Features of a Formal Letter: The Complete Guide for Nigerian Students

Features of a Formal Letter: The Complete Guide for Nigerian Students

Let’s be honest. When you open the English Language paper in WAEC or NECO and see “Write a letter to the Commissioner,” your heart skips a beat. You prefer the informal letter because you can gist and ask about your friend’s dog. But here is the truth: the formal letter is actually easier to pass if you just follow the formula. It is rigid. It is strict. But it is predictable.

Understanding the features of a formal letter is not just about passing exams; it is about learning how to talk to people in power without looking confused. In this guide, I will break down exactly what the examiners look for, so you can stop guessing and start scoring high.

Definition of a Formal Letter

A formal letter is an official message written for business, official, or professional purposes using strict rules and a serious tone. We write these letters to people we do not know personally, or to people we know only in an official capacity. You send these to Principals, Commissioners, Editors, or Business Managers.

Think of a formal letter like a student standing before the Principal. You do not put your hands in your pockets. You do not use slang. You stand straight, speak clearly, and go straight to the point. If you start asking the Principal “How is your wife and kids?”, you are already in trouble. It is strictly business. For a broader understanding of formal writing styles, you can check this guide by the British Council.

Differences Between Formal and Informal Letters

The main difference lies in the tone, structure, and the relationship between the writer and the recipient. In a formal letter, the language is official and respectful, whereas an informal letter is chatty and relaxed.

I always tell my students to think of it like buying data from MTN versus chatting with your best friend. When you want to buy data, you dial a code (USSD). You don’t ask the network provider “How was your night?” You just command: 131. That is a formal letter. Direct. Short. No feelings attached. Informal letters are like WhatsApp chats—you can use emojis (though not in exams!) and tell stories.

The Writers Address

This is the address of the person writing the letter and is placed strictly at the top right-hand corner of the page. This is the very first thing the examiner checks. If this is wrong, your whole letter looks shaky.

You must follow these rules:

• Block or Slanted: You can write it straight (Block) or slanting, but do not mix them.

• Punctuation: If you use commas at the end of each line, you must put a full stop at the end. If you leave it open (no punctuation), be consistent.

• No Name: Never write your name as part of this address. Your name comes at the very end.

The Receivers Address

The receiver’s address is the official destination of the letter and is placed on the left-hand side, just below the date. This is one feature that completely separates formal letters from informal ones.

You must include the official title of the person you are writing to. For example, “The Manager,” “The Principal,” or “The Commissioner.” Do not just write the address. You are writing to a specific office, not just a building. It acts like a GPS location for your letter to ensure it lands on the right desk.

The Date and Salutation

The date shows when the letter was written, while the salutation is the formal greeting used to address the recipient. The date belongs on the right-hand side, directly under the writer’s address.

Please, avoid the “12/01/2026” format. It looks lazy. Write it out in full: 12th January, 2026.

For the salutation, keep it strictly to “Dear Sir,” or “Dear Madam,”. Do not write “Dear Mr. Okon” unless you have been specifically told to use a name in the exam question. And listen to this: place the salutation on the left margin, below the receiver’s address. It is like the traffic lights of letter writing—if you put it in the wrong spot, you have broken the law.

The Subject Heading

The subject heading is a short title written in capital letters or underlined title case that summarizes the purpose of the letter. This is your chance to tell the reader exactly what you want before they read a single paragraph.

Think of the subject heading like the Town Crier’s Gong in a Nigerian village. Before the town crier speaks the message, he hits the gong. Everyone knows news is coming. Your subject heading alerts the reader.

• Correct: APPLICATION FOR THE POST OF A PREFECT

• Correct: Letter of Complaint Regarding Poor Electricity

• Wrong: I want to complain about the light because it is bad. (Too long!)

The Body of the Letter

The body is the main content of the letter where you present your message clearly in three distinct parts: introduction, middle, and conclusion.

• Introduction: Go straight to the point. “I am writing to complain…” or “I am writing to apply…”

• Middle: Give your reasons. If you are complaining about bad roads, mention the potholes and the accidents.

• Conclusion: Say what you want to happen. “I hope you will look into this matter urgently.”

The tone here must be like a school uniform. Clean. Tucked in. No “mufti” allowed. Do not use abbreviations like “don’t” or “can’t.” Write “do not” and “cannot.” No slang. No “big grammar” just to impress. Simple, correct English wins every time. For more on structuring professional text, Purdue University has excellent resources.

The Complimentary Close

This is the formal sign-off placed at the bottom right-hand corner of the page, followed by your signature and full name.

The only accepted closing for a formal letter in WAEC/NECO is “Yours faithfully,”. Notice the small ‘f’. It is not “Yours Faithfully”. Just “Yours faithfully”.

• Sign below it.

• Write your full name (Surname first usually looks better, strictly formal) below the signature.

Common Mistakes Students Make in WAEC

Here is where students throw away cheap marks. I mark scripts, and I see these same errors every year.

• Using “Yours sincerely”: This is for people you know (semi-formal). For a formal letter, it is always faithfully.

• The “Hi” Syndrome: Never start a formal letter with “Hi” or “Hello”.

• Mixing Formats: You cannot block your address and then slant the date. Pick a style and stick to it like glue.

• Forgetting the Signature: A formal letter without a signature is like a cheque without a signature—it is invalid.

Conclusion

Writing a formal letter does not have to be scary. It is just a puzzle where you put the right pieces in the right places. Once you master the layout—the two addresses, the date, the subject, and the “Yours faithfully”—you have already passed the format section before you even write a sentence. Grab your pen, follow these rules, and go smash that exam.