Agreement Letter

An agreement letter is a formal type of written communication. It is needed at

the time of agreement between two parties. It contains all the terms and
conditions regarding the agreement. This type of letter can be a written list of
goods, services provided at the agreed prices, terms. It is binding contract
between the two parties with legal names and signature. It is an important
document as far as the matters of reliability is concerned. An agreement letter
should not be vague in language and content and should state the purpose of the
agreement. Mention all the details, specifications and conditions in this letter.
These letters acts as a model of communication between the customer, vendors,
consultants and clients. This form of letters falls under the category of business
writing hence should contain no ambiguity and doubt. The agreement letters
should be crisp, direct and clear as far as the content is concerned.
A letter of agreement can be needed for various reasons like working,
subcontracting, buying or lending money etc. Some agreement letters are
notarized as per the purpose they are drafted for. A formal letter of agreement
should be written very carefully to avoid any complications.

Here are some tips on writing agreement letter.

Always make a rough draft of such letter including the points that are
supposed to be in the drafted letter. There are many formats and forms of
these available on the internet. You can choose one of those or you can
write one on your own. A letter of agreement can also be hand written.
Take the printout of the letter if possible so that it is easier to read.

The name of the project should appear in this letter.

Include the dates. The date from which the agreement will be in effect and
the date on which it will be terminated should be mentioned clearly. The
names of the parties involved in the agreement should be included. While
mentioning the names, never use nicknames. Always use full legal name
of each party. 'a.k.a' can be included which means 'also known as'.

As a letter of agreement is formal, pay attention to the language of the

letter. Write the terms of agreement in a clear language which is not at all
confusing. Include the details like agreement of price, any money to be
paid etc in your letter. Include the discounts if any or penalties if
applicable along with the date from which they will be in effect.

A valid signature with date is very important in this letter. All the parities
that are involved should sign the letter. It will be best to have this letter
notarized to avoid unwanted disputes. Make two copies of it always.

If you have not drafted an agreement letter but are supposed to sign, or

one of the involved parties, read and re read the letter before
commitment. Check for any loopholes and do not sign if you have even a
fraction of a doubt. Get the things solved and cleared before you agree for
an agreement.

Be selective in choosing every word. You should not use flowery language
and long sentences should be avoided unless necessary.

If you are not well versed with the subject matter, get some help from a lawyer
or a professional of the relate field.

Letter of Agreement between Two Parties

An agreement is a mutual understanding between two persons or two companies
about some terms and conditions. Such a kind of communication on paper is
called agreement letter. It can be made for various reasons like lease,
subcontract, lending money, mortgaging, working, buying any product on loan
and so on.
Agreement is a letter with entire details of all the promises, applied rules of an
association, and agreed policies. If an agreement is signed between two parties
then it also contains a copy of all the list of goods and their prices. Whenever
parties engage in any kind of a contract they form an agreement letter, one copy
of which is kept with both the parties. The main components of an agreement
letter should be terms of payment, clear explanation of the work to be done,
entire information related to cost, span of the agreement, and a brief list of the
agreement period.

Agreement Letter Between Employee And Employer

Everything should be mentioned clearly in a specific manner to ensure a proper
deal. A lawyer should be hired if any kind of issue is hampering the term of
agreement.
If you want to make an agreement letter then first prepare a draft of the
agreement. In the draft list all the points which you feel important and include
the name of both parties, purpose of the agreement, clauses as decided, all the
policies agreed between the parties and length of the agreement. Once you
accumulate all the points, then prepare the final copy on a fair piece of paper,
proofread the entire copy and then both the parties should sign the deal. The
letter should be stamped by any government official and each party should have
one copy each of the agreement.
I hope this article has clarified all your doubts about agreement letter between
two parties.
Here is a sample of agreement letter between two parties, which is the basic
format of letter of agreement.

Letter of agreement should always be addressed to the person with whom the
agreement has to be made. This letter provides detailed information about the
person such as name, company, address, and purpose of agreement, terms and
conditions of agreement, date and also the name and address of the second party
who is making the agreement. These are formal letters and the language used to
write these letters should always be professional.
Mr. Smith K Jones
General Manager-Daimler Enterprises Pvt. Ltd

2820 Taylor Avenue

Miami, FL 33012
27 September, 2010
Subject: LETTER OF AGREEMENT
Dear Mr. Mike,
This agreement is made between Daimler Enterprises Pvt. Ltd and Bholer
Marketing Pvt. Ltd on the 25th August, 2010 in Miami. Daimler Enterprises Pvt.
Ltd has allotted all its marketing and selling work to Bholer Marketing Pvt. Ltd for
which necessary agreement has to be made by the two companies. The
agreement letter includes the reason of the agreement and requirements of both
the companies. It also contains the terms and conditions on which the agreement
has to be made by the two companies. It also has the details of the amount that
would be charged by the company and the payment structure.
If both the companies agree to terms and conditions mentioned in the letter of
agreement then they sign a copy and proceed further.
Agreed and accepted
Yours Sincerely,
Louis J. Mangan Relation Manager-Bholer Marketing Pvt. Ltd
Greenville, SC 29607

Termination of Lease Agreement Letter

Whether your apartment lease or commercial lease have come to an end or want
to implement an early termination clause, you can write a lease termination letter
to your landlord and give an official notice that you are not willing to renew the
lease. There are many other situations as well in which you may be forced to
write this letter. A landlord is planning to sell his property which is been rented
and would write a lease termination letter or if the tenant living in the apartment
destroys the property or conducts some illegal activity the landlord may be forced
to write the lease termination letter. Some steps to write a lease termination
letter are mentioned below, these cover the terms and conditions.

The date that you plan to or wish to move out should be indicated in the lease
termination letter. While writing the lease termination letter it is also necessary to
mention the date on which the leaseagreement started and the total length of
the lease term so that your landlord is clear that you've fulfilled the complete
term and are not subject to early termination penalty.
If in case there is any penalty, discuss with your landlord the plan or procedure to
pay if you are using an early termination clause. If you're ending the contract
early, write a lease termination letter that lets your landlord know if you will be
paying the remaining rent in full, along with any additional fees if any.

The day you move out of the apartment or the commercial property, schedule a
walk through by your landlord. This will allow your landlord to check the area for
damage to decide the amount of the security deposit that you will get back. List
the dates you will be available in the lease termination letter.
Mention the dates that you'll have the utilities turned off so that your landlord will
be able to arrange new services for future tenants or for selling the property.
While writing a lease termination letter one important thing to mention is when
you will return the keys and where your landlord can send your security deposit
or future documents.
It is very important to have all the general information regarding the lease in
your letter, your name and address, your tenants name and the location of the
property that you are renting from him. You should mention the time period till
when you are renting the property or apartment. This is necessary as it varies
from state to state and at the time of moving out it will not be a problem. It is
recommended that you also mention the reason for leaving the apartment or
property on the letter.
As mentioned earlier there may be many reasons for which you will have to write

lease termination letter. One example is given below; you can take it as a
reference and make changes as per the situation.
You are a Tenant and writing a termination lease agreement letter to your
landlord as the condition of the apartment is not proper.
Dear Landlord,
I am writing this letter to inform you that I would wish to terminate the lease
early due to quality of the apartment in which I am living. I do appreciate your
assistance in trying to resolve the problems; however the fact remains that the
environment of the apartment is not favorable to quality of life which I was
looking forward to.
It is my decision to move out from our lease without any failure on February 28,
2011. I would be glad to and will cooperate in showing the apartment to any
future tenant so that you don't face any difficulty or any financial loss. If I can be
of any help to make the process move smoothly and up to your satisfaction
please let me know.
Thank you for your kindness.
Yours sincerely,
- Tenant

How to Write a Confirmation Letter?

A confirmation letter is written to acknowledge and confirm details. These letters
can be effectively used to put oral agreements in written form. This type of letter
is used to inform an individual about his/her confirmation in service, confirming
the receipt of files, reports, confidential documents, etc. All your travel and hotel
reservations, appointments and meetings should be confirmed with a letter.
A confirmationletter is
a
good
business
gesture
and
helps
in
strengthening professionalrelationships.
A confirmation letter has to be drafted accurately and in a systematic manner.
The letter has to give all the facts like date, time venue of the meeting or
appointment. The letter has to begin with sentences like as per our telephonic
conversation, I confirm.., as per our discussion, I confirm.. This helps the reader
in understanding what the letter is about in the first glance. The letter has to be
concise and professional. The letter has to use a soft and positive tone.

These points below will help you in drafting a confirmation letter:

The letter should be typed on aletter head if it is for professional use. For
personal confirmation letters, you have to use good quality paper.

The letter should begin with name and address of sender and receiver. A
date should feature in the beginning. The two addresses as well as date
should be aligned to the left side.

All the details that you want to confirm need to be explicitly mentioned in
the openingparagraph of the letter. This will help the reader to understand
the main idea that is conveyed through the letter.

The main body of the letter should begin with salutations. The word "Dear"
followed by the name of the person whom the letter is addressed is the
format that has to be followed.

The letter has to be directly addressed to the concerned person who needs
confirmation about his service, documents, appointment etc.

The letter should end with a line like please inform me if you need further
information about..__ please write to me if you need to add ..__. This
helps the recipient in replying you back if he/she has some issues.

The letter should end with a complimentary closure. The phrases like
thanking you, yours truly, etc. can be used for closing letter followed by
your name and signature.

The letter should use professional fonts like Times New Roman and Arial.
The font size should be readable.

The letter should be flawless. Proofread the letter thoroughly before

dispatching.

Confirmation Letter
A confirmation letter is written to confirm a business deal or an employee in an
organization. A confirmation letter has various purposes like clarifying the terms
and conditions of a business proposal, solving the misunderstanding about the
situation or event. This letter helps in giving an assurance to the client that
he/she has received your report, proposal and has started working on it.
This type of letter uses an assertive tone. The letter has to be clear, accurate and
direct. This sort of letter helps all the members in a team to get latest updates on
current happenings. This letter helps in building good will and trust about the
company.

A Sample Confirmation Letter

George Shelley
HR Executive
ABS Fitness Center
34473 Golden Lantern Street,
Dana Point, CA,
United States
(949) 496-0606

November25, 2009

Neil Jackson
34473 Golden Lantern Street,
Dana Point, CA,
United States
(949) 496-0606

Dear Mr. Jackson:

We feel happy to inform you that your services are being confirmed as Marketing
Team Leader with effect from 20th November 2009. This is with reference to the
performance review of three months from 14 August to 15 November 2008, when
you were on probation in the company.
The terms and conditions given in the appointment letter remain unchanged. Your
salary revision will be done in the month of July as specified earlier. If there are

any changes in the leave policies, you will be informed about it in a separate
letter in the future.
The senior management has looked into your contribution to the company and
your hard work has paid as you have been confirmed before your probation
period of six months. This is due to your diligent performance and handling the
responsibilities well.
We wish you all the best! I hope you will fulfill your goals and company's goals
with the same sincerity and trust shown in the last three months
Yours truly,
George Shelley

How to Write a Complaint Letter?

A complaint letter is written to complain about the wrong doings, bad state of
affairs, errors, etc., to the authorities. This letter helps your voice to reach at the
right place and to the right person. On many occasions, the authorities are caught
unaware about the hardships commoners are suffering from. The reasons vary
from purposeful negligence, apathetic attitude, or genuine ignorance. Hence, a
letter of complaint proves useful in causing awareness and compelling the
authorities to find solutions towards the problems. The letter has to be clear,
concise, and factual. Preferably, maintain a straight-forward and curt tone
without being rude and threatening in your tone.
The letter of complaint has legal importance too. A letter is often considered as
an official complaint and hence is expected to receive immediate attention. If a
problem aggravates and you fail to receive remedies for complaints, then you can
take legal action on the basis of these letters. You can submit this letter as an
important document to fight your case. Also, it will help you in keeping track of
how much time and efforts you have given to solve a problem.
This sort of letter is used to raise your concerns about unfair things happening in
society. You can write a letter to government offices about the poor infrastructure
in the city, pollution, traffic problems, etc. As an employee you can complaint
against any poor quality amenities or unfair treatment given to you. A citizen has
every right to complain and make the authorities aware of his situations. By
writing a letter, you can pressurize the system and get the work done.

Take a look at following points that will help you in writing a complaint letter:

The letter has to begin with your name and address followed by the
receiver's name and address. The letter has to address the specific person
who will solve your concern.

This letter has to mention the facts like dates, people concerned, amount
invested, etc. This will help the officials in understanding the nature of
your complaint at the first glance.

The letter should have a polite, positive, and soft tone. Your anger and
aggression should not come out through the letter. The letter should show
respect towards the authorities.

The letter has to be concise. Use short paragraphs to describe your

complaint and how you had to suffer due to the problem. Every detail has
to be clearly specified.

Honesty is the best policy. Go with this saying when you draft this sort of
letter. This will help the people whom you are complaining to understand
the real state and how you are suffering.

You can enclose the photocopies of documents like receipts, agreements,

proof of complaints made previously, hard copies of email received, etc.,

to make your points strong and give proof of how the system has not
helped you.

Do not use the letter as a means of threatening the company for giving
you a bad product or service. After many complaint letters, the situation
remains same then you can use stern voice tactfully in the letter. If you
are really going for a legal action then mention it in the letter.

Do not use the letter as a means of threatening the company for giving
you a bad product or service. If it is first letter of complaint, then make it
sound more like a request than a complaint. Ask the authorities to look
into the matter and resolve the problem. Even after several warning
letters, if the situation remains same then you can use stern voice tactfully
in the letter of complaint. If you are really going for a legal action then
mention it in the letter.

The letter has to be signed with your full name at the end. The letter has
to carry your contact numbers and email address, so that the authorities
can contact you.

Proofread the letter before dispatching it. The letter should not have
typographical, spelling, or grammatical errors.

Complaint letters are widely used by everyone to express disappoint or anger

against a certain issue. Although it is a letter expressing a complaint, the writer is
not expected to be unprofessional and expressing views rudely. The complainant
is allowed to be strict and curt in writing about his grievances and demands, but
not rude. Hence, follow the letter writing guidelines and refer to the letter
templates to draft effective letter of complaints.

Complaint Letter
A complaint letter is used to complaint about a product, service or a person to the
higher authority. The complaint letter should be concise, clear and factual. The
letter has to clearly mention what actually the problem is. The letter has to
describe the problem in a precise manner. All the dates, details, requirements,
etc. have to be mentioned so that it helps the reader understand the problem
easily.
Even if you are angry and frustrated, the letter should use a friendly tone. This
helps the other party in reciprocating and the action is taken quickly. All the main
points of the problem that you are facing need to be highlighted in the letter.

A Sample Complaint Letter

Ellen Johnson
1920 Southeast Hulsizer Drive,
Ankeny, IA,
United States
(515) 281-3705

February 12, 2008

Henry Richardson
Customer Service
CL Sports Ltd.
2025 East River Parkway,
Minneapolis, MN,
United States
(612) 596-6100

Dear Mr. Richardson:

I had recently ordered a pair of sports shoes (Item # 1234) from your company's
website on February 05, 2008. I received the sports shoes on February 10. On
opening the parcel, I found that the shoes were defective. There is a small tear in
the front part of the left shoe. My order number is CD789456.
I am sending the parcel back to your company address with this letter. The shoes
were an urgent requirement so I have purchased another pair from a local sports

shop. As I have already bought a pair, you can credit the amount to my account
once you receive the parcel.
Thank you for patiently reading this letter. I have been a loyal customer of your
company for last five years. I never had a problem with any of your products.
This has happened for the first time. Will get back to you if I need any sports
equipment in the future.
Yours truly,
Ellen Johnson

How to Write Letter of Inquiry?

A letter of inquiry is written to inquire about an issue from a higher authority. The
letter is drafted to get some more information which is not available on website,
brochures, literature of the product. The letter is written by a customer to the
company seeking some information about a new product or service. This sort of
letter is written by a student to university to get information about a recently
launched course. This type of letter is written to governmental officials to
understand how to complete a procedure or apply for a license, etc.
To seek information that can be used is the main objective of this letter. The
letter is specially written to enquire about a product, service, course, government
rules, etc. from authorities. The letter has to use formal language with soft and
positive tone. The letter has to be to the point, short and precise. The letter
should give out the main purpose in the first few lines so that the reader can
clearly understand the motive. The letter has to clearly state the issue and aspect
of the issue you want to inquire about. Be clear in what you are inquiring about
and how the authority can help you in that regard.

Here are some suggestions that will help you in drafting a letter of inquiry:

This letter has to be printed on a company's letter head if used for

professional purpose or on a good quality paper.
The letter should have sender and receiver's name and address with the
date. All the three things should be left aligned.
The letter has to begin with the word "Dear" followed by the name of the
person. This is used as a salutation.
In the first paragraph, letter has to give out the main purpose of inquiring.
The letter has to address the concerned authority who can help you in
giving information about your inquiry.
Clarity is a must so that the authority can give you the information that
you are inquiring after reading this letter.
The letter has to close with a complimentary closure. The phrases like
thanking you, yours truly followed by sender's name and signature should
be used.
The letter should be free from typographical, grammatical and spelling
errors.
The letter should use professional fonts and readable font size

Letter of Inquiry
A letter of inquiry is written to inquire about a product or service offered by the
company. In this letter, you request the concerned person from the company to
give you information. Some students, who want to seek an admission for a course,
write a letter of inquiry to get information about new courses available on the
campus.
A graduate who wants to get an entry level job, writes this sort of letter to gather
information about the vacant job positions. An inquiry letter should specify the
purpose of writing the letter in the very beginning. You have to be courteous
while writing this letter. Ask the information only if you don't get it on the
internet. Keep in mind that your request for the information will be a time
consuming job for the other party.
You have to understand that when you are writing a letter of inquiry.

A Sample Letter of Inquiry

Charles Taylor
4511 John Tyler Highway,
Williamsburg, VA,
United States
(757) 564-3955
Date: October 15, 2008
Linda Robinson
Admission Coordinator
VirginiaUniversity
918 Emmet Street South,
Charlottesville, VA,
United States
(434) 924-3344
Dear Ms. Robinson:
I have heard a lot about the various courses offered by Virginia University. The
official website of the university gives a lot of guidance and help to students who
want admission. This is of great use as you can go through the courses and select
a few that you are interested in.
While going through courses in Management, I came across a course in Waste

Management. This featured under the category of green education. That really
interested me as I have completed my honors in Environmental Science. I love
nature and want to do some thing to nurture it through my profession.
I feel waste management is a course that will help me fulfill my dream. A lot of
jobs are available in this field of management as many countries have started
feeling the heat of global warming. I have some knowledge about the basics of
this course but I need detailed information, so that I can take a decision to
pursue my post graduate degree in waste management.
I request you to send me the detailed course structure, curriculum and admission
procedure for the course as these details are not available on the website. The
website gives information about fee structure, duration of course and eligibility
criterion for admission.
You can send me information on my email address - charles_taylor@hotmail.com.
This will be great help for me. I know it is a tough task and it will be time
consuming. I look forward to your positive reply.
Yours truly,
Charles Taylor

Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when
writing a formal or business letter. Furthermore, you try to write as
simply and as clearly as possible, and not to make the letter longer than
necessary. Remember not to use informal language like contractions.

Addresses:
1) Your Address
The return address should be written in the top right-hand corner of the letter.
2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.

Date:
Different people put the date on different sides of the page. You can write this on the right or the left on
the line after the address you are writing to. Write the month as a word.

Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to
find out a name.
2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are
writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and
single women.

Ending a letter:
1) Yours faithfully
If you do not know the name of the person, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might
not know whether you are male of female, put you title in brackets after your name.

Content of a Formal Letter

First paragraph
The first paragraph should be short and state the purpose of the letterto make an enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain

the relevant information behind the writing of the letter. Most letters in
English are not very long, so keep the information to the essentials and
concentrate on organising it in a clear and logical manner rather than
expanding too much.
Last Paragraph
The last paragraph of a formal letter should state what action you
expect the recipient to take- to refund, send you information, etc.

Abbreviations Used in Letter Writing

The following abbreviations are widely used in letters:

asap = as soon as possible

enc. = enclosure (when you include other papers with your letter)
pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they

cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them
know)

are not there to sign it themselves, etc)

ps = postscript (when you want to add something after you've finished and signed it)
pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side
of the page)
RSVP = please reply

Outline: A Covering Letter

A covering letter is the one that accompanies your CV when you are
applying for a job. Here is a fairly conventional plan for the layout of the
paragraphs.
Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about the
vacancy.
Paragraph 2
Give the reasons why you are interested in working for the company and why you wish to be
considered for that particular post. State your relevant qualifications and experience, as well as your
personal qualities that make you a suitable candidate.
Paragraph 3
Inform them that you have enclosed your current CV and add any further information that you think
could help your case.
Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your interest and close
the letter.

Outline: A Letter of Enquiry

A letter of enquiry is when you are approaching a company

speculatively, that is you are making an approach without their having
advertised or announced a vacancy.
Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you
are seeking, why you are interested and how you heard about them.
Paragraph 2
Show why their company in particular interests you, mention your qualifications and experience along
with any further details that might make them interested in seeing you.
Paragraph 3
Refer to your enclosed CV and draw their attention to any particularly important points you would like
them to focus on in it.
Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their company and
desire to be considered for posts that might as yet be unavailable.

Writing a formal letter

SPM ENGLISH
By JUGDEEP KAUR GILL

WRITING a formal letter can be difficult for some students but with the right guidance and
some practice it can be made easy.
When writing a formal letter, you must pay attention to the format/layout of the letter.
Besides, you must also keep it short and to the point.
Also, make sure your points or ideas are well-presented. Most importantly, pay attention
to the tone and language. A formal letter must be polite.
There is no need to be rude even if you are expressing your unhappiness or
dissatisfaction. Remember, you should not use informal language or contractions in a
letter of this nature.
These days there are several formats available for writing formal letters but we will only
look at the format which is used in Malaysian government departments and taught in the
Malaysian school system.
Guidelines for Writing a Formal Letter
1. Your address

Your address should appear on the

left-hand corner.
2. A horizontal line across the page sepa rates your address from the recipients address.

3. Address of the person to whom you are writing

The recipients address should be

below your address.
The postcode and name of the town should be underlined.
4. Date

The date is written on the right along the same line as the last line of the recipients
address.
The month should be spelt out (i.e. it should be in words, not numbers). It must be written
in full (do not use abbreviations such as Sept) and in capital letters.
5. Salutation/Greeting

If you know the name of the recipient, then do use his surname (Dear Mr Tan)
If you do not know the name of the person to whom you are writing, then use Dear Sir or
Madam
6. Subject heading

The subject heading gives the reader an idea what the letter is about.
Write the subject heading directly below the salutation and it should be underlined
7. The body of the letter

The body of the letter refers to the contents of your letter.

It should be divided into short and clear paragraphs.

All paragraphs should be numbered except for the first and last paragraphs.
a. In the first paragraph, you should state the reason for writing (whether it is to inform, to
complain, to invite etc).
b. From the second paragraph onwards, you should include information that is deemed
necessary, depending on what you are writing about.
The number of paragraphs depends on what you are writing.
c. In the last paragraph, state what you expect from the recipient. This is usually in the
form of an action or response. It is a common practice to end a formal letter with phrases
such as I look forward to hearing from you or I hope prompt action will be taken to solve
this problem.
A note of thanks is usually included

Remember to organise the information in a clear and logical manner.

Also, do not write lengthy paragraphs.
8. Ending

You can end the letter by writing Yours faithfully.

In practice, we usually use Yours
sincerely, if we know the recipient but for exam purposes I would advise you to use only
Yours faithfully.
9. Signature

Do not forget to sign the letter and write your name below it in capital letters with in
brackets.

Above is a letter of job

application. The numbers refer to the notes above.

Read the sample question below

You are the Secretary of the Residents Association in your housing estate. Write a letter
to the director of the local municipal council to complain about the problems you and the
other residents are facing.
In your letter, include the details below:
rubbish not collected

causes terrible stench

stray cats and dogs scatter rubbish

clogged drains

breeding ground for mosquitoes

increase in cases of dengue fever

street lights not working

cause accidents at night

increase in crime
playground not well- maintained

overgrown grass

playground equipment damaged

When writing your letter, you should remember to:

set it out in the correct format

include all the points given

address the letter to the director of the local municipal council

Rajvind Gill,
10, Jalan Jujur,
Taman Jayadiri,
68000 Ampang,
Selangor

The Director,
Ampang Jaya Municipal Council,
Bangunan Mentari,
Ampang Jaya,
68000
SELANGOR.
15 SEPTEMBER 2009
Dear Sir,
Poor Maintenance of Taman Jayadiri
I am writing this letter on behalf of the residents of Taman Jayadiri to complain about the
dismal conditions we have been putting up with for the past three months.
2. One of the main grouses of the residents concerns uncollected rubbish (point 1).
Initially, rubbish was collected three times a week. However, since June this year the
garbage collectors have only been coming once a week. Our litter bins are always filled
to the brim and we have no choice but to leave our bags of rubbish next to the bins. The
rotting waste causes a terrible stench (point 2). Worse still, stray cats and dogs
scatter the rubbish (point 3) while looking for food. This is not only unpleasant but also
unhealthy.
3. Most of the drains in Taman Jayadiri are clogged (point 4) with rubbish resulting in
the water becoming stagnant. It is not uncommon to see plastic bags, bottles and dry
leaves in these drains. There is an urgent need to clear these drains as the stagnant
water is an idealbreeding ground for mosquitoes (point 5). The residents are worried
as there has been a sharp increase in dengue cases (point 6) in the last two months.
4. The street lights along several roads are also not working (point 7). This has
caused several accidents at night (point 8), mostly involving motorcyclists as they are
unable to see in the dark. Unfortunately, the dark streets have also led to another
problem an increase in crime (point 9). Several residents, especially women, have
fallen victim to snatch thieves.
5. The one and only playground in our area is also not well-maintained (point 10).
The grass is overgrown (point 11) as it has not been cut for almost three months.
Besides, the playground equipment is damaged (point 12). Many of the see-saws and
swings have been spoiled by vandals.
I hope the council will look into our complaints and take prompt action to solve our
problems.
Thank you.
Yours faithfully,

RajvindGill
(RAJVIND GILL)

HOW TO WRITE A FORMAL LETTER

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Use these tips when writing a formal letter

When was the last time you actually "wrote"

a letter? Follow these tips to write the perfect
formal letter.
Adrian Clark 2008

In today's Internet- and e-mail-driven society, the need to write a formal letter arises less often than in
the past. However, it is still occasionally necessary to present a formal letter to obtain information, to
apply for an academic program or a job, to write a complaint letter, or simply to express your opinion
in an effective and coherent manner.

Tips for formal letter writing

Be concise
State the purpose of your formal letter in the first paragraph and don't veer from the subject. Try to
avoid flowery language or long words. Keep the letter short and to the point. This excerpt from Strunk
and White's The Elements of Style (4th edition) provides the perfect rule of thumb:
Vigorous writing is concise. A sentence should contain no unnecessary words, a paragraph no
unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a
machine no unnecessary parts. This requires not that the writer make all sentences short, or avoid all
detail and treat subjects only in outline, but that every word tell.

Use the right tone

A business or formal letter should be written in a tone that is slightly more formal than your everyday
language. Avoid the following: slang or jargon; contractions such as I'm, can't, it's; and vague words

such as good and nice. Be polite and respectful, even if you are complaining. Take a look at our formal
letter example to see what tone is appropriate.

Proofread
Once you have written your formal letter, check the grammar and spelling carefully. Use the spellchecker on your computer and then read the letter over yourself as the spellchecker will not likely catch
every error. Use a dictionary or thesaurus, if necessary. Check the grammar and punctuation for
correctness and make sure the sentences are complete. It is usually a good idea to have someone else
proofread your formal letter, even after you have done so, as you may have overlooked errors in
something that you have read over many times. If this formal letter is important enough for you to take
the time to write, don't rush its completion. Errors may diminish the impact of the statement or
impression you are trying to make.

Use proper format and presentation

Remember that the first impression is the one that lasts. Use good quality paper and a matching
envelope for your formal letter. Make sure the recipient is addressed properly and that his or her name
is spelled correctly. Equally importantdon't forget to sign the letter!

Present your ideas properly: Formatting a formal letter

Adhering to the standard conventions of good formal letter writing and presenting your letter
attractively will ensure that your thoughts are seriously considered by the recipient and given the
attention and consideration they deserve. Here are a few formatting tips:

Heading
The heading consists of your address (but not your name) and the date. Telephone numbers and e-mail
addresses are not usually included here, but they are acceptable. Using block format, the heading goes
in the top left-hand corner of the page.
123 Elm Ave.
Treesville, ON M1N 2P3
November 23, 2008

Inside Address
The inside address consists of the name and address of the person to whom you are writing. You should
try to address the formal letter to a specific person, but if you do not know his or her name, at least try
to include his or her title. This address is usually placed four lines below the heading if a word
processor is used or one line below the heading if the letter is handwritten.
Mr. M. Leaf (name)
Chief of Syrup Production (title)
Old Sticky Pancake Company
456 Maple Lane
Forest, ON 7W8 9Y0

Salutation
Skip one line after the inside address and then type the salutation. Your choice of salutation depends on
whether or not you know the intended recipient of the formal letter. The most usual greeting is

Dear
followed by the person's name and punctuated with a colon. If you don't know whether
the person you are addressing is a man or a woman, you may begin with

Dear Sir or Madam

, again followed by a colon.

Ms
. may be used if you don't know the marital status of a woman. Furthermore, if the
person has a specific title such as

Dr.
, make sure that you use it.
Dear Mr. Trunk:

Dear Ms. Root:

Dear Mrs. Branch:

Dear Dr. Acorn:

Body
Skip one line after the salutation and begin typing the body of the formal letter. This is the main part of
the letter. Keep in mind the rules outlined above regarding brevity and coherence. It is best to use short,
clear, logical paragraphs to state your business.

Closing and Signature

This is the end of the letter. Skip one line after the last paragraph of the body of the letter and type the
closing. Only the first word of the closing should be capitalized. It is punctuated with a comma. Leave
several lines after the closing and type (or print) your signature. Your actual handwritten signature is to
be inserted between these two printed lines, written in ink.

Yours sincerely,

Writing informal letters

SPM SERIES: ENGLISH
By JUGDEEP KAUR

LETTER writing is an important aspect of any writing course. This is because letter
writing is a very important activity in our daily lives, be it for business or personal
purposes.
In the Malaysian secondary school system, students are taught to write two types of
letters formal letters and informal letters although the latter is a dying art in this age of
e-mails and text messages.
Informal letters are easier to write in terms of format, language and tone. These letters
are sometimes called social or friendly letters. Examples of informal letters include letters
to family members and friends.
Lets look at some important aspects of an informal letter.

In the accepted format, candidates must

indent paragraphs

 use proper punctuation

use capitalisation where necessary
For example, the month of the date (10 January 2009), the salutation (Dear Maria)
Under normal circumstances, it is perfectly acceptable to use informal language (e.g.
stuff, jam-packed) and contractions (Ill, wont) in an informal letter, but this is usually not
acceptable in the local examination system.
1. Some useful expressions on how to begin an informal letter
Thank you for your letter which I received yesterday.
I was pleasantly surprised to hear from you.
It was wonderful to hear from you after so long.
Thank you for your letter. I was pleased to hear that you are in good health.
It was really nice hearing from you. I am glad that you like your new school.
I hope this letter finds you in the pink (of health).
Thank you for the lovely birthday card.
2. Some useful expressions on how to end an informal letter
I promise to write to you soon.
I hope you will reply soon.
Give my best wishes to your parents.
I am looking forward to seeing you.
I look forward to hearing from you.
Do write and tell me how you are progressing.
Do write soon.
Let us take a look at a sample question. The question below is similar to the question in
the previous weeks article in terms of content points. Only the text-type differs.

Dear Raihan,
It was a lovely surprise to hear from you after such a long time. I know I lost a good
friend when you moved to another town but I understand you had no choice as your
father had to take up the new posting.
In your letter you asked me for some advice on what you should do to become a
successful student. If you want to be successful, you must set goals. People who set
goals accomplish more than those who do not. Write these goals on a piece of paper and
put it up on the wall near your study table. This way, you will be reminded of your goals
every day.Moreover, you must be motivated. When you are motivated you will have a
strong desire to do well and to achieve your goals. I have put up some inspiring
motivational posters on the walls in my room. In addition,you must pay attention in
class. Listen actively and focus on what the teacher is teaching. If you have disruptive
classmates, sit in front of the classroom, away from them. Always ask questions if you
do not understand. Seek clarifications from your teachers or your friends if you are shy to
approach the former.
Another important tip to being a successful student is to be organised. You can use
a planner or notebook to write down all your assignments when they are given. This way
you will not forget your homework, dates of tests or projects. Remember, if you are
organised, you will be well- prepared and you will have less stress. You must
alsocomplete your homework on time. Homework helps reinforce what you have learnt.
It helps you understand and remember the information your teachers have conveyed in
their lessons.

To be a successful student you must prepare well for exams. A successful student
is one who prepares for exams well in advance, and not at the eleventh hour. You must
have diverse interests if you want to be an outstanding student. You should take part in
co-curricular activities in order to become a well-rounded person. These activities help
develop leadership skills and teamwork besides instilling values like cooperation and
tolerance. Discipline is an important aspect of our lives. No matter where you go or what
you do, you will be subjected to rules and regulations. Hence, it is crucial that you obey
the school rules. Besides, you must respect everyone. You must respect your parents,
your teachers, the school staff and also your friends. You must respect other peoples
feelings and opinions.
There are also several things you must avoid if you want to be a successful
student. You must avoid wasting time. These days many teenagers spend hours
chatting online on social networks such as Facebook or playing computer games. These
are a waste of time and will not benefit you in any way. Remember, Time and tide wait
for no man. Also, avoid skipping school. Some students feel that school is a waste of
time as they can learn better from their tuition teachers. This is not true. Your teachers
are experienced and well qualified. They are also experienced examiners and they know
how to impart knowledge effectively
I have to stop here. I hope the above tips will come in handy. Till I hear from you,
take care.

Dear Raihan,
It was lovely to hear from you after such a long time.
In your letter you asked me for some advice on how to become a successful student.
If you want to be successful, you must set goals.Moreover, you must be motivated.
Motivation makes you work hard. This will help you to achieve your goals. In
addition, you must pay attention in class. Focus on what the teacher is teaching. You
mustalways ask questions if you do not understand. You can ask your teachers to
explain things to you.

To be a successful student you must be organised. Use a notebook to write down

all your homework. This way you will not forget to do your homework. You must
also complete your homework on time. Homework helps you to understand and
remember what the teachers have taught. Besides, you must prepare well for exams.
You must not study at the eleventh hour. You should also take part in co-curricular
activities. These activities help you becaome a better person. You learn leadership skills
and values like cooperation and tolerance. Discipline is important in our lives. Hence, it is
important thatyou obey the school rules. Lastly, you must respect everyone. You
must respect your parents, your teachers, the school staff and also your friends.
There are also several things you must avoid if you want to be a successful
student. You must avoid wasting time. Do not waste time on Facebook. Also, do not
play computer games all the time. It will not help you in any way. Avoid skipping school.
If you skip school, you will miss out on important lessons and you will find it difficult to
catch up with your other classmates.
I have to stop here. I hope you find the above tips useful. Till I hear from you, take
care.

The sample above is meant to show weak students how they can get marks for format
and content. Most of the sentences are simple sentences and the elaborations are simple.
Remember when you write an informal letter:
Do not use slang words
Do not use words which are in a language other than English. This means you cannot
write Dear Abah, or Dear Amma even if that is how you address your parents.
Do not sign off with Love and Kisses. Keep that for your personal letters.

Write an Informal Letter

An informal letter or a personal letter is a letter to a close friend or an
acquaintance. Isnt it wonderful to receive such a letter from a friend? Better yet,
isnt it wonderful to actually write one?
If you think letter writing is lame or old fashioned, read this article first: Letter
writing
Letter writing still has a sentimentality about it that transcends all other forms of
communication, and this is probably why some people stick to it even though
they could use other means.
The best way of learning how to write letters, I reckon, is to look at a number of
specimens, analyse what has to be done and perhaps what does not have to be
done, dont you agree?
Of course there are no hard and fast rules about how to write an informal letter
and common sense dictates that someone may use whatever works best for him.
However, there is a conventional way of going about it that will make all the
difference if you apply it.
Lets start off by reviewing a letter I wrote to my sister some four years ago:

Informal Sample Letter #1

1. Address and date

Some people may think the address is not important in an informal letter
and prefer to leave it out. That works well if the person you are writing to
knows your address already or if she has a good memory! However, it is
very unlikely that someone will always remember your address, so it is
always a good idea to include it. Remember, this is the address they have
to write to for the letter to reach you. The recipients address is on the
envelope.

The address and date should be in the right hand corner. If I were writing
to a person in another country, I would have preferred to add the
following details:
Hillcrest Secondary School,
P.O Box 60453,
Livingstone,
ZAMBIA
10101
7th February 2004
Since she already lives in Zambia, it is not necessary to include the
country and the postcode i.e. 10101. However, if you are writing to
someone outside the country, always include your country and post code.
After you have written the address, leave a line and write the date.
2. Salutation
The most common salutation in an informal letter is Dear.
Note that it is followed by a comma.
Dear Mimi,
However, some go extremely informal and use Hey! or Hi!
You should use your discretion. Obviously if you are writing to your father,
you would not use Hey! unless of course you are extremely close.
3. Body
Here are a few things you should take note of:
o

Paragraphs:
Since informal letters are usually written by hand, the paragraphs
are usually indented. However, with more people using their
computers to do most of their writing(and I have a bad feeling
most people will forget how to write with their hands), it is

becoming a common practice to write paragraphs without

indentationslike the way this one is written. This, apparently, is
the modern way of writing paragraphs.
o

use informal language

The first paragraph generally expresses a greeting, followed by
wishes of good health. Remember you are writing to someone you
know very well, so try to be as friendly as possible:
How are you my dear sister?
However, always use your discretion. Try not to go overboard.
Some people become bold and daring in letters and write things
that they would otherwise not say to the person face to face.
Obviously if you are writing to an adult that you respect, like your
dad, try not to write things like:
Whats up dude! or Whats going down?
Try to picture the person you are writing to standing in front of
you. Imagine the things that you would say to him and write them
down. This will help you not to go overboard.
Also avoid boring sentences like
I am writing this letter to.
unless you are writing to a stranger. Even so, try to be as
amiable as possible:
I have heard so much about you and would be head over heels with joy if you
could agree to be my pen pal
Try to be as conversational as possible. You are allowed to use
colloquial language i.e. language that is appropriate for speech
but not really for writing:
My journey back here was fine, though it was quite a long one. I wanted to travel
by CR bus but guess what; all the wretched buses were full! So I had no choice
but to travel by a small Rosa bus. The journey took seven hours. By the time we
reached, my legs were tried and my bottom was severely sore, ugh! Next time, I
promise, Im not gonna use one of em tiny buses!
However informal you get, you should not forget to pay attention
to

punctuation and spelling

I have come across a good number of letters that abound with
spelling mistakes and awful punctuation. Such mistakes tend to
distract the reader, so dont neglect them even though you know
your friend will understand.
The quality of your letter also speaks volumes about the kind of
person you are so all the more reason to be careful!
If you use contractions, make sure that you put the apostrophe in
the right places. For example:

Isnt and not isnt

wont and not wont
mustnt and not mustnt
The contraction its is especially one that you must watch out for.
It is the short form of it is or it has. But if you want to use it to
indicate possession, you should use its and not its. Check out this
example:

The dog lost its collar.

Remember also to use capitals for the right things i.e. the names
of people, places, holidays, etc should all start with a capital letter.
Bottom line? Dont throw away your grammar book!
o

Use consistence voice and style

Use the active voice if you want your letter to sound more
conversational and interesting. Avoid shifts in the voice. Check out
this article on the advantage of using the active voice: Use active
Voice
One common error is inconsistency in the tense. For example read
the following sentence:

I was going to town yesterday when a dog bite me and I ran all the
way to the hospital.

Here is a sentence with starts in the past tense and then right in
the middle, the tense changes to present and then finally reverts
to past. Even if your friend is very understanding, this is still
distracting.
o

Ask questions
It is always a good idea to ask questions in the body of the letter
that you would like the person to answer in their reply. Questions
work as a good base on which to write a letter, and they give the
recipient motivation to reply:
How are those wonderful brothers of mine?
Did I tell you that I am librarian too, eh?

4. Complimentary close
This is where you sign off, i.e. say toodle- oo:
Take care,
Michael
In informal letter writing, the complimentary close is always very friendly:

Love,
Lots of love,
Best wishes,
Missing you lots,
Yours forever,
etcetera
Remember, a comma always follows the complimentary close.
5. Post Script
Use P.S. to add a short message after the complimentary close. Use it
especially to write down something that you may have forgotten in the
body of the letter.

Ah, I am certain that these tidbits will help you write a great informal letter!
Oh, what was that you are asking? How do I properly write the recipients
address on the envelope?
No problem, I have that covered. check the example below:

N.B:You may choose to leave out the commas after each line in the address.

Here are some more sample informal letters:

The first is a letter from George to his girlfriend Lisa, whereas the second is her
reply:

Informal Sample letter # 2

I would love you to take note of the following in these informal letter sample:

In the first paragraph, George offers greetings, as well as a comment on

his past and previous state of health.
George takes care to mention the things of lesser important first.
Obviously, the informal letter is not about Trevor, so he deals with this
first. I like the way he skilfully shifts the attention from Trevor to his girl
friend in the closing sentence of paragraph two:

...What I did tell him was that your radiant smile is lighting up the
entrance of the MTN offices.
In my own opinion, it is a good idea to mention the by-the-way and less
essential things first, and then concentrate on the important things in the
body.

The content of your letter should be tailored in such a way that it elicits a
response on its own. In short, it should be substantial enough to prod the
reader to respond (It is weak and totally uncool to beg for a reply).
A teasing statement like:

I am sure that the very idea of marrying a jobless and destitute man
repels you enormously!
is bound to elicit a response, especially a defensive one. Learn to write in
a manner that will compel the reader to reply. I am sure we are past the
'Pliz reply' postscript!

It is true that most people remember most what they read last, so in your
concluding paragraph, mention something substantial. George uses the
last paragraph to emphasise the closeness of their bond:

Take care dear! Remember, I am hereright here, in your heart.

Note the extra-friendly complimentary close. The complimentary close

often saves to indicate how close you are to the person you are writing to;
the more affectionate, the closer the friendship.

Yours forever,
George

Here was Lisa's reply:

Informal letter sample # 3

Take note of the following:

1. Lisa does not find it necessary to write out the complete date. In fact,
since George knows her so well, she might choose to leave out the
address altogether.
2. Notice the extra affectionate salutation:

Dearest George
3. Be wary about using abbreviations.If you are to use them, make sure that
you write them out in full in parenthesis if your reader will not know what
they mean. In our example, Lisa uses the abbreviation TLC and does not
write it in full because she is certain that George knows what it means.
4. Note too the very affectionate complementary close:

Lots of love,
Lisa