Letter writing - Formal letter - JSS3 English language Lesson Note

Writing: Formal Letter 

 

A formal letter is a type of written communication used for official or professional purposes. It follows a specific format and tone to convey information clearly and respectfully. Here's a guide on how to write a formal letter:

 

Structure of a Formal Letter:

 

1. Sender's Address: This is your address, placed at the top right-hand corner of the letter.

   - Example:

     ```

     23 Main Street,

     Lagos,

     Nigeria.

     29th May 2024.

     ```

 

2. **Date**: Write the date below your address.

   - Example: 

     ```

     29th May 2024.

     ```

 

3. **Recipient's Address**: This is the address of the person you are writing to, placed on the left-hand side of the letter, a few lines below the date.

   - Example:

     ```

     The Manager,

     FirstBank Plc,

     12 Bank Street,

     Lagos.

     ```

 

4. **Salutation**: Use a formal greeting such as "Dear Sir/Madam" if you do not know the recipient's name. If you know the name, use "Dear Mr. [Surname]" or "Dear Ms. [Surname]".

   - Example:

     ```

     Dear Sir/Madam,

     ```

 

5. **Subject**: This is a brief statement of the purpose of the letter, written in bold or underlined.

   - Example:

     ```

     Application for the Position of Graduate Trainee

     ```

 

6. **Body of the Letter**: This is the main content of your letter. It should be divided into paragraphs, each addressing a specific point.

   - **Introduction**: State the purpose of your letter.

     - Example: "I am writing to apply for the position of Graduate Trainee as advertised in the Daily News on 20th May 2024."

   - **Details**: Provide more details about your purpose. If applying for a job, mention your qualifications and experience.

     - Example: "I graduated with a Second Class Honours (Lower Division) in Business Administration from the University of Lagos and have completed my NYSC program."

   - **Conclusion**: Politely conclude your letter and mention any enclosures, if any.

     - Example: "I have enclosed my CV for your review. I look forward to the opportunity to discuss my application in more detail."

 

7. **Closing**: Use a polite closing phrase followed by a comma.

   - Examples: 

     ```

     Yours faithfully,

     ```

 

8. **Signature**: Leave some space for your handwritten signature (if submitting a hard copy), then type your name below.

   - Example:

     ```

     (Signature)

     Danladi Ahmed

     ```

 

**2. Example of a Formal Letter:**

 

```

23 Main Street,

Lagos,

Nigeria.

29th May 2024.

 

The Manager,

FirstBank Plc,

12 Bank Street,

Lagos.

 

Dear Sir/Madam,

 

Application for the Position of Graduate Trainee

 

I am writing to apply for the position of Graduate Trainee as advertised in the Daily News on 20th May 2024. I graduated with a Second Class Honours (Lower Division) in Business Administration from the University of Lagos and have completed my NYSC program.

 

I am particularly interested in this position because of the opportunities it offers for professional development and career growth. During my academic and service years, I developed strong analytical and communication skills, which I believe will be valuable in this role.

 

I have enclosed my CV for your review. I look forward to the opportunity to discuss my application in more detail. Thank you for considering my application.

 

Yours faithfully,

 

(Signature)

Danladi Ahmed

```

 

**3. Tips for Writing a Formal Letter:**

 

- **Be Clear and Concise**: Stick to the point and avoid unnecessary details.

- **Use Formal Language**: Avoid slang and informal expressions.

- **Check for Errors**: Proofread your letter to correct any spelling or grammatical mistakes.

- **Be Polite and Respectful**: Even if you are making a complaint, maintain a respectful tone.

 

By following these guidelines, you can write an effective formal letter suitable for various official purposes.