Join Our Groups
TOPIC 6: WRITING FORMAL
LETTERS
Formal
letters are used un business, transaction letters, letters to news paper, order
letters, application letters and request letter just to mention a few.
Principles of
Writing Formal Letters
1.
Follow the prescribed format of writing formal or official letters.
2.
Use simple language to enhance understanding of the message.
3.
Avoid informal language and slang.
4.
Avoid vague or emotional words that may provoke or make an addressee angry.
5.
Be polite and show respect to the addressee.
6.
Describe the purpose objectively.
7.
Provide all necessary information precisely. Be direct to the point and avoid
giving your personal information.
8.
Make sure you provide true and researched information and not hearsay or
rumours.
9.
Proof read your letter before sending it to the addressee.
Major Parts of
Formal Letters
1.
Senders address and date(all words must start with capital letters in an
address).
2.
Addressee address below reference number.
3.
U.F.S; if it has to be signed by a certain officer/person for forwarding.
4.
Salutation i.e. Sir/Madame (Salutation must start immediately after the margin
line).
5.
The introductory sentence.
6.
Purpose application.
7.
Closing remarks like; yours sincerely.
8.
Signature.
9.
Full name.
10.
Title if you have one.
 |
| Formal Letter |
LETTER TO THE
EDITOR
The
editor plays a vital role in making critical analysis of all letters before
they are published and read by the public through newspapers, magazines, or any
other appropriate media. Letters which are sent to the news papers are always
addressed to the editor, the proper form of salutation is Sir/Madame and rarely
dear sir though in some circumstances you can address the editor as dear
Sir/Madame
Example 1
The
editor
Mzalendo
newspaper
Sir/Madame
it is high time steps should be taken to all private schools on student’s time
management. Most of them are over working the students by the preparation of a
timetable which is not giving a student time to rest, for example in a certain
school instead of periods having 40 minutes for a single period and 80 minutes
for doubles, it 1 hour and two hours instead and no of periods are still the
same.
I
hope the public, parents and government as education stakeholders can make
changes through this writing.
Yours
truly
Observer
WRITING BUSINESS
TRANSACTION LETTERS
Every
company, large or small, relies heavily on the business letter to keep the
organisation running smoothly. Business letters ask for and give information,
order goods and services, request appointments, make complaints, and deal with
all routine matters. Although telephone calls have their place in the business
world, letters have several important advantages:
1.
Letters provide a permanent, written record.
2.
Letters are like written promises and clearly indicate who is responsible.
3.
Letters allow busy people to send and receive information when it is convenient
for them.
4.
Letters allow time to think about and research a topic or situation before
writing or responding.
5.
Letters allow the reader the chance to reread and review complicated material
as often as necessary.
Characteristics
of a Business Letter
1.
A business letter should be brief, concise, clear, courteous and tactful. To
get the best letters possible, use the writing process. Start by focusing on
your purpose for writing the letter and the results you want from it. Think
about your reader’s needs.
2.
Prepare an outline or plan. It doesn’t have to be more than a few scribbles on
a scrap of paper that list the points you want to be sure to include.
3.
Write a rough draft of the letter and allow a “cooling off” period before you
revise it. Business letters are not a place to vent your anger, but rather a
way for you to present a reasoned and logical argument.
4.
Revise the letter by arranging the details effectively and reworking sentences
and paragraphs until your message is as brief and clear as possible.
5.
Check the mechanics of your writing and prepare the letter for mailing. Knowing
how to write a correct and effective business letter is one of the best skills
any employee can have, no matter what his/her work assignment is.
Parts of a Business Letter
1.
The introduction, the body, and the conclusion.
The introduction consists of the heading (the sender’s
return address)
2.
Date (the month, day, year on which the letter was prepared)
3.
Inside address (the name and address of the receiver)
4.
Salutation (a greeting like Dear Ms.)
5.
The body of the letter contains the message the writer needs to
6.
Conclusion consists of a complimentary closing (like Yours truly
or Sincerely)
7.
Signature (sender’s name written in pen)
How to Write a
Business Letter
A
business letter, unlike a friendly letter must have
a heading.
On
the first line, write your apartment number, postal box, rural route number,
and your street address1 (whatever applies to your address).
The
second line gives your city, town, or village, and the province name, and
postal code 2.
On
the third line, write the month, the day and the year you are writing the
letter. Never write your name as part of the
heading of a letter.
The addressee address is placed at the
left margin, two spaces below the heading and contains the receiver’s full
name, title, and address.
The salutation is placed two spaces below
the inside address. If you don’t know the person use his/her full name and
title in the salutation. If you do know him/her well, you would use his/her
full name and title in the inside address and his/her first name in the
salutation. In situation where you don’t know whether the reader is male or
female, you may find something like Dear Customer
Service Representative or Attention: Billing
Department suitable.
The body of the letter is, of course,
what the letter is all about. It begins two spaces below the salutation. You
should single space within paragraphs and double space between them. The body
of many business letters contains three paragraphs (although they don’t all
have to have five sentences). The first paragraph should state the problem or
situation clearly. The second paragraph should explain in specific detail the
reason for writing. The third and final paragraph should make a specific
request for action and close with courtesy. Here’s a sample body.
The
conclusion of all letters is a brief phrase showing respect called the. Complimentary closing which is placed
two spaces below the body. Only the first Word of this closing is capitalised.
Four or five spaces below this, the writer’s typed Signature (and title, if
appropriate) should appear. The sender of the letter should write his/her
signature between the complimentary closing and the typed signature.
Example 2
Shaurimoyo
Shop
P.o.Box
543
Mbinga
17th april,
2007
Ref.No.041/SS/MB
Habari
Leo Magazine
P.o.Box
7888
Dar
es Salaam
Dear
Sir or Madam
I
would like to place a personal advertisement in your newspaper on the 20th June
2005. Please find enclosed my advertisement and also a cheque covering the
cost.
Please
contact me at my above address if you have any queries or you can phone me at
0774232212
Yours
faithfully,
Mary
Juma
Marketing
Manager
EmoticonEmoticon