Understanding Letter Writing for MP Board Class 12 English: The most common and important sections in the MP Board Class 12 English exam! Letter writing typically carries a significant weight often 5 or 10 marks depending on the type and complexity requested. It assesses your ability to communicate effectively for different purposes and audiences.
There are two primary types of letters you’ll encounter: Formal Letters and Informal Letters. Each has its own distinct purpose, format and tone.
Understanding Letter Writing for MP Board Class 12 English
Letter writing is a skill that demonstrates your proficiency in written communication. It requires you to:
- Understand the Purpose: Why are you writing the letter? (e.g., to complain, to invite, to apply, to inquire).
- Identify the Audience: Who are you writing to? (e.g., a school principal, a newspaper editor, a friend, a family member).
- Choose the Correct Format: Formal or Informal.
- Maintain Appropriate Tone: Respectful and objective (formal) or warm and personal (informal).
- Organize Ideas: Present your thoughts clearly and logically.
- Use Correct Grammar and Vocabulary: Ensure accuracy and precision in language.
1. Formal Letter Writing
Purpose: Formal letters are written for official purposes. They are addressed to authorities, institutions, businesses, or individuals with whom you have a professional or public relationship. Examples: Letters to the Principal, Editor, Municipality, Bank Manager, Job Application letters, Complaint letters, Inquiry letters. Tone: Objective, respectful, polite, direct, and precise. Avoid emotional language.
Key Components and Format (Left-Aligned)
- Sender’s Address:
- What: Your full address.
- Format: Typically 2-3 lines. No punctuation at the end of each line.
- Placement: Top left corner of the page.
- Example: A-102, Green Park, Bhopal, M.P.
- Date:
- What: The date the letter is written.
- Format: DD Month YYYY (e.g., 20 June 2025). No abbreviations for month names.
- Placement: One line below the sender’s address.
- Example: 20 June 2025
- Receiver’s Address:
- What: The full address of the person or office you are writing to. Include their designation.
- Format: Typically 3 lines.
- Placement: One line below the date.
- Example: The Principal, Delhi Public School, Bhopal, M.P.
- Subject:
- What: A concise statement (a phrase, not a sentence) summarizing the purpose of the letter.
- Format: Start with “Subject:” or “Sub:” and underline it, or write it in bold (if typing).
- Placement: One line below the receiver’s address.
- Example: Subject: Application for Leave
- Salutation:
- What: A formal greeting.
- Format: “Sir,” “Madam,” “Dear Sir,” or “Dear Madam.” (Use “Sir/Madam” if the name is unknown).
- Placement: One line below the subject.
- Example: Sir,
- Body of the Letter:
- What: The main content of your letter, divided into paragraphs.
- Format:
- Paragraph 1 (Introduction): State the main purpose of your letter clearly and concisely.
- Paragraph 2 & 3 (Details/Elaboration): Provide necessary details, explanations, reasons, or evidence to support your purpose. Keep it factual and to the point.
- Final Paragraph (Conclusion/Call to Action): Reiterate your request, express gratitude, or state what action you expect to be taken.
- Tone: Maintain a formal, polite, and objective tone throughout. Use standard English; avoid slang, contractions (e.g., don’t, can’t), and idioms.
- Placement: After the salutation.
- Complimentary Close:
- What: A formal way to end the letter.
- Format: “Yours faithfully,” (if you started with Sir/Madam) or “Yours sincerely,” (if you started with Dear Sir/Madam). Capitalize only the first word.
- Placement: One line below the body, right-aligned or left-aligned (left-aligned is common in modern formal letters).
- Example: Yours faithfully,
- Signature:
- What: Your full name.
- Format: Write your full name clearly below the complimentary close. You may also add your designation/address if relevant.
- Placement: Below the complimentary close.
- Example: (Your Signature) [Your Full Name] (Your Designation/Contact, if applicable)
Example Format (Formal Letter):
[Sender’s Address]
A-102, Green Park,
Bhopal, M.P.
20 June 2025
The Principal,
Delhi Public School,
Bhopal, M.P.
Subject: Application for Leave
Sir,
I am writing to request a leave of absence for two days, on 23rd and 24th June 2025, as I have to attend a family function out of station.
I assure you that I will complete all pending assignments before my leave and will catch up on any missed work promptly upon my return. My class teacher has also been informed about my absence.
I would be highly grateful if you could grant me leave for the aforementioned days.
Yours faithfully,
(Your Signature)
[Your Full Name]
Class XII Science
2. Informal Letter Writing
Purpose: Informal letters are written to friends, family members, or close acquaintances. They are personal and conversational. Examples: Inviting a friend, congratulating someone, inquiring about health, sharing news, thanking someone. Tone: Personal, friendly, warm, and conversational. Can include emotions and personal opinions.
Key Components and Format (Sender’s Address and Date often Top-Right or Left-Aligned)
- Sender’s Address:
- What: Your full address.
- Format: Typically 2-3 lines.
- Placement: Top right corner of the page (or top left, consistently).
- Example: B-25, Nehru Nagar, Indore, M.P.
- Date:
- What: The date the letter is written.
- Format: DD Month YYYY (e.g., 20 June 2025).
- Placement: Below the sender’s address.
- Example: 20 June 2025
- Salutation:
- What: A personal greeting.
- Format: “Dear [Name],” “Dearest [Relation],” (e.g., Dear Rahul, Dearest Mom,).
- Placement: Below the date, usually left-aligned.
- Example: Dear Rahul,
- Body of the Letter:
- What: The main content, written in a friendly and conversational style.
- Format:
- Paragraph 1 (Opening): Start with warm greetings and inquire about the recipient’s well-being (e.g., “How are you? Hope this letter finds you in good health.”). You can also refer to a previous letter or event.
- Middle Paragraphs (Main Message): Share your news, express your thoughts, invite, congratulate, or discuss the main reason for writing. Keep the language natural and engaging.
- Final Paragraph (Closing): Conclude with warm wishes, expressing hope to meet soon, or sending regards to family members.
- Tone: Use personal pronouns (I, we, you), contractions (don’t, isn’t), idioms, and a relaxed vocabulary.
- Placement: After the salutation.
- Complimentary Close:
- What: A warm closing.
- Format: “Yours lovingly,” “Yours sincerely,” “Best wishes,” “Lots of love,” “Affectionately,” etc.
- Placement: After the body, usually right-aligned or left-aligned.
- Example: Yours lovingly,
- Signature:
- What: Your first name.
- Format: Write your name below the complimentary close.
- Placement: Below the complimentary close.
- Example: [Your Name]
Example Format (Informal Letter):
[Sender's Address]
B-25, Nehru Nagar,
Indore, M.P.
20 June 2025
Dear Rahul,
How are you doing? I hope this letter finds you in good health and high spirits. It feels like ages since we last properly chatted.
I'm writing to invite you to my birthday party on 5th July 2025, at my home. We're planning a small get-together with some close friends, music, games, and of course, a lot of good food! It wouldn't be complete without you.
Please do let me know if you'll be able to make it by the end of next week so I can finalize the arrangements. I'm really looking forward to celebrating with you!
Give my regards to your parents. Hope to see you soon!
Yours lovingly,
[Your Name]
General Tips for Both Types of Letters
- Word Limit: Always adhere to the prescribed word limit (e.g., 120-150 words).
- Clarity and Conciseness: Be clear and to the point. Avoid unnecessary details or rambling.
- Grammar and Spelling: Proofread carefully for any errors. Mistakes can lead to mark deductions.
- Handwriting/Presentation: Keep your letter neat and legible. Use appropriate spacing.
- No Abbreviations: Avoid abbreviations in the main body of both formal and informal letters (except for well-known acronyms if applicable in formal contexts).
- Practice: The more you practice writing different types of letters, the better you will become.
Frequently Asked Questions (FAQs) for Letter Writing
Q1: What is the typical mark allocation for letter writing in MP Board Class 12?
A1: Letter writing usually carries 5 or 10 marks, depending on the specific question and overall paper pattern.
Q2: Should I write the letter in a box?
A2: No, it is generally not required to draw a box around the letter in the exam. Just follow the prescribed format and alignment.
Q3: What date format should I use?
A3: The standard and recommended format is DD Month YYYY (e.g., 20 June 2025). Avoid using numerical formats like 20/06/2025.
Q4: Can I use short forms or contractions (like “can’t”, “don’t”) in letters?
A4: Only in informal letters. In formal letters, always use full forms (e.g., “cannot,” “do not”).
Q5: Is it mandatory to write the sender’s address in informal letters?
A5: Yes, it is mandatory. Even in informal letters, the sender’s address and date are written, usually at the top right (or top left) corner.
Q6: How many paragraphs should the body of a letter have?
A6: Typically, the body should have 2-3 paragraphs. * Formal: Introduction (purpose), details, conclusion (action). * Informal: Opening, main message, concluding remarks.
Q7: Should I write “To” before the receiver’s address in formal letters?
A7: No, it is not necessary and is generally omitted in modern formal letter formats. Just write the designation and address directly.
Q8: What if I don’t know the exact address or name in a formal letter?
A8: For the exam, you can use fictional but realistic addresses. If the person’s name is unknown, use “The Editor,” “The Manager,” or “The Principal,” and for salutation, use “Sir” or “Madam.”
By understanding these guidelines and practicing regularly you can confidently tackle letter writing in your MP Board Class 12 English exam!