Format of a Formal Letter as per CBSE Guidelines:

1.
Sender s Address (without name, 2-3 lines)
2. Date (e.g., 22 October 2024)
3. Receiver s Address (designation & address)
4. Subject (short, precise, 5-7 words)
5. Salutation (e.g., Dear Sir/Madam)
6. Body:
• Introduction: State the purpose of the letter.
• Main Content: Details regarding the issue/order/etc.
• Conclusion: Expected outcome or resolution.
7. Closing Line (e.g., “Thanking you,” “Yours sincerely/
faithfully”)
8. Signature (Your name)

Sample Questions & Answers

1. Complaint Letter

Question: Write a letter to the Manager of XYZ Electronics

Store, Green Park, New Delhi, complaining about a defective
washing machine you purchased from their store. Include
details of the problem, model number, and your request for a
replacement or refund.

Answer:

Sender s Address:
D-56, South City II,
Gurgaon, Haryana.

Date:
22 October 2024

Receiver s Address:
The Manager,
XYZ Electronics Store,
Green Park, New Delhi.

Subject: Complaint Regarding Defective Washing Machine

Dear Sir/Madam,

I am writing to express my dissatisfaction with the washing

machine I purchased from your store on 15 October 2024.
The model number is WM-500DX and the invoice number is
INV12345.

From the very first use, the machine has been

malfunctioning. The spin cycle does not operate correctly,
and the machine makes an unusually loud noise. I have
followed all the instructions provided in the manual, yet the
problem persists.

I request you to arrange for a replacement of the faulty

product or initiate a refund at the earliest. Kindly treat this
matter as urgent, as it has caused significant inconvenience.

Thanking you,
Yours sincerely,
Amit Sharma

Phrases to Use in a Complaint Letter:

• “I am writing to express my dissatisfaction with…”

• “The issue I have been facing is…”
• “I request you to address this problem by…”
• “Kindly treat this matter as urgent.”

2. Placing an Order

Question: Write a letter to the Sales Manager of ABC

Bookstore, MG Road, Bangalore, placing an order for
textbooks and stationery items for the upcoming academic
session. Mention the items, quantities, and delivery details.

Answer:

Sender s Address:
21, Lakeview Apartments,
JP Nagar, Bangalore.

Date:
22 October 2024

Receiver s Address:
The Sales Manager,
ABC Bookstore,
MG Road, Bangalore.

Subject: Order for Textbooks and Stationery

Dear Sir/Madam,

I am writing to place an order for textbooks and stationery

items required for the upcoming academic session. Below is
a list of the items I need:

1. NCERT Class 9 English Textbook - 20 copies

2. Mathematics Workbook by R.S. Aggarwal - 15
copies
3. A4 Ruled Notebooks (100 pages) - 50 pieces
4. Geometry Boxes - 10 sets

I request you to deliver the order by 30 October 2024. Please

confirm the availability of the items and send the invoice for
payment processing. I would appreciate it if the items are
well-packed to avoid any damage during delivery.

Thanking you,
Yours sincerely,
Rajesh Mehta

Phrases to Use in an Order Letter:

•
“I am writing to place an order for…”
• “Below is a list of the items I require…”
• “Please confirm the availability of the items.”
• “I request you to deliver the order by…”

3. Cancelling an Order

Question: Write a letter to the Manager of PQR Furniture, MG

Road, Mumbai, cancelling an order for a dining table set due
to unexpected circumstances. Mention the order details and
request for confirmation of cancellation.

Answer:

Sender s Address:
Flat No. 102, Blue Bell Apartments,
Andheri West, Mumbai.

Date:
22 October 2024

Receiver s Address:
The Manager,
PQR Furniture,
MG Road, Mumbai.

Subject: Cancellation of Order for Dining Table Set

Dear Sir/Madam,

I am writing to cancel my order for a dining table set, which I

placed on 10 October 2024. The order number is ORD9876.
Due to unforeseen circumstances, I am unable to proceed
with the purchase.

I kindly request you to confirm the cancellation and process a

refund of the advance payment made at the earliest. I
apologize for any inconvenience this may cause.

Thanking you,
Yours sincerely,
Meena Gupta

Phrases to Use in a Cancellation Letter:

• “I am writing to cancel my order for…”

• “Due to unforeseen circumstances, I am unable to…”
• “I kindly request you to confirm the cancellation…”
• “I apologize for any inconvenience this may cause.”

4. Letter to the Editor

Question: Write a letter to the Editor of “The Times of India,”

New Delhi, expressing your concern over the increasing
traffic congestion in your city. Mention the causes and
suggest possible solutions.

Answer:

Sender s Address:
78, Rose Garden Colony,
Pitampura, New Delhi.

Date:
22 October 2024

Receiver s Address:
The Editor,
The Times of India,
New Delhi.

Subject: Concern Over Increasing Traffic Congestion

Dear Sir/Madam,

Through the esteemed columns of your newspaper, I would

like to draw the attention of the authorities and the general
public to the issue of increasing traffic congestion in our city.
The situation has worsened over the past few years due to
the rapid rise in the number of private vehicles and
insufficient public transport facilities.

To tackle this issue, I suggest implementing stricter parking

regulations, encouraging the use of carpooling, and investing
in an efficient public transportation system. It is high time we
address this problem to ensure a smoother and safer
commuting experience for everyone.

Thanking you,
Yours sincerely,
Anil Kapoor

Phrases to Use in a Letter to the Editor:

• “Through the esteemed columns of your

newspaper, I would like to draw attention to…”
• “The issue has become a matter of serious
concern…”
• “I suggest implementing the following solutions…”
• “It is high time we address this problem…”
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