FORMAT
Sender’s address – Write it at the right hand corner of the page. The name of the city or town
should be written in capital letters.
The date should be written below the sender's address e.g 17th January 2012
Reference number. It may indicate the department e.g. ENG –English Department or file
number.
The title and address of the receiver – This address should be complete and have all the details
that would be on the mailing address.
The through address. This is required when one writes a letter through his immediate boss or
principal or patron. The person whose through address appears on the letter reads it and then
forwards it to the actual receiver. If it is the same as the sender?s address, then do not repeat it.
Attention pointer – used when one writes a letter to a big institution necessitating him/her to
direct it to the proper person or right side. e.g
Attention: Mr. Joseph Koech
For the attention of: Miss Dolphin Orare
Salutation – use Dear Sir or Dear madam – one at a time not both
Subject heading – gives an immediate prominence of the subject of the letter. i.e RE: meaning
with regard to. It is written in capital letters and underlined.
The letter – write in paragraphs, introduce the letter by stating the reason(s) for writing
– the body would have the facts that you are presenting.
-The conclusion may have what you want the recipient to do for you.
(a) Valediction – Your letter should end ,Yours faithfully' 'Y' is capitalized 'f' is small.
(b) Signature: Business letters must be signed by the sender. It should be written above the
name of the sender. The name of the sender should be in capital letters. Below the name write
the designation. E.g
Yours faithfully,
Dolphin Orare
Carbon copy (cc) is a copy of the letter given to another person who needs to be aware of the
contents of the letter. Write Cc followed by the name or title of the person to whom the copy of
the letter is given. If the person writing is in the same institution, do not put full address, if not,
include full address.
Attached documents: What you have enclosed is shown by the heading: Encl(s) {meaning
Enclonsures
marto answered the question on
April 15, 2019 at 07:19