The IBPS PO exam is a crucial step for aspiring probationary officers, and the Descriptive English paper, especially the letter writing section, plays a significant role in the final score. Scoring well in this part can greatly improve your overall chances. In this guide, we will break down the most effective structure for letter writing that will not only help you present your ideas clearly but also earn top marks in the IBPS PO 2024 exam.
Understanding the Letter Writing Format in IBPS PO 2024
- Type: The letters can be formal or informal, but formal letters are more commonly asked in competitive exams.
- Word Limit: Typically, the word limit for the letter is 150 to 200 words.
- Marks: The letter writing section carries a weightage of 10-15 marks.
- Purpose: You are usually asked to write letters to authorities, editors, or heads of organizations to address an issue, make a request, or convey important information.
The Ideal Structure for Letter Writing in IBPS PO 2024
To ensure clarity and precision, your letter should follow a well-defined structure that includes:
- Sender’s Address
- Always begin your letter by providing your address on the top left-hand corner. This helps in identifying the sender and gives the letter a professional start.
- Example:
XYZ Apartments,Park Street,Mumbai.October 24, 2024.
- Date
- Place the date right below the sender’s address. The date should be in the format of DD Month, YYYY.
- Example:
October 24, 2024
- Recipient’s Address
- Skip a line after the date and mention the recipient’s address. In formal letters, this is essential to identify the person or organization being addressed.
- Example:
The Manager,ABC Bank,Park Avenue,Mumbai.
- Subject
- The subject line should clearly convey the purpose of the letter in one crisp line. It allows the reader to immediately understand the topic.
- Keep the subject line brief, ideally not exceeding 8-10 words.
- Example:
Subject: Request for Extension of Loan Repayment Term
- Salutation
- Address the recipient respectfully. For formal letters, use “Dear Sir/Madam” or “Respected Sir/Madam”. For informal letters, you can use “Dear [Name]” but keep in mind that informal letters are rare in IBPS PO exams.
- Example:
Dear Sir/Madam,
- Introduction
- The first paragraph is your introduction. Here, you should introduce the purpose of your letter concisely. In this part, mention why you are writing the letter in 1-2 lines. Be polite and direct.
- Example:
I am writing to bring to your attention a problem I am facing regarding the repayment terms of my home loan with your bank.
- Body
- The second paragraph forms the main content of your letter. This is where you will provide details, explanations, or requests depending on the type of letter.
- Break the body into two parts: the problem or issue in the first part, and the action you are requesting in the second.
- Keep the paragraph clear and focused, ensuring you are staying within the word limit while covering all important points.
- Example:
Due to unforeseen financial constraints, I am finding it difficult to adhere to the current loan repayment schedule. As my income has been temporarily reduced, I kindly request an extension of the repayment term from 15 to 20 years, which would ease the financial burden during this time.
- Conclusion
- The third paragraph is the concluding paragraph. Express gratitude for considering your request and include a polite closing remark. This is where you show appreciation or re-emphasize your key request.
- Example:
I would be grateful if you could consider my request at the earliest. I look forward to a positive response from your end.
- Closing
- End your letter with a formal closing phrase such as “Yours faithfully” or “Yours sincerely” followed by your signature and full name.
- If you are writing a formal letter to an authority, stick to a respectful closing, even if the subject is a complaint.
- Example:
Yours faithfully, [Your Full Name]
Key Tips to Remember
- Clarity and Precision: Avoid using flowery language or unnecessary jargon. Keep your sentences short and to the point.
- Word Limit: Stick to the word limit of 150-200 words. Writing too much could result in a penalty, while writing too little might leave out essential information.
- Formal Language: Always use formal language and maintain a respectful tone throughout the letter. Avoid contractions like “I’m” or “can’t” in formal writing.
- Proofreading: Always leave a minute or two at the end to proofread your letter for any grammatical or spelling errors.
- Time Management: Allocate about 12-15 minutes to write the letter, leaving the rest for the essay or other descriptive sections. Don’t rush, but don’t spend too much time either.
Sample Formal Letter
Here’s an example of a well-structured letter for the IBPS PO exam:
XYZ Apartments,
Park Street, Mumbai.
October 24, 2024.
The Manager,
ABC Bank,
Park Avenue, Mumbai.
Subject: Request for Extension of Loan Repayment Term
Dear Sir/Madam,
I am writing to bring to your attention a problem I am facing regarding the repayment terms of my home loan with your bank. Due to unforeseen financial constraints, I am finding it difficult to adhere to the current loan repayment schedule.
As my income has been temporarily reduced, I kindly request an extension of the repayment term from 15 to 20 years, which would ease the financial burden during this time. I would be grateful if you could consider my request at the earliest.
I look forward to a positive response from your end.
Yours faithfully,
Rahul Sharma
Final Thoughts
Scoring well in the letter writing section of the IBPS PO 2024 exam depends on your ability to communicate effectively, follow the correct structure, and adhere to the formalities of letter writing. By using this structure, you’ll ensure your letter is clear, professional, and impactful—qualities that examiners look for in this section. Practice writing a few sample letters with different topics to build confidence and speed before the exam.