Tender Acceptance Letter for Construction and Other Projects

Through a tender document, a business organization invites applications from interested service providers viz. suppliers, contractors, etc, who are willing to take up a project on behalf of that business organization. In consideration of the service provided by such service providers, they receive payment as per the price quoted in their tender application.

Once the interested service providers apply for the tender with their best quotes pricing and other details, the business organization selects one of the tender applicants for their project. And then communicates the selected applicants about the acceptance of their tender application and awards the contract to that selected party.

Use the following templates to prepare the tender acceptance letter.

SAMPLE #1

(Construction Tender Acceptance Letter)

Ref No.: ..............

Date: ...................

To,

(Name of the Contractor)

(Address, Tel. No.)

Sub.: Your tender accepted for Tender no. ............. dated ...............

Dear Sir/Madam,

Congratulations! Your tender has been accepted for the tender document bearing number ........ dated ............... floated by our organization. The tender is accepted at the price quoted/tendered by you for a sum of amount of (............amount in figures) (.......... amount in words), which is …………….% below/above the estimated cost of (............amount in figures) (.......... amount in words).

As required under the clause no. .... of the terms and conditions of the tender document, you are requested to submit the performance guarantee of (............amount in figures) (.......... amount in words) within ...days of the receipt of this letter at your end. The performance guarantee shall be valid for a period of ...years. Kindly use the format of performance guarantee as given in the tender document.

On receipt of the performance guarantee from you, we will initiate necessary process for signing of the contract between us and thereafter we will issue the letter to you for commencement of work. A draft copy of the contract is enclosed herewith for your perusal. Site of work will be handed over to you after issue of commence of work letter.

Let us try to strictly abide by the timeline prescribed under the tender document for completion of the work.

We wish you all the best for a successful performance and completion of the project.

Thanking you!

Yours faithfully,

For and on behalf of (name of the organization),

signature

(Name of the Officer)

(Designation)

SAMPLE #2

(General Tender Acceptance Letter)

Ref: .....................                                                              Dated: ..................

To

(Name of the Organization)

(Office Address)

(Phone No.)

Sub.: Tender acceptance for Tender bearing no. ..............

Ref: Project - (name of the project, location name)

Dear Sir,

We are glad to inform you that your tender has been accepted for Tender no. ............. dated .............. The price quoted by you in the said tender document is approved, hence, the total tendered price is (amount in figures) (amount in words).

You are requested to provide performance guarantee as required to be furnished under the clause ... of the terms of the said tender document at the earliest in order to enable us to provide you the commencement certificate to start the work.

A copy of the draft contract to be executed between us is enclosed herewith for your perusal. I will be coordinating with you for the contract execution process. Please note that this letter of acceptance, along with the copy of the letter of acceptance to be acknowledged by you and the tender document along with its schedules/annexures, form a part of the contract and be binding on both parties.

Another original copy of this letter of acceptance is also enclosed herewith. Please acknowledge the receipt of the letter and return it back to us in order to confirm your acceptance.

Thanking you!

Yours faithfully,

For (Name of the Organization),

signature

(Name of the Officer)

(Designation)

Covering Letter for Submission of Bank Guarantee (Sample)

In order to comply with the terms of a contract, a party may be required to submit one or more bank guarantees to the other party before commencement of the work as agreed.

A bank guarantee is an agreement between three parties, i.e. the bank and another two parties, wherein one party seeks the bank guarantee from the bank and after approval from the bank the said party gives it to the other party the bank guarantee copy and wherein the bank agrees to pay a specified amount as mentioned in the bank guarantee to the party to whom bank guarantee is given.

Important thing about a cover letter for bank guarantee submission is to mention clearly (1) the details of bank guarantee number, date and amount; (2) the agreement number and date; (3) the details of tender. So that the copy of cover letter can be used for reference in future. Do try to keep the original receipt of postal or courier by which cover letter was sent, alongside the cover letter. It will be useful for tracking and also reference in legal cases.

Following format of covering letter while sending across the bank guarantee could be used.

FORMAT

(To be printed on the letterhead of the company)

Ref. No.: .................

Date: .......................

To

(Name of the Officer)

(Designation)

(Name of the Organization

to which bank guarantee given)

(Address) (Tel. No.)

Sub.: Submission of original Bank Guarantee

Ref: (1) Tender no. ........... dated ............

        (2) Agreement no. ............ dated ...........

Dear Sir/Madam,

We are enclosing herewith an original Bank Guarantee bearing number ................. for (amount) issued by (name of the bank) in favor of (name of the organization) in compliance of the terms of the agreement between our organizations ie. (name of one party) and (name of another party) by agreement no. ............... dated ............... as required under clause no. ..... of the said agreement and Tender no. ............. dated ........... issued by your organization.

We hereby agree and consent that your organization shall have an irrevocable and unconditional authority to invoke the said bank guarantee at any time with prior notice to us for violation of contract terms by us.

Kind request to please grant the Commencement Certificate to enable us to start the work at the earliest. Kindly acknowledge the receipt and oblige.

Thanking you!

Yours faithfully,

For (Name of the Organization),

signature

(Name of the Authorized Signatory)                            (Official Seal/Stamp)

(Designation)

Character Certificate for Employee / Govt Job / Student (Sample)

Character certificate is a document which essentially certifies the overall character of a person i.e. his behavior and conduct towards other people in the day to day life in general or at an institution.

A Character Certificate may have a legal implication in the future. So the certificate issuing authority should be careful in making the statements in the certificate. He should not take it as just a mere formality and give the certificate away to someone recklessly.

Example: The issuing authority in a company ought to at least take into consideration the incidents concerning the employee which relates to his behavioral conduct from his employment records and after enquiring with his colleagues.

SAMPLE #1

(character certificate format for the employee)

CHARACTER CERTIFICATE

This is to certify that (Name of the Employee), aged ...years, son / daughter of (Name of the Father) is known to me for the last ..... years since 20.. He/She was working in our organization i.e. (name of the organization) as a (designation of the employee) working in the (name of the department). 

To the best of my knowledge he / she bears a good moral character. His/Her behavioral conduct was satisfactory.

This certificate is being given to him / her for the purpose of (...................... mention the reason briefly, not too descriptively, within only one or two lines).

I wish him/her all the best in the future ventures.

(signature)

Name of Issuing Authority: ....................

Dated ....................                                      [Official Seal]

Place: .....................

SAMPLE #2

(character certificate format for government job)

CHARACTER CERTIFICATE

Certified that I have known (Name of the Candidate), son/daughter/wife of (Name), aged ...years, for the last ..... (days/ months/ years) and that, to the best of my knowledge and belief, he / she bears good and reputable character and has no antecedent which render him / her unsuitable for employment in an Undertaking of Government of India. I have not noticed anything adverse against him/her.

(Name of the Candidate) is not related to me. 

[Official Seal]

Dated ..... day of 20..                                                                   (signature)

Place: .......................                                                                   (Name and Designation)

SAMPLE #3

(character certificate for a student from the educational institution last attended)

CHARACTER CERTIFICATE

It is to certify that (Name of the Student), aged ....years, son / daughter of (Name of the Father), who has studied in this Institution i.e. (Name of the Institution) during (year) to (year) bears a good moral character. His/Her behavioral conduct was excellent/good with the teachers and students. As per our records, we had not received any complaints regarding his/her behavioral conduct during the period of his/her studying in our institution.

The information provided herein above is true and correct to the best of our knowledge and belief.

This certificate is provided to (Name of the Student) on his/her request for submission to the (Name of the New Institution) he/she is pursuing to study at.

(signature with date)
(Name of the Official of the Institution)
(Designation of the Official)

(affix the seal / stamp of the institution)

Sample Application Letter for Casual Leave/ Restricted Holiday

Casual Leave (C.L.): Casual leaves are not granted for vacationing, it is generally allowed for leaves to be taken to attend some urgent unforeseen matters. The employee has to intimate in advance for approval of leaves. Casual leaves are generally taken for very few days in a row. Employees' salaries are not deducted for the period of casual leaves taken provided it is limited within the prescribed limit for each employee per month/year.

Restricted Holiday (R.H.): The restricted holidays are kinda optional holidays, which are beyond the gazetted holidays declared by the Government (gazetted holidays are compulsory on all organizations). An organization may allow restricted holidays to certain category of employees depending upon the situation. Some religious occasions may not be declared as a nationwide holiday as they are being celebrated only for people belonging to that religion.

Casual leaves can not be combined with the application for restricted holidays.

PRO FORMA

To,

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

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

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

Dear Sir/Madam,

I am submitting herewith my application for casual leave / restricted holiday as per the details below. Kind request to approve the same.

APPLICATION FOR CASUAL LEAVE/ RESTRICTED HOLIDAY

EMPLOYEE CODE NUMBER : .....................

NAME OF THE APPLICANT : ............................................................................

                                                     (First Name)     (Middle Name)     (Last Name)

PRESENT POST HELD : ................................(Designation)

DEPARTMENT : ........................................ (Division / Section / Unit)

NATURE OF LEAVE : ..................................

NO. OF DAYS C.L. / R.H. : .......... days

PERIOD : From (Date) To (Date)

PURPOSE : (Mention the reason behind taking the leave briefly.)

WHETHER STATION LEAVE PERMISSION IS REQUIRED : Yes/No.

ADDRESS DURING THE LEAVE PERIOD : (Complete Address with Pincode)

I propose / do not propose to avail myself of leave travel concession for the Block year .....

DATED : .......................

(signature)

(Name of the Applicant)

Approved by:

(signature)

(Name of the Senior Officer)

(Designation)

Remarks, if any: .....................

Example of Self Declaration Form - Templates / Formats

A self-declaration is a statement made by a person declaring that all the statements of facts, figures and circumstances mentioned in a document is true and correct. Unlike an Affidavit, a Self-declaration doesn't necessarily require to be notarized and witnessed, but one may not do it if needed.

In simple words, a self-declaration is a method of double check wherein the person, in a way, swears that he has gone through all the statements made in a document by him and none of them are false. Such self-declaration helps the legal authority, who is verifying the said document, to understand and take a decision on the basis of such statements. 

A self-declaration can be made at the bottom of the ending part of the main document for which such declaration is made or else it can be made as a separate document with reference to the main document.

Following formats are examples of such self-declaration. However, it can be a little more descriptive depending upon the case. Affixing the photograph of the person, who is making the declaration, is not mandatory unless it is so required.

FORMAT #1

SELF DECLARATION

[Photograph

of the Person]

I, (Name of the Person), aged ... years, son / daughter of (Name of the Father), a resident of (Full Residential Address) in the District of ............, (State Name), do hereby declare that the information provided herein above and in the documents appended herewith is true and correct to the best of my knowledge and belief and nothing has been falsely stated or concealed therein. I understand that if the said information as given by me is proved to be false, then I will have to face punishment as per any provision of Law for the time being in force as well as the benefit availed of by me or the benefit accrued to me shall be summarily cancelled.

signature

(Name of the Person)

Date: ..............

Place: .............

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

Sometimes, a self declaration is also given in the form of a verification statement.

FORMAT #2

VERIFICATION

I, (Name of the Person), son / daughter of (Name of the Parent), aged ...years, currently residing at (Complete Address) in the District of ............, (State Name), do hereby declare and affirm that to the best of my knowledge and belief the statements made herein above are correct, complete and truly stated.

Verified today the ....th day of (Month) in the year of ............

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

Signature of the person

Place: ..................

Authorization Letter Apply for Digital Signature for Organization

This is a format of Authorization Letter by an Organization in favor of one of its employees authorizing him/her to apply for Digital Signature Certificate (DSC) in the name of that Organization. The authorization may also be given in favor of more than one employees or associates.

Without a proper authorization, applying for a Digital Signature in the name of the organization would be illegal. The organization may take legal action against that employee whether he has misused the digital signature or not.

An organization follows an hierarchy of decision making authority or powers well distributed among its employees to make a clear distinction on who is to do what and what rights they have to authorize the subordinate officer to complete a work. So an officer, who has such authority, should only issue such authorization letter.

Following format of such Authorization letter to an employee to apply for DSC should be useful.

FORMAT

(Print it on the letterhead of the organization)

Authorization Letter to Apply for DSC

Ref No.: ...............
Date: ....................

To

(Name of the Digital Signature issuing authority)

(Complete Address)

(Tel. No.)

Sub.: Authorization to apply for DSC of the Organization

Dear Sir,

I am hereby authorizing the following employee of our organization to apply on behalf of the organization for a 'Digital Signature in the name of the Organization'.

Name of the Applicant: ...........................
Designation: .........................
Employee Code (if available): ................

Details of the Digital Signature to be applied for:-

  Class of Certificate: Class 2   ⃣   Class 3   ⃣  

  Type of Certificate: Signature   ⃣    Encryption   ⃣    Combo   ⃣   

  Organization Name: .........................................
  Type of Organization: Company / Partnership Firm / Proprietorship Concern

I declare and affirm that I have appropriate powers to give the authorization for the purpose herein above mentioned.

Sincerely,

For (Name of the Organization,

signature

(Name of the Authorizing Officer)                                 [Official Seal/Stamp]

Designation / Authorized Signatory

Application Form for Interest Subsidy on Education Loan Sample

In order to promote the level of education among citizens, the Governments of many States introduce attractive interest subsidy on education loans taken by students, who are pursuing higher education but whose family background is not economically strong enough to afford it fully. Therefore, the Government is giving such subsidy either 100% or partly from time to time.

The candidates have to first apply to the appropriate Government authority to get approval under the Interest Subsidy Scheme and once it is approved they'll be eligible to get their educational loans' interest reimbursed from the Government either after it is fully paid to the bank or along with the payment of interest to bank periodically as per the scheme.

Following formats are specimen copies only. Please consult appropriate authority for getting the pre-printed prescribed forms.

APPLICATION FORM FOR APPROVAL OF INTEREST SUBSIDY

APPLICATION FORM

1. Name of the Applicant (in BLOCK letters): ..........................
2. Date of birth: .......................
3. Father's Name: .............................
4. Gender: ........... (Male / Female)
5. Category: ............(General / SC / ST / OBC/SEBC / Others)
6. Present/Communication Address: .................... Pin .........
7. Permanent Address: .................... Pin ............
8. Telephone Number: Mobile ................. Landline ..... - ...........
9. Email id: ...............................................
10. HSC Passing Information: School Name, Address, Board, Roll No., Year, Result % or Grade
11. Details of College/University:
(Year of admission, Name of the College/University, Address, Course name, Duration, Enrollment/registration number, Tuition fee per annum)
12. Annual Income of Parent/Guardian: ............... Occupation: ..............
13. Details of Bank account of the student/parent, as applicable:
(Bank name, Branch name and code, Savings account number, IFSC)
14. Details of Education loan:
(Bank name, Branch name and code, IFSC, Loan account number, Loan amount, Loan start date, Loan tenure, Interest rate, Interest amount yearwise)
15. Has the student received any interest subsidy on the loan? If yes, mention details of the relevant Govt scheme. Interest Amount approved and/or received etc.

16. Declaration and Undertaking
I hereby declare and affirm that the information provided herein above are true and correct to the best of my knowledge. I further declare and affirm that the documents provided along with this application are valid documents. In the event of suppression or distortion of any information by me, I understand that my application is liable for cancellation. I accept and undertake to abide by all the rules and regulations of this Interest Subsidy Scheme on Education Loan.

Sincerely,

signature
(Name of the Student)

signature
(Name of the Parent or Guardian)
Father/Mother/Guardian of the Student

Date: ...............
Place: ..............

Letter to Govt Authority for release of Interest Subsidy after Loan repayment

From

(Name of the Applicant)

(Address, Phone No.)

To

(Name of the Govt Authority)

(Department, Office)

(Address)

Respected Sir/Madam,

I, (name of the applicant), aged ........, son/daughter of ................... had earlier applied for interest subsidy on my educational loan from (name of the bank). The said application form dated ........ was approved by the appropriate authority by letter no. ........ dated .............. A copy of the said letter is enclosed herewith for your ready reference.

I had taken an education loan of (amount) from (name of the bank). Loan account number is .............. I have repaid all the installments due on the said loan by the last due date. A bank certificate to this effect is enclosed herewith for your kind perusal. 

Therefore, I kindly request your goodself that the interest subsidy due to me may kindly be released through my account with .......Bank. Details of the said bank account is as follows:

Account number: ......................

IFSC code: ................................

Name of the bank: .....................

Name and address of the branch office: ..................

Name of the account holder: .......................

I look forward to receiving the subsidy amount at the earliest as it will release the heavy burden of financial pressure on me.

Thanking you for your cooperation!

Yours sincerely,

signature

(Name of the Applicant)

Date:  ................

Place: ...............

BANK CERTIFICATE FORMAT

Ref. No.: ...................

This is to certify that the applicant Mr./Ms. (name of the person), to whom the interest subsidy under ...........Scheme has been approved, had taken an Education loan from .........bank on (date) for an amount .......... with interest at .....% p.a. amounting to (total interest amount). He/She has regularly repaid installments on or before the due date.

Following are the details of the educational loan taken by the applicant:

Total Amount due: ...................
Instalment per month: (Monthly Principal and Interest amounts)
Payments received: (Principal and Interest received date wise)
Remarks: ..................

It is hereby certified that the applicant who has applied under interest subsidy claim is eligible under the Interest Subsidy Scheme of the Government of .........., we have verified the genuineness of the interest subsidy claim submitted to us.

We endorse the above named applicant student for the Interest Subsidy Scheme on Educational Loan and confirm the same.

(Signature)

(Name of the Bank official)

(Designation)

(Affix Bank Seal)

Date: ..............

Place: .............

New Format of Bank Certificate for Issue of IEC Code

While making an application for issue or modification in the Importer Exporter Code (IEC) Number, along with other supporting documents the applicant is required to provide a bank certificate. The applicant will have to obtain a duly signed and sealed bank certificate from its banker. Such bank certificate essentially gives information regarding the banking details of the applicant.

Source: DGFT

The format of bank certificate for issue of IEC is available in the DGFT's official website. Directorate General of Foreign Trade (DGFT) is an attached office of the Ministry of Commerce and Industry, Government of India. It is headed by the Director General of Foreign Trade. DGFT has its headquarters at New Delhi at present. DGFT is responsible for regulation and promotion of foreign trade in India.

At present, the format of Bank certificate for issue of IEC as prescribed is as follows. Please check DGFT site for latest version before going ahead. In the following format, the licensing authority means the authority authorised by the Director General to grant or renew such IEC licence. Fill in the details of the names and address of the licensing authority i.e. the authority you are applying to get the IEC license.

FORMAT OF BANK CERTIFICATE FOR ISSUE OF IEC

(To be issued on the official letter head of the Bank)

Ref No. .......................

To

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

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

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

(Name and address of the licensing authority)

Dear Sir/Madam,

We certify that M/s. .......................................... (Name and Address of the applicant) are maintaining a Savings Bank Account / Current Account (tick whichever is applicable) No. ............................. with us since .........

Affix Passport Size Photograph of the applicant

Note : The Banker must identify and attest the photograph.

(Signature of the Banker)

Name: ....................................

Designation: ..........................

Email id of the Banker: ........................

[Email ID of the official issuing this Bank Certificate]

Date: ....................

Place: ...................

(Bank's Stamp)

Work Experience Certificate from Law Firm for Junior Advocate

Junior advocates (or even any other advocates with few years of experience) may seek a copy of experience certificate / letter from his/her ex-employer that could be a law firm or any other organization that he/she was working with. The experience certificates are useful while applying for jobs in other law firms or organizations.

While most of the experience certificates are short and brief which only consists of details viz. name, designation, job time period, broad areas of work, etc., but some of the experience letters are little more elaborate which consists of additional details on work done by that advocate, achievements in dealing cases, etc.

Following format of experience certification should be good enough. You can modify it suitably as necessary. In an experience certificate, it isn't mandatory that at the top "Experience Certificate" is to be mentioned.

FORMAT

(To be printed on the letterhead of the law firm)

Ref: .................

TO WHOMSOEVER IT MAY CONCERN

This is to certify that Mr./Ms. (Name of the Advocate), aged .... years, son / daughter / wife of (name of the person), was associated with our firm i.e. (name of the firm) as a (designation) from (date) to (date). During the association, he was practicing as an Advocate dealing with various important civil and criminal cases in the CAT/Session Court/High Court/Supreme Court at .............. As per our records, his registered Certificate of Practice number is .......................

During the period of his/her association with our law firm, his/her behavioral conduct was good and his/her performance was satisfactory. He/She was enthusiastic at work and he/she was completing the assignments timely and prudently.

This is to declare and affirm that the above mentioned information are correct and based on the service records available in our organization.

signature

(Name of the Partner)

(Designation)

(Affix Law Firm Seal)

Date: ................

Place: ...............

Application Letter to Police for Permission for Film Shooting

In case the movie producers or organizers are filming the motion picture inside a film studio they take the permission of the studio owners and where the movie producers are filming the scenes of a movie in any public places they should take permission of the local police or commissioner of the city as may be applicable.

What to mention in application letter?
In the application to police for permission, the applicant company or individual should clearly state (1) the date and time when the shooting will take place, (2) the name of the place and exact address of the area where the shooting will be done should be clearly mentioned, (3) the details of the company name and address with registration number should be mentioned, (4) what kind of scenes will be shot viz. dance or action scenes or normal chatting could be mentioned to hint the risk or impact that it might have towards the traffic, etc.

Following format could be used. Modify it suitably as necessary.

SAMPLE #1

(Application by Production company)

(To be printed on the letterhead of the company)

Date: ...............

To
The Commissioner of Police,

.............. city.

(Address)

Sub.: Permission for shooting film scenes in ........... city

Respected Sir/Madam,

I, (name of the person), am a (designation) of (name of the company). The company has its registered address at .................. Some of the scenes of one of the films that our company is currently making are planned to be shot at (area address in the city). The shooting will take place on (date) for around ... hours between (time) to (time). Our team members will be around .... number of people during the shooting.

We assure that we will be abiding by the applicable rules and regulations laid by the authorities during the said time period. We will try to not obstruct any traffic movements in the said area during the shooting. If thought necessary you may kindly depute your officials at the shooting location to monitor and stop any public trying to cause any unwanted nuisance at the shooting.

We, therefore, request your goodself to kindly permit us to do the film shooting at the said place during the said time period.

Thanking you!
Yours sincerely,

signature
(Name of the Person)
(Designation)

SAMPLE #2

(Application by an Individual)

Date: ....................

To
The Officer-in-charge
......... Police station
(Address)

Sub.: Application for permission for film shooting in the ........ locality

Dear Sir/Madam,

I, (name of the person), aged ..., son/daughter of ...................., currently residing at ............. I am presently pursuing my career in film industry as a Director. I am making a short film these days and I am planning to shoot some of it scenes in the locality of (address in detail). My team members are around .... number of people. We will be doing the shooting activities on these dates (date) and (date).

I assure you that my team members and I will be abiding by the applicable rules and regulations during the shooting. We will make best efforts not to cause any obstruction in traffic movement in the said area while the shooting happens.

Therefore, I request your goodself to kindly allow us to do the shooting on the said dates. I will be grateful to you for this.

Yours sincerely,

signature
(Name of the Person)

Prior Intimation Letter as per Annx H for Govt Employee Passport

In India, a passport is issued under the Passports Act, 1967. While applying for a passport, a person has to submit some supporting documents along with the passport application form. One of such documents is prior intimation (pi) letter. Each person is not required to submit all the supporting documents prescribed under the law. Depending upon the criteria applicable upon a person, the requirement of supporting documents is determined.

Government/ Public Sector/ Statutory body employees and Applicants having Diplomatic/ Official Passport and applying for ordinary Passport while in service are required to provide a copy of prior intimation letter duly signed and sealed by his/her employer.

Following is the prior intimation letter format as per Annexure H prescribed by the Passport authorities of India. The format may undergo change from time to time. Please check the official website of Passport Seva maintained by Ministry of External Affairs, Government of India for the latest version of the format.

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

ANNEXURE ‘H’

PRIOR INTIMATION (PI) LETTER FROM THE GOVERNMENT/PSU/STATUTORY BODY EMPLOYEE TO HIS/HER ADMINISTRATIVE OFFICE FOR SUBMISSION OF PASSPORT APPLICATION FOR HIMSELF/HERSELF (ON PLAIN PAPER)

                                                                                Place: ......................

                                                                                Date: ......................

[To be addressed to the Controlling/Administrative Authority with full postal address]

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

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

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

PIN: ...................

Tel: ………….................................................

Fax: ..............................................................

Email: ...........................................................

Subject: Prior Intimation for Submission of Passport Application.

Sir/Madam,

I hereby give prior intimation that I am applying for an ordinary Passport to Regional Passport Office, ......................

This is for your kind information and record.

                                                            Yours faithfully,

Employer Signature: ......................    Signature: .........................

                                                            Name: ...............................

Employer Office Seal: ...................    Date of Birth: ....................

                                                            Designation: ......................

                                                            Name of Office Where Working: ..................

                                                            Name of Organisation: ...........................

                                                            Address of Present Office: .....................

                                                            Residential Address: ..............................

Note: The Prior Intimation Letter (under this Annexure) shall be accepted by the Passport Authority for processing the passport application if the same bears the signature and seal of the employer of the applicant acknowledging its receipt.

Letter to Police to Lodge FIR for Lost or Stolen Mobile and SIM

If you have lost your mobile phone for any reason viz. misplaced it, got stolen, etc., then you should make an application to the local police station to register aa FIR. This will be helpful not only to block the SIM in the mobile but also if possible the mobile could be recovered although the chances are pretty less.

But most importantly, this FIR copy will be very useful in case in future your mobile is misused by someone for any wrongful purpose and as the mobile is registered in your name, you might be blamed for this, so to avoid this unpleasant situation you can produce the copy of FIR as an evidence that the mobile was lost earlier and not in your possession anymore.

Following formats of making application to police station could be used. Modify it appropriately as per your situation with facts of the case.

SAMPLE #1

(In case mobile lost or misplaced somewhere)

Date: .................

To

The Officer-in-charge

....... Police Station

(Address)

Sub.: My mobile lost or misplaced - Application for lodging FIR

Respected Sir/Madam,

I, (name of the applicant), aged ....years, son/daughter of (name of the father), is currently residing at (address). On (date), while travelling from .... to .... I lost/misplaced my mobile phone during the transit somewhere. I have searched everywhere possible to find the mobile, but I am unable to trace it. The mobile was of ..... company and .......... model, its IMEI number ..............

Therefore, I hereby request you to kindly register the FIR for my lost mobile. An attested copy of the FIR may kindly be provided to me which will help me to further block the SIM and for future reference.

I will be grateful if you kindly take any action to trace and recover the lost mobile.

Yours sincerely,

signature

(Name of the Applicant)

(Full Address, Phone no.)

SAMPLE #2

(In case mobile stolen/theft by someone)

Date: .................

To

The Officer-in-charge

....... Police Station

(Address)

Sub.: Request for lodging an FIR regarding theft of my mobile phone with sim

Respected Sir/Madam,

I, (name of the person), aged .... years, son/daughter of .................., is a resident of (residential address). I was using a mobile of ..... brand, model no. ............, IMEI number .................., for the last couple of years. On (date), while I was travelling by bus/train, my mobile was stolen from me somehow by some miscreant whom I could not see his/her face while stealing happened. The mobile phone was having a SIM of ....... company inside it. I believe the mobile is stolen because the mobile was in my pants pocket when I was travelling by bus/train, during the time I was a little sleepy the theft must have happened as it was there with me before I fell asleep and when I woke up, I couldn't find it anymore.

I, therefore, kindly request you to register the FIR in this matter and please provide me with an attested copy thereof. I shall be grateful for any efforts taken from your side to trace the stolen mobile and recover it.

Thanking you,

Yours sincerely,

signature

(Name of the Person)
(Address, Phone no.)

Permission Letter to Police Station for Marriage Procession

In order to reduce noise pollution and especially to avoid any inconvenience to the general public, the government has made laws to restrict the use of loudspeakers and public address system between certain times in a day.

In certain cases, considering an exceptional situation - the police may allow such usage only after the party has specifically obtained permission for it from the appropriate authority.

Many marriages in India are conducted between late night till early morning and hence the procession of the groom's family and friends starts late at night and continues till almost midnight and beyond. It'd be advisable to take advance permission of the police in such cases, otherwise the police have the right to stop the procession abruptly. In some cases, police may not allow use of loudspeaker in procession after certain time, e.g. after 9-10pm.

Following format of writing an application letter to police authority seeking permission could be useful. If you are not going to use loudspeaker after the permissible time limit, then no permission is needed, but you should write an intimation letter about the marriage procession.

SAMPLE #1

(In case permission sought for procession after permissible time limit)

Date: ...................

To

The Officer-in-charge

......... Police Station

(Address)

Sub.: Permission for taking out marriage procession

Dear Sir/Madam,

I, (name of the person), aged ...years, a resident of (full address), am the father of (name of the son), who is getting married on (date). Hence, as per our traditional custom, a procession of our family members and friends will be taken out near the bride's place via ...... road, ...... market, ........ town, (address). We will be using loudspeakers during marriage procession to be taken out on (date) from (time) to (time). We will also be using few firecrackers during procession and we will be careful while doing so. In our estimation, there will be around .... number of our people in the procession. The number may go up or down on that day, we are not sure of that. We would like to assure you that we'd surely try our best to conduct the procession without causing any lawlessness or much disturbance to local people. We will be abiding by the restrictions imposed by the authorities.

Therefore, I would kindly request your goodself to permit us to conduct the said marriage procession. We would be grateful to you for this.

Yours sincerely,

signature

(Name of the Applicant)

(Address), (Phone no.)

(Email id)

SAMPLE #2

(In case only to intimate about procession within permissible time limit)

Date: ...................

To

The Officer-in-charge

(Name of the Police Station)

(Address of the Police Station)

Sub.: Intimation regarding taking out of marriage procession on (date)

Dear Sir/Madam,

I, (name of the person), aged ..., presently residing at (address), would like to formally inform you that my marriage procession on (date) will be taken out near (locality name) via (mention the routes through which the procession will go) during the permissible time limit as allowed under law from (.... p.m.) to (.... p.m.). I would like to further inform you that there will be usage of loudspeakers and firecrackers during the procession of around .... number of our guests with family members and friends.

I assure you that we will make best efforts to conduct the procession in a lawful way without causing any inconvenience to the local public. As mentioned above we will be conducting the procession within the permissible time limit, but if there is any slight exceeding of time we will try to end it as soon as possible.

Thanking you,

Yours sincerely,

signature

(Name of the Applicant)

(Address), (Phone no.)