Official letter writing

4.1.3 Format for Writing Addresses
Two acceptable formats now in use in the structuring of addresses for letters are the block form and the indented form. Let us consider an example of the block format
Department of Mechanical Engineering, Federal University of Technology, Owerri, Imo State.
5th April, 2016.
The Commissioner of Police, Police Headquarters,
State Secretariat,
37
Owerri, Imo state.
Take note of the pattern of punctuating the addresses. Addresses can also go without punctuation. E.g.
The Registrar
University of Lagos
Lagos
It is now outdated to write names of originators on top of the addresses at the right hand corner e.g.
*Nelson Uche Ibekwe
Department of Mechanical Engineering Federal University of Technology Owerri
Example of indented address
Department of Project Management Technology Federal University of Technology Owerri
Imo State
August 4, 2016
4 Eni Njoku Street Ikenegbu Lay Out Owerri
Imo State
April 4, 2016
This is because the name of the originator forms part of the complimentary close, hence serves no purpose in the address. A formal or business letter is a serious correspondence and can only admit what is necessary. All irrelevancies should be avoided.
4.1.4 Salutation: Any of these could serve as the salutation in a formal letter: Dear Sir, Sir, Dear Madam, Madam. When one is not sure of the gender of the receiver of the letter, Dear Sir, or Sir is more appropriate. Furthermore, in a business letter, salutations such as Dear Chief..., Professor..., etc. are acceptable. Note that the salutation should not be indented from the margin, and there should be a coma after it.
4.1.5 Title or Subject Heading: Every formal letter should have a title or subject heading that gives the receiver an idea about the content of the letter. Ensure that the title of your letter is not ambiguous or wordy. A title is meant to be catchy and in phrase form. Avoid including unnecessary articles E.g.
A REQUEST FOR A PERMISSION TO TRAVEL
The two articles in this title are redundant and unnecessary. It is better as: REQUEST FOR PERMISSION TO TRAVEL
All the letters of the title of your letter could be written in upper case as the example above. You can also make use of upper case only in initial letters. This applies to only content words. Structural words such as articles and prepositions, unless where they begin the title, should be written in lower case, e.g. Request for Permission to Travel.