Letter Writing

Letter writing is a crucial means of communication. Through letter writing, organisations can communicate any theme to the outside world both locally and internationally.

Importance of Letter Writing

• It is a means of sending and receiving information.
• Letters also serve as reference materials.
• When they are well signed, letters have a legal value.
• Letters can be used to resolve business conflicts.
• They can communicate appreciation, order, request condemnation, commendation and other themes.
• They can be used to negotiate business.
• They can also be used to forward documents, objects and instruments.

Characteristics of Formal/Business Letters

• Formality: They use formal expressions; the language and style follow approved conventions. Business letters are devoid of flowery and metaphorical expression.
• Precision: Formal letters are concise. They discuss only the theme and objectives of the letter.
• Logical: Logicality is the hallmark of business letters. It communicates reasons for certain actions and/or decisions.
• Accuracy: Accuracy of expression and content are required. The writer is expected to edit the language and content before sending written letters out.
• Courteous: Formal letters are written to express or appeal but not to insult. The tone should show the writer’s willingness to cooperate.

Components of the Formal Letter

• Letterhead: Letterhead contains the company’s name and address including phone numbers, email addresses and reference numbers.
• Writer’s address: When letterheads are not used, the writer will enter his official address.
• Date: The date line contains current date. It is written in full.
• Receiver’s address: The receiver’s address normally appears at the left margin after date. It contains the recipient’s designation, department/unit and name and address of the organisation.
• Subject: Formal letters are given titles that reflect the theme of the letter.
• Body: The body hosts three sections, namely, introduction, message and conclusion.
  • Introduction: Introduction provides background information and gives an insight into the theme of the letter.
  • Message: This section is the main body which discusses the aim and objective of the letter.
  • Conclusion: The concluding part of formal letters gives assurances, shows willingness to cooperate and be influenced or the writer’s expectations and gratitude.
• Complementary close: Usually ‘Yours faithfully’ or ‘Yours sincerely’
• Signature: The writer signs off with his official signature and seal.
• Writer’s Name: This is written immediately after the signature. The name is written in full.

Types of Business Letters

1. Letter of Inquiry:

   • Letters of Inquiry are written to elicit information about goods, conditions of service, process and procedure of a theme. Letters of Inquiry border on a need and how to satisfy it.

   Features of Letter of Inquiry:

   • Define and express the need accurately and comprehensively.
   • Describe the qualities and quantities of the need.
   • If the need has monetary value, ascertain the price and method of payment and discount.
   • Inquire of suitable method of delivery.

2. Letter of Invitation:

   • Letters of invitation are used to invite people to events such as meetings, inauguration ceremonies, conferences and so on.

   Features of Letter of Invitation:

   • State the event unambiguously.
   • State the objective or agenda.
   • State date and time for the event.
   • State venue.
   • Use persuasive tone to encourage the invitee to be present.

3. Order:

   • It is a letter written to place order for goods or services. The letter clearly states the type of goods or services needed. It will include quantity and quality of the items required as well as their method of delivery and time expected.

   Features of Order:

   • Itemise the needed items.
   • State the quality you need (i.e. brand, model, size, colour and other attributes).
   • State the quantity needed for each item.
   • State method of payment.
   • Restate method of delivery.

4. Application Letters:

   • Application letters include letters written applying for job, to bid a contract, letters of intent, etc. Application letters are usually brief and concise and often serve as forwarding letters for attachments.

   Features of Application Letters:

   • Adopt conventions for formal letter writing.
   • Title will state type of application i.e. Application for Employment.
   • Introduction will state position applying for and where the applicant saw the advertisement soliciting for the application.
   • Body will contain a brief biodata of the applicant, educational background, what qualifies him for the position and his personal attributes that will serve as additional advantage to qualify him for the post.
   • Conclusion shows positive expectation and desire to be part of the workforce.