Quick summary
Letters and emails are the most common forms of written communication in college and at work. This topic covers formal and informal letters, the parts and layout of a formal letter (block format), and how to write a clear, polite email, with sample outlines.
Key points
- Formal letters: to officials, principals, companies, editors — applications, complaints, enquiries, orders.
- Informal letters: to friends and family — friendly tone, personal news.
- Full block format (most used today): every line starts from the left margin; no indentation.
- Parts of a formal letter: sender's address, date, receiver's designation and address, subject line, salutation, body, complimentary close, signature, name (and designation).
- Salutation and close: "Sir/Madam" or "Dear Sir/Madam" → "Yours faithfully"; "Dear Mr Patil" (name known) → "Yours sincerely".
- Body in three short parts: purpose (why you write), details, request or action expected.
- Email parts: To, Cc, Bcc, Subject, greeting, body, closing, signature, attachments.
- Cc (carbon copy) – visible copy to others; Bcc (blind carbon copy) – hidden copy.
- Email rules: clear subject line, short paragraphs, polite tone, no full capital letters (reads like shouting), check attachments, use a proper email ID (not a funny one) for official mails.
- Always proofread before sending.
Important terms
- Subject line – one-line summary of the letter's purpose.
- Salutation – greeting at the start.
- Complimentary close – polite ending before signature.
- Enclosure (Encl.) – documents attached with a letter.
- Netiquette – good manners online.
Language study
Sample formal letter (outline)
Sample email
Useful phrases: "I am writing to…", "I would be grateful if…", "Please find attached…", "I look forward to your reply."
5 important questions
Q1. What is the difference between Cc and Bcc?
Cc sends a copy that all receivers can see. Bcc sends a copy secretly; other receivers cannot see the Bcc addresses.
Q2. When do we use "Yours faithfully" and "Yours sincerely"?
"Yours faithfully" when the salutation is "Dear Sir/Madam" (name not known). "Yours sincerely" when the person is addressed by name, e.g. "Dear Dr Deshmukh".
Q3. Write a letter to the manager of a company complaining about a defective microscope.
- Sender's address, date, receiver's address.
- Subject: Complaint about defective microscope (Invoice No. ...).
- Para 1: when and what was bought.
- Para 2: the defect (fine adjustment not working, lens scratched).
- Para 3: request replacement or repair within a time limit.
- Close: Yours faithfully, name, designation; Encl.: copy of invoice.
Q4. Write the essential features of a good email.
- Correct address and clear subject line.
- Polite greeting.
- Short, focused paragraphs.
- Formal language, no slang or emojis in official mail.
- Mention attachments.
- Closing and signature with name and contact.
- Proofread; reply on time.
Q5. Describe the layout of a formal letter in full block format.
- Sender's address and date at top left.
- Receiver's designation and address.
- Subject line.
- Salutation.
- Body in short paragraphs, no indentation, a blank line between paragraphs.
- Complimentary close, signature, name.
- Enclosures if any.
Exam tip
Use the full block format and always write a subject line. Marks are given for format, so do not skip the address or date.