Writing: Formal Letter Writing, Format and Language for SS 1

Formal Letter Writing

Performance Objectives

By the end of the lesson, students should be able to:

1. describe a formal letter;
2. describe the features of a formal letter;
3. write formal letters.

Description of a Formal Letter

A formal letter is an official written communication addressed to a person in an official capacity, such as a business partner, a government official, a school principal, or an editor.

Unlike informal letters written to friends and family members, formal letters deal with official, business, or professional matters. The primary purpose of a formal letter is to convey information, make requests, lodge complaints, apply for employment, or express opinions on public issues in a serious, objective, and business-like manner. The audience is usually someone in authority or a professional contact, which necessitates a highly structured format and a respectful, impersonal tone.

Features of a Formal Letter

A formal letter has a rigid structure that must be followed strictly to maintain its official status. In West African Senior School Certificate Examination (WASSCE) and National Examinations Council (NECO) assessments, adherence to this structure is heavily graded under the “Format” criterion.

The essential structural features of a formal letter include:

1. The Writer’s Address and Date: This is placed at the top right-hand corner of the page. The address should be written in block or indented format, with proper punctuation. The date must be written in full below the address, for example, “12th October, 2023”, rather than using abbreviations or slashes.
2. The Recipient’s Address (Inside Address): This is the official designation and address of the person to whom the letter is written. It is placed on the left-hand side of the page, starting a few lines below the level of the writer’s date. It must begin with the official title of the recipient, such as “The Principal” or “The Managing Director”, followed by the organization and its location.
3. The Salutation: This is the formal greeting placed on the left margin, a line below the recipient’s address. The standard salutation is “Dear Sir,” or “Dear Madam,”. If the gender of the recipient is unknown, “Dear Sir,” is conventionally used. A comma must follow the salutation.
4. The Title or Subject Heading: This is a brief, concise statement of what the letter is about. It is placed a line below the salutation. The title can be written in capital letters and left un-underlined, or in small letters with initial capitals and underlined. It must not be written as a full sentence.
5. The Body of the Letter: This contains the actual message, divided into logical paragraphs. The first paragraph states the purpose of the letter clearly. The subsequent paragraphs develop the main points with supporting details, and the final paragraph states the expected action or conclusion.
6. The Complimentary Close (Subscription): This is the formal sign-off, placed on the bottom right-hand corner (or bottom left-hand corner in fully blocked letters). The standard subscription for a formal letter is “Yours faithfully,”. The letter “Y” in “Yours” must be capitalised, while the “f” in “faithfully” must be in lower case, followed by a comma.
7. The Signature: The writer’s handwritten signature must be placed directly below the complimentary close. A signature is mandatory in formal letters to validate the document.
8. The Writer’s Full Name and Designation: The writer’s name must be printed in block letters below the signature, with the official title or designation written in parentheses directly underneath the name.

The diagram below illustrates the standard layout and positioning of the various parts of a formal letter.

Language and Tone of Formal Letters

The language of a formal letter is characterised by specific stylistic rules, which include:

1. Avoidance of Contractions: Shortened word forms such as “don’t”, “can’t”, “I’m”, and “won’t” must not be used. Instead, the full forms “do not”, “cannot”, “I am”, and “will not” must be written.
2. Use of Formal Vocabulary: Slang, colloquial expressions, and informal idioms are strictly forbidden. Words should be chosen for their precision and professional tone. For example, “request” is preferred over “ask for”, and “obtain” is preferred over “get”.
3. Polite and Respectful Tone: Even when writing a letter of complaint, the tone must remain polite, objective, and constructive. Emotional outbursts, insults, and aggressive language must be avoided.
4. Clarity and Conciseness: Formal letters should get straight to the point. Sentences should be clear, grammatically correct, and free of unnecessary repetitions or wordiness.
5. Use of the Passive Voice: The passive voice is often used to maintain objectivity and focus on the action rather than the person performing it, such as “The decision was made” instead of “We made the decision”.

Model Formal Letter

Below is a sample formal letter written by a student to the Principal of a school, requesting permission to establish a literary and debating society. This model demonstrates the correct application of format, structure, and formal language.

How to Write a Formal Letter

The process of writing an effective formal letter involves the following steps:

1. Planning and Outlining: Identify the purpose of the letter and the target recipient. Brainstorm the main points that need to be communicated and arrange them in a logical order.
2. Drafting the Addresses and Date: Write the writer’s address and date in the top right corner, ensuring correct punctuation. Write the recipient’s address on the left, starting with their official title.
3. Writing the Salutation and Title: Use “Dear Sir,” or “Dear Madam,”. Write a clear, concise title that summarizes the letter’s purpose, using capital letters or underlining.
4. Developing the Body Paragraphs: Start with an introductory paragraph that states the reason for writing. Use the middle paragraphs to explain the details, arguments, or requests clearly. Use formal language and avoid contractions. Conclude with a polite call to action or a statement of appreciation.
5. Subscribing and Signing: Write “Yours faithfully,” on the bottom right or left, sign below it, and print the full name and official designation in block letters.
6. Proofreading and Editing: Review the letter to correct any grammatical errors, spelling mistakes, or punctuation slips. Ensure that the tone remains formal and respectful throughout.

Practice Exercises

The following exercises are designed to test the understanding of formal letter writing structure, language, and application:

1. Identify and list five differences between a formal letter and an informal letter in terms of structure and language.
2. Write a letter to the Chairman of your Local Government Area, complaining about the deplorable state of the roads in your community and suggesting three ways to address the problem.
3. Write a letter to the Editor of a national newspaper, expressing your views on the rising rate of youth unemployment in Nigeria and suggesting practical solutions to the government.