Letter Writing Notes & Samples - 2022.pdf

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1. Business Letter
Notes and Sample Letters
Compiled by 10
th Graders
ELC High School - 2018







Name:




BCSEA Marking Scheme for Formal Letter Writing
Marking Areas Score Remarks
Sender’s address 2 marks The use of punctuation should be consistent, if used.
Date 1 mark Whichever format is used, it should be correct in its form.
Recipient’s address 2 marks The use of punctuation should be consistent, if used. It is
optional to write “To” in the address.
Subject 1 mark Underline the Subject, Capitalize the key words, It’s a statement
and not a full sentence
Salutation 1 mark Use of comma or colon accepted; NOT semi colon
Body 5 marks Content – 2 marks; language structure – 2 marks; mentioning of
“Thanking you.” – 1 mark
Uniform spacing
throughout/
paragraphing format
1 mark Consistently followed whether indented or block type
Signing off 2 Yours sincerely,
Signature
Full Name [can be within brackets or without]

2. Examination Notes for Letter Writing

1. The letter you are supposed to write in the examination is a business letter. Therefore the
language and format used must be formal.
2. Make sure that you don’t make mistake in copying the information from the question.
3. A single comma, capitalization and misspelled word can cost you a lot of marks.
4. As you begin writing the letter, remind yourself not to hurry to move down to the body part of the
letter. Remember that 10 out of 15 points are marked outside of the main body of the letter.
5. Use short and simple sentences to minimize errors.
6. Memorize the following words and phrases:
a) Much grateful
b) Humbly
c) Aforementioned
d) Grant
e) Yours Sincerely
f) Subject
g) December
h) I remain anticipating your favourable response.
i) Immensely
j) All the necessary/specific documents are attached herewith for your ready reference
please.
k) A detailed program list is attached herewith for your ready reference please.
l) A list of items required is attached herewith for your ready reference please.
m) My resume and other documents are attached herewith for your ready reference please.
7. Don’t forget that the name and designation comes only after the signature.
8. Spend at least 45 minutes in writing a letter.
9. Cross check the spellings and capitalizations with reference to the question.
10. Use any of the following two date formats;
a) 10
th
December, 2017
b) December 10, 2017
11. Don’t ever use the phrase, “ with due respect and humble submission”.
12. Don’t make “poor family background” as the reason for a job application.
13. Maintain one line spacing throughout the letter.
14. Don’t make your letter unnecessarily lengthy.
15. Follow three paragraph format- “Purpose, Details and Complimentary Ending”.
16. Don’t forget to put a clean, straight and single underline to the subject.
17. As far as possible, try to make your letter look clean with very minimal mistakes and corrections.
18. Use the pronoun ‘I’ only when you are writing for yourself. When you are writing on behalf of a group of
people/society/institution etc., use the pronoun ‘We”.
19. Replace the word ‘want’ by ‘would like to’.
20. Never use short forms /abbreviations anywhere in the letter.
21. Remember that this is the part you can easily score marks. All you need to do is be careful with whatever
you write
BCSEA Marking Scheme for Formal Letter Writing
Marking Areas Score Remarks
Sender’s address 2 marks The use of punctuation should be consistent, if used.
Date 1 mark Whichever format is used, it should be correct in its form.
Recipient’s address 2 marks The use of punctuation should be consistent, if used. It is optional to
write “To” in the address.
Subject 1 mark Underline the Subject, Capitalize the key words, It’s a statement and not
a full sentence
Salutation 1 mark Use of comma or colon accepted; NOT semi colon
Body 5 marks Content – 2 marks; language structure – 2 marks; mentioning of
“Thanking you.” – 1 mark
Uniform spacing throughout/
paragraphing format
1 mark Consistently followed whether indented or block type
Signing off 2 Yours sincerely,
Signature
Full Name [can be within brackets or without]

3. ---Points worth Remembering---




Question 1
You are Kinga Bida, a class X Student of Tashi Gatshel Middle Secondary School under Zhemgang
Dzongkhag. Write a letter on any ONE of the following situations.

(a) There is an advertisement for a temporary job of a record keeper at Jamyang Construction, Zhemgang
during the month of January. This coincides with your winter break and you wish to do a temporary job to
earn some pocket money. Write an application to the Managing Director of the company requesting for
the same. Give relevant reasons why you are interested and mention that you have attached your resume
for reference.
-------------------------------------------------------------------------------------------------------------------------------
Tashi Gatshel Middle Secondary School
Zhemgang Dzongkhag

10
th
April, 2018

Managing Director
Jamyang Construction
Zhemgang

Subject: Application for the Post of a Record Keeper

Dear Sir,

I would like to humbly apply for a temporary job of a record keeper in your esteemed company.

I need this job so that I can earn some money for my next school year. I have always wanted to be a
record keeper. My brother is a record keeper at Norbu Construction. He taught me certain skills of record
keeping last winter break. I also assisted him when he was too busy. Therefore, I can do this job quite
easily. Moreover, I have nothing planned for this January. My resume and other necessary documents are
attached herewith for your ready reference please.

Therefore, I would be very grateful if you could grant me this job. I remain anticipating your favorable
response.
Thanking you

Yours Sincerely,

₷₯
Kinga Bida

Question 2

4. You are Sherub Jigme studying in class 11 in Wangchuk HSS under Wangdue
Dzongkhag. Write a letter on any ONE of the following situations.

(b) You are the Chief Student Coordinator in the school for the Annual Cultural Show.
Write a letter of invitation to the District Education Officer to be the Chief Guest on the occasion.


______________________________________________________________________________
Wangchuk Higher Secondary School
Wangdue Dzongkhag

10
th
December, 2017

District Education Officer
Wangdue Dzongkhag

Subject: Invitation

Dear Sir/Madam,

It’s our honour to invite you to our Annual Cultural Show as the Chief Guest.

Our school is organizing the Annual Cultural Show on 11
th
December, 2017. It will be held in the school
auditorium from 6:00 pm till 08:00 pm. We plan to stage a play put together by the students and teachers.
We also have some dances and songs in addition to the play.
A detailed program list is attached herewith for your ready reference please.

Therefore, it would be an honour to have you grace us with your presence.
Thanking you


Yours Sincerely,

₷₯
Sherub Jigme
Chief Student Coordinator

Wangchuk Higher Secondary School
Wangdue Dzongkhag
11
th
April, 2017

Manager
Druk Supplier & Co.
Phuntsholing

Subject: Supply Order for Urgent Items

Dear Sir,
We would like to place an urgent order for some equipment needed for the Annual Sports Day.

Our school’s Annual Sports Day falls on 14
th
May. However, we need to be ready with all the equipment
by 10
th
May. Therefore, kindly supply, 8 gold medals; 8 silver medals and 8 bronze medal by 9
th
May.
Cash payement will be made upon delivery of the goods and crossverification by the Sports Coordinator.

We would be very grateful if you could kindly supply the items on time.

5. Yours Sincerely


Sherub Jigme
(Member, School Sports Committee)

Question 3
Write a letter on any of the following situations given below. [15]
(a) You are Tashi, a resident of Lower Market of Thimphu. Write a letter to the Thrompon, City
Corporation, Thimphu, complaining about the improper disposal of waste in the Lower Market area and
requesting him to take necessary remedial measures.

(b) You are Sonam, the Games and Sports Captain of Zangdopelri Higher Secondary School, Bumthang.
Your school is conducting the annual sports program on 22nd September. Write a letter of invitation to
the District Education Officer, Bumthang, inviting him to attend the program as the chief guest. Include
the date, time, venue and the program of the day.

(c) Samtse College of Education has advertised in the Kuensel issue of 4th November, 2012, the
availability of a post of “Helper” in the library for the months of January and February 2013. You are
Tshering, a class ten graduate of Gangkhar Middle Secondary School, Samtse. Write a letter of response
to the Director of Samtse College of Education, applying for the post.


Lower Market
Thimphu

12
th
April, 2017

Thrompon
City Corporation
Thimphu

Subject: Complaint on the Improper Waste Disposal

Dear Dasho,

I would like to dutifully file a complaint regarding the irresponsible waste disposal practice that’s
happening in the Lower Market area.

This problem has been going on for months and it is becoming worst with each passing day. The entire
neighborhood is extremely dirty such that people living here are frequently becoming ill. The drains and
roadsides are infested with plastics, bottles and other trashes. Of late, the garbage truck has also stopped
coming to pick up the trash. A document containing specific information regarding the place, time and
people who are involved in this irresponsible behaviour is attached herewith for your ready reference
please.

Therefore, we would be immensely grateful if you could kindly look into this problem and take necessary
remedial actions as soon as possible. We remain anticipating a favourable response.
Thanking you

Yours Sincerely

6. Tashi
Resident





Zangdopelri Higher Secondary School.
Bumthang
11
th
April, 2017

District Education Officer
Bumthang

Subject : Invitation to the Annual Sports Program

Dear Sir
We would like to humbly invite you to our Annual Sports Program as the Chief Guest.

The program is going to be held on 22
nd
September at 9:00am. The program will be held in the school
ground. We would like you to make a short speech in the beginning of the program. Details of the
program is attached herewith for your ready reference please.

We look forward to having you with us.

Yours Sincerely,

Sonam
(Games and Sports Captain)
_____________________________________________________________________________________

Gangkhar Middle Secondary School
Samtse
11
th
December, 2012

Director
Samtse College of Education

Subject: Job Application for the post of Helper

Dear Sir/Madam
I would like to humbly apply for the post of a Helper in the college library as announced in Kuensel on 4
th

November, 2012.

I need this job so that I could earn some pocket money for myself and spend my vacation in a productive
way. I am really good at arranging books as I’m the Literary Coordinator in my school. My
responsibilities as the Literary Coordinator include arranging books; record keeping and maintaing
cleanliness of the library. Therefore, I am confident to take up this job. Moreover, I am on vacation in
January and February.

Therefore, I would be much grateful, if you could kinly consider my candidature for the aforementioned
job.

Yours Sincerely,

7. Tshering
(10
th
Grade Graduate)
Question 4
You are Sonam, a class X student of Samtegang Middle Secondary School in Wanduephodrang. Write a
letter selecting ONE of the following situations.

(a) As the leader of the School Scouts Club you had organized a week long winter camp for the pre-
school children of your locality. Write a letter to the principal of your school, giving a brief account of
your efforts, the success and what you have gained from the experience.

(b) Your school is organizing a ‘Science Exhibition’ on 11th November. As the School
Captain, write a letter inviting Dasho Dzongdag as the chief guest to inaugurate the exhibition. Mention
the exact time and venue.

(c) Write a letter to the Managing Director, Bhutan Broadcasting Service, Thimphu, requesting for a
chance to participate in the weekly quiz programme. Give relevant reasons for your interest to participate.

Samtegang Middle Secondary School
Wangduephodrang

11
th
April, 2017

Principal
Samtegang Middle Secondary School
Wangduephodrang

Subject: Report on the Winter Camp

Dear Sir/Madam,

I would like to respectfully present a report on the winter camp which was held for the pre-school
children of our locality.

The camp was a huge success. 40 children from within the locality participated in the camp that was held
from 11
th
December till 17
th
December 2016. The entire camp was very interesting and productive.
Children had lots of fun and they behaved well too. Most of our objectives for organizing the camp were
fulfilled. The experience of organizing such a camp was highly educative for me. I learnt how to interact
with children. Detailed report on the camp is attached herewith for your ready reference please.

Therefore, I am immensely grateful for the opportunity to organize the camp. I remain anticipating your
feedback to improve the next camp.
Thanking you

Yours Sincerely



Sonam
Leader, School Scouts Club

8. Samtegang Middle Secondary School
Wangduephodrang
12
th
April, 2017

Dasho Dzongdag

Subject: Invitation

Dear Dasho
It is an honour to invite you to inaugurate our Science Exhibition as the Chief Guest.

Our school is organizing a Science Exhibition on 11
th
November to commemorate the Birth Anniversary
of our Fourth Druk Gyalpo. Students of grade Nine and Ten have created a lot of highly fascinating
gadgets. They have also come up with new ideas to reuse waste. Therefore, your presence would highly
honour and encourage our students in keeping up the same good work. Details regarding the time for
specific program is attached herewith for your ready reference please.

We look forward to having you with us.

Yours Sincerely


Sonam
(School Captain)

Samtegang Middle Secondary School
Wangduephodrang
11
th
November,2017.

Managing Director
Bhutan Broadcasting Service
Thimphu

Subject: Application to Participate in Weekly Quiz Programme


Dear Sir/Madam
I would like to humbly request for a chance to participate in the weekly quiz programme.

I would like to participate in the quiz in order to represent my school. I have always participated in the
school level and Dzongkhag level quiz competitions and I won several prizes as well. I have attached
some of the certificates for your reference please. I feel like I learn a lot from participating in such
programmes. So, I wish to learn some more by participating in your programme.

Therefore, if you could grant me a chance, I assure to do a wonderful job of entertaining the audience.


Your Sincerely

KinleyT
Sonam

9. Question 5
You are Ugyen of Lhendup Higher Secondary School in Trashiyangtse. Write a letter on any ONE of the
following situations.
(a) You have recently found out that your date of birth in the census record is different from the one you
have registered in your school. Write a letter to the principal of your school requesting him/her to make
the changes in the registration form of the Bhutan Board of Examinations.

(b) Write a letter of invitation to the programme coordinator of Bhutan Broadcasting
Service (BBS) requesting him/her to cover the important event of your school’s silver jubilee
celebrations.

(c) Write a letter to the radio jockey, Bhutan Broadcasting Service (BBS), Thimphu, requesting for a song
of your choice to be aired on the Sunday Request Show. You can also include some messages for your
family and friends.
[You should not disclose the name of your family and friends, instead use x, y, z]

Lhendup Higher Secondary School
Trashiyangtse
29
th
December, 2017

Principal
Lhendup Higher Secondary School
Trashiyangtse

Subject: Request for a Change of Date of Birth in School Registration

Dear Sir/Madam
I would like to humbly request you to change my date of birth in the registration form of the Bhutan
Board of Examinations.

I had previously mentioned my date of birth as 11
th
November 1999. However, I found out that my date
of birth is 17
th
November, 1999 in my census record. Therefore, if you could change it immediately, it
would avoid a lot of confusions later. All necessary documents to verify this change is attached herewith
for your ready reference please.

I would be much grateful for your immediate help.

Your Sincerely

Ugyen











Lhendup Higher Secondary School
Trashiyangtse
11
th
April, 2017

10. Program Coordinator
Bhutan Broadcasting Service (BBS)

Subject: Invitation to Cover Silver Jubilee Celebration

Dear Sir/Madam
I would like to humbly invite you to cover the events of our school’s Silver Jubilee celebrations.

Our school will turn 25 years on 30
th
April, 2017. To commemorate the day, we will have various
programs held in the school ground. It will start at 9:30 am and will go on till 10:00 pm. We are expecting
a lot of guest from outside who are some of the prestigious alumni of our school. Therefore, it is very
important for us to record this day. Details of the events and all other necessary information is attached
herewith for your ready reference please.

Therefore, we would be very grateful to you if you can help us cover the events.

Yours Sincerely

Ugyen

Lhendup Higher Secondary School
Trashiyangtse
12
th
April, 2017

Radio Jockey
Bhutan Boardcasting Service
Thimphu

Subject: Request for a song to be played on Sunday Request Show

Dear Sir/Madam
I would like to humbly request a song to be aired on the Sunday Request Show.

I would like you to play the song, “All Eyes On Me” by Tupac, with a short message for my friends and
family. I would like to tell my friends to stay out of trouble and to be always good human beings. I want
to wish my family well.

I would be immensely grateful, if you could kindly accept my request.

Yours Sincerely



Ugyen



Question VI
You are Tenzin, a class X student of Ugyen Pelrig Middle Secondary School, Samdrupjongkhar. Write a
letter on all the following situations: [15]
(a) Read and respond to the following advertisement:




Vacancy Announcement
Leki Commercial Corporation Limited, Samdrupjongkhar, invites applications from eligible candidates for the post of a Sales
Person on temporary basis for a duration of two months under the following criteria:

11. (b) You are one of the students assigned to organize the Child Abuse Awareness Programme in the
school. Write a letter of invitation to the Superintendent of Police, Samdrupjongkhar requesting him to
give a talk on the issue.
(c) You are the captain of the School Charity Fund Club. You have planned to stage a variety show to
generate fund for the club. Write a letter to Dasho Dzongda, Samdrupjongkhar seeking permission to use
the public ground for the show.

Ugyen Pelrig Middle Secondary School
Samdrupjongkhar

12
th
April, 2017

Superintendent
Police
Samdrupjongkhar

Subject: Invitation

Dear Sir
I would like to humbly like you to invite you to come a give a brief speech on Child Abuse Awareness.

As the school is going to organize the Child Abuse Awareness Programme in the school. So it would be
very kind of you to come and give a brief speech to all the students and children. It will be on 20
th
April
and will be starting around 1:30PM AT the school MP hall.

Therefore, it would be very grateful of you to come to this programme and give this speech.

Thanking you
Yours Sincerely



Tenzin
(Grade 10 Student)

Question VII
You are Karma from Khorlo Middle Secondary School, Paro. Write a letter dealing with all the situations
given below. [15]
(a) Your winter vacation will soon be starting. Write a letter to the Managing Director, Tshering
Construction, Phuntsholing, seeking a temporary job. (Be specific about your qualification and work
experience and the tenure you would be able to work).

(b) You are the co-ordinator of the Annual School Rimdro Committee. Your school is organizing The
Annual Rimdro on 13th March. Write a letter of invitation to the Gup of Khorlo village in Paro.

(c) You are the Class Captain of X-D and you have to purchase a few items for your class. Write a letter
to the manager of Kado General Store in Paro, asking for the supply of items you need.

12. Khorlo Middle Secondsry School.
Paro


11
th
April, 2017.

Gup of Khorlo village
Paro

Subject:Invitation for Annual Rimdro.

Dear sir,
I would like to humbly invite you to our school annual rimdro.
On 13
th
March we are having our school rimdro around 11:oo am,we like to invite all of our school
student and their parents.We thought if we do a rimdro than it might get student well and enjoy our
school rimdro with their friends.We would like to invite you to come in our school rimdro.Having lunch
with us and have litter speech with our student we would be very grateful.

I would like to very grateful if you can attend our school rimdro.

Yours Sincerely,

KARMA
[Coordinator]


Khorlo Middle Secondary School
Paro


12
th
April, 2017


Managing Director
Tshering Construction
Phuentsholing


Subject: Seeking a Temporary Job


Dear Sir
I would like to humbly apply for a temporary job as a record keeper at your construction

I have three months holiday but the month of December I would like to work under you to make some
pocket money so that I can enjoy for the rest two months. The main reason for me to join this work is that
my brother is also a record keeper at jamyang construction in zhemgang. I have some experience of
helping my brother do his job when he was busy and ill

I would be very grateful if sir could accept me as your record keeper and I have attached my resume for
reference please

Your Sincerely

13. Karma


Khorlo Middle Secondary School
Paro

12
th
April, 2017

Manager
Kado General Store
Paro

Subject: Supply of items

Dear Sir
We would like to kindly like you to supply us some items for the class.

As we are going to decorate our class we need some item for it and would like you to send the items to us.
We need 20 charts,5 tapes and also around 8 glues. We would pay the money as the items get to us. It
should get to us by the next two days.

Therefore, it would be very grateful if you could send the items to us.

Thanking you
Yours Sincerely



Karma
(Class Captain, X-D)



Question VIII
You are Tashi, studying in Jakar Higher Secondary School, Bumthang. Write a letter on all the following
situations. [15]
(a) You are a class XI Commerce student but you wish to change your stream from Commerce to Arts.
Write a letter to the Principal of your school requesting for the change and express your reasons.
(b) As the School Captain, you are responsible for organizing the celebration of Teachers Day. Write a
letter to Karma Grocery Shop placing an order of the items required. Mention the date for supply and the
mode of payment.
(c) You are the Games Captain of your school. Write a letter to the captains of Sonam-Kuenphen Higher
Secondary School, Bumtang, inviting them as guests to the Annual Sports Day of your school.

Jakar Higher Secondary School
Bumthang

11
th
March,2017.

Principal
Jakar Higher Secondary School
Bumthang

14. Subject: Request for a Change in Stream

Dear Sir/Madam,

I would like to humbly request for a change of my stream to Arts from Commerce.

Although I enjoy all subjects of Commerce, most of my strengths are in the Arts Subjects. It was
my parents decision to make me study Arts. I am having a tough time to study the subject in commerce
stream and I was thinking
that if I could change my stream from commerce to Arts it will make my studies easy as
Arts is lot more easy to study then commerce. And hands forward my exam marks will be
Nice.


Therefore, if you could change my stream from Arts to Commerce then I would be really
grateful to you.


Your sincerely
KinleyT:
Tashi


Jakar Higher Secondary School
Bumthang

12
th
April, 2017

Sonam-Kuenphen Higher Secondary School
Bumthang

Subject: Invitation as chief guest on annual sport day

Dear Friend,

I would like to humbly request u as a chief guest at annual sport day.

Our school conducting annual sport day for the first time with different kinds of games and food items.
Our children’s are very excited to play games at annual spoart day.


Therefore if you could attend our annual sport day we would be very grateful to you.


Yours Sincerely




Tashi
(Games Captain)

______________________________________________________________
Jakar Higher Secondary School
Bumthang

15. 11
th
April, 2017

Karma Grocery Shop
Bumthang

Subject: Supply Order

Dear Sir/Madam,

We would like to place an order for some items required for the celebration of Teachers Day.

We would like to have the items delivered to our school on 25
th
April at 09:00 am without any delay.
Cash payment will be made upon the delivery of all the items. The list of requirements is attached
herewith for your ready reference please.

We would be much grateful if you could deliver the order as fast as possible.
Thanking you

Yours Sincerely,

D*&*&*
Tashi
School Captain