HOW TO WRITE A LETTER

Written communication is surely important.

Knowing how to write a letter (business or friendly) is a skill that you need throughout your life.

This article will help you to master the art of writing letters. These may be short, informal letters or highly polished letters for corporate correspondence.

Types of letters

Formal letters

Formal letters are used for business purposes or written to people you don’t know well.

They are also known as business letters or official letters.

They are brief and contain only necessary information since they are used for professional communication.

Formal letters are addressed to organizations, companies, businesses, institutions, government offices or to someone you know in a professional capacity/ people who hold important positions.

 

Types of formal letters

• Apologies
• Application letters
• Letters of request
• Letters of inquiry
• Recommendations
• Resignation

 

Informal letters

They are sent to a friend or a family member.

They are also called friendly or personal letters.

An informal letter can be handwritten or typed.

They have no prescribed format since they are used for personal communication.

Written in active voice.

 

Types of informal letters

• Apologies
• Invitations
• Accepting/declining invitations
• Condolences
• Congratulations
• Thank-you notes
• Information update
• To express love/friendship

 

Writing a formal letter (Business/Official letter)

 

Features of a formal letter

Sender's address – The block format has all elements and sections aligned with the left-hand side of the page.

For more casual documents, we use the indented format. Here you place your full address in the upper right-hand corner.

Don’t include your name here.

Either form is acceptable for formal letters.

 

Date – skip a line and specify the date. Use the date the letter is being written. It is not part of the address.

Write out the full date.

19 September 2021 (British)

September 19, 2021 (American)

 

Recipient’s address–skip a line after the date and place the recipient’s full addresses. Include the company name, recipient’s title and mailing address.

 

Salutation (greetings)–Skip a line after the recipient’s address and insert the greeting/salutation.

Use Dear followed by a formal title e.g. Mr. /Mrs. /Ms. and the recipient’s last name (or full name). Don’t use the first name only. 

The name is followed by a colon.

Dear Ms. Wanyonyi:

Dear Ms. Daisy Adhiambo:

If you don’t know the name of the recipient, take some time and research to find out. You can call the company and ask for the name of the person that holds that position.

Avoid “Dear sir or madam” or “To whom it may concern”. These constructions are deemed stiff or old-fashioned

If you know the job title but not the person's name, you may write “Dear Managing Director” or “Dear County Director”. Try to research on the name first.

Letters that are personally addressed are likely to get through quicker and also get more attention. However, when writing to the editor of a newspaper always use Dear sir or Dear madam.

 

Subject – written below the salutation. Gives the general idea of what the letter is all about. Introduce your subject with “RE” followed by a colon and the subject of the letter in one line, written in bold and underlined.

RE: APPLICATION FOR A TEACHING POST

 

Body of letter – separate your thoughts into paragraphs.

For the block format, the first sentence of every paragraph is not indented. Leave a blank line between the paragraphs.

For indented format, you indent the first line of each paragraph by an inch.

Keep your letter direct to the point. Start with a short pleasantry e.g. “I hope this letter finds you well” but move quickly to the purpose of writing the letter e.g. “I am writing in regards to …”

Use active voice.

Do not use contractions/slang/abbreviations

In the closing paragraph, restate the purpose of your letter and request a follow up action. 

End your letter with another pleasantry e.g. “Thank you for your time/consideration” or “please let me know if you would like to discuss in detail over the phone”

Writing a cover letter/application letter

Write 3 body paragraphs.

1^st paragraph explains the purpose for writing, the post you want and why you want it.

2^nd paragraph outlines why you are the best fit for the position. Summarize your skills and experience.

3^rd paragraph - mention your résumé and ask for an interview. Thank the reader for his time and include your contact.

 

 

Complimentary close –close the letter. Use “Sincerely”or “Yours sincerely” in formal occasions or when writing to someone you don’t know well.

Other options include“Yours truly”, “Best regards”, “Regards”, “Best wishes”,  “Kindest regards” etc

The closing tag is followed by a comma.

 

Signature text–Skip 3 lines (where you’ll insert your handwritten signature) and insert your full name. Include your job title in the next line.

 

Attachments–if you’re including any attachments with your letter e.g. CV/résumé, skip one line and type “enclosure”. If you have more than one, indicate “enclosures (3)” with the number in parentheses representing the number of documents attached. 

 

 

Writing a informal letter (Friendly /personal letter)

 

Features of an informal letter

Sender's address – has one address. List your address at the top right-hand side of your letter.

 

Date– Place the date you are writing the letter

Write out the full date.

19 September 2021 (British)

September 19, 2021 (American)

 

Note: an informal letter does not require a subject.

 

Salutation–Dear followed by the recipient’s first name, and a comma.

Dear Bob,

Alternatively, you may use Hello, Hi or Hey in lieu of Dear.

Hey Bob,

 

Body of the letter– the tone can be conversational, including a bit of slang or colloquial terminologies.

Start with pleasantries. Ask about the recipient’s well-being. “I hope you are well” (formal) or “How is it going?” (Informal)

The primary purpose of a letter is communication. Let the other person know what is going on in your life in details. If it's a thank you note, don’t just say “Thank you for the gift”. Tell them it means something to you.

1^st paragraph –introduction and reason for writing the letter

2^nd paragraph –more details

3^rd paragraph – summary

 

Complimentary close – use an informal closing tag followed by a comma. Write your name in the next line.

 

Yours sincerely,

Nandako.

 

If you’re writing to a spouse, dear friend or close family member, you may end your letter with “Fondly” or “Love”

“Sincerely”, “Regards”, “Best” are used in semi formal situations. Other examples include;

 

Sincerely yours

Your loving daughter

Yours sincerely

Your son

Best wishes

Best of luck

My kindest regards

My warmest regards

Lots of love

Love from

 

If you want to add something after the letter's written, use P.S. which means PostScript.

 

 

How to write a formal letter

• Avoid slang/contractions/abbreviations
• Use polite, straightforward language
• Use direct, functional language
• Avoid purple prose – using unusual words or complex constructions
• Focus on the task at hand
• Use Standard English
• Use appropriate formal tone and register in wording of the letter
• The concluding paragraph states/reinforces what you want the recipient to do.
• Have a formal ending e.g. Yours sincerely if you addressed the reader by name or Yours faithfully if you addressed the recipient by a respectful title e.g. Dear sir or Dear madam.
• Yours sincerely adds a personal touch, and is encouraged.

 

How to write an informal letter

• Plan/Sketch a brief outline
• Note the address and name of the recipient
• What is the purpose of the letter – what do you want to say?
• Points to be made – how will you say it?
• Action point –what do you want the reader to do?
• Consider the audience
• Decide the tone and language register (the more intimate the relationship the more informal the language can be)
• Use Dear Tom for acquaintances and Hi Aziza for close friends, followed by a comma.
• In the opening paragraph, begin with a pleasantry. If the reader is married with children, ask about the spouse and children.

“How are you?”

“How have you been?”

• While maintaining a friendly tone, state the reason for writing. You are free to use colloquial language, idiomatic expressions and contractions.
• The closing tag is informal e.g.

Love,

Ndindi.

• Thank you letters should always be handwritten
• You do not have to reply a letter expressing thanks

 

 

General tips for letter writing

• Know your audience. Avoid technical/industry jargon unless the reader will understand.
• Avoid contractions in formal letters. It is fine to use contractions in friendly letters.
• Keep your letter brief, preferably one page long.
• Write clearly and concisely.
• Avoid unnecessary information.
• Remain professional when writing formal letters. Avoid inappropriate language or an unpleasant tone.

KCSE QUESTIONS ON LETTER WRITING

NOTE: letters have been tested 9 times in KCSE since the inception of the new syllabus (2006). No other functional writing skill has been tested that many times.

1. Application letter 2020
2. Informal letter 2019
3. Letter of request 2018
4. Application letter 2015
5. Informal letter 2014
6. Informal letter (Thank you note) 2013
7. Application letter 2012
8. Letter of inquiry 2009
9. Letter of request 2007

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