Formal Letter – JSS1 English Lesson Note (Second Term)

A formal letter, also called an official letter or business letter, is written to people we do not know or are not used to, such as commissioners, ministers and editors. It uses formal language. It has an introduction, a body and a conclusion, and it begins with the writer’s address and the recipient’s address.

Behavioural objectives

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

• say what a formal letter is and who it is written to;
• list the features of a formal letter;
• arrange the writer’s address, the recipient’s address, the salutation and the title correctly;
• write a formal letter of complaint in formal language.

What is a formal letter?

A formal letter is also known as an official letter or business letter. It is the kind of letter we write to people we do not know or are not used to. The language you use must be formal or official. Examples are the letters we write to commissioners, ministers, editors and so on.

What are the features of a formal letter?

A formal letter has the following features:

• Introduction
• Body
• Conclusion

How do you set out a formal letter?

In a formal letter, the address comes first, before anything else. Two addresses are written: the writer’s address and the recipient’s address.

1. Write the writer’s address at the top right corner of the paper.
2. Write the recipient’s address on the left side, immediately after the writer’s address.
3. Skip a line after the recipient’s address.
4. Write the salutation, followed by the title.

If the letter is going outside Nigeria, write a comma after Lagos State, then Nigeria, and end with a full stop.

Sample formal letter: a letter of complaint

56, Disgruntled Street,
Maple Close,
Lagos State,
Nigeria.

28th January, 2018

Customer Service Manager,
Thatcher Company,
California,

Dear Sir/Madam,

LETTER OF COMPLAINTS

I am writing today to complain about the poor service I received from your company on June 15, 2017. I was visited by a representative of Thatcher Company, Mr. Green, at my home on that day.

Mr. Green was one hour late for his appointment and offered nothing by way of apology when he arrived at noon. Your representative did not remove his muddy shoes upon entering my house, and consequently left a trail of dirt in the hallway. Mr. Green then proceeded to present a range of products to me that I had specifically told his assistant by telephone I was not interested in. I repeatedly tried to ask your representative about the products that were of interest to me, but he refused to deal with my questions. We ended our meeting after 25 minutes without either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day’s vacation) waiting for Mr. Green to show up. My impression of Thatcher Company has been tarnished, and I am now concerned about how my existing business is being managed by your firm. Furthermore, Mr. Green’s inability to remove his muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional carpet cleaner.

I trust this is not the way Thatcher Company wishes to conduct business with valued customers. I have been with you since the company was founded and have never encountered such treatment before. I would welcome the opportunity to discuss matters further and to learn how you propose to prevent a similar situation from recurring. I look forward to hearing from you.

Yours faithfully,

(Signature)

Mr. Funny

How should you write the title?

If you write the title in capital letters, you do not need to underline it. If you write it with an initial capital letter, you must underline it.

Evaluation

Study the letter above and write your own.

References

My English Grammar