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Year 9 English — Formal letters: complaint and enquiry

Lay out a formal letter, and write one that complains or enquires in the right register.

Name: ________________________

Before you start

Every formal letter has the same eight parts, in the same order down the page. Find out what each one is called — all eight, in any order, with nothing to get right.

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  1. 1. The sender's address
  2. 2. The date
  3. 3. The receiver's address
  4. 4. The subject line
  5. 5. The greeting
  6. 6. The body of the letter
  7. 7. The closing
  8. 8. The signature and name

The greeting, the subject line and the body sit against the left-hand edge in every convention. Where the addresses and the date sit is the part that varies — Indian and British school letters put the sender's address at the top right, while many American letters line everything up on the left.

  1. 1.In the letter convention taught in Indian and British schools, put the parts in the order they appear down the page.

    • The subject line
    • The sender's address
    • The receiver's address and designation
    • The greeting
    • The signature and name
    • The body of the letter
    • The date
    • The closing

  2. 2.Which is the best subject line for a letter about a street light that has stopped working?

    • a) Regarding an important matter
    • b) Street light outside the school gate — not working since 10 May
    • c) Complaint
    • d) Please read this letter carefully

  3. 3.A letter of complaint should say what it is about in its very first sentence. Which opening does that?

    • a) There are a great many problems in our locality these days.
    • b) I am writing to complain about the condition of the footpath outside the school gate.
    • c) I have been meaning to write to you for some time.
    • d) I hope this letter finds you in good health.

  4. 4.Which of these letters is an enquiry rather than a complaint?

    • a) A letter telling a magazine that its article got the facts wrong.
    • b) A letter telling a shop that the goods arrived damaged.
    • c) A letter asking a college for the dates and fees of its summer course.
    • d) A letter telling the council that a street light has been broken for a month.

  5. 5.In the letter convention taught in Indian and British schools, a letter that begins "Dear Mr Sharma" ends with which closing?

    • a) Yours sincerely
    • b) See you soon
    • c) Yours faithfully
    • d) Lots of love

  6. 6.A formal letter names its topic on one short line, placed between the address and the greeting. What is that line called? Write two words.

  7. 7.Match each sentence from a letter of complaint to the job it does.

    • I am writing to complain about the delay in delivery.
    • The order was placed on 3 April and has still not arrived.
    • This has caused considerable inconvenience.
    • I should be grateful if you would deliver it this week or refund the amount.
    • I look forward to your early reply.
    • asks for action
    • gives the facts
    • closes politely
    • states the purpose
    • explains the effect

  8. 8.Sort each sentence by whether its register suits a formal letter.

    Groups: Suits a formal letter · Too informal for one

    • Write back quick!
    • Just wanted to let you know.
    • I should be grateful for an early reply.
    • Anyway, thanks a lot.
    • Kindly look into the matter at your earliest convenience.
    • I wish to bring the following to your notice.

Answer key — Year 9 English — Formal letters: complaint and enquiry

  1. 1. 1. The sender's address 2. The date 3. The receiver's address and designation 4. The subject line 5. The greeting 6. The body of the letter 7. The closing 8. The signature and name
  2. 2. b) Street light outside the school gate — not working since 10 May
  3. 3. b) I am writing to complain about the condition of the footpath outside the school gate.
  4. 4. c) A letter asking a college for the dates and fees of its summer course.
  5. 5. a) Yours sincerely
  6. 6. subject line
  7. 7. I am writing to complain about the delay in delivery. → states the purpose; The order was placed on 3 April and has still not arrived. → gives the facts; This has caused considerable inconvenience. → explains the effect; I should be grateful if you would deliver it this week or refund the amount. → asks for action; I look forward to your early reply. → closes politely
  8. 8. I should be grateful for an early reply. → Suits a formal letter; Write back quick! → Too informal for one; I wish to bring the following to your notice. → Suits a formal letter; Just wanted to let you know. → Too informal for one; Kindly look into the matter at your earliest convenience. → Suits a formal letter; Anyway, thanks a lot. → Too informal for one