Formal Letter Writing – SS3 English Lesson Note (First Term)

A formal letter, also called an official letter, is written to a person in his or her official position. It is used for applications, requests, queries and complaints to officials. It has fixed features: the writer’s address, date, receiver’s address, salutation, heading, body and complimentary close. The body goes straight to the point, in formal language.

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 used;
• list and arrange the features of a formal letter correctly;
• write a formal letter that avoids slang, abbreviations and contracted words;
• identify some foreign words and expressions of French, Latin and Greek origin used in English.

What is letter writing?

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.

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 them formal or official letters, not personal ones.

Formal letters can take these forms:

• 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, followed by the date, 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 the recipient and 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 an exchange of pleasantries or personal matters. The following are not allowed:

• slang and colloquial expressions, such as You know, Yea and What’s 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, at the right hand corner of the page, immediately after the letter. It is followed by the writer’s signature, with the full names written under the signature:

Yours faithfully,
(Signature)
EzeChima

Note: Write the capital letter “Y” and the small letter “f”. Your signature must come before your name.

What are foreign elements in English usage?

Some foreign words and expressions have come into the English language. Some of them are listed below.

Class activity: The students are to study more words on page 102 of their textbook.

Evaluation

1. Write a letter to the chairman of your local government complaining to him about the lack of facilities in your area.
2. Using a dictionary, find out the meaning of the foreign words in the table above.

Assignment

Reading assignment: Page 203 of Effective English.

Find the meanings of the words listed below and use each in a sentence.

• Malaise
• Cadre
• Finesse
• Milieu
• Patois
• Vis-à-vis
• Bourgeoisie
• Precis
• Esprit de corps
• Fracas