Letter Writing made easy for you.

Is Letter Writing Difficult for You?

I can’t write letters. I am not confident in writing letters. Do you run away from writing letters? Do you think that you can’t write official letters / applications?

You are good at writing anything to your friends but when you have to write an application, you have to take support of your friends.

When you start writing a letter, do you feel that you are not sure where a particular piece of information should be written? Or do you feel bankrupt of words in some situations? Should I write yours sincerely or yours obediently? Is it ‘yours’ or ‘your’s’?

You have poor level of confidence because many of your questions are unanswered.

Don’t worry. I am here to answer all your questions.

Actually, you must know the basics of letter writing

The Art of Letter Writing

Basics of Letter Writing

You know letter writing is very common among people. Students have to write letters in their language studies and language learning. However, people do not take the job of letter writing very seriously. They have a casual approach towards letter writing. The advent of cell phone which facilitates Email and messaging has increased this casualness towards letter writing. People write letters as they wish without a thought for its format and appropriateness of the language. People are not aware of where to use formal language and where to use informal language.

But I advise you to take this job seriously and first of all know the basics of letter writing.

There are two basic things about the letters that you must know:-

1. Language:- ( What language I have to use with which person)

2. Elements:- ( What are the elements that I have to use in the letter I am writing and how many elements overall there are that I have to use?)

3. Format- (Which piece of information to be written where)

1. Language:- The first thing is the language that you have to use in the letter. You can’t use same type of language with all the people you are writing letter. You have to decide your language with the person before you according to your relation with him/her. We can use informal language if we are writing an informal letter i.e. the letter to our friends, relatives and family members. Similarly, formal language must be used in formal or official letters.

The elements of courtesy for the beginning and ending of the letters too differ from each other.

Your language depends upon whether you have informal relation with the person or formal relations.

The category of the letter decides this fact.

2. Elements- Next thing is the overall elements that you need to include in the letter. It means that you don't have to write only the message that you want to convey but there are several other things that you have to write before and after the main message for example in an informal letter you have to write your address, date, salutation before the main message and complimentary close and signature after the main message.

3. Format- The next important thing that you must pay attention to is that the letters have to be written in a proper format otherwise there shall be no difference between a paragraph and a letter. All kinds of letters have a distinct format. Format is also known as Style of Presentation. According to Format or Style of Presentation, you decide the Layout. Layout means "What things to write where."

The Art of Letter Writing

The art of letter writing may be divided into two types of letters as follows:-

Informal Letter

All the letters that we write to the people with whom we have informal relationship e.g. our friends and relatives (father, mother, uncle, aunt, sister, brother etc.) are called informal letters.

Formal Letter

All the letters that we write to the people with whom we have formal relationship e.g. the head of an institution/ a government organization/business organization etc come under the category of formal letters.

These are the letters that we address to the Principal of a school, the head of a government office, or the head of an office belonging to business organization or an office bearer. All the business letters are formal letters.

Elements of an Informal Letter

1. Return Address- This is the address of the letter writer (sender).

2. Date- Under the address, the date of writing the letter is written. Usually the date should be written in the following manner e.g. 14 October, 2003 or 14 Oct, 2003.

3. Salutation-Salutation is the respectful beginning of the letter. You begin writing the letter with some informal address like Dear friend or Dear father, Dear Dad, Dear Mom, Dear Mom. Dear Pinky, Dear father Dear brother, Dear sister etc .

4. Main Body- Your message is the main body of the letter, which contains all the important information. You may start the main body of the letter in the following way:-“I am quite well here and hope for the same to you. ” Or “I am quite fine here and hope for the same to you.” or “I am quite fine here and hope that this letters of mine finds you in the best of your health and cheerful mood” This is right. If you have any other version, that is also welcome. But remember if there has been a tragic incident at your friend’s home, you should not write the above mentioned sentences. However, you should start it in the following way: - “I am very sorry to know that…” “I am awfully sorry to know that……………” or “I am extremely sorry to know that…………………”

5. Complimentary Close- Complimentary close is the respectful ending of the letter. Most common complimentary closes are “Yours sincerely”, “Yours lovingly”, “Yours affectionately”. Write “Yours affectionately”, “Your loving son/daughter” to the members of you family and “Yours sincerely” or “Your loving friend” to your friend. Remember that the first letter of the complimentary close must be capital. You can write “Yours sincerely” or “Sincerely yours”. Both are correct. You can also write “Regards” or “Best regards” or “Kind regards” or “With best wishes” or “Sincerely” whichever you find suitable. There is another set of complimentary closes e.g. “Yours forever” or “Warms regards” or “With warm regards” which will depend upon your relation with the receiver of the letter.

Style of Presentation/Formats of letters

Lay out of an Informal Letter

Block Style

1 . Return Address

2. Date

3. Salutation ( Dear friend, Dear Father etc.)

4. Main Body of the letter

............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

5. Complimentary Close

(Yours affectionately

Yours truly etc)

6. Signature

(Your name).

.................................................................................................................

Sample Letter

( Specimen Block Style)

Lay out of an Informal Letter

Complete Block Style

1 . Return Address

2. Date

3. Salutation ( Dear friend, Dear Father etc.)

4. Main Body of the letter

5. Complimentary Close

(Yours affectionately

Yours truly etc)

6. Signature

(Your name).

Sample Letter Complete Block Style

Important:-
1. You can convert a letter / application into Complete Block Style very easily. You have to start all the elements of a letter from left side. In other words, in Complete Block Style, all the elements of a letter/application are aligned on the left side. The order of elements remains unchanged in both Block Style and Complete Block Style, See the first sample letter carefully. It has been written in both Block and Complete Block Style.
2. Both the style are correct. No one can say that this style is right and that style is wrong. Don't worry. You have all the freedom to apply any style.
3. All the following letters will be written in Block Style and as you know you can convert it into
Complete Block Style any time you want.

Some samples of Informal Letters

Letter to Father

Sardar Patel Hostel

University of Allahabad

26 February,2005

Dear Daddy,

I am quite fine here and hope that this letter of mine finds you in the best of your health and cheerful mood. I hope that Mom and Dolly too are happy and cheerful.

My examinations are going to start from 15 March 2005. I am well prepared for the examination. Besides this, I hope that I shall be able to cross the preliminary examination of IAS in my first attempt.

My teacher has suggested some more good books which are useful for some papers of final year and for IAS Examination also. Please send me Rs 500 more so that I may be able to buy these books.

Love to Mom and Dolly.

Affectionately yours,

Sudhir Agrawal

Letter of Condolence

Rajendra Nagar Satna(MP)

28 October,2005

Dear friend,

I feel extremely sorry at the sad and sudden demise of your father.

It is an infinite loss not only to you but to me as well. He has been a guide to both of us in the struggle of life. I request you not to feel alone at this hour of tragedy.

However, “Man proposes; God disposes”. God’s will is above all. Therefore, have faith in the Almighty. “Do thy duty; reward is not thy concern”. “Whatever God does, does for good”. We all are with you.

I request you to resume the charge of your duties and work with the same spirit. After all, this is all that your father really wanted from you.

We all stand by you in this hour of grief.

Yours truly,

Rajesh Kumar

Questions:-

1. Write a letter to your father asking him to send you Rs 1000 for books.

2. Write a letter to your friend congratulating him on his success in NEET examination.

3. Write a letter of consolation to your friend who could not qualify NEET examination.

4. Write a letter to your friend describing him what you want to do after 12 th.

Important:- The following book has many informal letters and you can get the one you want.

Click here to see the book.

Formal Letters

There are a number of formal letters that are written in our formal life. We can broadly divide them into four categories

Personal Official Correspondence

It is your personal formal correspondence with any office or any organization e.g. application to the principal, application/letter to the collector or any other head of the department of government or private organization or application letter for job etc. Its one end is personal and other official.

Business Correspondence

It is the correspondence that a business organization enters into with another organization. Sales letter, letter of quotation,/enquiry, placing the order, letter of complaint and credit and collection letter come under this category.

Inter office correspondence

This is the correspondence that takes place between two people / offices of the same organization

Social Correspondence

Invitation to dinner, birth day parties, functions, celebrations or their replies or condolence messages come under this categories.

Application to the Principal

Elements of an Application to the Principal

1.Inside Address-Inside Address is the address of the receiver of the letter/application.

Write at place no.1:-

The Principal

The Address of the School/College

( You can write “To The Principal” also however ‘To’ is not necessary because this place is meant for the receiver of the application. But remember that “P” must be capital when you write “The Principal”.)

Write the address of the school or college under “The Principal”.

2. Salutation-Write “Respected Sir” Or “Sir” at place no 2.

3. Subject- It should be as brief as possible.

4.Main Body-You may start the main body of application in the following manner:-

I beg to say that.............

I beg to state that................

Sir,

Most respectfully I beg to say that.................

You may come directly on the point

5. Complimentary Close- You may write “Yours faithfully” or “Yours obediently” for complimentary close of the application at place no 6.

6. Signature- Put down your signature under complimentary close and then write your name.

7+ 8- Besides this, on the left margin, you should write the date (Always spell the name of the month) and the name of the place from where you are writing the letter/application.

Application to the Principal

Lay out of an Application to the Principal

Block Style

1. Inside Address

The Principal

XYZ School/College

Address ................

2. Salutation

(Respected Sir)

3. Subject Line:

4. Main Body

5. Complimentary Close

(Yours faithfully

Yours obediently)

6. Signature

(Your name)

7. Place

8. Date

Application to the Principal

Lay out of an Application to the Principal

Complete Block Style

1. Inside Address

The Principal

XYZ School/College

Address ................

2. Salutation

(Respected Sir)

3. Subject Line:

4. Main Body

5. Complimentary Close

(Yours faithfully

Yours obediently)

6. Signature

(Your name)

7. Place

8. Date

Specimen Application to the Principal

Block Style

The Principal

JP Institute of Technology

Chhatarpur Road Sagar (MP)

Sir

Subject-Application for the membership of ISTE

Most respectfully, I beg to say that I want to become a member of ISTE. I am Rupesh Ahuja from Electrical Engineering 6th Semester. I have come to know from our professors that all the faculty members have become members of ISTE. Students too can become members of this society. This society publishes a magazine and there are various advantages that we can get from it.

I request you to permit me to become a member of ISTE and provide necessary support.

I am ready to pay the subscription there of.

Thank you,

Yours faithfully

Rupesh Ahuja

Place- Sagar

Date- 12 July,2005

*****

Specimen Application to the Principal

Complete Block Style

The Principal

JP Institute of Technology

Chhatarpur Road Sagar (MP)

Sir

Subject-Application for the membership of ISTE

I request you to permit me to become a member of ISTE and provide necessary support.

I am ready to pay the subscription there of.

Thank you,

Yours faithfully

Rupesh Ahuja

Place- Sagar

Date- 12 July,2005

*****

Lay out of an application to the Collector

Head of any Public / Private Institution

Block Style

1 . Return Address

2. Date

3. Inside Address

The Collector/ The Manager

XYZ Department / Organisation,

Address ................

4. Salutation ( Respected Sir / Dear Sir / Sir etc.)

5. Subject Line:

6. Main Body of the letter

7. Complimentary Close

(Yours faithfully

Yours truly etc)

8. Signature

(Your name)

*****

Lay out of an application to the Collector

Head of any Public / Private Institution

Complete Block Style

1 . Return Address

2. Date

3. Inside Address

The Collector/ The Manager

XYZ Department / Organisation,

Address ................

4. Salutation ( Respected Sir / Dear Sir / Sir etc.)

5. Subject Line:

6. Main Body of the letter

7. Complimentary Close

(Yours faithfully

Yours truly etc)

8. Signature

(Your name)

******

Specimen Application to the Collector

Block Style

Krishna Nagar

Satna (MP)

17 July 2015

The Collector

Civil Lines Satna (MP)

Respected Sir,

Subject: Application to ban loudspeakers.

I regret to bring it to your kind consideration that loudspeakers in my locality are creating a great disturbance in our studies.

I am a student of class XII. Our examinations are going to start next week but since it is the time of marriages, people are playing film songs on the loudspeakers round the clock. Besides this, marriage processions use high volume loudspeakers. Besides being a nuisance to our studies, these loudspeakers are harmful to health also.

You know very well how precious our time is. We cannot do any reading because of these loudspeakers.

Therefore I request you to put a ban on the use of loudspeakers during our examination time and oblige.

Thank you.

Yours faithfully,

Rajesh Shukla

.............................................................

Specimen Application to the Collector

Complete Block Style

Krishna Nagar

Satna (MP)

17 July 2015

The Collector

Civil Lines Satna (MP)

Respected Sir,

Subject: Application to ban loudspeakers.

I regret to bring it to your kind consideration that loudspeakers in my locality are creating a great disturbance in our studies.

You know very well how precious our time is. We cannot do any reading because of these loudspeakers.

Therefore I request you to put a ban on the use of loudspeakers during our examination time and oblige.

Thank you.

Yours faithfully,

Rajesh Shukla

...........................................................

The following book has many informal letters, formal letters, Application to the Principal/ Collector/Editor/ Any Head of an Organization and Application Letter for job.

Click here to see the book.

...............................................................................................

Business Letter

Lay Out for a Business Letter

A business letter has more elements than an informal letter or any other formal letter therefore it needs greater attention. You can see the following figure to check all the important elements of a business letter.

Block Style

Structure and Layout of a Business Letter

Complete Block Style

..................................................................................

1. Letter Head ( Name and Address of the Organisation)

............................................................................................

2.Date

3. Reference (your reference/ our reference)

4. Personal Notation

5. Inside Address

6. Attention Line

7. Salutation

8. Subject Line

....................................................................................................

9. Main Body of the letter (Main Message)

............................................................................................

10. Complimentary Close

11. Signature

(Typed name and designation)

12. Identification marks

13. Enclosure

14. Mailing Notation

15. C.C. (Copy to)

16. Post Script

.............................................................................................................................

Elements of structure

1. Letterhead

This is the top side of the letter. It is an already printed parted of the letter popularly known as letterhead or heading. It contains the name and address of the organization along with phone numbers, fax numbers, e-mail address, and website.. (Place no 1 in the figure)

2. Date

The date is printed two spaces below the last line of the letterhead. You can write the date at place no 2 as shown in the figure. like

23July, 2008

July23, 2008

3. Reference

It is a unique identity of a letter. Every out going letter is assigned with a unique number and put in records for future. The Receipt and Dispatch Department of an organization keeps the record of all the incoming and outgoing letters. Every entry is maintained on the basis of this number.

Place no.3 (two spaces below the date / last line of the letterhead).

4. Personal Notation

(Place no 4 in the figure) If the letter is a confidential, and it has to be read only by a particular person, the word Personal or Confidential is used at this place and on the envelop also.

5. Inside Address

(Place no 5 in the figure)

The inside address is the receiver’s address. It is the name / designation of the person and / or the address of the organization to whom the letter is being written.

e.g.

The Chief Accounts Officer

Bharat Aluminium Company Ltd

Lajpat Nagar

New Delhi-110011

The Personal Manager

Prism Cement Ltd

Mankahari Satna (MP)

Sri R K Shukla

Ultratech Cement Ltd.

Sarojini Nagar Jaipur-550045

6. Attention Line

To ensure prompt attention especially in very big organizations a line of attention is added after the inside address:-

Attention: The Purchase Manager

Attention: for Mr. Sudesh Gautam

For the kind attention of Mr. Sudesh Gautam

(See place no 6 in the figure)

7. Salutation

Salutation is the respectful beginning of the letter. It is like greeting a person when you meet him.

(See place No 7 in the figure).

Most common salutation for business correspondence is ‘Dear Sir’ or ‘Dear Madam’ or ‘Dear Sirs’ or ‘Dear Madams’

8. Subject

(Place no 8 in the figure)

This line simply indicates what the letter is about therefore it should not exceed more than one line.

9. Main Body

(Place no 9 in the figure)

It is the main message. It is always better to disclose your purpose of writing at the very first line. Keep the language simple. Then You can mention the detail and end with what action n you require from the reader.

10. Complimentary Close

(Place no 10 in the figure)

Complimentary close is a polite way of ending the letter or taking leave courteously. The most common complimentary closes are ‘Yours faithfully’ and ‘Yours truly’ etc.

11. Signature

(Place no 11 in the figure)

The person who writes/replies the letter has to sign here. It is placed below the complimentary close.

12. Identification Marks

(Place no 12 in the figure)

It is like a secret code denoting the persons involved in preparing the letter. If the assistant is Mr. Ravi Varma and The typist is Kusum Singh the identification may be written as:-

RV-KS

This mark is very necessary because it assigns responsibility and it is possible to trace who committed the mistake in the letter.

13. Mailing Notation

(Place no 13 in the figure). This notation states the method of mailing: whether the letter is sent registered, airmail, special delivery…etc, it is typed directly below the identification line or enclosure notation. It serves as a record to indicate that the letter was sent by other than regular mail.

14. Enclosure

(Place no 14 in the figure)

If any document is attached with the letter, it is mentioned here as follows:-

Encl-2

Enclosures-2

Encls -1. A copy of agreement (3Sep, 2003)

2. A cheque of Rs 400000 No. 346877 SBI Jabalpur

Enclosures - 1. A copy of agreement (3Sep, 2003)

2. A cheque of Rs 400000 No. 346877 SBI Jabalpur

15. CC: (Carbon Copy or Courtesy Copy)

(Place no 15 in the figure)

If you are sending one or more copies of your letter to other office bearers/Heads of Departments, you need to mention all of them here as follows:-

Copy to 1. The Chief Minister of MP

2. The Minister for Railways

3. The Minister for Industries

16. Postscript

Postscript is used to write forgotten material after the letter has been finalized or finally printed. It may be hand written also. But a good letter should not have a postscript because it does not reflect a good picture of the letter writer.

Question 1. -- Write a letter inviting quotation.

Answer:-

Block Style

See the above letter how it may be written in complete block style

Complete Block Style

Sarita Cement Ltd.

Maihar Road Katni (MP) 486002

Phones-07674-3035449, 50, 51,52,53,

Fax-07674-3035460, 61, 62,63,

E-mail – swastikacement@rediffmail.com

Visit us on www. saritacement.com

24 April, 2009

Reference-P-Q-F-369

The Sales Manager

Comfy Electricals Ltd.

SB Road Bandra Mumbai

220076

Dear Sir,

Subject – Requirement of quotation for ceiling fans

We are a fast-growing cement company with our state- of –the- art plant at Katni (MP), having a turnover of Rs 3000 crores annually.

Under an expansion plan, we are opening our new offices in North Indian cities. For these offices, we require ceiling fans in bulk quantity.

The fans must have 1200 rpm and at least three stage speed control.

Please quote the prices of 100 (one hundred) ceiling fans.

Please note that we have to finalize this deal by 31 May 2009 and you must be in a position to deliver the consignment by 30 June 2009 by an insured rail transport only.

We pay our suppliers by cheque or DD whatever they prefer.

We do not accept the consignment other than insured rail transport.

Thanks,

Yours faithfully,

Ravi Sharma

The Purchase Manager

PSK-LV

Question 2. -- Write a letter sending quotation.

Answer:-

Block Style

See the above letter how it may be written in complete block style

Complete Block Style

Comfy Electricals Ltd.

SB Road Bandra Mumbai 220076

Phones-022-2035439, 40, 41, 42, 43,

Fax-022-2035450, 51, 52, 53,

E-mail – comfyelectriclas@yahoomail.com

Visit us on www.comfyelectricals.com

30 April, 2009

Your Reference-P-Q-F-369

Our Reference-S-Q-F-12009

The Purchase Manager

Sarita Cement Ltd.

Maihar Road Katni (MP) 486002

Dear Sir,

Subject – Quotation for ceiling fans

Thank you very much for your letter dated 24 April 2009 inviting quotation for ceiling fans.

I quote the prices for the same as under: -

.........................................................................................................................................

SN Item Description Price per unit

........................................................................................................................................

1. Ceiling fan Three blades with wingspan of sixty centimeters Rs 900=00

Breeze 1200 rpm three speed control colour white Rs Nine hundred only

.......................................................................................................................................

2. Ceiling fan Three blades with wingspan of seventy centimeters Rs 1100=00

Storme 1200 rpm three speed control colour white Rs One thousand and

one hundred only

.........................................................................................................................................

Please note that we have quoted most reasonable prices because you intend to purchase the fans in bulk quantity. However, you have yet another chance for getting a further discount in the prices. It is that presently we are giving a ten percent discount on all cash purchases. Therefore, if your order reaches us by 15 May, 2009, along with the DD of full amount, we will give you a ten percent discount.

We have a huge ready stock of fans with us and we can manage to deliver the consignment by 30 June, 2009 easily.

We always send our consignment by an insured rail transport only.

We accept DD’s only.

Finally, I request you to have a look at one more fan in the above table, at serial number 2. It is our latest fan. If you find it suitable for your needs, you can include it with your order.

Thanks,

Yours faithfully,

Mohan Sharma

The Sales Manager

RKD-SM

Question 3. -- Write a letter placing the order.

Answer:-

Block Style

See the above letter how it may be written in complete block style

Complete Block Style

Sarita Cement Ltd.

Maihar Road Katni (MP) 486002

Phones-07674-3035449, 50, 51,52,53,

Fax-07674-3035460, 61, 62,63,

E-mail – swastikacement@rediffmail.com

Visit us on swastikacement.com

5 May, 2009

Your Reference-S-Q-F-12009

Our Reference – P – Ord - 25567

The Sales Manager

Comfy Electricals Ltd.

SB Road Bandra Mumbai

220076

Dear Sir,

Subject – Order for ceiling fans

Thank you very much for your letter dated 30 April 2009 offering the quotation for ceiling fans of our requirement.

We are pleased to inform you that your quotation has been found most reasonable.

I hereby place the order for the following ceiling fans:

.........................................................................................................................................

SN Item Description Quantity in units

........................................................................................................................................

1. Ceiling fan Three blades with wingspan of sixty centimeters 90 only

Breeze 1200 rpm three speed control colour white ( Ninety only)

.......................................................................................................................................

2. Ceiling fan Three blades with wingspan of seventy centimeters 10 only

Storme 1200 rpm three speed control colour white Ten only

.........................................................................................................................................

We are sending a DD of Rs 90819=00 (ninety thousand eight hundred and nineteen only) with this letter as full payment of the ceiling fans. We have already deducted a 10 % cash purchase discount from the total price. We are sure that you shall receive this order well before 15 May 2009.

We hope that the delivery of the fans will be complete well before 30 June. 2009.

Please send the fans by an insured rail transport only.

Thanks,

Yours faithfully,

Ravi Sharma

The Purchase Manager

A DD of Rs 90819=00

issued by SBI Katni

Dated 5 May, 2009

PSK-LV

Question 4. -- Write a letter of complaint.

Answer:

Block Style

See the above letter how it may be written in complete block style

Complete Block Style

Sarita Cement Ltd.

Maihar Road Katni (MP) 486002

Phones-07674-3035449, 50, 51,52,53,

Fax-07674-3035460, 61, 62,63,

E-mail – saritacement@rediffmail.com

Visit us on saritacement.com

15 May, 2009

Reference – P – Cl – 431

The Sales Manager

Comfy Electricals Ltd.

SB Road Bandra Mumbai

220076

Dear Sir,

Subject – Complaint about poor quality fans

I regret to inform you that the ceiling fans sent by you (Invoice Number- OF – 23654) as per our order dated 5May, 2009 (Ref-P-Ord-25567 Item 4) have been found with manufacturing defect as per claim made by you of 1200 rpm (Ref.-S-Q-F-12009).

As per your claim, this fan Storme must have 1200 rpm but three out of ten ceiling fans have poor rpm (800 rpm only) while other seven Stome fans have 1200 rpm. This fact came to light when they were installed test run for testing.

(Please see the certificate issued by our Store Manager enclosed with this letter.)

I request you to change the above - mentioned fans or return the money.

I am sure that our grievances shall be listened to and provided for.

Thanks,

Yours faithfully,

Ravi Sharma

The Purchase Manager

Encl. A copy of certificate

issued by our store manager.

PSK-LV

...........................................................................................

Note:- A business letter may be written in any of the nine styles/formats that are popular across the world. At present, business email has become most popular and you must be well-versed in writing a business email. To become an expert in business correspondence and business email, buy either of the books given below:-

1. All Letters, Applications, Business Letters and Business Email

Click here to see and buy the book

2. Business Correspondence

Click here to see and buy the book

Important

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1. All letters, Applications Business Letters and Business Email (Maximum samples and Exercises)

2. All letters, Applications Business Letters and Business Email

3. Write Any Letter

4. Letter Writing

5. Business Letter Writing

6. Business Correspondence

7. RGPV English for Communication

Best book to buy on letter writing. You needn't buy any other book. This book is sufficient and it is a lifetime book:-

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