Letters
Letters are among the oldest forms of communication ever documented. They always involve the sender and the recipient, with the former having a message to pass to the later. Modern-day letters are categorized into formal and informal letters depending on the type of message to be communicated and the relationship between the sender and the recipient.
Formal letters/Business letters
These are letters that are used by individuals and organizations to pass official information. There are many types of formal letters. These include:
· Application letters
· Letters of apology
· Letters of inquiry
· Letters of request
· Letters to the editor
· Confidential letters
· Letter of complaint
· Letter of acceptance
· Calling letters
· Letter of acknowledgement
· Letters of decline
· Order letters
· Letters of thank you
· Invigilation letters
General Formatting of Formal Letters
Must have two addresses: one for the sender and the other one for the recipient
When typed, the blocked format is used but when handwritten, the semi-blocked format is used
Fully Blocked
Muthamaki Primary School
P.O Box 1973
Kangundo.
15/8/2017
Goseta Boys’ High School
P.O Box 2654
Kitale
Semi-blocked
Muthamaki Primary School
P.O Box 1973
Kangundo.
15/8/2017
Goseta Boys’ High School
P.O Box 2654
Kitale
Candidates are advised to use the semi-blocked format since their work will be handwritten
The date is only written after the sender’s address; not after the recipient’s address
The writer must skip one line after the sender’s address before writing the date
Neither the name of the sender nor that of the recipient should be part of the address. The sender’s name comes at the end of the letter; just after the signature while that of the recipient could be part of the salutation if the recipient is known to the sender.
The writer should skip a line after the recipient’s address and write the salutation
The salutation should be formal e.g. Dear Sir/Madam (in very formal situations or when the recipient is not known to the sender) or Dear Miss Awino/Mr. Kamau (in situations that are not very formal or when the recipient is known to the sender)
The salutation should be followed by a comma (Dear Sir,)
After the salutation, one line should be skipped before the reason for writing
Reason is abbreviated as “RE” (Do not make the mistake of writing “REF”) and is followed by a colon. It should be written in CAPITAL LETTERS and underlined or emboldened.
Body of the letter
Most of the times, it is divided into the introduction, body (reason for writing) and the conclusion.
Introduction-a paragraph about the writer or the institution they belong to
Body-a paragraph or two stating why the letter was written
Conclusion-usually a sentence showing the end of the message
The valediction used is dependent of the salutation used (if the salutation is “Dear Sir/Madam”, the valediction will be “Yours faithfully” and if it is “Dear Miss Ongoro” the valediction is supposed to be “Yours sincerely”.
The valediction is followed by the sender’s official signature and the name and position below it.
Study the letter below and note all the elements discussed above.
Kangundo.
15/8/2017
Goseta Boys’ High School
P.O Box 2654
Kitale
Semi-blocked
Muthamaki Primary School
P.O Box 1973
Kangundo.
15/8/2017
Goseta Boys’ High School
P.O Box 2654
Kitale
Candidates are advised to use the semi-blocked format since their work will be handwritten
The date is only written after the sender’s address; not after the recipient’s address
The writer must skip one line after the sender’s address before writing the date
Neither the name of the sender nor that of the recipient should be part of the address. The sender’s name comes at the end of the letter; just after the signature while that of the recipient could be part of the salutation if the recipient is known to the sender.
The writer should skip a line after the recipient’s address and write the salutation
The salutation should be formal e.g. Dear Sir/Madam (in very formal situations or when the recipient is not known to the sender) or Dear Miss Awino/Mr. Kamau (in situations that are not very formal or when the recipient is known to the sender)
The salutation should be followed by a comma (Dear Sir,)
After the salutation, one line should be skipped before the reason for writing
Reason is abbreviated as “RE” (Do not make the mistake of writing “REF”) and is followed by a colon. It should be written in CAPITAL LETTERS and underlined or emboldened.
Body of the letter
Most of the times, it is divided into the introduction, body (reason for writing) and the conclusion.
Introduction-a paragraph about the writer or the institution they belong to
Body-a paragraph or two stating why the letter was written
Conclusion-usually a sentence showing the end of the message
The valediction used is dependent of the salutation used (if the salutation is “Dear Sir/Madam”, the valediction will be “Yours faithfully” and if it is “Dear Miss Ongoro” the valediction is supposed to be “Yours sincerely”.
The valediction is followed by the sender’s official signature and the name and position below it.
Study the letter below and note all the elements discussed above.
Muthamaki Primary School
P.O Box 1973
Kangundo.
15/8/2017
Goseta Boys’ High School
P.O Box 2654
Kitale
Dear Sir/madam
RE: ADMISSION
I am a form two student currently enrolled at Machungwa Matatu High School in Gikomba. My performance in both academics and co-curricular activities is very good. In last term’s exams, for example, I was top of my class with a mean grade of A-.
My main reason for writing this letter, however, is to seek for admission in your school since I feel I will get classmates who can challenge me. In my current class, all the students are resigned to the fact that they cannot beat me, and I think this is not healthy for me. I also admire the hardworking nature of both the teachers and students in your school and would really like to be part of that system.
I am looking forward to hearing from you.
Yours faithfully,
Kapilima Kapombe.
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