Instructions: Write formal business letters as per the given situations. Pay attention to format, tone, and content. Based on PYQs (2018-2023). Click "Show Answer" to see model solutions.
Section A: Letters of Complaint (7 Questions)
1. CBSE 2023 You are Rohan/Rohini, living at 45 Green Park, Delhi. Write a letter to the Manager, City Book Store, complaining about the defective books supplied to your school library and requesting replacement.
Model Answer:
45 Green Park
Delhi - 110016
March 15, 2023
The Manager
City Book Store
Connaught Place
Delhi - 110001
Subject: Complaint regarding defective books supplied to school library
Sir,
I am writing on behalf of Delhi Public School to bring to your notice that the batch of 50 reference books (Order No. BS/2023/145) supplied to our school library on March 10, 2023, contains several defective copies.
Upon inspection, we found that 12 books have missing pages (pages 45-60 missing from "Science Encyclopedia"), 8 books have printing errors with blurred text, and 5 books have damaged bindings. The invoice copy and list of defective books are attached for your reference.
This has caused considerable inconvenience to our students who rely on these reference materials for their board examination preparation. We request you to replace all defective books within seven days or arrange for a full refund as per the terms of our agreement.
We have been your regular customer for five years and expect prompt resolution of this matter.
Yours faithfully,
Rohan/Rohini
Library In-charge
Delhi Public School
45 Green Park
Delhi - 110016
March 15, 2023
The Manager
City Book Store
Connaught Place
Delhi - 110001
Subject: Complaint regarding defective books supplied to school library
Sir,
I am writing on behalf of Delhi Public School to bring to your notice that the batch of 50 reference books (Order No. BS/2023/145) supplied to our school library on March 10, 2023, contains several defective copies.
Upon inspection, we found that 12 books have missing pages (pages 45-60 missing from "Science Encyclopedia"), 8 books have printing errors with blurred text, and 5 books have damaged bindings. The invoice copy and list of defective books are attached for your reference.
This has caused considerable inconvenience to our students who rely on these reference materials for their board examination preparation. We request you to replace all defective books within seven days or arrange for a full refund as per the terms of our agreement.
We have been your regular customer for five years and expect prompt resolution of this matter.
Yours faithfully,
Rohan/Rohini
Library In-charge
Delhi Public School
2. ICSE 2022 Write a letter to the Municipal Commissioner complaining about irregular water supply in your locality, suggesting measures to improve the situation.
Model Answer:
A-45, Sunrise Apartments
Vasundhara Enclave
Mumbai - 400072
October 5, 2022
The Municipal Commissioner
Municipal Corporation of Greater Mumbai
Churchgate, Mumbai - 400020
Subject: Complaint regarding irregular water supply in Vasundhara Enclave
Sir,
I am writing to bring to your urgent attention the severe irregularity in water supply in Vasundhara Enclave, Ward No. 45, for the past three weeks.
The water supply, which was previously regular from 6-8 AM and 5-7 PM daily, has now become highly unpredictable. We receive water only for 30-45 minutes in the morning, which is insufficient for the residents. The evening supply has completely stopped, causing immense hardship to over 500 families in our area.
Suggested measures:
1. Repair the leaking pipeline near the main reservoir
2. Increase water tanker supply during crisis periods
3. Install water meters to monitor supply
4. Form a resident committee for better coordination
We request immediate intervention to restore regular water supply and would appreciate a written response regarding the action plan.
Yours sincerely,
[Your Name]
Resident, Sunrise Apartments
(On behalf of Vasundhara Enclave Residents' Welfare Association)
A-45, Sunrise Apartments
Vasundhara Enclave
Mumbai - 400072
October 5, 2022
The Municipal Commissioner
Municipal Corporation of Greater Mumbai
Churchgate, Mumbai - 400020
Subject: Complaint regarding irregular water supply in Vasundhara Enclave
Sir,
I am writing to bring to your urgent attention the severe irregularity in water supply in Vasundhara Enclave, Ward No. 45, for the past three weeks.
The water supply, which was previously regular from 6-8 AM and 5-7 PM daily, has now become highly unpredictable. We receive water only for 30-45 minutes in the morning, which is insufficient for the residents. The evening supply has completely stopped, causing immense hardship to over 500 families in our area.
Suggested measures:
1. Repair the leaking pipeline near the main reservoir
2. Increase water tanker supply during crisis periods
3. Install water meters to monitor supply
4. Form a resident committee for better coordination
We request immediate intervention to restore regular water supply and would appreciate a written response regarding the action plan.
Yours sincerely,
[Your Name]
Resident, Sunrise Apartments
(On behalf of Vasundhara Enclave Residents' Welfare Association)
3. CBSE 2021 As Manager of 'Wonder Toys', write a complaint letter to M/s Creative Supplies regarding the poor quality of raw materials supplied, which is affecting your production.
Model Answer:
Wonder Toys Pvt. Ltd.
123 Industrial Area
Faridabad - 121003
July 20, 2021
M/s Creative Supplies
Attn: Accounts Department
45 Trade Center
Delhi - 110044
Subject: Complaint regarding substandard raw materials - Order No. WT/CS/0789
Dear Sir/Madam,
We are writing to express our disappointment with the quality of raw materials supplied against our Purchase Order No. WT/CS/0789 dated July 5, 2021.
The plastic granules (Grade A, as per specification) received on July 15, 2021, are of inferior quality. Laboratory tests reveal:
- Melting point 20°C lower than specified
- Color consistency varies by 15% between batches
- Contains impurities exceeding permissible limits
This has resulted in 30% rejection rate in our production line, causing delivery delays to our clients and financial losses. We have temporarily halted production of the "EduFun" series.
We request:
1. Immediate replacement with materials meeting our specifications
2. Compensation for production losses (details attached)
3. Revised quality assurance process for future supplies
Please respond within 48 hours to avoid escalation as per Clause 8 of our contract.
Yours faithfully,
Rahul Mehta
Production Manager
Wonder Toys Pvt. Ltd.
Wonder Toys Pvt. Ltd.
123 Industrial Area
Faridabad - 121003
July 20, 2021
M/s Creative Supplies
Attn: Accounts Department
45 Trade Center
Delhi - 110044
Subject: Complaint regarding substandard raw materials - Order No. WT/CS/0789
Dear Sir/Madam,
We are writing to express our disappointment with the quality of raw materials supplied against our Purchase Order No. WT/CS/0789 dated July 5, 2021.
The plastic granules (Grade A, as per specification) received on July 15, 2021, are of inferior quality. Laboratory tests reveal:
- Melting point 20°C lower than specified
- Color consistency varies by 15% between batches
- Contains impurities exceeding permissible limits
This has resulted in 30% rejection rate in our production line, causing delivery delays to our clients and financial losses. We have temporarily halted production of the "EduFun" series.
We request:
1. Immediate replacement with materials meeting our specifications
2. Compensation for production losses (details attached)
3. Revised quality assurance process for future supplies
Please respond within 48 hours to avoid escalation as per Clause 8 of our contract.
Yours faithfully,
Rahul Mehta
Production Manager
Wonder Toys Pvt. Ltd.
4. ISC 2020 Write a letter to the Editor of a newspaper about the nuisance caused by loudspeakers during festivals in your area, suggesting regulations.
Model Answer:
78, Heritage Lane
Kolkata - 700026
November 12, 2020
The Editor
The Telegraph
Kolkata - 700001
Subject: Nuisance caused by uncontrolled use of loudspeakers during festivals
Sir,
Through the columns of your esteemed newspaper, I wish to draw attention to the growing nuisance caused by indiscriminate use of loudspeakers during religious festivals in our locality.
During recent festivals, loudspeakers were used from 5 AM to midnight at volumes exceeding 100 decibels, violating Supreme Court guidelines. This has particularly affected students preparing for board exams, elderly residents, and patients in nearby hospitals.
Suggested regulations:
1. Time restrictions: 8 AM to 10 PM only
2. Volume limit: Maximum 55 decibels in residential areas
3. Prior permission from local police required
4. Designated zones away from educational/medical institutions
5. Heavy fines for violations
Festivals should promote harmony, not cause distress. Authorities must enforce existing laws while respecting religious sentiments. Community awareness about noise pollution's health impacts is equally important.
Yours truly,
A concerned citizen
78, Heritage Lane
Kolkata - 700026
November 12, 2020
The Editor
The Telegraph
Kolkata - 700001
Subject: Nuisance caused by uncontrolled use of loudspeakers during festivals
Sir,
Through the columns of your esteemed newspaper, I wish to draw attention to the growing nuisance caused by indiscriminate use of loudspeakers during religious festivals in our locality.
During recent festivals, loudspeakers were used from 5 AM to midnight at volumes exceeding 100 decibels, violating Supreme Court guidelines. This has particularly affected students preparing for board exams, elderly residents, and patients in nearby hospitals.
Suggested regulations:
1. Time restrictions: 8 AM to 10 PM only
2. Volume limit: Maximum 55 decibels in residential areas
3. Prior permission from local police required
4. Designated zones away from educational/medical institutions
5. Heavy fines for violations
Festivals should promote harmony, not cause distress. Authorities must enforce existing laws while respecting religious sentiments. Community awareness about noise pollution's health impacts is equally important.
Yours truly,
A concerned citizen
5. CBSE 2019 As a customer, write a complaint letter to the General Manager of 'Metro Electronics' about defective home theater system purchased, requesting replacement/refund.
Model Answer:
B-402, Skyline Towers
Gurgaon - 122002
January 25, 2019
The General Manager
Metro Electronics
MG Road, Gurgaon - 122001
Subject: Complaint regarding defective Sony Home Theater System - Invoice No. ME/7894
Sir,
I purchased a Sony 5.1 Channel Home Theater System (Model: HT-RT40) from your showroom on January 15, 2019 (Invoice No. ME/7894, copy attached). The system developed problems within three days of purchase.
Issues observed:
1. Right surround speaker produces distorted sound
2. Subwoofer makes humming noise continuously
3. Remote control works intermittently
I contacted your service center on January 20, 2019 (Complaint Ref: SC/456). Despite assurance of technician visit within 24 hours, no one has attended till date.
Since the product is within the 10-day replacement period, I request either:
a) Replacement with a new unit, or
b) Full refund of ₹45,900 as per your "10-day no questions asked" policy
I have been a loyal customer of Metro Electronics for eight years and expect prompt resolution.
Yours faithfully,
Priya Sharma
Contact: 9876543210
B-402, Skyline Towers
Gurgaon - 122002
January 25, 2019
The General Manager
Metro Electronics
MG Road, Gurgaon - 122001
Subject: Complaint regarding defective Sony Home Theater System - Invoice No. ME/7894
Sir,
I purchased a Sony 5.1 Channel Home Theater System (Model: HT-RT40) from your showroom on January 15, 2019 (Invoice No. ME/7894, copy attached). The system developed problems within three days of purchase.
Issues observed:
1. Right surround speaker produces distorted sound
2. Subwoofer makes humming noise continuously
3. Remote control works intermittently
I contacted your service center on January 20, 2019 (Complaint Ref: SC/456). Despite assurance of technician visit within 24 hours, no one has attended till date.
Since the product is within the 10-day replacement period, I request either:
a) Replacement with a new unit, or
b) Full refund of ₹45,900 as per your "10-day no questions asked" policy
I have been a loyal customer of Metro Electronics for eight years and expect prompt resolution.
Yours faithfully,
Priya Sharma
Contact: 9876543210
6. ICSE 2018 Write a letter to the Postmaster about non-delivery of an important parcel despite repeated complaints.
Model Answer:
23, Lake View Road
Bengaluru - 560034
August 30, 2018
The Postmaster
Head Post Office
Shivajinagar, Bengaluru - 560051
Subject: Non-delivery of registered parcel - Tracking No. EM3456789IN
Sir,
I am writing to bring to your notice the non-delivery of a registered parcel sent to me from the USA, despite my three complaints at your office.
Details:
- Tracking Number: EM3456789IN
- Sent from: New York, USA on August 1, 2018
- Expected delivery: August 10, 2018
- Contents: Important academic documents (admission papers)
- Value: Cannot be quantified (irreplaceable documents)
Complaint history:
1. First complaint: August 15, 2018 (Token No. 123)
2. Second complaint: August 22, 2018 (Token No. 156)
3. Third complaint: August 28, 2018 (Token No. 189)
Each time, I was assured of delivery within 2-3 days, but the parcel hasn't arrived. My admission deadline is September 10, 2018.
I request you to:
1. Trace the parcel immediately
2. Provide written explanation for the delay
3. Ensure delivery by September 3, 2018
This matter requires your urgent personal attention.
Yours faithfully,
Ankit Verma
Contact: 8765432109
23, Lake View Road
Bengaluru - 560034
August 30, 2018
The Postmaster
Head Post Office
Shivajinagar, Bengaluru - 560051
Subject: Non-delivery of registered parcel - Tracking No. EM3456789IN
Sir,
I am writing to bring to your notice the non-delivery of a registered parcel sent to me from the USA, despite my three complaints at your office.
Details:
- Tracking Number: EM3456789IN
- Sent from: New York, USA on August 1, 2018
- Expected delivery: August 10, 2018
- Contents: Important academic documents (admission papers)
- Value: Cannot be quantified (irreplaceable documents)
Complaint history:
1. First complaint: August 15, 2018 (Token No. 123)
2. Second complaint: August 22, 2018 (Token No. 156)
3. Third complaint: August 28, 2018 (Token No. 189)
Each time, I was assured of delivery within 2-3 days, but the parcel hasn't arrived. My admission deadline is September 10, 2018.
I request you to:
1. Trace the parcel immediately
2. Provide written explanation for the delay
3. Ensure delivery by September 3, 2018
This matter requires your urgent personal attention.
Yours faithfully,
Ankit Verma
Contact: 8765432109
7. CBSE 2020 As President of RWA, write to the Electricity Board complaining about frequent power cuts and voltage fluctuations in your colony.
Model Answer:
Green Valley Residents' Welfare Association
Sector 45, Chandigarh - 160045
June 10, 2020
The Chief Engineer
Electricity Department, UT Chandigarh
Sector 17, Chandigarh - 160017
Subject: Frequent power cuts and voltage fluctuations in Green Valley Colony, Sector 45
Sir,
On behalf of Green Valley Residents' Welfare Association, I wish to bring to your notice the deteriorating electricity supply in our colony for the past two months.
Problems faced:
1. Unscheduled power cuts: 4-5 times daily, 30-90 minutes each
2. Voltage fluctuations damaging appliances (15 complaints of AC/refrigerator damage)
3. No advance intimation about maintenance cuts
4. Poor response to complaints (average 4-hour response time)
Impact:
- Students unable to attend online classes
- Senior citizens suffering in summer heat
- WFH professionals losing work hours
- Increased appliance repair costs
We request:
1. Immediate repair of faulty transformers
2. Installation of voltage stabilizers
3. Regular maintenance schedule with advance notice
4. Dedicated complaint helpline for our colony
We hope for prompt action to avoid approaching consumer court.
Yours sincerely,
Col. R.S. Chauhan (Retd.)
President, GVRWA
Contact: 9876543210
Green Valley Residents' Welfare Association
Sector 45, Chandigarh - 160045
June 10, 2020
The Chief Engineer
Electricity Department, UT Chandigarh
Sector 17, Chandigarh - 160017
Subject: Frequent power cuts and voltage fluctuations in Green Valley Colony, Sector 45
Sir,
On behalf of Green Valley Residents' Welfare Association, I wish to bring to your notice the deteriorating electricity supply in our colony for the past two months.
Problems faced:
1. Unscheduled power cuts: 4-5 times daily, 30-90 minutes each
2. Voltage fluctuations damaging appliances (15 complaints of AC/refrigerator damage)
3. No advance intimation about maintenance cuts
4. Poor response to complaints (average 4-hour response time)
Impact:
- Students unable to attend online classes
- Senior citizens suffering in summer heat
- WFH professionals losing work hours
- Increased appliance repair costs
We request:
1. Immediate repair of faulty transformers
2. Installation of voltage stabilizers
3. Regular maintenance schedule with advance notice
4. Dedicated complaint helpline for our colony
We hope for prompt action to avoid approaching consumer court.
Yours sincerely,
Col. R.S. Chauhan (Retd.)
President, GVRWA
Contact: 9876543210
Section B: Enquiry & Placement Letters (7 Questions)
8. ISC 2023 Write a letter to M/s National Publishers enquiring about their bulk discount rates for school textbooks for the upcoming academic session.
Model Answer:
Delhi Public School
Mathura Road, Delhi - 110002
December 5, 2023
M/s National Publishers
Sales Department
Noida, UP - 201301
Subject: Enquiry regarding bulk purchase of textbooks for academic session 2024-25
Dear Sir/Madam,
We are interested in purchasing textbooks in bulk for our school for the academic session 2024-25 and would like to know about your rates and terms.
Our requirements:
1. Approximately 5,000 textbooks covering Classes 6-12
2. Subjects: English, Mathematics, Science, Social Science
3. Publications: NCERT and CBSE recommended titles
4. Delivery: Required by March 15, 2024
Please provide:
1. Price list with bulk discount rates (500+ copies per title)
2. Terms of payment and credit facilities
3. Delivery charges and time schedule
4. Sample copies of latest editions
5. Return policy for damaged/unsold books
We have received favorable references about your publications from other schools. Please send your quotation at the earliest to help us finalize our budget.
Yours faithfully,
Mrs. Sunita Rao
Librarian & Purchase In-charge
Delhi Public School
Phone: 011-23245678
Delhi Public School
Mathura Road, Delhi - 110002
December 5, 2023
M/s National Publishers
Sales Department
Noida, UP - 201301
Subject: Enquiry regarding bulk purchase of textbooks for academic session 2024-25
Dear Sir/Madam,
We are interested in purchasing textbooks in bulk for our school for the academic session 2024-25 and would like to know about your rates and terms.
Our requirements:
1. Approximately 5,000 textbooks covering Classes 6-12
2. Subjects: English, Mathematics, Science, Social Science
3. Publications: NCERT and CBSE recommended titles
4. Delivery: Required by March 15, 2024
Please provide:
1. Price list with bulk discount rates (500+ copies per title)
2. Terms of payment and credit facilities
3. Delivery charges and time schedule
4. Sample copies of latest editions
5. Return policy for damaged/unsold books
We have received favorable references about your publications from other schools. Please send your quotation at the earliest to help us finalize our budget.
Yours faithfully,
Mrs. Sunita Rao
Librarian & Purchase In-charge
Delhi Public School
Phone: 011-23245678
9. CBSE 2022 Write a letter placing an order for sports equipment to M/s Sports Gear Ltd. after receiving their quotation.
Model Answer:
St. Xavier's School
Civil Lines, Jaipur - 302006
July 15, 2022
M/s Sports Gear Ltd.
45 Industrial Estate
Jaipur - 302012
Subject: Order for sports equipment - Ref: Your Quotation SG/789/2022 dated July 10, 2022
Dear Sir,
Thank you for your quotation SG/789/2022 dated July 10, 2022. We are pleased to place the following order:
ORDER No. SX/SG/2022/45
Terms:
1. 10% discount as per your quotation
2. Delivery within 15 days
3. Payment: 50% advance, 50% after delivery
4. Delivery at school premises
5. GST extra as applicable
Please acknowledge this order and confirm delivery schedule.
Yours faithfully,
Mr. R.K. Singh
Sports In-charge
St. Xavier's School
St. Xavier's School
Civil Lines, Jaipur - 302006
July 15, 2022
M/s Sports Gear Ltd.
45 Industrial Estate
Jaipur - 302012
Subject: Order for sports equipment - Ref: Your Quotation SG/789/2022 dated July 10, 2022
Dear Sir,
Thank you for your quotation SG/789/2022 dated July 10, 2022. We are pleased to place the following order:
ORDER No. SX/SG/2022/45
| Item Description | Quantity | Unit Price (₹) | Amount (₹) |
|---|---|---|---|
| Cricket Bat (English Willow) | 12 | 4,500 | 54,000 |
| Football (Size 5, FIFA approved) | 20 | 1,200 | 24,000 |
| Badminton Set (Professional) | 15 | 3,500 | 52,500 |
| Total | 1,30,500 | ||
Terms:
1. 10% discount as per your quotation
2. Delivery within 15 days
3. Payment: 50% advance, 50% after delivery
4. Delivery at school premises
5. GST extra as applicable
Please acknowledge this order and confirm delivery schedule.
Yours faithfully,
Mr. R.K. Singh
Sports In-charge
St. Xavier's School
10. ICSE 2021 Write a letter to the Manager of a hotel enquiring about banquet hall facilities for a seminar, asking about capacity, rates, catering, etc.
Model Answer:
TechSolutions Pvt. Ltd.
89, Nehru Place, Delhi - 110019
February 20, 2021
The Banquet Manager
Grand Hyatt Hotel
Vasant Kunj, Delhi - 110070
Subject: Enquiry regarding banquet hall facilities for corporate seminar
Dear Sir/Madam,
We are planning a corporate seminar on "Digital Transformation Trends 2021" on March 25, 2021, and are considering your hotel as the venue. Please provide details about:
1. Banquet Halls Available:
- Capacity (150-200 participants)
- Dimensions and seating arrangements
- Availability on March 25, 2021 (9 AM to 6 PM)
2. Facilities Included:
- Audio-visual equipment (projector, screen, mic)
- Wi-Fi speed and coverage
- Stage and podium
- Lighting and air conditioning
3. Catering Services:
- Lunch menu options (vegetarian/non-vegetarian)
- Tea/coffee breaks (twice)
- Mineral water
4. Rates:
- Hall rental charges (full day)
- Package rates including food
- Any discounts for corporate clients
- Payment terms and cancellation policy
5. Additional Services:
- Parking facilities (50+ cars)
- Registration desk arrangement
- Technical support staff
Please send your quotation with detailed breakdown at the earliest. We would appreciate a site visit on February 25, 2021.
Yours faithfully,
Ms. Anjali Mehta
Event Manager
TechSolutions Pvt. Ltd.
Phone: 011-41456789
TechSolutions Pvt. Ltd.
89, Nehru Place, Delhi - 110019
February 20, 2021
The Banquet Manager
Grand Hyatt Hotel
Vasant Kunj, Delhi - 110070
Subject: Enquiry regarding banquet hall facilities for corporate seminar
Dear Sir/Madam,
We are planning a corporate seminar on "Digital Transformation Trends 2021" on March 25, 2021, and are considering your hotel as the venue. Please provide details about:
1. Banquet Halls Available:
- Capacity (150-200 participants)
- Dimensions and seating arrangements
- Availability on March 25, 2021 (9 AM to 6 PM)
2. Facilities Included:
- Audio-visual equipment (projector, screen, mic)
- Wi-Fi speed and coverage
- Stage and podium
- Lighting and air conditioning
3. Catering Services:
- Lunch menu options (vegetarian/non-vegetarian)
- Tea/coffee breaks (twice)
- Mineral water
4. Rates:
- Hall rental charges (full day)
- Package rates including food
- Any discounts for corporate clients
- Payment terms and cancellation policy
5. Additional Services:
- Parking facilities (50+ cars)
- Registration desk arrangement
- Technical support staff
Please send your quotation with detailed breakdown at the earliest. We would appreciate a site visit on February 25, 2021.
Yours faithfully,
Ms. Anjali Mehta
Event Manager
TechSolutions Pvt. Ltd.
Phone: 011-41456789
11. CBSE 2019 Write a letter to a company requesting cancellation of an order due to unavoidable circumstances, ensuring proper formalities.
Model Answer:
Modern School
Barakhamba Road, Delhi - 110001
October 10, 2019
M/s Office Supplies Co.
Attn: Sales Department
Karol Bagh, Delhi - 110005
Subject: Cancellation of Order No. MS/OS/2019/78 dated October 1, 2019
Dear Sir,
We refer to our Purchase Order No. MS/OS/2019/78 dated October 1, 2019, for supply of office furniture to our school.
Due to unforeseen circumstances (sudden reduction in budget allocation by the management), we regret to inform you that we need to cancel the abovementioned order.
Order Details:
- Order No.: MS/OS/2019/78
- Date: October 1, 2019
- Items: 50 Office Chairs and 25 Workstations
- Value: ₹5,75,000 (including GST)
We understand this may cause inconvenience and are willing to compensate for any genuine expenses you may have incurred for this order, subject to submission of supporting documents.
Please:
1. Acknowledge this cancellation in writing
2. Refund the advance payment of ₹1,50,000 if already made
3. Submit any claim for compensation within 7 days
We value our long business relationship and hope to place orders in the next financial year.
Yours faithfully,
Mr. S.P. Gupta
Administrative Officer
Modern School
Modern School
Barakhamba Road, Delhi - 110001
October 10, 2019
M/s Office Supplies Co.
Attn: Sales Department
Karol Bagh, Delhi - 110005
Subject: Cancellation of Order No. MS/OS/2019/78 dated October 1, 2019
Dear Sir,
We refer to our Purchase Order No. MS/OS/2019/78 dated October 1, 2019, for supply of office furniture to our school.
Due to unforeseen circumstances (sudden reduction in budget allocation by the management), we regret to inform you that we need to cancel the abovementioned order.
Order Details:
- Order No.: MS/OS/2019/78
- Date: October 1, 2019
- Items: 50 Office Chairs and 25 Workstations
- Value: ₹5,75,000 (including GST)
We understand this may cause inconvenience and are willing to compensate for any genuine expenses you may have incurred for this order, subject to submission of supporting documents.
Please:
1. Acknowledge this cancellation in writing
2. Refund the advance payment of ₹1,50,000 if already made
3. Submit any claim for compensation within 7 days
We value our long business relationship and hope to place orders in the next financial year.
Yours faithfully,
Mr. S.P. Gupta
Administrative Officer
Modern School
12. ISC 2020 Write a letter to a publishing house requesting permission to reproduce a chapter from their book for educational purposes.
Model Answer:
Delhi University
Department of English
Delhi - 110007
August 5, 2020
The Permissions Department
Oxford University Press
2/11 Ansari Road, Delhi - 110002
Subject: Request for permission to reproduce material for educational use
Dear Sir/Madam,
I am writing to request permission to reproduce selected material from your publication for non-commercial educational purposes.
Details:
Book: "The Complete Works of Shakespeare" edited by Stanley Wells
Publisher: Oxford University Press, 2005 edition
ISBN: 978-0199267170
Material to be reproduced: Chapter 3: "Shakespeare's Tragedies" (pages 45-78)
Purpose:
- For inclusion in course material for BA English (Hons) students
- Distribution to 200 students enrolled in "Shakespeare Studies"
- Non-commercial, educational use only
- No sale or commercial distribution intended
Credit: Full credit will be given to the author and publisher with proper citation.
Please send:
1. Permission letter/grant
2. Any fees or royalty requirements
3. Specific conditions for reproduction
This will help our students access quality material. We look forward to your positive response.
Yours faithfully,
Dr. Meera Desai
Professor & Head
Department of English
Delhi University
Delhi University
Department of English
Delhi - 110007
August 5, 2020
The Permissions Department
Oxford University Press
2/11 Ansari Road, Delhi - 110002
Subject: Request for permission to reproduce material for educational use
Dear Sir/Madam,
I am writing to request permission to reproduce selected material from your publication for non-commercial educational purposes.
Details:
Book: "The Complete Works of Shakespeare" edited by Stanley Wells
Publisher: Oxford University Press, 2005 edition
ISBN: 978-0199267170
Material to be reproduced: Chapter 3: "Shakespeare's Tragedies" (pages 45-78)
Purpose:
- For inclusion in course material for BA English (Hons) students
- Distribution to 200 students enrolled in "Shakespeare Studies"
- Non-commercial, educational use only
- No sale or commercial distribution intended
Credit: Full credit will be given to the author and publisher with proper citation.
Please send:
1. Permission letter/grant
2. Any fees or royalty requirements
3. Specific conditions for reproduction
This will help our students access quality material. We look forward to your positive response.
Yours faithfully,
Dr. Meera Desai
Professor & Head
Department of English
Delhi University
13. CBSE 2018 Write a letter to a company for replacement of defective goods under warranty, quoting relevant details.
Model Answer:
34, Palm Grove Apartments
Hyderabad - 500034
March 12, 2018
Customer Service Department
Samsung India Electronics Ltd.
Hyderabad - 500032
Subject: Request for replacement under warranty - Refrigerator Model RT28M302BSL
Sir,
I purchased a Samsung Frost-Free Refrigerator (Model: RT28M302BSL) from your authorized dealer, Metro Electronics, on December 15, 2017.
The refrigerator has developed a serious defect within three months of purchase. The compressor makes loud noise continuously, and the cooling has reduced significantly despite thermostat setting at maximum.
Details:
- Purchase Date: December 15, 2017
- Invoice No.: ME/4567/2017
- Model: RT28M302BSL
- Serial No.: SN4567890123
- Warranty: 1 year comprehensive
Your service technician visited on March 5, 2018 (Service ID: S456789) and confirmed manufacturing defect, recommending replacement.
Since the product is under warranty and has a manufacturing defect, I request replacement with a new unit as per consumer protection laws and your warranty terms.
Please arrange replacement within 7 days or provide a refund. I am available for inspection/delivery between 10 AM to 5 PM.
Yours faithfully,
Rajesh Kumar
Contact: 9876543210
34, Palm Grove Apartments
Hyderabad - 500034
March 12, 2018
Customer Service Department
Samsung India Electronics Ltd.
Hyderabad - 500032
Subject: Request for replacement under warranty - Refrigerator Model RT28M302BSL
Sir,
I purchased a Samsung Frost-Free Refrigerator (Model: RT28M302BSL) from your authorized dealer, Metro Electronics, on December 15, 2017.
The refrigerator has developed a serious defect within three months of purchase. The compressor makes loud noise continuously, and the cooling has reduced significantly despite thermostat setting at maximum.
Details:
- Purchase Date: December 15, 2017
- Invoice No.: ME/4567/2017
- Model: RT28M302BSL
- Serial No.: SN4567890123
- Warranty: 1 year comprehensive
Your service technician visited on March 5, 2018 (Service ID: S456789) and confirmed manufacturing defect, recommending replacement.
Since the product is under warranty and has a manufacturing defect, I request replacement with a new unit as per consumer protection laws and your warranty terms.
Please arrange replacement within 7 days or provide a refund. I am available for inspection/delivery between 10 AM to 5 PM.
Yours faithfully,
Rajesh Kumar
Contact: 9876543210
14. ICSE 2019 Write a letter to a travel agency enquiring about package tour to Europe for a group of 30 students, asking for itinerary, costs, etc.
Model Answer:
St. Mary's Convent School
Lucknow - 226001
November 20, 2019
The Manager
Global Travels & Tours
Hazratganj, Lucknow - 226001
Subject: Enquiry regarding educational tour package to Europe for school students
Sir/Madam,
We are planning an educational tour to Europe for 30 students (Class 11-12) and 5 teachers from our school during summer vacation (May 15-30, 2020). Please provide details of suitable package tours.
Requirements:
1. Destinations: London, Paris, Brussels (minimum)
2. Duration: 12-14 days
3. Group: 35 persons (30 students + 5 teachers)
4. Accommodation: 3-star hotels, twin/triple sharing
5. Meals: Breakfast included, preferably half board
Please provide:
1. Detailed day-wise itinerary
2. Total package cost per person
3. Inclusions (flights, hotels, meals, transport, sightseeing)
4. Exclusions (visa, insurance, personal expenses)
5. Payment schedule and cancellation policy
6. Group discount rates
7. List of educational visits included (museums, science centers)
8. Details of tour escort/guide
We would appreciate a meeting to discuss customization. Please send your proposal by December 5, 2019.
Yours faithfully,
Sister Mary Joseph
Principal
St. Mary's Convent School
St. Mary's Convent School
Lucknow - 226001
November 20, 2019
The Manager
Global Travels & Tours
Hazratganj, Lucknow - 226001
Subject: Enquiry regarding educational tour package to Europe for school students
Sir/Madam,
We are planning an educational tour to Europe for 30 students (Class 11-12) and 5 teachers from our school during summer vacation (May 15-30, 2020). Please provide details of suitable package tours.
Requirements:
1. Destinations: London, Paris, Brussels (minimum)
2. Duration: 12-14 days
3. Group: 35 persons (30 students + 5 teachers)
4. Accommodation: 3-star hotels, twin/triple sharing
5. Meals: Breakfast included, preferably half board
Please provide:
1. Detailed day-wise itinerary
2. Total package cost per person
3. Inclusions (flights, hotels, meals, transport, sightseeing)
4. Exclusions (visa, insurance, personal expenses)
5. Payment schedule and cancellation policy
6. Group discount rates
7. List of educational visits included (museums, science centers)
8. Details of tour escort/guide
We would appreciate a meeting to discuss customization. Please send your proposal by December 5, 2019.
Yours faithfully,
Sister Mary Joseph
Principal
St. Mary's Convent School
Section C: Formal Letters - Miscellaneous (6 Questions)
15. CBSE 2023 Write a letter to the Bank Manager requesting issue of a duplicate ATM card as the original was lost, providing necessary details.
Model Answer:
A-45, Rajendra Nagar
Delhi - 110060
February 18, 2023
The Branch Manager
State Bank of India
Rajendra Nagar Branch
Delhi - 110060
Subject: Request for issue of duplicate ATM card - Savings A/c No. 12345678901
Sir,
I hold Savings Account No. 12345678901 at your branch. I regret to inform you that I lost my ATM card (Card No. 4567 8912 3456 7890) on February 15, 2023, while traveling in the metro.
I immediately blocked the card through your helpline (Toll-free No. 1800-1234) on the same day and received confirmation SMS (Ref: BLK456789).
I now request you to:
1. Issue a duplicate ATM card
2. Link it to my existing account
3. Send it to my registered address via registered post
Enclosed:
1. Copy of FIR lodged at Rajendra Nagar Police Station (No. 123/2023)
2. Copy of my ID proof (Aadhaar Card)
3. Duly filled application form for duplicate card
Please confirm charges for duplicate card issuance and the expected delivery time. I authorize deduction of applicable charges from my account.
Yours faithfully,
Vikram Singh
Account No. 12345678901
Contact: 9876543210
A-45, Rajendra Nagar
Delhi - 110060
February 18, 2023
The Branch Manager
State Bank of India
Rajendra Nagar Branch
Delhi - 110060
Subject: Request for issue of duplicate ATM card - Savings A/c No. 12345678901
Sir,
I hold Savings Account No. 12345678901 at your branch. I regret to inform you that I lost my ATM card (Card No. 4567 8912 3456 7890) on February 15, 2023, while traveling in the metro.
I immediately blocked the card through your helpline (Toll-free No. 1800-1234) on the same day and received confirmation SMS (Ref: BLK456789).
I now request you to:
1. Issue a duplicate ATM card
2. Link it to my existing account
3. Send it to my registered address via registered post
Enclosed:
1. Copy of FIR lodged at Rajendra Nagar Police Station (No. 123/2023)
2. Copy of my ID proof (Aadhaar Card)
3. Duly filled application form for duplicate card
Please confirm charges for duplicate card issuance and the expected delivery time. I authorize deduction of applicable charges from my account.
Yours faithfully,
Vikram Singh
Account No. 12345678901
Contact: 9876543210
16. ISC 2021 Write a letter to the Municipal Corporation requesting issuance of a birth certificate, providing necessary documents.
Model Answer:
78, Green Park Extension
Delhi - 110016
September 10, 2021
The Registrar (Births & Deaths)
Municipal Corporation of Delhi
Civic Center, Delhi - 110002
Subject: Application for issue of birth certificate
Sir/Madam,
I am writing to request issuance of a birth certificate for my daughter, Miss Ananya Sharma.
Details:
- Name: Ananya Sharma
- Date of Birth: August 15, 2021
- Time of Birth: 10:30 AM
- Place of Birth: Apollo Hospital, Delhi
- Father's Name: Mr. Rajesh Sharma
- Mother's Name: Mrs. Priya Sharma
- Address: 78, Green Park Extension, Delhi - 110016
Enclosed documents:
1. Hospital birth report (Original + copy)
2. Parent's marriage certificate (copy)
3. Father's ID proof - Aadhaar (copy)
4. Mother's ID proof - Aadhaar (copy)
5. Address proof - Electricity bill (copy)
6. Affidavit as per format
7. Two passport size photographs
I have already submitted Form No. 1 at the hospital. Kindly process my application and issue the birth certificate at the earliest as it is required for passport application.
Please inform about any additional requirements or fees. I can collect the certificate in person.
Yours faithfully,
Rajesh Sharma
Father of Ananya Sharma
Contact: 9876543210
78, Green Park Extension
Delhi - 110016
September 10, 2021
The Registrar (Births & Deaths)
Municipal Corporation of Delhi
Civic Center, Delhi - 110002
Subject: Application for issue of birth certificate
Sir/Madam,
I am writing to request issuance of a birth certificate for my daughter, Miss Ananya Sharma.
Details:
- Name: Ananya Sharma
- Date of Birth: August 15, 2021
- Time of Birth: 10:30 AM
- Place of Birth: Apollo Hospital, Delhi
- Father's Name: Mr. Rajesh Sharma
- Mother's Name: Mrs. Priya Sharma
- Address: 78, Green Park Extension, Delhi - 110016
Enclosed documents:
1. Hospital birth report (Original + copy)
2. Parent's marriage certificate (copy)
3. Father's ID proof - Aadhaar (copy)
4. Mother's ID proof - Aadhaar (copy)
5. Address proof - Electricity bill (copy)
6. Affidavit as per format
7. Two passport size photographs
I have already submitted Form No. 1 at the hospital. Kindly process my application and issue the birth certificate at the earliest as it is required for passport application.
Please inform about any additional requirements or fees. I can collect the certificate in person.
Yours faithfully,
Rajesh Sharma
Father of Ananya Sharma
Contact: 9876543210
17. CBSE 2020 Write a letter to the Principal requesting a week's leave to attend a family function in another city, ensuring academic work is covered.
Model Answer:
Class XII-A
Roll No. 25
Delhi Public School
Delhi - 110002
November 5, 2020
The Principal
Delhi Public School
Delhi - 110002
Subject: Application for leave from November 15 to November 21, 2020
Respected Sir/Madam,
I, Rohan Gupta of Class XII-A (Roll No. 25), request your permission to grant me leave for one week from November 15 to November 21, 2020.
My elder sister's wedding is scheduled on November 18, 2020, in Jaipur. As it is an important family function, my presence is required for pre-wedding ceremonies and rituals starting from November 15, 2020.
I have already:
1. Completed all pending assignments
2. Taken notes from classmates for the period I'll be absent
3. Discussed with teachers about important topics to be covered
4. Arranged for a friend to collect study material on my behalf
I will compensate for the missed classes by:
1. Studying from recorded lectures (if available)
2. Getting help from subject teachers after school hours
3. Working extra hours to complete syllabus
I request you to kindly grant me leave considering the importance of the occasion. My parents have also written a separate letter supporting this request.
Thanking you,
Yours obediently,
Rohan Gupta
Class XII-A, Roll No. 25
Class XII-A
Roll No. 25
Delhi Public School
Delhi - 110002
November 5, 2020
The Principal
Delhi Public School
Delhi - 110002
Subject: Application for leave from November 15 to November 21, 2020
Respected Sir/Madam,
I, Rohan Gupta of Class XII-A (Roll No. 25), request your permission to grant me leave for one week from November 15 to November 21, 2020.
My elder sister's wedding is scheduled on November 18, 2020, in Jaipur. As it is an important family function, my presence is required for pre-wedding ceremonies and rituals starting from November 15, 2020.
I have already:
1. Completed all pending assignments
2. Taken notes from classmates for the period I'll be absent
3. Discussed with teachers about important topics to be covered
4. Arranged for a friend to collect study material on my behalf
I will compensate for the missed classes by:
1. Studying from recorded lectures (if available)
2. Getting help from subject teachers after school hours
3. Working extra hours to complete syllabus
I request you to kindly grant me leave considering the importance of the occasion. My parents have also written a separate letter supporting this request.
Thanking you,
Yours obediently,
Rohan Gupta
Class XII-A, Roll No. 25
18. ICSE 2022 Write a letter to the Editor about the importance of tree plantation in urban areas and suggesting community participation.
Model Answer:
56, Lake View Apartments
Bengaluru - 560034
June 5, 2022
The Editor
The Hindu
Bengaluru - 560001
Subject: Need for urban tree plantation drives
Sir,
Through your esteemed newspaper, I wish to highlight the urgent need for systematic tree plantation in our rapidly urbanizing cities.
Bengaluru, once called the Garden City, has lost 78% of its green cover in the last decade according to recent studies. This has directly contributed to:
1. Rising temperatures (2.5°C increase in 10 years)
2. Increased air pollution levels
3. Depletion of groundwater
4. Loss of biodiversity
Suggested community initiatives:
1. "Adopt a Tree" program for residents
2. Corporate CSR funding for urban forests
3. School-level plantation competitions
4. RWA-led maintenance of neighborhood parks
5. Vertical gardens in apartment complexes
The government should:
1. Provide free saplings to citizens
2. Implement strict tree protection laws
3. Create more urban green spaces
4. Involve NGOs in awareness campaigns
Trees are not mere decorations but essential for urban survival. Let's make tree plantation a mass movement rather than just an annual ritual.
Yours truly,
An environmentalist
56, Lake View Apartments
Bengaluru - 560034
June 5, 2022
The Editor
The Hindu
Bengaluru - 560001
Subject: Need for urban tree plantation drives
Sir,
Through your esteemed newspaper, I wish to highlight the urgent need for systematic tree plantation in our rapidly urbanizing cities.
Bengaluru, once called the Garden City, has lost 78% of its green cover in the last decade according to recent studies. This has directly contributed to:
1. Rising temperatures (2.5°C increase in 10 years)
2. Increased air pollution levels
3. Depletion of groundwater
4. Loss of biodiversity
Suggested community initiatives:
1. "Adopt a Tree" program for residents
2. Corporate CSR funding for urban forests
3. School-level plantation competitions
4. RWA-led maintenance of neighborhood parks
5. Vertical gardens in apartment complexes
The government should:
1. Provide free saplings to citizens
2. Implement strict tree protection laws
3. Create more urban green spaces
4. Involve NGOs in awareness campaigns
Trees are not mere decorations but essential for urban survival. Let's make tree plantation a mass movement rather than just an annual ritual.
Yours truly,
An environmentalist
19. CBSE 2021 Write a letter to the Police Commissioner requesting increased police patrolling in your area due to rising incidents of theft.
Model Answer:
Residents' Welfare Association
Palm Grove Society, Sector 45
Noida - 201301
January 20, 2021
The Commissioner of Police
Gautam Buddh Nagar
Sector 108, Noida - 201301
Subject: Request for increased police patrolling in Palm Grove Society, Sector 45
Sir,
On behalf of Palm Grove Society Residents' Welfare Association, I wish to bring to your urgent attention the alarming increase in theft incidents in our society.
In the last month alone:
1. Three burglaries in ground-floor apartments
2. Five cases of vehicle theft (2 cars, 3 scooters)
3. Chain snatching incident near society gate
4. Multiple complaints of suspicious persons loitering
Our society has:
- 200 apartments with 800+ residents
- Only 4 private security guards (inadequate)
- Poor street lighting on peripheral roads
- No police patrol after 10 PM
We request:
1. Regular police patrolling (especially 10 PM to 5 AM)
2. Installation of police picket nearby
3. Community policing meetings monthly
4. Improved street lighting coordination with corporation
We are willing to cooperate fully and can provide space for temporary police post if needed. The safety of senior citizens and children is our primary concern.
Yours sincerely,
Col. S.P. Roy (Retd.)
President, RWA
Palm Grove Society
Residents' Welfare Association
Palm Grove Society, Sector 45
Noida - 201301
January 20, 2021
The Commissioner of Police
Gautam Buddh Nagar
Sector 108, Noida - 201301
Subject: Request for increased police patrolling in Palm Grove Society, Sector 45
Sir,
On behalf of Palm Grove Society Residents' Welfare Association, I wish to bring to your urgent attention the alarming increase in theft incidents in our society.
In the last month alone:
1. Three burglaries in ground-floor apartments
2. Five cases of vehicle theft (2 cars, 3 scooters)
3. Chain snatching incident near society gate
4. Multiple complaints of suspicious persons loitering
Our society has:
- 200 apartments with 800+ residents
- Only 4 private security guards (inadequate)
- Poor street lighting on peripheral roads
- No police patrol after 10 PM
We request:
1. Regular police patrolling (especially 10 PM to 5 AM)
2. Installation of police picket nearby
3. Community policing meetings monthly
4. Improved street lighting coordination with corporation
We are willing to cooperate fully and can provide space for temporary police post if needed. The safety of senior citizens and children is our primary concern.
Yours sincerely,
Col. S.P. Roy (Retd.)
President, RWA
Palm Grove Society
20. Last worksheet! Next topic is: Memo & Circular Writing.
Answer: Memo & Circular Writing (next topic in Formal Communication series)
Explanation: Learn internal organizational communication formats for memos and circulars used in professional settings.
Explanation: Learn internal organizational communication formats for memos and circulars used in professional settings.
