Introduction
Business letter and office correspondence writing is an integral part of the IRDAI Grade A 2025 Descriptive English Paper. This section evaluates your ability to communicate professionally, logically, and concisely within a formal setup. In the insurance and regulatory environment, officials are frequently required to draft letters and memos related to internal processes, customer grievances, clarifications, instructions, and feedback.
To perform well in this section, candidates must understand the structure, tone, and purpose of different types of formal correspondence. This guide covers all essential components including format, writing strategy, tips for scoring high, and sample letters for practice.
1. Importance of Business Letter and Office Correspondence in IRDAI
As an Assistant Manager at IRDAI, one is expected to communicate regularly with stakeholders including insurance companies, policyholders, government departments, and internal teams. Effective communication builds credibility, ensures compliance, resolves issues, and enhances operational efficiency.
The letter writing section in the descriptive paper tests whether a candidate can:
- Convey official messages in a structured and professional manner.
- Maintain appropriate tone and clarity.
- Demonstrate problem-solving and interpersonal skills through writing.
2. Format of a Business Letter
A formal business letter follows a specific structure. Below is the universally accepted format:
A. Sender’s Address
(Top left corner – your office address, if applicable)
B. Date
(e.g., May 4, 2025)
C. Recipient’s Address
(Name, Designation, Organization, Address)
D. Subject Line
(Clearly state the reason for writing)
E. Salutation
(Dear Sir/Madam or Dear [Title + Surname])
F. Body of the Letter
- Opening Paragraph – Introduction and purpose
- Middle Paragraph(s) – Details, context, concerns, or explanations
- Closing Paragraph – Call to action, conclusion, or summary
G. Complimentary Close
(Yours faithfully / Yours sincerely)
H. Signature
(Name, Designation, Contact Info)
3. Types of Letters Asked in IRDAI Descriptive Paper
Here are common business/office correspondence types that may be asked:
| Type | Purpose |
|---|---|
| Complaint Letter | To report a grievance or service-related issue |
| Inquiry Letter | To request specific information |
| Clarification Letter | To respond to a query or seek further explanation |
| Order or Instruction Letter | To issue guidelines, instructions, or tasks |
| Apology Letter | To acknowledge a mistake or express regret |
| Recommendation or Endorsement Letter | To support a proposal or request |
| Appreciation or Acknowledgment Letter | To formally thank or recognize an effort |
| Inter-Departmental Memo | Internal communication within the organization |
4. Strategy to Write a High-Scoring Letter
Step 1: Understand the Prompt Carefully
- Identify the type of letter (complaint, request, clarification, etc.)
- Understand the relationship between sender and receiver
Step 2: Stick to the Word Limit
- IRDAI Grade A letters are usually expected to be around 250 words
Step 3: Maintain Professional Tone
- Be respectful, formal, and concise
- Avoid emotional or casual expressions
Step 4: Use Proper Structure
- Follow standard format strictly; it ensures readability and credibility
Step 5: Revise Before Submitting
- Check grammar, punctuation, and formatting
- Ensure no important point is missed
5. Do’s and Don’ts in Business Letter Writing
✅ Do’s:
- Use polite and professional language
- Use active voice and precise words
- Organize thoughts logically
- Use bullet points (if required) for clarity
- Mention reference numbers or dates if applicable
❌ Don’ts:
- Don’t use informal phrases like “Hey,” “Thanks a ton,” etc.
- Don’t write in first person singular unless the letter demands it
- Don’t exceed the word limit
- Don’t use flowery or poetic language
- Don’t forget to mention the subject line
6. Sample Letter 1: Complaint Letter
Prompt:
Write a letter to the Manager of ABC Life Insurance Company, complaining about delay in the claim settlement despite repeated follow-ups.
To,
The Manager
ABC Life Insurance Co. Ltd.
123, Park Street
New Delhi – 110001
Date: May 4, 2025
Subject: Delay in Settlement of Insurance Claim No. LIC1234567
Dear Sir/Madam,
I am writing to express my concern regarding the delay in processing my life insurance claim bearing reference number LIC1234567. The claim was filed on February 12, 2025, with all the requisite documents submitted at the time.
Despite multiple follow-ups through email and customer care, the claim remains unsettled, causing financial distress to my family. The delay not only contravenes IRDAI’s standard claim settlement timelines but also affects customer trust.
I request you to urgently look into the matter and process the claim at the earliest. Please inform me of any discrepancies or additional documents required. I hope the matter will be resolved without further inconvenience.
Yours faithfully,
Rahul Sharma
(Policyholder)
Mobile: 9876543210
Email: rahul.sharma@email.com
7. Sample Letter 2: Inter-Departmental Communication
Prompt:
You are a Deputy Manager in the IRDAI’s Licensing Department. Write a letter to the HR Department requesting training sessions on policy compliance for new recruits.
To,
The HR Manager
IRDAI Headquarters
Hyderabad – 500004
Date: May 4, 2025
Subject: Request for Training Session on Policy Compliance for New Recruits
Dear Sir/Madam,
I would like to propose the organization of a training session focused on “Policy Compliance in the Insurance Sector” for the newly inducted officers under Batch 2025.
As you are aware, understanding regulatory norms and compliance procedures is vital to ensure quality service and adherence to IRDAI’s operational framework. A structured orientation on relevant guidelines, documentation protocols, and compliance reporting will greatly enhance their readiness and professional competence.
I recommend scheduling the session in the second week of May and engaging senior officers from the Compliance Department as resource persons. Kindly consider the proposal and confirm the logistics accordingly.
Yours sincerely,
Anjali Mehta
Deputy Manager – Licensing Division
IRDAI
Email: anjali.mehta@irdai.gov.in
Phone: 040-2338XXXX
8. Practice Topics for Letter Writing
To build confidence and fluency, practice writing letters on the following:
- Letter to an insurance company regarding miscommunication in premium amount
- Letter to a subordinate warning about poor attendance
- Letter to a policyholder apologizing for delay in service
- Letter to the Finance Department requesting fund allocation for a new initiative
- Letter to a complainant acknowledging receipt of their grievance
- Letter to an insurance company requesting clarification on a rejected claim
- Letter to a training institute confirming nomination for a professional workshop
9. Common Mistakes to Avoid
- Skipping the Subject Line: This is the summary of your letter—never omit it.
- Improper Salutation or Close: Make sure it matches the formality (use “Yours faithfully” for unknown names, “Yours sincerely” if you know the name).
- Too Long Paragraphs: Break the body into 2–3 short, readable paragraphs.
- Spelling/Grammar Errors: These hurt your credibility; revise carefully.
- Repetitive Content: Say what’s needed, clearly and only once.
10. Tips to Score High in IRDAI Grade A Letter Writing
- Clarity: Express your purpose in the first paragraph.
- Conciseness: Keep sentences short and impactful.
- Professional Language: Use formal, neutral tone with action-oriented words.
- Relevance: Stick to the topic; avoid drifting into unrelated ideas.
- Editing: Leave 2–3 minutes to revise before submission.
Conclusion
The business letter and office correspondence section of the IRDAI Grade A 2025 Descriptive English paper is not just a test of writing ability—it’s a reflection of your professionalism, judgment, and communication skills. A well-written letter can help you gain a significant edge over other candidates.
By following the structure, strategy, and samples shared above, and by practicing regularly on a range of topics, you can confidently master this part of the exam.
Consistency, clarity, and correctness are your best allies. Keep writing, keep improving—and success will follow.