Lecture 4.3: Letter Writing — Formal and Informal — Lecture Series 5: Communication in English

📋 Lecture Overview

Learning Objectives

Identify and explain the components of a formal letter
Distinguish formal from informal letter conventions
Write formal letters for various purposes: complaints, applications, requests
Write informal letters appropriate to personal contexts
Apply correct Nigerian and international letter-writing formats
Avoid common letter-writing errors

Topics Covered

What Is a Letter? Types and Purposes
Components of a Formal Letter
Formal Letter Conventions and Register
Types of Formal Letters
Model Formal Letter — Annotated
Informal Letters — Structure and Style
Formal vs. Informal — Comparison
Common Letter-Writing Errors

Prerequisite

Lectures 4.1 and 4.2 should be completed first. Writing skills developed in those lectures — particularly clarity, audience awareness, and appropriate register — are directly applied to letter writing.

← Lecture 4.2 — Essay Writing II

Section I

What Is a Letter? Types and Purposes

A letter is a written message addressed from one person or organisation to another, typically covering a specific subject and composed in a form appropriate to the relationship between writer and recipient. Despite the rise of email and digital communication, formal letter writing remains a crucial skill in Nigerian academic, professional, legal, and governmental contexts (Guffey & Loewy, 2021, p. 148).

Letters are classified in two major ways: by formality level (formal or informal) and by purpose. Understanding the purpose of a letter helps determine its appropriate structure, tone, and vocabulary.

Type	Purpose	Typical Context	Register
Formal — Application	Apply for a position, scholarship, admission, or programme	Employment, postgraduate study, bursaries, internships	Formal; persuasive
Formal — Complaint	Report a problem and request remedy from an institution	University administration, government agencies, companies	Formal; assertive but polite
Formal — Request	Ask for information, a favour, permission, or documentation	Reference letters, transcripts, permissions, data access	Formal; courteous
Formal — Official	Represent an organisation or institution officially	Government correspondence, institutional notices, legal matters	Highly formal; precise
Informal	Personal communication with family, friends, or close acquaintances	Congratulations, invitations, personal news, friendly updates	Casual; warm and conversational

Section II

Components of a Formal Letter

A formal letter in the Nigerian and international convention contains specific components that must appear in the correct position and format. Each component has a precise function (Nwofor, 2019, p. 22).

The Eight Components of a Formal Letter

1. Writer’s Address (Top Right): Your full postal address, written in the top right-hand corner. Include house or flat number, street name, town/city, and state. Do not include your name here. Example: 15 Azikiwe Road, Uyo, Akwa Ibom State. In formal Nigerian convention, the date is written directly below the address.
2. Date: Write the full date in unambiguous format, directly below the writer’s address. Write out the month in full to avoid confusion: 15 May 2026 (not 15/5/26, which is ambiguous internationally). Do not abbreviate: "May" not "May."
3. Recipient’s Address (Left-Aligned): The full name, title, and address of the person or organisation receiving the letter, written on the left-hand side below the date. Include: title and name (if known), position/designation, organisation name, full postal address. If the recipient’s name is not known, use their title only: The Director of Admissions.
4. Salutation: The formal opening greeting, aligned left: Dear Dr. Udom, / Dear Sir, / Dear Madam, / Dear Sir/Madam, (when gender is unknown). Always followed by a comma in Nigerian convention. Never use first names in a formal letter salutation unless specifically invited to do so.
5. Subject Line (Reference Line): A brief, capitalised line directly below the salutation identifying the specific subject of the letter. This allows the recipient to understand the letter’s purpose at a glance and facilitates filing. Format: RE: APPLICATION FOR THE POSITION OF RESEARCH ASSISTANT. The "RE:" prefix is conventional in Nigerian formal letters.
6. Body: The main content of the letter, divided into paragraphs. The first paragraph states the purpose of the letter. Middle paragraphs develop the content with relevant details, evidence, or argument. The final paragraph states what action is requested or expected and thanks the recipient. Each paragraph should have a single clear focus and be separated by a blank line.
7. Complimentary Close: The formal sign-off before the signature. Use: Yours sincerely, when you know the recipient’s name (used with "Dear [Name]"). Use: Yours faithfully, when you do not know the recipient’s name (used with "Dear Sir/Madam"). These are not interchangeable — the rule is absolute (Guffey & Loewy, 2021, p. 155).
8. Signature: Your handwritten signature, followed by your printed full name below it, and (if relevant) your designation or title. Example: [Signature] / Chukwuemeka Adiele / 300-Level Student, Department of English and Literary Studies.

📌

The Sincerely/Faithfully Rule: "Yours sincerely" is used when the salutation contains a name (Dear Dr. Udom). "Yours faithfully" is used when the salutation does not contain a name (Dear Sir/Madam). This rule is fixed in formal English letter-writing convention and is tested in examinations (Nwofor, 2019, p. 30).

Section III

Model Formal Letter — Fully Annotated

Study the following model formal letter carefully. Each component is correctly positioned and formatted according to standard Nigerian formal letter-writing convention.

Model Formal Letter — Complaint Letter

Room 22, Block C, Student Hostel,
University of Uyo,
Uyo, Akwa Ibom State.
15 May 2026

The Director,
Student Affairs Division,
University of Uyo,
Uyo, Akwa Ibom State.

Dear Sir/Madam,

RE: DETERIORATING WATER SUPPLY CONDITIONS IN BLOCK C STUDENT HOSTEL

I write on behalf of the students residing in Block C of the university hostel to formally bring to your attention the severely deteriorating water supply conditions we have been experiencing since the commencement of the second semester in February 2026.

For the past three months, residents of Block C have had access to running water on fewer than four days per week, with complete absence of water supply on weekends being a regular occurrence. Despite multiple verbal complaints to the hostel warden, no remedial action has been taken. The situation has caused significant hardship and poses a serious public health risk, particularly during the current period of elevated temperatures.

We respectfully request that your office investigate this matter urgently and take immediate steps to restore consistent water supply to Block C. We further request that a formal acknowledgement of this complaint be issued within five working days, and that a timeline for restoration of services be communicated to the affected residents.

We trust that this matter will receive the urgent attention it deserves. We are available to provide further information or meet with your representative at your convenience.

Yours faithfully,

[Signature]
Ngozi Okonkwo
Block C Hostel Representative
Student Number: 2022/ENG/0178

Analysis: Note the correct use of "Yours faithfully" because the salutation is "Dear Sir/Madam" (name unknown). The subject line is in full capitals and begins with "RE:". The letter is organised into four clear paragraphs: purpose, problem details, specific requests, closing. The tone is firm and assertive without being aggressive. Every component is in the correct position.

Section IV

Informal Letters — Structure and Style

Informal letters are personal communications addressed to family members, friends, or close acquaintances. Their structure is less rigid than formal letters, and their tone may be warm, conversational, humorous, or intimate — depending on the relationship between writer and recipient (Harmer, 2020, p. 112).

Components of an Informal Letter

Address (Top Right): Your address, written in the top right corner. The format is the same as a formal letter, but you may omit the recipient’s address entirely in an informal letter since it is a personal communication, not a document requiring filing.
Date: Written below the address. The format may be slightly less formal: "15 May 2026" or "15th May 2026" are both acceptable.
Salutation: Warm and personal: Dear Kemi, / Dear Uncle Tunde, / My dear Adaeze, / Dear Mum,. First names or familiar titles are appropriate. The salutation is followed by a comma.
Body: Conversational in style. May begin with an enquiry about the recipient’s wellbeing: "I hope this letter meets you in good health and high spirits." Content is personal, anecdotal, and may range freely across topics. Paragraphs are less strictly structured than in formal letters.
Complimentary Close: Warm and personal: Yours lovingly, / Yours sincerely, / With love, / Best wishes, / Take care,. The appropriate close depends on the intimacy of the relationship.
Signature: First name only is standard in informal letters to people who know you well: Emeka / Your daughter, Adaeze.

Section V

Formal vs. Informal Letters — Comparison

Feature	Formal Letter	Informal Letter
Recipient’s address	Required — full name, title, address on left	Optional — usually omitted
Salutation	Dear Dr. Obi / Dear Sir/Madam	Dear Kemi / My dear Uncle / Dear Mum
Subject line	Required — in capitals, prefixed "RE:"	Not required
Tone	Formal, precise, objective, impersonal	Warm, conversational, personal, relaxed
Language	Standard formal English; no contractions; no slang	Contractions acceptable; colloquial language appropriate
First person	"I write to inform you..." (formal first person)	"I’m so excited to tell you..." (natural first person)
Complimentary close	Yours sincerely / Yours faithfully (rule-governed)	With love / Best wishes / Yours (flexible)
Signature	Full name + title/designation	First name only usually sufficient

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Common Error — Register Confusion: The most common letter-writing error is using informal language in a formal letter or overly stiff language in an informal one. In a formal letter, avoid contractions ("I’m" → "I am"), slang, Nigerian Pidgin, excessive familiarity, and emotional language. In an informal letter, avoid the coldness of formal register unless the letter is actually dealing with a serious matter (Paltridge, 2018, p. 78).

Conclusion

Key Takeaway

Letter writing — both formal and informal — is a practical communication skill with immediate real-world application. In Nigeria, formal letters are used to petition government agencies, apply for positions, lodge complaints with institutions, and communicate officially in virtually every sector of professional life. Mastery of formal letter conventions — the correct positioning of components, the appropriate register, the Sincerely/Faithfully rule, and the professional tone — marks you as a competent communicator (Nwofor, 2019, p. 48).

Lecture 4.4 completes Module 4 by examining two of the most consequential genres of professional writing you will encounter as a graduating student: the curriculum vitae (CV) and the letter of application — the two documents that will open the door to your career (Guffey & Loewy, 2021, p. 180).

Examination Questions

Lecture 4.3 — Letter Writing: Formal and Informal

10 Questions · 30 Marks

1Multiple Choice

In a formal letter, "Yours faithfully" is used when:

A. The salutation begins with the recipient’s name (e.g., Dear Dr. Obi)

B. The writer knows the recipient personally

C. The salutation does not contain the recipient’s name (e.g., Dear Sir/Madam)

D. The letter is addressed to a government official

[1 mark]

2List and Explain

List and briefly explain FIVE of the eight components of a formal letter. For each component, state its position in the letter and its function.

[5 marks]

3Multiple Choice

Which of the following is the correct format for the subject line in a formal Nigerian letter?

A. subject: my complaint about the hostel

B. RE: DETERIORATING CONDITIONS IN BLOCK C STUDENT HOSTEL

C. About: Hostel Problem

D. Dear Sir, Regarding my hostel situation…

[1 mark]

4Write a Letter

Write a formal letter (200–250 words) from a student to the Head of the Bursary Department requesting a fee payment extension due to unforeseen family circumstances. Your letter must include all required components correctly positioned and formatted.

[8 marks]

5Multiple Choice

In an informal letter, which of the following salutations is most appropriate when writing to a close friend?

A. Dear Sir/Madam,

B. To Whom It May Concern,

C. Dear Emeka,

D. Dear Mr. Emeka Adiele,

[1 mark]

6Distinguish

Identify FOUR key differences between a formal and an informal letter. For each difference, give one example from a formal letter and one from an informal letter on the same topic.

[4 marks]

7Multiple Choice

Which of the following is NOT an appropriate complimentary close for a formal letter?

A. Yours sincerely,

B. Yours faithfully,

C. With warm regards and love always,

D. Yours truly,

[1 mark]

8Identify and Correct

Identify and correct FOUR errors in the following formal letter extract: "Dear Dr Udom, Am a student in 300 level. I want to complain about my marks because I think it’s not fair. Please can you change it? Yours sincerely, Emeka"

[4 marks]

9Multiple Choice

Where is the writer’s address positioned in a formal letter?

A. Top left, above the recipient’s address

B. Top right, above the date

C. Below the salutation on the left

D. At the end of the letter, after the signature

[1 mark]

10Essay

Write a formal letter (200–250 words) from a group of students to the Vice Chancellor of their university, recommending the introduction of a compulsory entrepreneurship course for all undergraduate students. Your letter must be correctly formatted, professionally toned, and include specific reasons to support the recommendation.

[4 marks]

References

Andrews, R., & Smith, A. (2018). Developing Writers: Teaching and Learning in the Digital Age. Open University Press.

Carter, R., & McCarthy, M. (2019). Cambridge Grammar of English. Cambridge University Press.

Davis, B., & McKay, S. (2020). Structures and Strategies: An Introduction to Academic Writing (3rd ed.). Macmillan.

Flowerdew, L. (2019). Corpus-Based Analyses of the Problem-Solution Pattern. John Benjamins.

Guffey, M. E., & Loewy, D. (2021). Business Communication: Process and Product (10th ed.). Cengage Learning.

Harmer, J. (2020). How to Teach Writing (2nd ed.). Pearson Longman.

Nwofor, C. O. (2019). Effective Letter Writing for Nigerian Students and Professionals (3rd ed.). Enugu: CIDJAP Press.

Paltridge, B. (2018). Discourse Analysis: An Introduction (3rd ed.). Bloomsbury.

Thompson, G. (2019). Introducing Functional Grammar (4th ed.). Routledge.

Usman, A. K. (2021). Formal letter writing competence among undergraduate students in North-Central Nigerian universities. Journal of English Language Teaching, 14(2), 55–72.

Lecture Series 5: Communication in English

Letter Writing: Formal and Informal

What Is a Letter? Types and Purposes

Components of a Formal Letter

Model Formal Letter — Fully Annotated

Informal Letters — Structure and Style

Formal vs. Informal Letters — Comparison

Practical Writing Activity

Key Takeaway

Examination Questions

References

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