CPJ Institute of Management & Technology

(A PART OF CPJ GROUP OF INSTITUTIONS)

E-NOTES

Class & Semester : BALL.B Semester II

Subject Name : English II

Subject Code 1713

Faculty Name : Ms. Ritu

UNIT-III

(a) Formal Correspondence

Formal correspondence refers to official or professional communication done through letters or emails. It follows
a specific format and tone: polite, concise, and to the point.

Invitation
To invite someone for an occasion, we use the written form Invitation. Invitations are generally printed cards
through which we invite our guests on some auspicious occasions like wedding, birthday, wedding anniversary,
house warming, the inauguration of a shop/factory, etc.

Invitations are of two types:

(a) Formal and
(b) Informal.

These can be printed on cards or can be drafted in the form of letters.

Main Characteristics:
An invitation is a complete information. It answers the questions: who, whom, when, where, what time and for
what. The important components of an invitation, therefore, are:
• Occasion
• Name(s) of the invitee(s)
• Name(s) of the host(s)
• Date, time and venue.
• Name(s) of the chief guest or special invitees, in case of an official invitation.

Format of Formal Invitations:

In case of formal invitations, each of the following is written in a separate line with fonts of varying sizes.
• Names of the hosts
• Name of the invitee (in case of a formal letter of invitation)
• Formal phrase of invitation, for example:
Request the pleasure your benign presence/company Seek your auspicious presence
Solicit your gracious presence on the auspicious occasion
• Date, time and venue of the event
• Occasion/ reason of the invitation.

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Characteristics of Formal Invitations:

1. Meant for a lot of invitees:

• These are written in the third person

• In case a VIP is invited as the chief guest, the name of the VIP must appear prominently.
• Name of the invitee is not to be included. The addressee’s address is to be written only on the envelope.
• Simple present tense is to be used.
• The date of writing is not to be given.
• There is no signature of the host.
• The abbreviation RSVP (French: repondez silvers plait) i.e. ‘Please reply’ is written below on the left
side with name(s), address and phone number of the host(s).
• Put the invitation into a box.
• Do not exceed 50 words.

2. Meant for an individual (a formal letter of invitation)

• Include the name of the invitee.

• These are to be written on run-on lines. The sentence is not broken into different words/phrases.
• Other details are similar to the mass-scale invitations.

Writing Informal Invitations:

Informal

• Written in a letter form, in an informal format. Such letters are very persuasive in nature.
• Written in the first person.
• Salutation is ‘dear + name’.
• Complimentary close ‘Yours sincerely’.
• Date of writing the invitation is given.
• Sender’s address appears on the left-hand side.
• Various tenses used to suit the sense.

Replies

Replies Accepting or Declining

Formal Follow a set formula:
• formal words: ‘kind invitation’, ‘great pleasure’, ‘regret’, etc.
• Use third person (‘they’) instead of first person (T, ‘We’)
• Address of the writer and the date to be written.

Informal – Accepting or Declining

• Like an ordinary letter
• Do not use any formal expressions, but use informal words and expressions
• Use first person (‘I’, ‘We’).

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Invitation Format Examples

Short Answer Type Questions

Question 1.
As Secretary of the Literary Club of St. Anne’s School, Ahmedabad, draft a formal invitation in not more than
50 words for the inauguration of the club in your school. (Delhi 2009)

Answer:

St. Anne’s School

Ahmedabad

We cordially invite all staff, students and parents for the inauguration of the Literary Club of the School on 29th July
between 8.30 a.m. to 11.30 a.m. within the school premises. Well, known novelist, Mr Sandeep Kumar will be our
Chief Guest. You all are also requested to join us in the auditorium for tea and snacks after the inauguration
ceremony.
Secretary

Question 2.
The literary club of your school is putting up the play ‘Waiting for Godot’. As secretary of the club, draft an
invitation inviting the famous writer Sudeesh Gupta to be the guest of honour at the function. Write the invitation
in not more than 50 words. You are Govind/Gauri. (All India 2014)
Answer:

ABC School
Shastri Nagar
Mumbai
February 20, 20xx
Mr. Sudesh Gupta
XYZ Lane
PQR Colony
Mumbai

Dear Sir
The Literary club of our school is putting up the play ‘Waiting for Godot’ on 17th January, 20xx in our school

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auditorium from 9-10 am. On behalf of our club, I would like to extend a cordial invitation to you to be the guest of
honour at the function. It would be our privilege if you consent to grace this occasion with your esteemed presence.
Gauri

Secretary (Literary Club)

Question 3.
As the principal of a reputed college, you have been invited to inaugurate a Book Exhibition in your
neighbourhood. Draft a reply to the invitation in not more than 50 words, expressing your inability to attend the
function. You are Tarun/Tanvi. (All India 2014)

Answer:

Reply To Invitation:
The Principal
ABC College
March 25th, 20xx

I would like to express my gratitude to the Civil Lines Book Club for inviting me to inaugurate the first edition of the
Civil Club Book Exhibition. But I regret my inability to attend the function due to a prior commitment. I have to
attend a meeting with the governing body of our college on the same day for which the inauguration is scheduled.
Yours faithfully
Tanvi
Principal

Question 4.
You have received an invitation to be the judge for a literary competition in St. Ann’s School. Send a reply in
not more than 50 words, confirming your acceptance. You are Mohan/Mohini. (All India)

Answer:

Confirming Acceptance:
16, XYZ Lane
ABC Nagar,
Chennai

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St. Ann’s School
TVS Nagar
Chennai

Sir,
I would like to express my gratitude to St. Ann’s School for inviting me to be the judge for a literary competition in
your school. I confirm my acceptance for the same and will make sure that I am present there at the scheduled date
and time.
Yours sincerely
Mohini

(ii) Applications
Definition:
An application is a formal letter submitted to a person in authority for a specific request. It is commonly used in
educational, legal, professional, and official contexts.

Common Purposes:

• Applying for internships, jobs, scholarships, and certificates

• Requesting leave (medical, personal, academic)
• Seeking permissions or approvals
• Request for fee concession or academic relaxation

Characteristics:

• Written in formal language

• Maintains respectful and courteous tone
• Clearly mentions purpose and supporting details
• Follows a structured and logical format
• Usually addressed to a specific person/designation

Format:
Sender’s Address
[Street, City, Pin Code]
Date: [DD Month YYYY]

To,
[Designation of the Recipient]
[Organization/Institution Name]
[Address]

Subject: [Precise subject line indicating the purpose]

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Respected Sir/Madam,

Paragraph 1: State your introduction (name, designation if relevant) and clearly mention the purpose of writing
the letter.

Paragraph 2: Provide necessary details, qualifications, or circumstances related to the request. Attachments or
references may be mentioned here.

Paragraph 3: Conclude respectfully with a request for favorable consideration and a polite closing.

Thanking you.
Yours sincerely,
[Full Name]
[Contact Information: Email, Phone]

Sample: Application for Internship

45, Green Valley Lane

New Delhi – 110022
April 7, 2025

To,
The HR Manager
ABC Legal Associates
Connaught Place, New Delhi

Subject: Application for Internship Position – May 2025

Respected Sir/Madam,

I am a third-year B.A. LL.B. (Hons.) student at XYZ Law University and I am writing to express my interest in
undertaking an internship at your esteemed law firm during the month of May 2025.

I have a keen interest in civil and constitutional law and have actively participated in moot courts, legal research
activities, and community legal aid programs organized by my university. I believe that this internship will help
me gain practical legal experience and allow me to contribute meaningfully to ongoing projects at your firm.

Please find my resume, academic transcript, and reference letter enclosed for your kind consideration. I would be
grateful for the opportunity to learn and grow under the guidance of your experienced legal professionals.

Thanking you.
Yours sincerely,
Sakshi Verma
Email: [email protected]

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Email: [email protected] | Website: www.cpjimt.in
CPJ Institute of Management & Technology
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Phone: 9876543210

(iii) Letters to the Editor

Definition:

Letters to the editor are written to a newspaper or magazine editor to highlight a public issue, express an opinion,
raise awareness, or provide suggestions. These letters represent public discourse and civil engagement.

Purpose:

• Highlight issues of public importance (social, environmental, legal)

• Offer constructive criticism or suggestions
• Share concerns or observations
• Appreciate or comment on published articles

Structure:

Sender’s Address
[Street, City, Pin Code]
Date: [DD Month YYYY]

To,
The Editor
[Newspaper Name]
[City Name]

Subject: [Topic of the letter]

Sir/Madam,

Paragraph 1: Introduce the topic and its relevance. Mention whether it refers to a recent event or published
article.

Paragraph 2: Elaborate on the issue, citing examples, facts, or personal observations.

Paragraph 3: Offer suggestions or appeal for action. Close the letter with a hopeful or polite note.

Yours truly,
[Full Name]
[City Name]

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Sample: Letter on Water Pollution

A-12, Civil Lines

Lucknow – 226001
April 7, 2025

To,
The Editor
The Times of India
Lucknow

Subject: Rising Water Pollution in Gomti River

Sir,

Through the columns of your esteemed newspaper, I wish to draw the attention of the concerned authorities and
general public toward the increasing water pollution in the Gomti River. This river, once a vital water source for
the city, is now severely contaminated due to unchecked industrial discharge and dumping of domestic waste.

Residents living near the river have reported foul smell and the spread of water-borne diseases. The lack of timely
government action and inadequate sewage treatment has made the situation worse.

It is imperative that the authorities enforce environmental regulations strictly, invest in proper waste treatment
infrastructure, and initiate public awareness campaigns on river conservation. I hope your reputed daily will raise
awareness on this urgent issue.

Yours truly,
Rohit Tiwari
Lucknow

(iv) Letters to Authorities

Definition:

Letters to authorities are formal communications addressed to government officials, institutional heads, or
administrative officers to raise concerns, request actions, or seek information/permissions.

Purpose:

• File complaints about civic issues (roads, sanitation, water supply)

• Request official actions or interventions
• Suggest improvements in services
• Seek permissions (organizing events, repairs, documentation)
• RTI (Right to Information) queries

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Key Guidelines:

• Use formal, objective, and respectful language

• Be precise and fact-based
• Mention specific details: date, place, people involved (if any)
• Suggest realistic solutions
• Avoid emotional or accusatory tone

Format:

Sender’s Address
[Street, City, Pin Code]
Date: [DD Month YYYY]

To,
[Designation of the Officer]
[Department/Office Name]
[Office Address]

Subject: [Short, direct subject of the complaint or request]

Respected Sir/Madam,

Paragraph 1: Introduce yourself and the purpose of the letter.

Paragraph 2: Explain the issue in detail, including relevant data, dates, or complaints previously made.

Paragraph 3: Request for specific action and conclude respectfully.

Thanking you.
Yours faithfully,
[Full Name]
[Contact Information]

Sample: Letter to Municipal Commissioner about Streetlights

25, R.K. Nagar

Bhopal – 462003
April 7, 2025

To,
The Municipal Commissioner
Bhopal Municipal Corporation
Bhopal

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Subject: Request for Repair of Non-Functional Streetlights in R.K. Nagar

Respected Sir,

I am writing to draw your attention to a serious civic issue affecting the residents of R.K. Nagar, Ward 42. The
streetlights in our area have not been functioning for the past two weeks, resulting in complete darkness after
sunset. This has not only caused inconvenience but also increased the risk of accidents and criminal activities in
the neighborhood.

Despite multiple verbal complaints made to the local ward office, no action has been taken so far. Children,
women, and elderly citizens feel unsafe moving outside after dark. We request immediate inspection and repair
of the streetlights to restore normalcy and ensure public safety.

We hope that the Bhopal Municipal Corporation will take swift and appropriate steps to address the issue.

Thanking you.
Yours faithfully,
Meena Joshi
Phone:

(b) Comprehension Questions on an Unseen Legal Passage

Objective:
To assess a student's ability to read, understand, and interpret complex legal language and extract meaningful information
from legal texts, such as:

• Legal textbooks
• Case law excerpts
• Statutes or legal provisions
• Legal documents (contracts, notices, affidavits)
• Reports and official publications

Passage (Excerpt from a Case Judgment):

"The right to freedom of speech and expression under Article 19(1)(a) is not absolute. It is subject to reasonable
restrictions under Article 19(2), which include the interests of the sovereignty and integrity of India, public
order, decency, or morality. In the present case, the petitioner’s social media post was found to incite violence
and disrupt public order."

Sample Questions:

1. Under which Article is the freedom of speech granted? (Factual)

2. Can restrictions be imposed on this freedom? On what grounds? (Factual/Interpretative)
3. What legal principle can be drawn from the passage regarding online speech? (Inference/Application)
4. Do you think the restriction in this case was justified? Support with reasoning. (Critical Thinking)

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1. Format of a Contract (Legal Agreement)
THIS AGREEMENT is made on [Date]
BETWEEN
[Party 1 Name], [Designation/Address]
AND
[Party 2 Name], [Designation/Address]

WHEREAS:
- [Background or purpose of the agreement]

NOW, THEREFORE, the parties agree as follows:

1. Scope of Work: [Details of services or duties]

2. Duration: [Start and end date]
3. Payment Terms: [Fee/Compensation details]
4. Confidentiality Clause
5. Termination Clause
6. Governing Law: [Jurisdiction]

IN WITNESS WHEREOF, the parties have signed this Agreement.

[Signature & Date] – Party 1

[Signature & Date] – Party 2

2. Format of a Legal Notice

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[Your Name/Advocate Name]
[Your Address]
[Date]

TO,
[Recipient's Name]
[Recipient’s Address]

Subject: Legal Notice regarding [matter – e.g., eviction, payment due]

Sir/Madam,

I, [Your Name], issue this notice on behalf of my client [Client Name], who resides at [Address], against you
for [brief facts of the case or grievance].

Despite repeated requests, you have failed to [mention issue]. This conduct is illegal and in violation of
[mention relevant law].

You are hereby directed to [mention required action] within [number] days from receipt of this notice, failing
which legal proceedings shall be initiated.

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Yours sincerely,
[Your Name / Signature]
[Advocate for – Client Name]

3. Format of an Affidavit
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AFFIDAVIT

I, [Full Name], S/o or D/o [Parent’s Name], residing at [Full Address], do hereby solemnly affirm and declare
as under:

1. That I am the deponent and competent to swear this affidavit.

2. That [state the matter clearly – e.g., I am the sole legal heir of...].
3. That [any additional supporting statement].

This affidavit is made to [state the purpose, e.g., support a property claim].

VERIFICATION:
I, [Name], hereby verify that the contents of this affidavit are true and correct to the best of my knowledge and
belief.

Date:
Place:
(Signature)
[Name of Deponent]

4. Format of an Official Report (e.g., Law Commission / NCRB Report)

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[Title of the Report]
[Issued by: e.g., Law Commission of India, NCRB, Ministry of Law & Justice]
[Report Number & Date]

INTRODUCTION
- Objective of the report
- Background information

CHAPTER 1: Overview of the Legal Issue

- Summary of the current legal framework
- Judicial interpretations (if applicable)

CHAPTER 2: Data and Case Studies

- Crime statistics, social impact, examples

CHAPTER 3: Recommendations
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- Suggested amendments
- Rationale behind recommendations

CONCLUSION
- Summary of findings and suggestions

[Signatures / Authoring Committee (if any)]

[Published by: Name of Institution]
[Date of Publication]

Sd/-
Ms. Ritu

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