CBSE Class 12 English Letter Writing – Official Letters
Official letters are letters written to various public or civil servants who generally head their respective departments, sections, branches or zones.
Official letters can be broadly divided into three categories:
- To officials regarding CIVIC AMENITIES like electricity, roads, health and hygiene, pollution of air, water, noise etc.
- To police officials regarding LAW & ORDER such as against lawlessness, riots, quarrels, eve-teasing, gambling, drinking brawls, breakdown of law and order and other social evils.
- Departmental letters regarding postings, transfers, promotions, etc.
Note. These departmental letters are not included in your syllabus.
(a) MAKING ENQUIRIES
SHORT TERM COURSE
You are Aman/Aarti of 119, Church Road, Kanpur. You are interested in doing a short term course in Public Speaking for your personality enrichment during your summer vacation. Write a letter to the Director, Personal Centre, Sector 22, Chandigarh, inquiring about the duration of such a course and the terms and conditions for admission.
119, Church Road
15 May, 20XX
Personal Care Centre
Chandigarh – 22
Sub: Information about a short term course
I have come to know that your institute imparts training in different personality enrichment courses during the summer vacation.
I have appeared in the A.I.CBSE this year and I am keenly interested in doing a short-term course in public speaking so as to equip me in interactions with my new colleagues in the college and /or field of work.
Please inform me about the duration of the course, fees and other charges as well as terms and conditions for getting admission. Kindly enlighten me if boarding and lodging facilities are available, and if so, what is the approximate expenditure. In case you have a printed brochure or typed information in this regard, kindly forward it to me to the address given above.
Yours faithfully Aarti/Aman
Your sister has just passed the All India Secondary School Examination of CBSE. She is keen on joining some institute which may help her in her personality development. She consults her language teacher on the subject who advises her to join the Centre for Creativity and Development for this purpose. Now write a letter to the Director of the Centre, seeking necessary information about her admission to their 8-week summer course in leadership.
175C – Janakpuri
20 June, 20XX
The Centre for Creativity and Development
Sub: Information regarding 8-week summer course
My younger sister has just passed the All India Secondary School Examination of CBSE. She is a brilliant student and has secured 85% marks in X. She does not want to opt for the traditional prestigious courses in science viz. medicine or engineering. She is enamoured of the information technology, but I feel that she is a bit timid and lacks self-confidence. She certainly needs some skilled guidance and training in personality development, leadership and interaction. She consulted her language teacher on the subject and he advised her to join your centre for this purpose.
Kindly supply me the following information regarding the 8-week summer course in leadership:
(a) The number of students in each group.
(b) Whether separate coaching classes are held for girls.
(c) Fee for the whole course.
(d) Whether fee is accepted in two/three instalments.
COURSE IN COMPUTER PROGRAMMING
You are Akhil /Karishma of 119, Mall Road, Shimla. You are interested in doing a short-term course in computer programming during your summer vacation. Write a letter to the Director Computer World, Sector 22, Chandigarh, inquiring about the duration of such a course and the terms and conditions for admission.
119, Mall Road
10 May, 20XX
Chandigarh – 22
Sub: A short term course in computer programming
I have seen the advertisement inserted by you in the newspaper regarding the above mentioned course. I have just passed the A.I. CBSE examination for XII class with science stream. I am interested in doing a short course in computer programming during my summer vacation. However, before joining the course, I would like to know the following details:
- Duration of the course and fees.
- Whether received in lumpsum or in instalments.
- Whether a diploma/certificate is issued.
- Recognition and its validity.
- Timings and other relevant information.
- Whether correspondence or postal facility is available.
If you have any printed material for information kindly send it to me. A self-addressed and duly stamped envelope is enclosed for the purpose.
An early response will enable me to join your course immediately.
Your school is proposing to take the students to Ooty. You are the Organising Secretary of your school. Write a letter to the Manager, Youth Hostel in Ooty, requesting him to provide your group with accommodation for 2 days.
Summer Fields School
Kailash Colony, New Delhi
5 September, 20XX
Sub: Providing suitable accommodation
A group of about 50 students of this institution has decided to visit Ooty and other sites worth sight-seeing in Karnataka state. The touring group will reach Ooty on 25th September and stay there for three days.
Your hostel is renowned for providing requisite facilities to the students at concessional rate. I would be very grateful to you if you could arrange accommodation for this group from Sept. 25 to Sept. 27. I am enclosing a bank draft of ? 2000/- to cover the reservation charges.
Please confirm our reservation by return of the post.
As Sports Secretary of your school, write a letter to the Secretary of the Sports Authority of India, Delhi requesting him for details regarding the sports scholarships that are available for students.
St. Mark’s School
20 April, 20XX
Sports Authority of India
Sub: Information regarding sports scholarship
I have come to know from my friend in Punjab that the Sports Authority of India awards scholarships to sports persons and athletes who distinguish themselves in various sports disciplines during their school days. The tenure of these sports scholarship varies from three to five years.
Some of our athletes have topped at the district level and have been selected for national events. They are keen to know the availability of sports scholarship awarded under your benign guidance. The specific conditions and eligibility criteria may please be intimated to us.
I hope you will provide the necessary information at your earliest.
WASTE WATER MANAGEMENT
K.A. University, K.A. City offers a correspondence course leading to Diploma in Waste Water Management after plus two. You are Deepak /Deepti Sinha. Write to the Director, Correspondence Course, K.A. Universtiy for the brochure and prospectus and enquiring about the job opportunities after completing this course.
15, Sikandra Road
25 July, 20XX
Sub: Information regarding diploma in waste water management Through your advertisement in The Tribune I have come to know that your University offers a correspondence course leading to diploma in waste water management after plus two.
I have just cleared my XII class Board Examination with distinction and would like to join this new and challenging course.
I would like to know about the job opportunities after completing this course. Kindly enlighten me on this point.
You are also requested to send me details regarding time span, cost and other relevant information. In case, there is a printed prospectus or brochure, it may kindly be mailed to the address given above.
Looking forward to an early response.
Ravi Mathur of 59 Adarsh Nagar, Secunderabad, a Class XII student of the Commerce stream sees this advertisement. He writes a letter to the institute seeking information about the subjects taught, the timings of the classes, class size and fees. Write his letter.
59, Adarsh Nagar
16 July, 20XX
Sure Shot Institute
14A, Lancer Barracks
Sub: Coaching in Commerce stream
Kindly refer to your advertisement in the Deccan Times dated 15 July, I would like more information and details about the courses the institute offers, facilities available, timings, fee structure and size of classes/groups. I need coaching in Accountancy, Advanced Mathematics and Statistics. Please let me know if coaching is available in all these subjects and what is the schedule. Does your institute cater to individual difficulties or only general problems are discussed and resolved ?
Kindly enlighten me on all the above points. In case you have a detailed information booklet, do send it to my address given above.
SHORT COMPUTER COURSES
Renu Bakshi is interested in doing a short term course in programming. She decides to write a letter inquiring about the duration of the course, fees and other details. Write the letter to C-Pack Computers, 4/1, 3rd Main Road, Bangalore.
15, Mall Road
15 May, 20XX
4/1, 3rd Main Road
Sub: Short Computer Courses
Refer your advertisement in the local newspaper regarding a short term crash course in programming. Kindly provide me with the following details:
(a) The duration of the course.
(b) Fees to be paid and whether it can be paid in instalments.
(c) Size of the class.
(d) Computer time available to each student.
(e) Timings of the classes and the number of days in the week the classes are held.
I would be obliged if you send me these details as I am keen on joining the course.
MAKING ARRANGEMENT TO STORE RAIN WATER
You are Akbar/Amina. Summer months are difficult time for the people, especially people in the big cities because of the acute shortage of water. Write a letter to the Municipal Commissioner to make arrangements to store rain water and utilise it. Also give suggestions to him to create awareness among the people to save water.
A-74, Vasant Vihar
15 June, 20XX
The Municipal Commissioner
Delhi Municipal Corporation
Sham Nath Marg
Sub: Arrangements to store rain water
The residents of Vasant Vihar have faced an acute shortage of water during summer season. This year was exceptionally hot and a lot of water was needed for quenching thirst, bathing, cooking and other basic household needs like washing clothes, utensils etc. The shortage of water caused a lot of problems and turned people’s life to a virtual hell.
The rainy season is at hand. You are requested to make arrangements to store rain water and utilise it during the lean periods of water supply. Moreover, awareness should be created among the people by distributing pamphlets, advertisements in newspaper, T.V. etc. to save water. Practical demonstrations of ‘Rain water Harvesting’ will prove an educative step. Posters on “Water is Precious’ and Water is Life’ may be displayed at important places.
I hope my suggestions will find favour with you.
INSANITARY CONDITIONS & MOSQUITO MENACE
Write a letter to the Commissioner of Chennai Corporation, complaining about the poor sanitary conditions and mosquito menace in your locality.
34, Periyar Road
19 September, 20XX
Chennai Municipal Corporation
Sub: Poor sanitary conditions and mosquito menace in Periyar Road I want to draw your kind attention towards the poor sanitary conditions prevailing in our locality – Periyar Road. It seems that the cleaners have forgotten the existence of
this locality on the civic map of Chennai. Heaps of rubbish are lying here and there, with flies swarming around and pigs wallowing in the filth and mud caused by the overflow of dirty water from the drains on to the road. The drains are choked as they are neither cleaned nor flushed.
The dirty water collects on the road forming cesspools of filthy water. There are also many pits on the roads which are full of drain water. All these serve as breeding places for mosquitoes. The mosquito menace is so intense in our locality that we have to use anti mosquito sprays, mats and aerosols to have undisturbed sleep for a couple of hours. You are requested to pay a surprise visit to the locality and judge the state yourself. Kindly take some immediate and effective steps to improve the sanitation and rid us of the menace of mosquitoes.
Hoping for a favourable action.
Write a letter to the Police Commissioner (Traffic) about the inadequate parking facilities in the commercial street area of Bangalore, which is causing a lot of inconvenience to the people. You may also offer your suggestions to solve it. You are Rakesh/Radhika, No. 12, Jayanangar, Bangalore. (Word limit: 150 words)
12 March, 20XX
The Police Commissioner (Traffic)
Sub: Inadequate parking facilities
I wish to draw your attention towards the lack of an essential civic amenity which causes trouble not only to the vehicle users but also to the general public. The inadequate parking facilities in the commerical street area of Bangalore has caused a sea of chaos, confusion and disorder. Most of the vehicles are parked on roads blocking the passages to and from the parking spaces. The problem gets worse during the evening hours. People are stranded as they can’t park their vehicles at places earmarked for parking. Nor can they move out easily towards the road from the parking spaces.
I would like to offer some practical suggestions:
- Vehicles with even number should be allowed on even days i.e. (Tuesday, Thursday and Saturday) while those with odd ones be used on odd days (Monday, Wednesday, Friday). This will cut the number of vehicles by 50%.
- The parking lots should be controlled by the police so that entry/exit is not blocked.
I hope my suggestions will be implemented for public benefit.
You are Sachin /Sakshi, the President of the students’ council of your school. Write a letter to the S.H.O., Police Station Daryaganj, Delhi, drawing his attention towards the increasing incidents of eve-teasing and crimes against women and young girls in your area.
ABC Sr. Sec. School
21 November, 20XX
Police Station Daryaganj
Sub: Eve-teasing and Crimes against women
The anti-social elements are having a field day in our area. Minor incidents of stealing, pick-pocketing and robberies have become a part and parcel of civic life. What has shocked the sensibility of the youth is the ever increasing trend in disrespect towards women in general and young girls in particular.
Clusters of young boys can be seen standing in groups at public places like bus stops, street comers, park entrances etc. When a young girl or a couple of girls happen to pass near them, they invariably subject them to verbal abuse, filthy remarks and obscene gestures. The vagabonds indulge in eve-teasing and molestation. Even grown up ladies are targeted and indecent remarks are passed at them.
It is requested that police patrols must make more frequent visits to such places and take stringent action against the offenders and law breakers.
Write a letter to the Mayor, Mumbai Corporation, requesting him to provide your colony with proper drinking water facilities.
27 Ghorbandar Road
25 June, 20XX
Sub: Supply of proper drinking water
I want to draw your kind attention to the plight of our locality. Being one of the oldest ones of the city splendid, it is perhaps the most neglected one too.
The water pipelines and sewer pipelines were laid about one hundred years ago. They intersect one another at many vital points. It seems that there is some seepage or
leakage. For the last two days the drinking water supplied to the colony seems to be polluted. It emits a very foul smell. Some samples of this contaminated water are enclosed herewith for analysis at the government laboratory.
May I add that polluted water is patently harmful to the health and well-being of the citizens. I, therefore, request you to order an immediate checking of the pipelines. Till proper drinking water supply is restored, you are requested to send tankers of potable water in the morning and evening to help the dwellers satisfy their needs.
I do hope you will provide our colony with proper drinking water facilities.
The Pre-board. English exam of Happy Valley School, Secunderabad is on the same day as the All India Entrance Exam, for the Indian School of Languages. As Kiran Seth, the Prefect of Class XII-A, write a letter to the Principal of her school requesting him/her to change the date of the school English exam.
Happy Valley School
16 Feb., 20XX
Sub: Clash of dates
On behalf of the students of XII A, I would like to bring to your kind notice the predicament some of us are facing following the announcement of Pre-Board Examination schedule. Some of us are taking the Entrance Examination for The Indian School of Languages which happens to clash with the date fixed for Pre-Board test in English. Since, we cannot hope a .change in date of the public examination, we earnestly appeal to you to shift the test in English by a week so that we may be able to appear in both. We know the importance of the Pre-Board examination as it will evaluate our performance and inspire us in preparing in a better way.
Kindly take a decision considering our plight.
You are Lalith/Laxmi ofJai Narain Public School, Jhansi. You are selected by your state to represent your state at the National Athletics Meet. Write a letter to your Principal requesting him/her to grant you permission to attend the school one hour late for a fortnight as you have to attend the Athletics coaching. (Word limit: 150 words)
Jai Narain Public School
7 September, 20XX
Sub: Permission for late arrival
You will be pleased to know that I have been selected by Madhya Pradesh state to represent the state at the forthcoming National Athletics Meet at Delhi in the first week of October.
The pre-competition Athletics coaching camp is being held from 10th September to 24 September 20XX. This fortnight long camp will begin at 6.00 a.m. and continue till 9.00 a.m. and then from 4 p.m. to 7 p.m. I do not want to neglect my studies altogether. But circumstances constrain me. Much though I wish to reach the school in time, I fear I may be late by an hour.
Keeping in view the circumstances detailed above, I request you to grant me permission to attend the school one hour late for a fortnight. The grace shown by you will keep me tension-free.
I hope you will grant my request.
XII-C Roll No. 1279
TEST YOUR SKILLS
- A leading news channel recently gave a live coverage of some young slum dwellers being beaten up mercilessly by the police for crimes not committed by them. Such atrocities shake the very faith of the people. Write a letter to the Commissioner of Police urging him to adopt effective measures to curb such brutality against innocent people. You are Nita/Nitesh, a resident of Guwahati.
- You are PQR. You saw an advertisement about a course in Spoken English, published by ‘A to Z in English’, 22, Gandhi Nagar, Chennai-20. You wish to join the course. Write a letter to the advertiser inquiring about all the details that you require.
- You are PQR. You saw an advertisement regarding a course for training and preparing students for the TOEFL-Test of English as a Foreign Language. You wish to join the course. Write a letter to the Course Director of ‘A to Z in English’, 22, Gandhi Nagar, Chennai-20, inquiring about all the details that you require.
- Write a letter to the Commissioner of Police requesting him to be the Chief Guest at your School Sports Day function to be held at your school playground. You are Michael/ Mary, School Pupil leader, Crescent Senior Secondary School, Civil Lines, Bhopal.
- The Delhi Transport Corporation has decided to hire two hundred CNG buses for different routes in the city. You came across an advertisement to this effect in a local paper. Write a letter to the Chief Administrative Officer offering five of your buses. Also suggest the route of operation you prefer. Sign yourself as Sudesh Kumar, Proprietor Sahni Roadways, Azadpur, Delhi.
- You are Shyam Murari, President Welfare Association, Mayur Vihar. Write a letter to the Health Secretary, NCR Government, Delhi complaining against the menace caused by monkeys and stray dogs in your colony.
- You are Praveen Saral of 26 Tilak Avenue, New Delhi. Write a letter to the General Manager, Modi Electric Supply Company, complaining about the frequent break-down in the supply of electricity in your locality.
- Write a letter to the General Manager, State Roadways complaining against the rude behaviour and offensive language used by the conductors. Suggest some remedial actions.
- Write a letter to the Medical Superintendent, Government Hospital, Moga, complaining about the inefficiency, poor attention and negligence on the part of medical staff. Give specific instances of the fatal results of their inaction.
- Write a letter to the Superintendent of Police of your area drawing his attention to the encroachment on roads and pavements which has resulted in increase in the rates of road accidents on the overcrowded roads. Ask him to get the encroachments/illegal occupancy cleared and also suggest some penal action against rash driving.
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