Formal letter writing guidelines and tips for someone who wishes to know the proper way or format for writing a formal letter, be it in Cameroon or globally. Writing a formal letter is actually easier than the way some people think.
The most important thing is to understand what a formal letter requires and the format you need to present it.
Features of a Formal Letter
First, let us look at the features of a formal letter.
Your Address
This is the address of you that is writing the letter. Note that If you represent a company, write the company’s address. The sender’s address is placed at the top right corner of the letter. Things you can include with your address include:
Phone and email: you can include your contact information like email and phone number.
Date: Place the date after your address and contact information (if you include your contact details).
Note
Some people prefer to place the sender’s address at the top right-hand side. In that case, place the date directly below the sender’s address. The date should be one line beneath the sender’s address. On a computer, that should be two hard returns on a keyboard.
Example: how to write of sender’s address for a formal letter:
123 Rue Pasteur Street
Bonanjo
Douala
Littoral Region
Phone: 675573223
Email: you@email.com
April 10, 2023
Recipient address
This is the address of the person you are writing. You position the recipient address on the left, starting on the next line below the address of the person writing the letter.
Example recipient address for a formal letter:
Mr Joseph Doh
Joseph and Sons Ltd.
Douala, Cameroon
Salutation for a formal letter
Salutation comes one line after the recipient’s address. It is always advisable to try to find out a name, but if you don’t know the person’s name, use Dear Sir or Dear Madam, depending on if the recipient is male or female.
Note
If you are writing to a woman and need to know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
An example is shown below. Please take note of the comma “”:
Example: Salutation in a formal letter
Dear Mr Aaron,
Title for a formal letter
After the salutation comes the title of the letter. However, it is only some letters that need a title. Title or not, this depends on the type of formal letter you are writing.
For example, if you are writing a job application letter, you need a title that states the position you are applying for.
Example: APPLICATION FOR THE POST OF MANAGER IN YOUR CORPORATION
Note: Write the title in uppercase. If you prefer to write it in lowercase, underline the title.
Body of a formal letter
The body of the letter can be up to three paragraphs. If you can’t say it in three paragraphs or less then you Are probably not being concise enough. Single space and left justify each paragraph within the body.
In the first paragraph, write a friendly opening and then state the reason or goal of the letter. Cut straight to the chase.
In the second paragraph, use examples to stress or underline your point. Concrete, real examples are always better than hypothetical examples.
In the final paragraph, briefly summarize your purpose in writing and suggest how you might want to proceed.
Ending of a formal letter
To sign off a formal letter, write one per line,
Yours faithfully,
Sign with your signature
Write your full name
Note
Use Yours Faithfully or Yours Sincerely; if you know the person’s name, end the letter this way. Also, note the comma after Yours faithfully.
Your Signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know (or want to know) your gender, include your title in brackets after your name.
Example of signing off a formal letter:
Yours faithfully,
signature
Joseph Doh
Suggested: How To Write a Job Application Letter In Cameroon?
