HOW TO WRITE A FORMAL LETTER

(Here’s an Audiovisual Lecture on How To Write A Formal Letter: https://youtu.be/VDYtirUfTwo)

Understand What A Formal Letter Is

Knowing what a formal letter exactly, as well as the features that make up a complete formal letter, will make it easy for you to write a good formal letter. First, a formal letter is the type of letter you write to someone who occupies an official position. A formal letter is usually written to an office rather than to a person; this is why it is called an official letter, or a business letter. Examples of official letters are letters you write to commissioners, governors, or ministers (government departments), personnel managers, sales managers, or branch managers (business firms), editors of newspapers or magazines (media houses), registrars or vice-chancellors of universities, principals of secondary schools, or headmasters of primary schools (academic institutions).

Understand The Features A Formal Letter

A formal letter needs to have the following features:

1. Writer’s address and date.
2. Receiver’s official position and address.
3. Salutation, e.g. Dear Sir or Dear Madam.
4. Subject Heading or Title.
5. Content of the Letter, which is made up of the following: a. Introduction (paragraph 1), b. Body of the letter (paragraphs 2, 3, 4…), and c. Conclusion (the last paragraph).
6. Subscription, e.g. Yours faithfully.
7. Writer’s signature.
8. Writer’s full name (surname first).
9. Writer’s official position (if it is a group letter or a corporate letter).

Identify the Purpose of the Letter

The next step is to find out the purpose of the letter. This will help you to know the exact content of your letter. Let’s use a past WAEC question on formal letter writing as an example: As the Senior Prefect of your school, write a letter to the Principal pointing out at least two practices among students that should be discouraged and two habits that should be promoted among teachers (WASSCE June, 2020). Here, the purpose of the letter is to point out at least two practices among students that should be discouraged and two habits that should be promoted among teachers. Having identified the purpose, you will be able to create an outline (the points you jot down – the exact things you’re going to say in your letter).

Use Appropriate Addresses, Salutation and Title

In a formal letter, you need to write the writer’s address and date, and then the receiver’s designation and full address. Let’s assume you’re asked to write a letter to the Minister of Works: you need to write his designation (Minister of Works) plus his address (e.g. PMB 1050, Gariki, Abuja). The appropriate salutation for a formal letter is Dear Sir or Dear Madam.

After the salutation, what comes next is the title of your letter. This is the topic or subject for discussion, e.g. The Deplorable State of Roads in Lagos.

Start Your Letter with an Appropriate Introduction (Paragraph 1).

In writing the introductory paragraph of a formal letter, you have to go straight to the purpose of the letter. You don’t need to begin by asking the recipient about their well being as it’s done in friendly letters. Assuming that you’re asked to write a letter to the Minister of Works in your country complaining about the deplorable state of the roads in your area and how this affects the lives of the people. You can go straight to the very purpose of the letter. Example: I am writing to draw your attention to the deplorable state of roads in XYZ area and how it adversely affects the lives of people here.

Create an Outline

You need to plan your letter by creating an outline. An outline is a list of the key points you will discuss. Let’s assume you want to write a letter to the Principal (as required in WASSCE June, 2020), you can jot down the following points: 1. Bullying of junior students by their seniors 2. Students’ habit of coming late to school. 3. Teachers’ punctuality. 4. Teachers’ dedication to duty. These are the key points you’re going to discuss in the body of your letter. The four key points you’ve jotted down can be discussed in paragraphs 2, 3, 4, and 5.

Organize the Body of Your Letter into Paragraphs
The body of your letter should be organized into paragraphs 2,3,4, 5… as the case may be. Discuss one key point in each paragraph. You can start each paragraph with a topic sentence, and then use two or three other sentences to support the point you’ve raised. The use of appropriate connectors is an essential prerequisite for achieving coherence in all types of writing. You can consider using some of these: first(ly), to begin with, another…, consequently, moreover, furthermore, however, above all, in conclusion, and so forth. It should be noted that each connector or linking phrase has its appropriate purpose, such as to begin the first paragraph (e.g. first, to begin with, etc.), to indicate the next step (e.g. next, another…, moreover, etc.), to show contrast (e.g. however), to show cause and effect (e.g. consequently, as a result, etc.), to conclude your writing (e.g. in conclusion).

Write an Impressive Conclusion

In the last paragraph, you can make the appropriate call for action, or re-emphasize the key points already discussed.

Write the Appropriate Subscription, Signature and Name

The appropriate subscription or closing greeting for a formal letter is Yours faithfully. This should be followed by a comma, your signature, and then your full name, beginning with your surname.

Use the Appropriate Language and Tone

When writing a formal letter, it’s important for you to use standard English. In other words, your choice of words must be appropriate in style and tone. Take note of the following:

1. Avoid the use of slang and jokes.
2. Avoid contractions or short forms, such as can’t, don’t, won’t, I’ll, I’m, I’ve, etc.
3. Avoid unacceptable abbreviations, such as “u” for you, “y” for why, “cos” for because, “b4” for before, “bw” for between, etc.
4. Avoid the use of informal idiomatic expressions, such “He’s an absolute nightmare”, “I’m pissed off”, “I’ll pop in”, etc.
5. Avoid leaving out words, such as “Look forward to hearing from you”. Make sure you write in full: I look forward to hearing from you.
6. Use polite expressions, such as “I should be grateful if you would send me the price list.” 

You can also check out an audiovisual lectures on:

1. How to Write a Formal Letter in Your WAEC English Exams: https://youtu.be/VDYtirUfTwo

2. How to Write Effective Emails: https://youtu.be/B4UNmrk-EeI

3. How to Write an Article: https://youtu.be/GCic943Etog

EBOOKS:

1. Good Success in English: A Study Package or Good Success in English: A Study Package for Effective English Learning
2. Good Success English Handbook

About the Author

Benjamin Abugu

Benjamin Abugu is a university graduate with a flair for content writing. He is an English teacher with over twelve years experience, a published author of many books (both paperback and eBook editions), a blogger and Youtuber.