Writing Formal Letters

Introduction

In the Junior School CBC (KICD), the English Writing strand prepares learners for real-life communication. A formal letter is written to an official, an organisation or someone you do not know well, such as a principal, a county officer or a company.

Layout

1. Sender's address (top right).
2. Date.
3. Receiver's name, title and address (left).
4. Salutation: Dear Sir/Madam, or Dear Mr Kamau.
5. Subject line (capital letters, underlined).
6. Body in short paragraphs.
7. Closing: Yours faithfully (unknown name) or Yours sincerely (known name).
8. Signature and full name.

Features of language

• Polite, respectful tone.
• Complete sentences; no abbreviations like "pls".
• Clear and brief.
• Standard English; no slang.

Body paragraphs

• Paragraph 1: state the purpose.
• Paragraph 2: give details or reasons.
• Paragraph 3: state what you expect and thank the reader.

Types of formal letters

• Application for a job or admission.
• Complaint.
• Request for information.
• Letter to the editor.

Worked example

P.O. Box 120 Kisumu 12th March 2026

The Principal Lakeview School P.O. Box 55 Kisumu

Dear Sir/Madam,

APPLICATION FOR LIBRARY ASSISTANT

I write to apply for the position advertised on your notice board. I am in Grade 9 and love reading. I am responsible and punctual.

I would be grateful for an interview at your convenience.

Yours faithfully, Brian Otieno

Common errors

Wrong closing, missing subject line, unclear purpose, and spelling errors.

Try it

• Write a letter to your county library asking for books for your school.
• Correct this closing: "Dear Madam ... Yours sincerely".
• Draft a complaint to a shop about a faulty product.