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.