Introduction
Formal
letters are an essential aspect of communication, especially in professional,
academic, and official contexts. Unlike informal letters, which are written to
friends and family, formal letters are addressed to individuals or
organisations for specific purposes, such as making requests, lodging
complaints, applying for jobs, or conducting official correspondence. This lesson
will guide you through the steps of writing a formal letter, following the
required format for examining bodies in Nigeria and West Africa.
Steps to Writing a Formal Letter
Writer’s Address
Your
address should be written at the top right-hand side of the letter. Each line
should end with a comma, except for the last line, which should end with a full
stop. Your address includes your house number, street name, city, and state. Example:
23,
Zabayo Street,
Off
Ekehuan Road,
Benin
City,
Edo
State.
Date
The
date should be written below your address, with the month written in words,
ending with a full stop. Example:
10th
August, 2024.
Recipient’s Address
The
recipient’s address is written below your address and date but on the left-hand
side of the letter. Each line should end with a comma, and the last line should
end with a full stop. The recipient’s address includes the title and name of
the person (if known), their position or job title, the name of the
organisation, and the organisation’s address. Example:
The Manager,
ANDZOG Company,
12, Industrial Avenue,
Ikeja,
Lagos State.
Salutation or Greeting
The
salutation is a formal greeting that comes after the recipient’s address. It
should be polite and appropriate for the person you are addressing. Common
salutations include "Dear Sir," "Dear Madam," or "Dear
Mr. Smith," if the recipient's name is known. Avoid Dear Sir/Madam.
Example:
Dear Sir,
Title or Heading
The
title or heading of the letter is written in capital letters without underlining
or in title case (with the first word and content words in initial capital
letters) with underlining and should clearly state the subject of the letter.
The heading helps the recipient understand the purpose of the letter
immediately.
Example
1: APPLICATION FOR THE POSITION OF
ACCOUNTANT
Example 1: Application for the Position of Accountant
Introduction or First Paragraph
The
first paragraph serves as the introduction and should state the purpose of
writing the letter. Be concise and to the point.
Example:
I am writing to apply for the position
of Accountant as advertised in the Daily Times on 1st August, 2024.
Body
The
body of the letter consists of additional paragraphs that provide more details
about the purpose stated in the introduction. Aim to write three to four
paragraphs, linking them with transition words and phrases for coherence. Use
short sentences to enhance readability.
Example:
First and foremost, I have a Bachelor’s degree in Accounting from the
University of Lagos and three years of experience working in a reputable
accounting firm. Similarly, I have a thorough understanding of financial
regulations and standards.
Moreover, I am proficient in
using accounting software such as QuickBooks and Excel, which I believe will be
beneficial in managing your company’s financial records. In addition, I have
excellent analytical and problem-solving skills, which enable me to perform my
duties efficiently and accurately.
However, I am particularly drawn to ABC Company because of its
commitment to innovation and excellence in the industry. Finally, I am
confident that my background and skills make me a suitable candidate for this position.
Conclusion or Last Paragraph
The
last paragraph is the conclusion of the letter. Summarise the purpose of
writing and state any action you want the recipient to take.
Example:
In conclusion, I am eager to bring my expertise and dedication to ABC
Company. I would be grateful for the opportunity to discuss my application
further during an interview. Thank you for considering my application.
Subscription
The
subscription is written at the right-hand side below the last paragraph,
followed by a comma.
Example:
Yours
faithfully,
Writer’s
Signature
Sign
your signature at the right-hand side below the subscription.
Example:
[Signature]
Writer’s Name
Write
your full name below your signature at the right-hand side, followed by a full
stop.
Example:
Osaze
Edogun.
Example of a Formal Letter
To
illustrate the format and content, here is a complete example of a formal
letter:
23,
Zabayo Street,
Off
Ekehuan Road,
Benin
City,
Edo
State.
10th
August, 2024.
The Manager,
ANDZOG Company,
12, Industrial Avenue,
Ikeja,
Lagos State.
Dear Sir,
APPLICATION FOR THE POSITION OF ACCOUNTANT
I am writing to apply for the position of Accountant as advertised in
the Daily Times on 1st August, 2024.
First and foremost, I have a Bachelor’s degree in Accounting from the
University of Benin and three years of experience working in a reputable
accounting firm. Similarly, I have a thorough understanding of financial
regulations and standards.
Moreover, I am proficient in using accounting software such as
QuickBooks and Excel, which I believe will be beneficial in managing your
company’s financial records. In addition, I have excellent analytical and
problem-solving skills, which enable me to perform my duties efficiently and
accurately.
However, I am particularly drawn to ANDZOG Company because of its
commitment to innovation and excellence in the industry. Finally, I am
confident that my background and skills make me a suitable candidate for this position.
In conclusion, I am eager to bring my expertise and dedication to ANDZOG
Company. I would be grateful for the opportunity to discuss my application
further during an interview. Thank you for considering my application.
Yours
faithfully,
[Signature]
Osaze
Edogun.
Conclusion
Writing
a formal letter requires attention to detail and adherence to specific
formatting rules. By following the steps outlined in this chapter, you can
ensure that your formal letters are well-structured, clear, and professional.
This skill is invaluable in various contexts, from academic and job
applications to official correspondence. Practise regularly to enhance your
proficiency in formal letter writing.