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14. Letter Writing Official Letters

ध्यान दें – Official Letters संक्षिप्त तथा विनम्र भाषा में लिखे जाते हैं। इन पत्रों के विषय में निम्नलिखित बातों पर ध्यान दें :

1. Official Letters में अनौपचारिक पत्र की ही भाँति ऊपर बाँयी ओर पत्र लिखने वाले का पता व उसके नीचे
तारीख लिखते हैं। 
2. इसके पश्चात् बायीं ओर ही प्राप्त करने वाले का पद तथा पता लिखा जाता है ।
3. पत्र लिखने का उद्देश्य क्या है ? इसलिए Subject भी इसी क्रम में आगे लिखते हैं। 
4. इसके पश्चात् अभिवादन का शब्द Sir या Madam लिखा जाता है। 
5. फिर Official Letters की मुख्य बातें (Main body) लिखी जाती हैं। 
6. अंत में, बायीं ओर ही प्रधानाचार्य, कक्षाध्यापक आदि को सम्बोधित प्रार्थना-पत्रों में Yours obediently से तथा  अन्य अधिकारियों को सम्बोधित पत्रों में Yours faithfully से सम्बोधित किया जाता है । 
7. इसके नीचे लिखने वाले के हस्ताक्षर किये जाते हैं व नाम लिखा जाता है । 
प्रारम्भिक अभिवादन और प्रार्थना-पत्र के प्रारंभिक व अन्तिम भाग के प्रचलित तरीके निम्नांकित हैं|

Persons

Salutation

Subscription

(a) To Teachers:
(b) To Officers:

Sir or Madam
Sir or Madam

Yours obediently
Yours faithfully

Official Letters का आदर्श प्रारूप

Address…………….
Date……………..
The Principal/Head teacher/Manager
……………………………..
Subject: 
Sir/Madam ……………………………..
…………………………….. Body of Letter
Yours obediently/faithfully
Making Enquiries


Question 1. 
You are Prem Mohan residing at 12, Naya Bazar, Ajmer. Write a letter to the Postmaster inquiring about a money order which you sent but it has not been received by your brother. 
Answer:
12 Naya Bazar
Ajmer 
15 November 20 _ _ .
The Postmaster 
The City Post Office 
Ajmer
Subject – Missing money order 
Sir 
I sent a money order of र 1000/- to my younger brother Radha Mohan Sharma,127-Adarsh Nagar, Jaipur on 15 October 20… A month has passed but the money order has not been received yet. So, I request you to look into the matter and do the needful immediately. 
Thanking you 
Yours faithfully 
Prem Mohan

Word-meanings : received = प्राप्त किया

Registering Complaints 

Question 2. 
Imagine that you are Raghunandan Pathak from Bikaner. Write a letter to the Sub Divisional Officer, B.S.N.L., Bikaner, regarding frequent telephone disorders in your locality. 
Answer: 
27, Kote Gate
Bikaner 18 March 20.. The Sub-Divisional Officer B.S.N.L. Bikaner Subject – Frequent telephone disorder Sir I would like to bring to your kind notice that the telephones in our locality are generally lying dead. This causes much inconvenience to the residents of this area. Broad-band users have to suffer a lot. Many times the complaints are attended to but the repair of faults is temporary. I hope you would take steps to redress our grievances. 
Thanking you 
Yours faithfully
Raghunandan Pathak 

Word-meanings : locality = बस्ती, मुहल्ला | residents = निवासी । are lying dead = खराब पड़े रहते हैं। inconvenience = असुविधा । grievances = शिकायतों disorder = खराबी। redress = सुधारना ।

Question 3. 
Write a letter of complaint to the Additional District Magistrate (Civil Supplies) of your district about the scarcity of sugar and kerosene oil at the fair price shop. 
Answer:
27 Krishna Nagar
Dausa
11 March 20.. 
The Additional District Magistrate (Civil Supplies)
Dausa
Subject-Scarcity of sugar and kerosene oil at the fair price shop
Sir
I would like to bring to your kind notice that the working of the dealer of the fair price shop of our locality is very unsatisfactory. Generally, it is said that the main articles like sugar and kerosene oil are out of stock. The residents of the locality have lodged complaints against the dealer but nothing has happened yet. You are, therefore, requested to take effective steps to resolve our difficulties.
With thanks
Yours faithfully 
Lal Gautam
 
Word-meanings: scarcity = कमी | fair price shop = उचित मूल्य की दुकान | unsatisfactory = असन्तोषजनक। generally = साधारणतया । kerosene oil = मिट्टी का तेल । out of stock = माल न होना । lodged= दर्ज कराई | effective steps = प्रभावशाली कदम ।
 
Question 4. 
Write a letter to the Collector of your district complaining about the irregular supply of electricity in your town.
Answer: 
The District Collector
Banswara 
20 January 20.. 
Subject – Irregular supply of Electricity 
Sir 
I want to bring to your kind notice towards the plight of the citizens of Banswara city in general and students in particular. From the last two months there has been irregular supply of electricity. The electrical engineer says that excessive load is the main cause of irregular supply of electricity. This irregular supply of electricity disrupts the studies of the students. The housewives complain that none of their kitchen appliances functions properly. I humbly request you to find a solution to this pressing problem of Banswara city.
Thanking you
Yours faithfully
Satish Gupta 

Word-meanings: plight = दुदरा I disrupts = बाधा डालती है I

Question 5. 
Imagine that you are Harish, living in the hostel of your school in Kota. Write an official letter to the Collector of your district complaining against the use of loudspeakers during examination days. 
Answer: 
Narayan Hostel
Kotdi Road 
Kota 
15 February 20… 
The District Collector 
Kota 
Subject – To ban the use of loudspeaker 
Sir 
I am a student of senior secondary class. I want to bring to your kind notice that it is our exam time. The students cannot concentrate on their studies because some people in my locality use loudspeakers since morning till late night. We can neither study nor sleep well due to unbearable volume of sound. I hope the district administration will impose a total ban on the use of loudspeakers till the end of our examination. Please look into the matter and do the needful. 
Thanks 
Yours faithfully 
Harish

Word-meanings : concentrate = ध्यान कोन्द्रित करना I loudspeaker = ध्वनि विस्तारक यन्त्रा | unbearable = असहनीय । administration = प्रशासन। impose a total ban = पूर्ण प्रतिबंध लगाना । 

Question 6. 
You are Deepti Shah / Deepak Shah of Station Road, Alwar. Write a letter to the Municipal Commissioner of Alwar complaining about the poor condition of roads in Alwar and asking for their improvement. 
Answer:
12 Station Road
Alwar
7 November 20.
The Municipal Commissioner
Alwar
Subject – Poor condition of roads 
Dear Sir 
It is a matter of regret that in today’s era of Air Bus and Air Taxi, our area is even devoid of well-built roads. The roads are full of pits. The rainy season worsens the situation by causing water logging of these pits. The water logged places become a breeding hub of mosquitoes which invites malaria, dengue, etc. Despite the numerous efforts of the people living here, nothing fruitful has emerged. I hope you will look into the matter at the earliest and do something constructive about it. 
Yours faithfully 
Deepti Shah

Question 7. 
Write a letter of complaint to the Station House Officer, Police Station, Bhilwara about the increasing incidents of chain snatching and eve teasing and request him to take strict measures to curb the menace. You are Shruti of Swaroop Nagar, Bhilwara. 
Answer:
120/B Swaroop Nagar
Bhilwara 15 October 20
The Station House Officer
Police Station,
Bhilwara
Subject-Frequent chain snatching and eve-teasing 
Dear Sir
Our region has been under a continuous grip of chain snatchers and eve teasers. Three incidents in the last two months took place where miscreants came on the bikes and snatched a chain of an old woman going by a rickshaw, another case was with a working lady entering her office and the third case was of a college girl.  Every time the complaint was registered but the statchers are still out of the bars. On the other hand, the incidents.of eve-teasing have suddenly increased as now-a-days groups of teasers can be frequently spotted at the road corners, bus-stops, girls’ colleges. All this is very scary for the girls. This can only be curbed by strict action. I request you to pay attention to our problem and resolve it. 
Yours faithfully 
Shruti

Word-meanings : snatchers = छीनने वाले। grip = पकड़। miscreants = गैर-सामाजिक तत्त्व। scary = डरावना। curb = नियंत्रण रखना | eve-teasing = छेड़छाड़ करना। out of the bars = पकड़ से दूर। resolve = हल निकालना ।

Question 8. 
As Shailabh / Surbhi of Avas Vikas Colony, Churu write a complaint letter to the CMO
of Distt Churu about the dissatisfactory condition and working of the city Hospital. 
Answer: 
4, Avas Vikas Colony
Churu 
20 October 20_ _.
Chief Medical Officer 
District Hospital Churu 
Subject- Dissatisfactory situation of the City Hospital
Sir
The City Hospital has always been a blessing to the citizens of the city. It has played an excellent role in the health services for the welfare of the people. But for some time, doctors are not available on time. Patients return hopelessly, emergencies go unattended, X-ray machine is lying dead. The rich can go to the private hospitals but what to say about the poor who cannot afford these facilities. The situation seeks your personal attention and an appropriate action. 
Yours faithfully 
Shailabh/Surbhi

Word-meanings : blessing = आशीर्वाद, वरदान। excellent = बहुत अच्छा। welfare = भलाई । hopelessly = निराशापूर्वक | unattended = बिना देखभाल के | lying dead = खराब पड़ी । afford = खर्च वहन करनाI seek = अनुरोध करना ! 

Question 9. 
Your school building is in a very miserable condition. Heavy rains have caused severe damage to it. Write a letter to the Collector of your district to take necessary action to get it repaired as early as possible.
Answer: 
Govt Higher Secondary School
Sikar 
30 August 20_ _.
The Collector District – Sikar 
Subject – Complaint against miserable condition of school building 
Sir 
Respectfully, I want to bring to your kind attention that the condition of our school building is miserable. It is an old structure. It has already been in bad condition. The plaster of walls has come off. It drips when it rains. The floors of the rooms have ditches. The heavy rain of this season has caused much more severe damage to the building. It is humbly requested that you look into the matter and sanction a fund for the necessary repairing of the building as per the allowed grant. 
Thanks
Yours  faithfully
Anupam
(Monitor- 12A)

Word-meanings : miserable = दयनीय । drips = टपकना । ditches = गड्ढे । severe = अत्यधिक। sanction = स्वीकृत करना । fund = राशि । grant = अनुदान 

Question 10. 
Write a letter to the principal of your school complaining against the bad behaviour of the librarian of your school.
Answer: 
Sivalik Hostel
Govt Senior Secondary School 
Sikar 
August 19, 20_ _.
The Principal Govt Senior Secondary School Sikar
Sir
I want to bring to your kind notice that the behaviour of our librarion, Mr Radha Raman is not good towards the students. Whenever we go to the library for any work, he behaves badly. Neither he listens to our problems nor he responds to our queries satisfactorily. If we ask him for any thing, he starts shouting on us. He is very lazy in maintaining records. He does not keep books in order. I request you to look into the matter and do the needful. 
Thanking you 
Yours obediently 
Vipin Goyal

Question 11. 
Suppose you are Kanta, studying in Govt Senior Secondary School, Kota. Write an official letter to the Principal of your school complaining about the poor condition of your classroom.
Answer: 
Station Road
Kota 3 January 20 _ _.
The Principal Govt Senior Secondary School Kota 
Subject – Complaint about the poor condition of the classroom Sir I want to draw your kind attention to the poor condition of my classroom. The peon on duty does not clean it regularly. Most often, we have to sit on dusty chairs. Two windows of the classroom are broken. In rainy season, the rain water enters through the windows and disturbs our studies. In winters, we shiver due to cold air. The blackboard is very small and rough. More than half of the benches are broken. I request you to look into the matter and do the needful. 
Thanking you 
Yours obediently 
Kanta

Word-meanings : poor condition – era freifa 1 dusty = 87-977 | shiver = 2141 | rough = QrGeTI 

Question 12. 
Imagine that you are Anmol Porwal, a student of class XII. Write a letter to the principal of your school bringing into his kind attention to the problem of dirty toilets. 
Answer: 
B.R. Road
Suratgarh 
13 October 20_ _.
The Principal 
Govt Senior Secondary School 
Suratgarh 
Subject:- Unhygienic and insanitary condition of the toilets 
Sir 
I wish to bring your kind attention to the unhygienic and insanitary condition of the toilets of our school. They are dirty and stinking. It looks as if they have not been cleaned for many days. Due to foul smell, many boys pee in the open which is a shame. But the girls have to use these stinking toilets. The bad smell can be felt in the whole campus of the school. The worst sufferers are the classes that sit next to the toilets. It is requested that you look into the matter personally and do the needful immediately. 
Thanking you, 
Yours obediently 
Anmol Porwal 
(Class XII D) 
(pee = to get rid of waste water from your body, to urinate, पेशाब करना)

Question 13. 
You are Rashmi or Rajkumar living in Ajmer. Write a letter to the Municipal Commissioner of your city complaining him or her against the insanitary conditions of your locality.
Answer:
12 Ashok Nagar Road’ .
Old Railway Station 
Ajmer 20 February 20_ _ ; 
The Municipal Commissioner Municipal Corporation in Ajmer 
Subject : Complaint against insanitary conditions Dear Sir/Madam I would like to bring to your kind notice that our street is very dirty. The sweepers do not clean the street regularly. The drainage system is quite defective. Dirty water overflows on the roads. There are heaps of garbage everywhere. There are many pits on the road which are full of dirty water. They are breeding places of mosquitoes. Many people are suffering from diseases due to these insects. Kindly instruct the concerned officer to take necessary steps into the matter. We await for your action. 
Yours faithfully
Rashmi Rajkumar 

Word-meanings : insanitary = अस्वच्छ । drainage = नाली । defective = दोषपूर्ण । heaps = ढेर। pits = गड्ढे। breeding places = पैदा होने के स्थान। mosquitoes = मच्छर । instruct = निर्देश देना । concerned = संबंधित।

Question 14. 
You are Madhav Arya, a student of St. Paul’s School, Jodhpur. The Rajasthan State Road Transport Corporation, which is running on your route at 8 am, has become irregular. It has put a large number of students and office goers in difficulty. Write a letter to Bus Depot Manager complaining about it and request him to send the bus regularly. (Official letter) 
Answer: 
St. Paul’s School
Jodhpur 
12 February 20_ _.
The Depot Manager 
Rajasthan State Road Transport Corporation 
Jodhpur 
Subject : Irregular service of the Rajasthan State Transport bus 
Sir 
Many students of St. Paul’s Public School, Jodhpur are facing great inconvenience. The reason is poor bus service of the Rajasthan State Road Transport Corporation on Gulab Sagar road. We generally take the 8.00 a.m. bus to go to school. But recently that bus has been running very irregularly. Many students of our school as well as some office-goers are in difficulty due to this poor situation.
You are requested to kindly arrange the timely run of the 8.00 a.m. bus. A few more buses should also be run on this route. I hope for your positive action. 
Yours faithfully 
Madhay Arya
(Class XII A) 

Word-meanings : inconvenience = असुविधा  I recently = हाल ही में

Asking for and Giving Information

Question 15. 
Write a letter to the Municipal Corporation of your city asking about the cleaning of drainage in your area. 
Answer: 
18 Avas Vikas Colony
Jodhpur 
December 16, 20.. 
Municipal Corporation 
Jodhpur 
Subject – About the cleaning of drainage Respected 
Sir 
I am a resident of Avas Vikas Colony, Jodhpur. I want to know how frequently the drainage of our area should be cleaned. The colony’s main drainage system was cleaned more than a month ago. As a result, the drain is choked at many places and dirty water has spread out on the streets. A postal order worth ₹10/-, No. 342342, Date 14 December, 20 _ _ for RTI is enclosed along with this letter. 
Thanking You 
Yours faithfully
Harish Sachdeva 

Question 16. 
Write a letter giving information that was asked by a citizen of your city about the cleaning of drainage in a particular area. 
Answer: 
Municipal Corporation
Jodhpur 
December 23, 20_ _.
Harish Sachdeva 18 Avas Vikas Colony Jodhpur 
Subject – Reply to letter regarding cleaning of drainage systems 
Dear Sir 
With reference to your letter asking for information about the cleaning of drainage, you are informed that the drainage in your area should be cleaned twice a day as per rule. First, early in the morning and second in the afternoon. I assure you that the drainage problem in your area will be resolved soon.
Yours faithfully 
Kaushal 
(Chairman)

Question 17. 
Write a letter to the Secretary, Board of Secondary Education Rajasthan, Ajmer, asking for a duplicate copy of your mark-sheet. (Official letter) 
Answer: 
Pipali Chowk
Shyam Colony 
Banswara 
September 20, 20..  
The Secretary 
Board of Secondary Education Rajastħan. 
Ajmer 
Subject – Duplicate copy of mark-sheet for the Secondary Exam 20_ _.
Sir 
I passed my Secondary Examination in 2017. I was a regular student of Govt Senior Sec. School, Nasirabad (Ajmer). My roll number was 0640440. I got first division in the examination. Unfortunately, I have lost the original mark-sheet of class X. So, I need a duplicate copy of the same. I am sending you D.D. of the required charges. Kindly, send the duplicate copy of my mark-sheet at the earliest to the address given above. 
Thanking you 
Yours faithfully 
Mahesh Chand
Enclosure : D.D. ₹ 100 (No. 092842 Dt. 17 Sept 20_ _.

Question 18. 
Write an application to the Secretary, Board of Secondary Education, Bhopal, Madhya Pradesh for making correction in the date of birth in your secondary certificate. State what documents you are sending with it.
Answer: 
27 Govind Nagar
Gwalior 15 Jan 20 – 
The Secretary 
Board of Secondary Education 
Bhopal 
Subject – Correction in the date of birth in secondary certificate 
Sir 
I passed my class X in 20_ _ My roll No. was 0729455. My actual date of birth is 15 January 2002. But, by mistake in my secondary certificate, it is written as 15 February 2009. I request you to correct the date of birth in my certificate at the earliest. As proof of my date of birth, I attach herewith my class VIII transfer certificate and attested copy of the page of scholar register bearing my name along with this application. Kindly, look into the matter. 
Thanking you 
Yours faithfully . 
Radheshyam Gupta 

Enclosures :
1. Secondary certificate – attested copy 
2. Transfer certificate – attested copy 
3. The page of scholar register- attested copy

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