Official letter writing

OFFICIAL LETTER WRITING
Introduction
Letter writing or correspondence is an umbrella word to denote communication between persons, a person and an organisation(s), communication between two bodies or organisation(s), or communication between an organisation and an individual, and so on. Basically it refers to the letters we receive as well as the ones we send to persons or organisations. Letters or correspondence vary from formal, semi-formal and informal letters. Each of them has unique features and occasions of use. 4.1.1 The Formal Letter
A formal letter is one which is written where the relationship between the writer and the receiver is shown to be impersonal. The tone of such a letter is usually very polite, written for official or formal purposes. The writer does not risk familiarity by compromising the convention. Even when the recipient is well known to the writer, the basic rules and conventions for writing such a letter must be observed. A nephew writing an official letter to an uncle who is a governor of a state, requesting for a road to be tarred will address the chief executive formally and follow all the conventions of writing a formal letter. To stick to formality, for instance, abbreviations and colloquial expressions must be avoided.
Formal letters include: letter of application for a job, protest letters, letters of request, letters of complaints, letter to editors, letters of recommendation etc. One distinguishing feature of a formal letter is that it must carry two addresses: those of the sender and the recipient. The modern method prescribes the indented, modified or fully blocked styles.
4.1.2 Structure of a Formal Letter
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The following conventional methods need to be followed in the writing of a formal letter:

1. 
   Originator’s address at the right hand corner.
   
2. 
   Date of origination also at the right hand corner, immediately under
   

the address

3. 
   The recipient’s designation and address at the left hand corner
   

immediately after the date

4. 
   Salutation e.g. Dear Sir,
   
5. 
   The title of the letter
   
6. 
   The message or body of the letter
   
7. 
   Complimentary close e.g. Yours faithfully,
   
8. 
   Signature of the originator
   
9. 
   The originator’s name
   
10. 
    Designation under the originator’s name (if need be), e.g. Managing
    

Director.