The IRDAI Grade A Phase II Descriptive English paper is not just about essays and precis writing — business correspondence is another crucial component that tests your ability to draft professional, clear, and well-structured communication. Whether it’s a formal letter, office memo, email, or report, this section reflects your suitability for a managerial and regulatory role.
In this article, we’ll cover the complete format, structure, examples, and tips to master business correspondence for IRDAI Grade A 2025.
Why Business Correspondence Matters
As an IRDAI Officer, you will interact with multiple stakeholders — insurance companies, banks, government departments, policyholders, and colleagues. Effective communication ensures smooth operations, clear regulatory instructions, and resolution of disputes.
The Descriptive English paper uses business correspondence to assess:
- Professionalism in writing – Can you draft official communication in the right tone?
- Clarity & conciseness – Are you able to convey the message without ambiguity?
- Format knowledge – Do you know how to structure a letter or memo?
Scoring well here demonstrates that you are ready for real-world regulatory communication.
Types of Business Correspondence in IRDAI Exam
You may be asked to draft:
- Formal Letters – Complaint, Inquiry, Recommendation, Clarification
- Official Emails – Policy communication, Request for information
- Office Memos – Internal communication for instructions or reports
- Reports/Notices – Brief report on an event, circular for staff
Standard Business Letter Format
A formal letter follows a universally accepted structure. Here’s the ideal format for IRDAI Grade A Descriptive English:
1. Sender’s Details
(Your designation or “Candidate”)
Address (Optional if exam asks for only content)
2. Date
Write date in standard format:
15 September 2025
3. Receiver’s Details
Designation
Organization Name
Address
4. Subject Line
Crisp and clear – one line only.
Example: Subject: Request for Clarification on Policy Guidelines
5. Salutation
Use formal greeting:
Dear Sir/Madam,
6. Body of the Letter
Break into 3 paragraphs:
- Introduction: Mention purpose immediately.
- Main Content: Provide details, facts, context, or explanation.
- Closing: Express expectation (e.g., “Kindly look into the matter”)
7. Complimentary Close
Use formal closure:
Yours faithfully, (when you don’t know the recipient’s name)
Yours sincerely, (when name is mentioned)
8. Signature/Name
(Your Name)
Designation (if applicable)
Sample Letter
Question: Write a formal letter to the HR department requesting reimbursement of medical expenses incurred during hospitalization.
Answer:
15 September 2025
To
The HR Manager
XYZ Insurance Company
New Delhi
Subject: Request for Reimbursement of Medical Expenses
Dear Sir/Madam,
I am writing to request reimbursement for medical expenses incurred during my hospitalization from 2nd to 8th September 2025 due to a surgery. The total expenses amounted to ₹85,000, for which bills and discharge summary are enclosed.
As per the company’s employee health insurance policy, hospitalization expenses are reimbursable. Kindly process the claim at the earliest and credit the amount to my salary account.
Thank you for your assistance.
Yours faithfully,
(Signature)
ABC
Email Format for IRDAI Descriptive English
Emails in professional settings must be crisp, polite, and properly structured.
Standard Email Structure:
- To: Recipient’s Email ID
- Subject: Always specify purpose
- Salutation: Dear Sir/Madam
- Body: 2–3 short paragraphs
- Closing: Regards / Sincerely
- Signature: Name & Designation
Sample Email
Question: Draft an email to the IT department about malfunctioning office systems affecting work.
To: it.support@xyz.com
Subject: Urgent Request for System Repair
Dear IT Team,
This is to inform you that several systems in the underwriting department have been malfunctioning since the last two days. The issues include frequent system crashes and network disconnection, which are impacting work efficiency.
Kindly arrange for immediate troubleshooting so that daily operations are not disrupted.
Regards,
ABC
Assistant Manager
Office Memo Format
A memo is used for internal communication within an organization.
Structure:
- Heading: MEMO
- To: Name/Designation
- From: Your Name/Designation
- Date: dd/mm/yyyy
- Subject: Memo Subject
- Body: State matter briefly (instruction, reminder, information)
- Signature: Name
Sample Memo
MEMO
To: All Branch Managers
From: Zonal Office
Date: 15 September 2025
Subject: Deadline for Quarterly Compliance Reports
All branch managers are requested to submit the quarterly compliance reports by 25 September 2025 without fail. Delay in submission will attract penalty as per internal policy.
Zonal Head
Tips to Score High in Business Correspondence
- Be Formal and Professional: No casual tone or slang.
- Clarity is Key: State purpose in first line itself.
- Brevity: Keep communication short, avoid unnecessary details.
- Correct Format: Right salutation, subject line, and closing are crucial.
- Proofread: Avoid spelling/grammar mistakes.
Common Mistakes to Avoid
- Missing subject line (leads to lower marks)
- Using informal language (Hey, Hi, etc.)
- Writing excessively long letters/emails
- Not mentioning date or designation where required
- Using abbreviations (pls, asap) — keep it professional
Practice Plan for Business Correspondence
| Day | Activity | Duration |
|---|---|---|
| Mon | Write 1 formal letter | 20 mins |
| Tue | Draft 1 email on workplace issue | 15 mins |
| Wed | Write memo on policy circular | 15 mins |
| Thu | Review & self-check for format | 15 mins |
| Fri | Write 2 letters under time limit | 30 mins |
| Sat | Mock Descriptive Practice (Letter + Precis + RC) | 1 hour |
| Sun | Analyze errors & improve | 20 mins |
Final Words
Business correspondence is a scoring area if you know the right format. Most candidates lose marks due to missing subject lines, incorrect salutations, or informal language — but with regular practice, you can easily master this section and boost your overall IRDAI Grade A Descriptive score.
Focus on clarity, professionalism, and structure, and make sure you practice at least 2–3 letters/memos every week before the exam.