 2/C, Gandhi Colony, Jalore. Write a letter to the District Collector of your district complaining against the use of loudspeakers during examination days. (Word limit 100-120 words)
  2.  In all big cities road rage has become a serious problem. A minor scratch, a little push, or a small brushing past can lead to a scuffle sometimes resulting even in murder. Write a letter in 100-120 words to the Police Commissioner giving your views on the problem and its solution. You are Karuna, 14, Mall Road, Mt. Abu.
  3. City Road, Ashok Vihar, Kota is proud of having four reputed public schools in close proximity to each other. In the morning and afternoon there is a heavy traffic along the road and hundreds of students are put to a lot of inconvenience. Write a letter in 100-120 words to the Deputy Commissioner of Police (Traffic) describing the problem. Suggest a few measures to regulate the traffic. You are Rajni, Principal, Moonlight Public School, Kota.                                                     

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