GNS 102
COMMUNICATION IN ENGLISH 1
CORRESPONDENCE
What is correspondence?
Correspondence often refers to the exchange of letters or written messages between individuals
or organizations. It can be formal or informal and may be conducted through traditional mail
(letter writing) or electronic means like email.
Types of Correspondence
1. Letters- Letter writing is very vital in everyday life. Letter writing is specifically divided
into two types. They are:
Informal or friendly letters, and
Formal or business letters such as job application letter, request letter, recommendation
letter, social or invitation letter, letter of complaints, memos, cover letter, e.t.c
2. Memo- A memo or memorandum is a type of business document that is used to
communicate information within an organization. Memos are typically brief and to the
point, and they usually follow a standard format. The memo should include a heading that
states the purpose of the memo, followed by a body that contains the main points of the
message. The memo should also include a closing that states the writer’s name and
contact. A well written memo is informative and concise.
3. Circular – These are letters or documents distributed to a group of people to provide
information or instructions. They are ideal for disseminating information to a broad
audience, such as employees or members of an organization. Circulars can be used to
announce events, share polices or procedures, or provide updates on current activities.
4. Notices- A notice is a short and formal announcement or advertisement that informs or
reminds people of something. Notices are frequently used to announce meetings,
deadlines, or important events. Notices are short and concise, and are designed to
communicate specific information promptly and efficiently. A notice is used when many
people in the organization have to be given the same information. It is short and the
language is simple.
The Differences between formal and informal letter formats
Informal Letters
Informal letters are the letters we write to our friends, relatives, parents, siblings,
acquaintances and to other contemporaries.
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Features of an informal letter
• It must be conversational in tone and simple.
• It is chatty. That is, the writer opens his mind freely and discusses some personal
issues with the receiver.
• The language must be familiar, with the use of colloquialisms, and slang. The slang to
be used must not be abusive. Note that slang is not used when a younger person
writes to his elders. There must be a wary use of slang and colloquial expressions.
• Short and contracted form of language is obligatory. Examples: you’d, isn’t, can’t,
I’m, you’ve, e.t.c. All these short forms of expressions make the informal letters
sound fully informal.
Formal Letters
These are correspondences documented for exchanging official information. That is, they are
letters meant for offices and other official purposes. Formal letters include;
1. Letters to organizations:
a. Applying for jobs
b. Making requests
c. Making recommendations
d. Cover letters for curriculum vitae
e. Placing orders
2. Invitations, Memos, Circulars
3. Letters to institutions asking for permission and making complaints
Features of a Formal Letter
• Clarity- A formal letter must give clear information.
• Conciseness- A good formal letter must be straight to the point. Avoid the use of
irrelevant expressions. Choose your words properly.
• Formal Tone- Formal letters maintain a formal and professional tone throughout the
communication. The language used is polite and devoid of casual or informal
expressions.
• Formal Greetings and Closing- Formal letters begin with a formal salutation, and
closes with a polite and respectful closing phrases (Yours sincerely or Yours
faithfully), followed by the sender’s signature and name.
• No abbreviations or slangs are used in formal letters.
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Parts of a Letter
Informal Letters
1. The address- The only address required in an informal letter is the writer’s address. Each
word in the address must start with a capital letter. Your address may be written either in
block or punctuated style or slant and unpunctuated style.
Examples: Block or Punctuated:
Petroleum Training Institute,
P.M.B 20,
Effurun,
Delta State.
6th September, 2023.
Slant or Unpunctuated style:
Petroleum Training Institute
P.M.B 20
Effurun
Delta State
6th September 2023
2. Date- This should be written on the line following the last line of the address. It is always
preferable to write your date clearly in both figures and letters. Avoid writing your date in
figures only. This is to avoid ambiguity. 06/09/2023 in British English is 6th September
2023, while in American English it is June 9th 2023.
Any of these forms is correct:
12 October, 2012.
October 12, 2012.
12th October, 2012.
Also note the comma after the month and the full stop after the year. Avoid using
abbreviations for months.
3. Salutation/Opening Greeting- Your salutation/opening greeting must slant from the
margin on the left side of your writing paper, on the line immediately after the date.
Examples: Dear Dad, Dear Mom, Dear Ugo (Note that it is wrong to just write Dear
friend in Informal letters without mentioning the name of your friend).
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4. Introductory Paragraph- In the first paragraph, the welfare of the recipient should be
enquired after. The writer should also express his own welfare to the recipient. Your
introductory paragraph must be void of clichés and slangs like “I hope you’re really
swimming in the ocean of good health”. Instead make your expressions simple and clear
like “I hope you’re sound in health?”
5. Body of the letter- In this part, the main topic of the letter should be introduced in detail.
Though chatty language and other colloquial expressions are welcomed in informal
letters, the expressions to be used must be acceptable and appropriate for the letters. For
instance, when writing to adult relations, or even your parents, the language should be
censored, some respect should be shown.
6. Conclusion- Your conclusion should indicate that your conversation is really coming to a
close. All this point, send your regards only to those known to both of you.
7. Complimentary close- Your complimentary close should be intentionally intimate just as
the salutation. This is to maintain a cordial relationship or familiarity with the recipient.
The following expressions can be used in the complimentary close: Yours
affectionately, Yours ever, Your loving son/daughter. Note Yours starts with capital
Y. Any other word following the letter must be written in small letter. There is no
apostrophe either before or after S in yours. The last word in the complimentary close
goes with a comma. After this, your first name or nickname (especially letter to a friend)
is written. There must be a full stop at the end of your name.
Formal Letters
1. Writer’s address---- On the top right-hand corner of the writing paper. The writer’s
address is the origin of the letter and must never be omitted.
2. Date----- This follows immediately after the writer’s address. Make sure to write the
month in word.
3. The recipient’s designation (title)---- E.g The Director, The Principal, The Manager,
The Chairman.
4. The recipient’s address---- This should be written on the left-hand corner of the letter.
5. Salutation or Greeting-------Dear Sir or Madam; this expression is used when you do
not know the name of the person you are writing to. Dear Mr. Mohammed; this type of
expression is used when you know the name of the recipient. Use these titles in this case
Mr, Mrs, Miss, Ms, Dr etc and the surname only. If you are writing to a woman and you
do not know if she uses Mrs or Miss, you can use Ms, which stands for both married and
single women.
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6. Heading----- this can either be written in block or small letters. It is underlined if written
in small letters and not underlined if written in block letters. The tiltle tells the reader in
clear terms what the letter is about. It should be short and straight to the point.
7. Body-----this contains the full information contained in the letter.
8. Complimentary close-------
Yours faithfully this is used to end your official letter when you do not know the
name of the person you are writing to.
Yours sincerely this is used when the salutation is done by addressing the recipient
by the name.
Your signature----------append your signature and then write your name beneath
your signature.
Note that the tone of a formal letter must be strictly formal. There should be no room to
exchange pleasantries, jokes, chatty and colloquial expressions. It should be precise, direct and
business minded. Moreover, the language should be as polite and official as possible, while
informal letters can be more casual and may use slang or colloquial language.
Formal letter sample
100 Boundary Road,
Benin-city,
Edo State,
31st August, 2023.
Jahad Construction Ltd,
P.O.Box 1069,
Osogbo,
Osun State.
Dear Sir,
APPLICATION FOR THE POSITION OF A CIVIL ENGINEER
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I write to apply for the position of a civil Engineer as advertised in the 22nd July 2023 edition of
the Sun Newspaper.
I graduated from the University of Nigeria in 2019 with a second class upper division in civil and
structural Engineering.
The enclosed CV demonstrates my significant experience in overseeing a wide range of civil
engineering projects, including roads, bridges and sewer systems. I can plan, design and oversee
construction effectively. In addition, the projects that I have undertaken have honed my skills in
building strong working relationships with clients, and ensuring a quality process from start to
finish. I am able to supervise the design of new projects as well as review and improve existing
structures and I have provided examples of these in my CV.
I would welcome the opportunity to tell you how my skills and experience would be an asset to
your organization and I am available for an interview at any time.
Thank you for your consideration.
Yours faithfully,
Signature
Name
Informal letter sample
Write a letter to your friend in Ireland inviting him to spend the Christmas holiday with you in
Nigeria
Petroleum Training Institute,
P.M.B 20,
Effurun,
Delta State,
Nigeria.
31st August, 2024.
My dear Kenny,
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Many thanks for your interesting letter which I received last week. How about your mum, Dad
and Juliet? I hope Juliet has returned from the boarding school? I really miss all of you. Ejiro my
younger brother is also expressing his heartfelt regards to you all.
I learnt from the last letter you wrote me that your school will be closing for the Christmas
holidays on the 12th of Dec ember. I will be very glad if you spend the holiday with us at
Yankari, Bauchi State. After a long hectic life in the city, I am sure you will really feel happy in
this part of the world. The rural environment will add splendor and succor to your mind and
energise you more for serious life over there in Ireland. The Yankari game reserves and Wuse
lake are special attractions here. Apart from these, my parents have been getting everything
ready in welcoming you. You can trust the hospitable nature of my dear mum. In fact, she has
promised to prepare Ukodo, your favourite food, to celebrate your arrival. Besides, Miky, Tinu
and Chuzy are all warming up to give you a warm welcome. All our family members will be
very glad to have you with us. Please do come quickly; we are dearly waiting for you.
Your loving friend,
Tega
