What the examiner is checking: the layout (sender's address, date, receiver's address, subject, salutation, three paragraphs, subscription and name), a formal register throughout, and — most important — that all four pieces of information asked for are actually requested: dates, duration, fees and guidelines. Miss one and the letter fails its purpose.
Sunrise Public School
Sector 14, Rohini
New Delhi – 110085
4 August 20XX
The Officer-in-Charge
National War Memorial
India Gate C Hexagon
New Delhi – 110001
Subject: Enquiry about a School Visit to a Memorial
Dear Sir,
This is to enquire about the arrangements for a guided visit to the National War Memorial for the students of Class VIII of our school. Our unit of study this term includes the life of Major Somnath Sharma, PVC, and we would like our students to see the Honour Wall on which his name is inscribed. Could you please provide details about how such a visit may be arranged?
Firstly, I request you to share the dates on which the Memorial is open to school groups during the last week of September, and whether a booking has to be made in advance. Secondly, I would appreciate it if you could explain the usual duration of a guided tour, so that we may plan our transport accordingly. I would also be grateful to get further details on the entry fee, if any, for a group of forty-five students and three accompanying teachers. Lastly, could you clarify if there are guidelines for student groups regarding photography, bags, dress code and conduct at the Memorial, so that we may brief the children beforehand?
An early reply will be greatly appreciated, as it will help us obtain permission from the school authorities and inform the parents in good time. I look forward to your guidance and support for making this trip meaningful.
Yours sincerely,
Ananya Rao
(Coordinator, Class VIII)