Writing: Informal and Formal Letters for JSS 1

Writing Informal and Formal Letters

Performance Objectives

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

1. Identify types of letters;
2. identify the features of informal and formal letters; and
3. write informal and formal letters.

Introduction to Letter Writing

Letter writing is the act of composing written messages to be sent to another person or organisation.

Before the invention of modern digital communication tools, letters were the primary means of sending detailed messages across distances. Today, letter writing remains an essential skill for personal communication, academic progress and professional interactions. Letters are grouped into different categories based on the relationship between the writer and the receiver.

The two main types of letters are:

1. Informal letters
2. Formal letters

Informal Letters

An informal letter is a personal letter written to people who are familiar, such as family members, friends, classmates or close relatives.

The tone of an informal letter is friendly, casual and conversational. Writers can use colloquial expressions, contractions (such as “I’m” or “can’t”) and personal stories because of the close relationship with the recipient.

The essential features of an informal letter include:

1. The Writer’s Address and Date: This is written at the top right-hand corner of the page. It tells the recipient where the letter was written and when.
2. The Opening Salutation: This is the greeting on the left-hand side, followed by a comma. Examples include “Dear Father,” “Dear Tunde,” or “Dearest Aunty,”.
3. The Body of the Letter: This is the main part of the letter. It usually begins with an informal introduction or greetings, followed by the main message divided into paragraphs, and ends with a warm conclusion.
4. The Closing (Subscription): This is the sign-off written on the bottom right-hand side or bottom left-hand side (depending on the format style). Common informal subscriptions include “Yours sincerely,” “Your loving friend,” or “Your cousin,”.
5. The Writer’s First Name: Only the first name of the writer is written below the subscription. No signature or surname is required.

Observe the diagram below to understand the layout of an informal letter.

Sample Informal Letter

Below is an example of an informal letter written by a student to a cousin:

Federal Government College,
Ijanikin,
Lagos State.
15th October, 2024.

Dear Tunde,

How are you and everyone at home? I hope you are doing well in your studies. I am writing to share my experiences since I started JSS 1 at my new school.

The school is very large and beautiful. At first, I was quite nervous because the environment was unfamiliar, and I did not know anyone. However, the teachers have been very helpful and welcoming. My favourite subject so far is Basic Science because we get to perform interesting experiments in the laboratory.

I have also made two new friends, Chidi and Musa. We play football together during break time and study in the library after classes. I am gradually adjusting to the boarding house routine, though waking up early in the morning is still a bit difficult for me.

Please write back soon and tell me about your school. Pass my warm greetings to Uncle and Aunty.

Yours sincerely,

Chidi

Formal Letters

A formal letter is an official letter written to people in professional positions, authorities, business organisations or institutions.

Formal letters are written for official purposes, such as applying for admission, requesting permission, lodging a complaint or seeking employment. The tone must be polite, serious, objective and precise. Contractions, slang and informal greetings are strictly avoided.

The essential features of a formal letter include:

1. The Writer’s Address and Date: This is written at the top right-hand corner of the page.
2. The Recipient’s Address (Inside Address): This is the official designation and address of the person receiving the letter. It is written on the left-hand side, below the level of the date.
3. The Opening Salutation: This is a formal greeting written on the left-hand side below the recipient’s address. Common examples are “Dear Sir,” or “Dear Madam,”.
4. The Heading (Title): This is a short, clear title stating the purpose of the letter. It is written in capital letters or underlined. For example: “APPLICATION FOR LEAVE OF ABSENCE”.
5. The Body of the Letter: This contains the main message. It must be direct, brief and divided into clear paragraphs. The first paragraph states the purpose of the letter immediately.
6. The Closing (Subscription): This is written on the bottom left-hand side (or bottom right-hand side, depending on the alignment style). The standard formal subscription is “Yours faithfully,”.
7. The Signature: The writer must sign the letter directly below the subscription.
8. The Writer’s Full Name: The writer’s full name (first name and surname) is printed clearly below the signature. The writer’s official designation or class can also be added.

Observe the diagram below to understand the layout of a formal letter.

Sample Formal Letter

Below is an example of a formal letter written by a student to a school principal:

JSS 1 Gold Class,
Government Secondary School,
Wuse, Abuja.
15th October, 2024.

The Principal,
Government Secondary School,
Wuse, Abuja.

Dear Sir,

APPLICATION FOR TWO DAYS LEAVE OF ABSENCE

I am writing to formally request permission to be absent from school for two days, starting from Wednesday, 16th October to Thursday, 17th October, 2024.

The reason for this request is that I have a medical appointment at the National Hospital, Abuja, for a dental check-up. My parents are scheduled to accompany me, and the hospital appointment card has been attached to this letter for your reference.

I have informed my class captain to help me collect notes and assignments for the lessons I will miss during my absence. I promise to copy all the notes and complete the assignments immediately after I return.

Thank you for considering my application.

Yours faithfully,

[Signature]

Amina Bello

Key Differences Between Formal and Informal Letters

Understanding the differences between formal and informal letters helps writers choose the correct format for different situations.

The main differences are summarised in the table below:

How to Write Informal and Formal Letters

Writing a letter requires careful planning and adherence to the correct structure. The following procedures outline how to write both types of letters.

How to Write an Informal Letter

The procedure for writing an informal letter involves the following steps:

1. Write the writer’s address and the date at the top right-hand corner of the page. Ensure proper punctuation with commas at the end of each line and a full stop at the end of the date.
2. Move to the left-hand side of the page, slightly below the date level, and write the friendly salutation (e.g., “Dear [Name],”).
3. Begin the body of the letter with a warm opening paragraph, asking about the recipient’s well-being or referring to a previous conversation.
4. Write the main message in the subsequent paragraphs. Use a friendly tone and share personal details or stories.
5. Conclude the letter with a brief closing paragraph, expressing hope to hear from the recipient soon.
6. Write the subscription (e.g., “Yours sincerely,”) on the bottom right-hand side, followed by a comma.
7. Write the first name directly below the subscription.

How to Write a Formal Letter

The procedure for writing a formal letter involves the following steps:

1. Write the writer’s address and the date at the top right-hand corner of the page.
2. Move to the left-hand side of the page, slightly below the date level, and write the official designation and address of the recipient.
3. Write the formal salutation (e.g., “Dear Sir,” or “Dear Madam,”) below the recipient’s address.
4. Write the heading of the letter in capital letters or write it in title case and underline it. The heading must be short and state the purpose of the letter clearly.
5. Begin the body of the letter by stating the purpose of writing in the very first sentence. Do not include personal greetings or ask about the recipient’s health.
6. Provide necessary details in the next paragraph or two. Keep the language polite, formal and direct.
7. Conclude the letter by stating what action is expected from the recipient (e.g., “Thank you for your anticipation.”).
8. Write the subscription “Yours faithfully,” on the bottom left-hand side (or bottom right-hand side), followed by a comma.
9. Sign the letter directly below the subscription.
10. Print the full name clearly below the signature.

Practice Exercises

The following exercises help to test the understanding of letter writing formats and skills:

1. Identify whether a formal or an informal letter is required for each of the following situations:
   1. Writing to a classmate who is sick at home.
   2. Writing to the local government chairman to complain about the bad roads in the community.
   3. Writing to a mother to ask for pocket money.
   4. Writing to the editor of a national newspaper about environmental pollution.
2. Draft the layout of a formal letter on a blank sheet of paper, showing only the positions of the addresses, date, salutation, heading, body paragraphs, subscription, signature and name. Do not write the actual body text.
3. Write an informal letter to a friend in another school, describing a recent inter-house sports competition held in the school.
4. Write a formal letter to the Principal of the school, requesting permission to start a new club, such as the Literary and Debating Society.