Introduction
Every person will have to write a letter in some of the other situations. So, utmost care is to be taken in writing a letter. Let’s learn the proper way of writing a letter. In this article, we will see the Absent letter for school because of sickness.
Kinds of letters
Letters are of two types: Informal Letters (Personal Letters) and Business Letters (Formal Letters).
- Informal letters
These are personal letters which are written to the members of our family, friends, and relatives. These are written in an informal and conversational style. Some examples of Informal letters are- Invitation to parties, sharing experiences of special occasions such as trips and picnics, advising friends or siblings in difficult situations, and so on.
- Business letters
These are formal letters. They are impersonal in tone. They are addressed to officers, superiors, institutions, etc. Applications for jobs, petitions, and complaint letters are some of the examples. The language should never be in a conversational tone. Parliamentary language or formal language must be used.
Type of this letter
This is a formal letter. Formal letters are those which are written in a formal language as they are written to superiors, higher authorities, teachers, managers, and for official purposes.
Language of a formal letter
The language used in a formal letter has to be formal. There shouldn’t be any scope for colloquial or informal language. Slang expressions and SMS language must not be used.
Types of formal letters
Formal letters can be Business related letters, academic, and organizational. Some types are mentioned below:
- Letter of Permission
- Letter of Apology
- Letter of Enquiry
- Letter of Complaint
- Letter of Placing Order
- Letter to the Editor
- Thanking You Letter
Format of a formal letter
A Formal Letter can be written in two ways: Simple model or Complex model.
- Simple Model
It is comparatively shorter than the Complex Model. The body of the letter will be a single paragraph. There can be one or two lines as concluding paragraphs. It is short, clear, and straightforward.
- Complex Model
It is an elaborate letter. The body of the letter can have a minimum of three paragraphs. The language to be used can be either moderate or tough. Mostly, the use of new tough words is avoided as the objective of writing a letter is to pass information but not to baffle the reader.
Format of absent letter for school
From address
(Three to four lines-don’t mention the words ‘From address’)
(leave a line)
17 July 2021(The date must be alphanumerical)
(leave a line)
To address
(Three to four lines- don’t use the words ‘To address’)
(leave a line)
Subject: Seeking permission for leave/ Request for leave/ Permission to absent me from School…
(leave a line)
Sir/Madam
(leave a line)
The first paragraph (Beginning) -Your details and the reason for writing the letter
Second paragraph–Major details -Why you are sick, from when onwards, how long you need leave, alternate arrangement for missing classes or tests, etc.
Third paragraph (conclusion) – What you are expecting from the other side. Mostly begins with words like Hence/Therefore. Gratitude must be expressed.
Thanking you
Yours faithfully/Yours sincerely
XYZ
Some important points to keep in mind
- Total left alignment.
- Don’t use the words ‘From’ and ‘To’ in an address.
- Don’t use commas.
- Don’t use Respected Sir/Respected Madam. Use Dear Sir/Dear Madam or simply Sir/Madam.
- If you know the gender of the person to whom you are writing, use either Sir or Madam. Don’t use both.
- The short form of Madam is Ma’am. Don’t write Mam. It’s wrong.
- Yours faithfully is wrong. Yours faithfully is correct.
- In ‘Yours faithfully’, Y is capital and f is a small letter.
Some leave-taking phrases
- To Officers
Yours faithfully
Yours truly
Yours sincerely
- To Superiors
Yours obediently
Yours faithfully
- To unfamiliar people
Yours truly
- To Friends
Yours lovingly
Yours affectionately
- To the members of the family
‘Yours lovingly’
Or
‘Your loving daughter’
‘Yours affectionately’
Or
‘Your affectionate brother’
Some reasons for absenting from school
There are different reasons to be absent from school. They are as follows-
- Absent because of poor health condition
- Absent because of someone’s death in the family
- Absent because you must go out of the station
- Absent because you must attend a function at your home
- Absent to attend somebody’s marriage in relations or family
- Absent to take part in competitions held outside your school
Absent letter for school because of sickness
- Simple model
Rohan Kumar
Student of Grade X
Delhi Public School
Bangalore
17 July 2021
The Principal
Delhi Public School
Bangalore
Subject: Seeking permission to absent me from School for one week as I am sick.
Dear Sir
I am Rohan Kumar from Grade: X, Section: A, with Roll Number 75. I would like to inform you that I can’t come to school for one week, i.e., from 17 July 2021 to 24 July 2021 as I am seriously sick and am bedridden. As I am suffering from cough, cold, and fever, the doctor suggested a week’s rest. As it is examination time, I wish to prepare from home and take the daily tests.
Hence, I shall be grateful to you, if you accept my Leave letter and grant me leave.
Thanking you in anticipation
Yours faithfully
Rohan Kumar
Grade: X
Section: B
Roll. No: 75
Absent letter for school because of sickness
- Complex model
Rohan Kumar
Student of Grade X
Delhi Public School
Bangalore
17 July 2021
The Principal
Delhi Public School
Bangalore
Subject: Seeking permission to absent me from School for one week as I am sick.
Dear Sir
I am Rohan Kumar from Grade: X, Section: A, with Roll Number 75. I would like to inform you that I can’t come to school for one week, i.e., from 17 July 2021 to 24 July 2021 as I am seriously sick and am bedridden.
For the last two days, I have been suffering from cough, cold, and fever. Yesterday, while returning from hospital I got wet as it was pouring down. My health has deteriorated. The doctor suggested that I take complete rest for one week. If I recuperate from my sickness after one week, I will attend my classes from then onwards. If not, I may have to extend my leave for some more days.
As my final examinations are in the offing, I assure you that I will continue my preparation from home. Wherever and whenever required I will take the support of my classmates who are regular to classes. If you permit, I would like to complete my daily tests at home.
Hence, I humbly request you to accept my absent Letter and grant me leaves from 17 July 2021 to 24 July 2021. I shall be grateful to you if you do so.
Thanking you in anticipation
Yours faithfully
Rohan Kumar
Grade: X
Section: B
Roll. No: 75
Frequently asked Questions
- What is the difference between an informal letter and a formal letter?
An informal letter is written to friends, relatives, members of the family, classmates, etc., while a formal letter is written for official purposes such as business letters, letters to the editor, etc.
- Can we use Respected Sir/Respected Madam?
No. The words -Sir and Madam themselves contain a sense of respect. So, avoid using the word ‘Respected’. Instead, we can use Dear Sir/ Dear Madam or just Sir/ Madam.
- Is “Your’s faithfully” wrong?
Yes. We should not use apostrophes here. Use this without an apostrophe. Thus the correct expression is “Yours faithfully.
- Besides “Yours faithfully” what are the other expressions that we can use?
Yours sincerely is more often chosen as informal letters. But, in academics ‘Yours faithfully’ and ‘Yours obediently’ are more accepted.
- When do we use ‘Yours affectionately’?
‘Yours affectionately’ and ‘Yours lovingly ‘ are used in informal letters which are written to friends, relatives, and so on.
- When do we write ‘Yours truly’?
‘Yours truly’ is written in formal letters when we don’t know the other person very well.
- ‘Yours faithful student’ and ‘Your faithful student ‘: Which one is correct?
‘Yours faithfully’ is correct.
‘Your faithful student’ is correct.
‘Yours faithful student’ is wrong.
In the same way
‘Your affectionate friend’ and ‘Yours affectionately’ are correct.
‘Your loving friend’ and ‘Yours lovingly’ are correct.
‘Your sincere student’ and ‘Yours sincerely’ are correct.
- Can we use ‘thanking you’ in Informal letters?
No. Informal letters are written in a friendly manner. They should not be concluded with a ‘thanking you’ expression. Instead ‘convey my regards to your parents and my love to your brother’ can be used in Informal letters.
- Is ‘Thanking You’ compulsory in all Formal letters?
No. Letters of Placing orders don’t require ‘Thanking You’. When there is the relation of teacher and student, employer and employee and the like, ‘Thanking you is required.
- What is the short form of Madam?
The short form of Madam is Ma’am. We use apostrophes to show that one or more letters are missing. In the word Madam, we omit‘d’ and insert an apostrophe. Thus the short form of Madam is not Mam as most people write. It is Ma’am.