How to Write Formal/Official Letter
Formal letters, also known as official letters, refer to any message to a person in their official capacity, and are thus served formally regardless of the sender and recipient's relationship.There are various types of formal letters, including:
a) letters of apology,
b) letters of request,
c) letters of inquiry,
d) letters of application,
e) letters of complaint.
f) A letter to the editor or publisher.
Features of Official Letters
The following are common characteristics of official letters:
- they should be brief and direct;
- the tone should be formal and polite;
- they should be presented in intelligible grammatically correct words.
Formal Letters Format
All formal letters should include the following elements:1. The Address of the Sender
The address of the individual writing the letter is also known as the return address.
In most cases, it is represented on the top right-hand side of the writing notepad, although it can also be listed on the left-hand side when a full block format has been adopted, as is popular currently. The following information should be included in the return address:
a) The postcode and box number.
b) The actual location, i.e. the name of the town in which the post office is located.
It is important to remember that the sender's name is not part of the address, but the name of the institution from which they are writing can be used if applicable.
As An Example
Daraja Mbili High School2. The Date
The date the letter was written is critical for reference purposes. Because it is not part of the sender's address, one should skip a line before writing it. It is also critical to follow the right format, which includes writing the month's name in full.An illustration
May 13, 2025.
3. The Address of the Recipient
It refers to the address of the person receiving the letter, as the name implies. It is also known as an inside address. The inside address is written on the left-hand side of the writing material, a line below the date.
Even if you know or are related to the person you are writing to, only state their title or position in that organization,
That is,
The Human Resource Manager,The Manager,
The Chief Executive Officer,
The Secretary, The Director,
The Principal, and so on.
Similarly, other details such as the name of the institution, the postal address, the postal code, and the name of the town, also known as the physical address, can be written.
As an example,
For Example
It's important to note that we usually write letters through someone else when the person the letter is going through works at the same place as the person the letter is meant for, and we usually write through the supervisors, managers, or bosses of the person the letter is meant for, mostly out of courtesy. Also, it's important to remember that even if we know who we're writing through, we shouldn't put their name in this address. Since this is an official letter, we should just use their position.
4. Salutation
It is the greetings written after skipping a line beneath the recipient's address. It can be communicated as Dear Sir, Dear Madam, when the recipient's gender is known but their name not known or Dear Sir/Madam when the recipient's gender and name is unknown.Overall, when the addressee is known, the salutation is Dear Mr/Mrs./Rev/Ms ...then comes merely a surname/family name.
To demonstrate,
Dear Mrs. Kitili
Dear Mr. Njogu
It is worth noting that while writing to a lady and you not sure whether she is married or not, you can use "Ms.", which is a title for both married and unmarried women.
As in,
Dear Ms. Nyaboke.5. Subject
The subject refers to a summary of the letter's content. It is frequently preceded by 'RE:' which stands for 'concerning.'When handwritten, it should always be written in capital letters and highlighted.
For Instance
RE: APOLOGY FOR DISRUPTING THE CLASS DURING PRIVATE STUDY TIME6. The Body
It should contain the letter's core message. The subject will be determined by the purpose of the letter, such as an application, an apology, or an inquiry, to name a few instances. The body of formal letters should have at least three brief paragraphs.
The first paragraph is usually the introduction, which explains why the letter is being written. For example, I am writing to apply for a job, a scholarship, to apologize, to complain, or to make a request.
The second paragraph of this letter should include pertinent information about the letter's purpose. Additional information about why the letter was written is provided here.
The third paragraph in the body states what actions you want the receivers to do based on the letter's aims. For example, if it is a letter of complaint, one can insist on being reimbursed for possibly substandard services or commodities obtained.
Remember that the writing in official letters should always be formal and unambiguous, and that the three paragraphs should be competently and rationally organized.
7. Closing Remarks
It is normally written a line below the final paragraph. It gathers the following:- A complimentary comment. For example, 'Yours faithfully' if the recipient is unknown, or 'Yours sincerely' if the recipient is known.
- The salutation establishes the accompanying remark, for example, Dear Sir/Madam signifies the recipient is unknown, so 'Yours faithfully' is used. When the recipients are recognized or known, such as Dear Mr Kimani, we use 'Yours sincerely.'
- Signature. Because all formal letters must be signed, the signature should follow the complimenting remark. Then comes, the writer's name ; here, the official name should be shown in full; and lastly, the position held in the office.
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