Formal Letter & its Features – SS3 English Lesson Note (First Term)

Letter writing is the art of communicating by writing one’s request, feelings, ideas, opinions and so on to someone, as if the person were physically present.

Behavioural objectives

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

• state what a formal letter is and give examples of when it is written;
• list the six features of a formal letter and set them out correctly;
• identify the kind of language that is not allowed in the body of a formal letter;
• write a formal letter to a local government chairman;
• define a verb and a verb phrase;
• identify finite, non-finite, transitive and intransitive verbs, and state the functions of verb phrases.

What is a formal letter?

Another name for a formal letter is an official letter. It is a letter we write to people in their official positions. Even when we know them personally, the rule demands that we still write to them in an official, impersonal style.

Formal letters can take the form of:

• applications for admission or employment;
• requests for casual leave by staff in offices;
• official queries and replies to them;
• letters to local government chairmen, commissioners or the Minister of Education requesting changes in the school system, and other such topics.

What are the features of a formal letter?

1. Writer’s address

This should be written at the top right hand corner of the page, like this:

Federal Government College
P.M.B. 1075,
Owerri,
Imo State
15th July, 2002.

2. Receiver’s address

This is written on the line following the date, on the left hand side of the page. Other names for the receiver are: (1) the recipient and (2) the addressee. For example:

The Director,
Adebisi Associated Enterprises,
P.M.B. 10016,
Akure.

3. Salutation

The salutation is the greeting which comes after the receiver’s address: “Dear Sir,” or “Dear Madam,”.

4. Heading, topic or title

This comes directly after the salutation, but not on the same line. For example: Complaints about the lack of facilities in my area.

5. Body of the letter

Here, you go straight to what the question states you should do. There should be no room for exchange of pleasantries or personal matters. The following are not allowed:

• slang and colloquialisms, such as “You know”, “Yea” and “Whats up”;
• contracted words, such as “won’t” and “I’m”;
• abbreviations, such as “US” and “NAFDAC”.

6. Subscript (complimentary close)

The most correct way of ending a formal letter is “Yours faithfully,”, written at the right hand corner of the page immediately after the letter. It is followed by the writer’s signature, with the writer’s full names written under the signature:

Yours faithfully,
(Signature)
EzeChima

Note: Write “Yours faithfully” with a capital letter “Y” and a small letter “f”. Your signature must come before your name.

What is a verb?

A verb is a word or group of words that expresses action, existence or occurrence. That is, it shows what the subject of a sentence does, what the subject is, and what action the subject receives. A verb combines with a subject to make a statement, give a command or ask a question. It is the most important part of speech, for it is the heart of the sentence. It gives meaning to the sentence.

What is a verb phrase?

A verb phrase is the combination of an auxiliary verb, also known as a helping verb, and a main verb.

What are the types of verbs?

Finite and non-finite verbs

A finite verb shows a relationship with the subject of the sentence, that is, it is limited to a particular number of persons. Examples:

• I am.
• We are.
• They are.
• He/She/It is.
• David studied Law.

A non-finite verb includes the gerund (eating), the participle (eaten) and the infinitive (to go). Examples:

• Dancing is a good exercise.
• I want to eat.

Transitive and intransitive verbs

A transitive verb has a direct object. It needs an object to complete its meaning. Examples:

• She ate the rice.
• She gave them the ball.

An intransitive verb needs no object to complete its meaning. It is complete in itself. Examples:

• She sleeps.
• She lay down.

Linking verbs

Example: God is love. Other linking verbs include: appear, feel, grow, lay, look, prove, smell, sound, taste, turn, seem, set and so on.

What are the functions of a verb phrase?

1. To show a complete action (perfect aspect). Examples:
   • I have eaten the yam (present perfect).
   • She has eaten the yam (present perfect).
2. To show a continuous action (continuous or progressive aspect). Example:
   • I am writing (present continuous).
3. To indicate the future. Examples:
   • She will go to school tomorrow.
   • He shall wake up at 9 a.m.
4. To indicate a conditional sentence. Examples:
   • John would sing if you gave him ten naira.
   • He would buy a new bag if he had enough money.
5. To show emphasis in a sentence. Examples:
   • My mother did visit the girls.
   • I did read the novel.
   • I did eat the food.
6. To indicate a negative sentence. Example:
   • My father did not visit the hospital.
7. To indicate the passive voice. Examples:
   • The food was eaten by Ogo.
   • The junior girls were beaten by the senior girls.

Evaluation

1. Write a letter to the chairman of your local government complaining to him about the lack of facilities in your area.
2. List the six features of a formal letter.
3. Define a verb phrase.
4. Write one sentence each to show a transitive verb and an intransitive verb.
5. Name three functions of a verb phrase and give one example of each.

Assignment

Reading assignment: Page 203 of Effective English.