Follow the step-by-step approach to write a simple and engaging formal letter in your 2024 WASSCE English Language composition.
There are circumstances in life when a formal letter might be preferable to a casual letter or email. These comprise application cover letters for jobs, letters of inquiry, resignation letters, and many others.
It’s crucial that you adhere to the expected letter structure in these circumstances.
How to write a formal letter
When structuring a formal or business letter in English, there are a number of official letter formatting norms that must be followed.
Additionally, you make an effort to write as simply and plainly as you can while avoiding making the letter longer than it needs to be. Keep in mind not to utilize contractions or colloquial language.
1) Include your name and contact information
On a formal letter, the return address needs to be written in the upper right-hand corner. Typically, this will be your address, but it could also be another location where a response should be sent.
2) Include the name and address of the receiver.
Include the recipient’s address in your letter. Usually beginning below your address, the recipient’s address should be written on the left side of the paper.
Make sure to match this address with the transparent plastic window of the envelope if you plan to print and mail the letter using one.
READ: Informal/Formal Letter Essay Questions for WASSCE 2024 (English Language)
3) Add the date.
The date was written on several sides of the sheet by various people. After the address you’re writing to, write this on either the right or left side of the line. Put the month in word form.
4) Use the appropriate salutation
The best method to begin a formal English letter is with a formal greeting for the recipient. The Salutation is what this is called.
Use “Sir” or “Madam” if you know the recipient’s name; otherwise, use the recipient’s entire name, including any titles, in this format. Don’t forget to avoid being too casual or informal.
Sample;
a) Use the following format if you don’t know the recipient’s name;
- Dear Madam,
Dear Sir,
b) Only mention the title (Mr., Mrs., Miss or Ms., Dr., etc.) and the family name if you are certain of the person’s name.
Ms, which is appropriate for both married and unmarried women, can be used if you are writing to a lady and are unsure whether she prefers Mrs. or Miss.
- Dear Dr. Green, Dear Miss Davis, Dear Mrs. Hutchins, Dear Mr. Jenkins, etc.
5) Write your formal letter’s body.
In the letter’s body, use formal language. Be direct and try to make it as short as you can; the ideal length is three to four paragraphs.
The first paragraph should be brief and should contain your introduction as well as the letter’s objective, such as a request, complaint, or inquiry.
The paragraph or paragraphs in the middle of the letter should include the pertinent details that led to its creation.
Keep the material to the fundamentals and focus on organizing it in a straightforward and logical way rather than expanding it excessively since most English letters aren’t particularly long.
In a professional letter, the last paragraph should specify the next step you want the receiver to take—a refund, the delivery of information, etc.
6) End the letter in a formal manner.
The salutation for your letter should follow certain traditions, and there are also guidelines for how to end your message.
If you don’t know the recipient’s name, sign off with “Yours faithfully” at the end of the message. Use “Yours sincerely” if you know the recipient’s name.
READ: How to write informal letters or friendly letters – BECE, WASSCE and GTLE
7) Make sure to add your signature
Your name should be written in capital letters once you have signed.
Put your title in brackets after your name if you believe the recipient of your letter might not be aware of your gender.
You can optionally add your phone number and email address, which can be useful.
8) Check your letter for errors.
Once you’ve finished writing your letter’s initial draft, read it aloud to yourself to check for grammar and spelling mistakes.
Make sure the recipient can understand the letter’s purpose and that it reads well.
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