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Paragraph 1: state why you are writing and name the issue.
Paragraph 2: give details and consequences.
Paragraph 3: suggest action and make a polite request.
Use formal language, a clear subject line and the correct letter format.
| Body of the letter | Useful phrases |
|---|---|
| Paragraph 1: purpose and issue |
I would like to bring to your attention…
I am writing to draw your attention towards… |
| Paragraph 2: details and consequences |
The problems that we face are…
As a result… Consequently… |
| Paragraph 3: suggestions and request |
Firstly, I would like to suggest…
I request you to look into this matter… I look forward to your prompt response. |
View Model Letter
123, Green Park
New Delhi - 110016
31 May 2026
The Commissioner
Municipal Corporation
New Delhi
Subject: Urgent repair of the damaged road in Green Park Colony
Sir/Madam,
I am writing to draw your attention towards the poor condition of the kutcha road leading to our colony. Heavy rains have created large potholes and made the road unsafe.
The potholes cause inconvenience and may lead to accidents. Stagnant water has also collected in them, creating a breeding ground for mosquitoes and increasing the risk of disease.
I request you to look into this matter and arrange immediate repairs. The potholes should be filled, the road levelled and a proper drainage system provided to prevent future waterlogging.
I look forward to your prompt response and necessary action.
Yours sincerely,
Ravi Khanna
