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How to Write Formal Letter and Samples

How to Write Formal Letter and Samples

I have written extensively previuosly on letter writings, types, similarities and differences. In this post, we will be given samples of the 2 major types of letter writings. The first is Formal Letter and Samples. Here is How to Write Formal Letter and Samples.



What is Formal Letter?

Formal letters are letters we write to the people we do not have close relationship with. This form of letter writing is also called business letters. The tones of these letters are strict and official. Examples of formal letters are: letter we write to the Principal, Local Government Chairman, P.T.A. chairman; letters to the government officials and public servants like, the governor, commissioner, Minister, Military Personnel; Office letters, etc. Read how to write Informal Letter and samples.

How to Write Formal Letter and Samples



SAMPLES OF A FORMAL LETTER

Question #1:  There was a fight in your school and the Hostel Prefect injured one of the fighters as he tried to separate the fight. The management has suspended those involved in the fight including the Hostel Prefect. Write a letter to your principal disapproving the management verdicts and explaining reasons why the hostel Prefect should not be suspended.

 

 

Bethel Home Convent,

41C, Colliery Avenue,

Government Reserved Area,

Enugu North Local Government Area,

Enugu.

13th May, 2022.

 

 

 

The Principal,

Bethel Home Convent,

Enugu.

 

Dear ma;

Suspension of Idimma Joshua

I humbly write to bring to your notice some of the hidden facts behind the recent fight between Idimma Joshua and the members of the Grace hostel. The management has given their final verdict on the issue which included expulsion of two students and suspension of Idimma Joshua and other two girls.

I am not in the position to criticise the judgement of the panel or query the management verdict. But I feel there is something they did not look closely at. Idimma Joshua’s suspension is not justifiable. She was not involved in the fight; she was just a victim of the circumstance.

On the early hour of Wednesday, we heard mourning from the grace hostel. A student was mourning and pleading for help. In the same grace hostel, voices of laughter were heard. Idimma who is the assistant general hostel prefect ran to my bunk that early morning and expressed her worries over the disturbing cry in the grace hostel. I told her not to worry that our fellow senior students are also members of grace hostel. They are there to protect the younger ones. If it were something bad they would have alerted us or the hostel Matron. She insisted and ran to the grace hostel. According to her, she saw a junior student by the door serving a pick-pin punishment. She also said the student had been like that since night. Angrily, she demanded to know her offence and who gave her the punishment. When no one was talking, she began to harass the senior students for being so wicked; for denying a little child a night sleep for nothing.

One of them drew her attention and informed her that the punishment was given by Edem Bassey of Senior Secondary one. And; she had been holding a sharp knife on her hand daring any student who will release her or raise an alarm. She promised to stab the student’s right eyes. Idimma stirred angrily at Edem and asked the little girl to stand up.

“You dare not! Your father!” Edem screamed at senior Idimma and pushed the junior student on the floor. She used the sharp knife and gave her two tribal marks on her face. Idimma could not wait for a murder to be committed before her face. She pounced on Edem. Both were dragging for the sharp knife and Edem’s index finger was chopped off. That was when fight broke out in the grace hostel.

Idimma should not be suspended because she did not go for a fight. She went for a rescue mission. She is the Assistance hostel prefect. She just applied defence mechanism in her duty. Should she have allowed Edem to kill the junior student? Again, Idimma is a senior to Edem; and being a functionary, she has the right to flout the order of any junior student especially when the order conflicts with her duty. I was expecting the management to applaud Idimma for her brave move to save the school from attempted murder case rather, she was unduly suspended.

I plead with you to use your good office to look into this matter again and call off the suspension. Thanks for granting me the opportunity to express my view on the matter.

Yours faithfully,

  signature                                                                                                               

Njide Mkparu.

(Senior Hostel Prefect)



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How to Write Formal Letter and Samples

Question #2:  There was a riot in your school resulting in extensive damage and the Minister of Education has ordered your school to be shut down. Write a letter to the Commissioner for Education explaining the causes of the disturbance, and appealing for the school to be re-opened.

 

 

Oghenovo Memorial Academy,

14, Rasaki Street, Olodi Apapa,

Ajeromi Ifelodun local Government Area,

Lagos State.

14th May, 2022.

 

 

 

The Commissioner of Education,

State Ministry of Education,

Ikeja Secretariat,

Lagos.

 

Sir;

THE CASE OF RIOT AND THE SHUTDOWN OF OGHENOVO MEMORIAL ACADEMY

I humbly write to explain to you the causes of the recent riot in the above mentioned Secondary School. The news of the riot which resulted in extensive damage has gotten to the Minister of Education. He has ordered for a shutdown of my school. I wish to tell you all that happened and appeal to your good mind for my school to be re-opened.

On the early hours of Monday, May 7, 2018, groups of irate youths and parents blocked the entrance of our school gate. They barricaded the entrance bearing placards. On the various placards were written “Justice for Uju. Reprimand Mr Duru. Our children are humans, not rats”.

When the principal tried effortlessly to drive into the school premises; he drove to the Police station. At the police station, he lodged a complaint that groups of terrorists have barricaded his school gate and attempted to kidnap his students. On hearing this, the police made a swift move to the street and made mass arrests.

When the senior boys in my school heard that their parents, uncles, and brothers who came for peaceful demonstration were cooling off their feet in the police custody, the hell broke loose in the school. They became paranoid and ran berserk. They went into the Principal office and flanged away every document in their sight and reach. They reached to the machetes and rakes; drove out all the staff members from the classroom with the weapons. They set the Library ablaze and broke every computer system. As if it was not enough, they beat up the matrons and the caterers who ran out to quell the situation. While all these damages were being done, the Principal was held hostage in his office. He was knelt down with both hands raised up.

The part I have not mentioned is the reason behind the youth initial protest. A girl named Uju who hailed from the host community slumped and died in the class while serving corporate punishment with her fellow classmate. Mr. Ike Duru was the teacher who gave them the punishment. The community had protested severally over the sudden death of their daughter, Uju. They demanded for justice for the death of their daughter. The nature of the justice is what I cannot tell. But I remember I saw two placards bearing ‘sack Ike Duru’. ‘Monster should not be a teacher’.

The shutdown of our school is affecting us tremendously. Academically, the examination classes, Senior Secondary three and Junior Secondary three are bearing the brunt. Their external examinations are fast approaching. It comes up in two months time. Some students are yet to complete their examination registration processes. Again, we have stayed at home for two months now. Idle minds they say is devil’s workshop.

Please Sir, I am appealing to your good conscience. I have also known you as a man who has listening ears. Tender justice with mercy and intervene in order for my school to be re-opened.

Thanks.

Yours faithfully,

Signature

Njideka Mkparu.

(Senior Prefect)



 

How to Write Formal Letter and Samples

Question #3:  You are dissatisfied with some practices in your school. Write a letter to the PTA chairman discussing at least three of these practices and improvements you desire.

 

Bethel Home Convent,

41c, Colliery Avenue,

Government Reserved Area,

Enugu North Local Government Area,

Enugu.

13th May, 2022.

 

 

The Chairman,

Parents Teachers Association,

Bethel Home Convent,

Enugu.

 

Dear Sir;

LETTER OF COMPLAINT

I humbly write in compliance to the directive given by you in our previous meeting with the students. It was brought to your notice during the meeting some of the practices of the school of which we are dissatisfied with. You gave me the mandate as the Senior Prefect to put all the complaints in writing.

I am dissatisfied too with some practices in my school. I was reluctant to open up during the meeting with the students in order not stir a protest or influence their opinions. I have chosen this medium to discuss some of these practices with you and the ways we desire them to be improved.

The first among them is the indefinite shutdown of the school snacks canteen. There is a well built spacious canteen in the school. It is located at the back of our school library. For the past two years, this store has been shutdown. The school management has ordered for an indefinite closure of the canteen after it was reported that a student stole a sum of ten thousand naira (#10,000) and squandered all in the canteen. For this reason, every student was banned from buying from the canteen. As if it was not enough, the canteen was shutdown.

That is not the right action to take. Some of us are allergic to some of the meals served in the school. We depended on snacks whenever such meal was cooked. Now that the snacks are no longer available, we had no choice than to force ourselves to eat such meal and dare the consequences. For instance, Melon soup and beans give some us heart burns and aggravate stomach ulcer. Any time we eat these meals, we visit the sick bay. We have form teachers and school mummies. We can buy snacks from the school canteen through them. This will help to checkmate the pilferers.

The second issue we are not comfortable with in the school is the choice of our food menu. We all know that some foods are better digested in the day time. We also know that not everyone has the same digestive working system. Food like beans should be served as lunch not as dinner. Night beans give us stomach bloating, gas and heartburns. Meal like pap should be served at dinner not as breakfast. It makes us to dose off in the classroom.

 

Another issue is about the school generator set. The giant generator set in the school does not run effectively. The only time this generator works in the day time is whenever we have external supervisors or Parents and Teachers Association meeting. We do not feel comfortable learning in stuffy and unventilated classrooms. The managements are aware that our classrooms are stuffy whenever the power supply is interrupted. They should include the diesel costs of running the generator in the day time in our school fees to ensure the generator runs effectively.

Finally, the absent of drama club in our school is giving many of us great concern. Some of us have interest in Theatre Arts. The greatest Shakespeare’s television drama began in the secondary school. Forming a drama club is no big event. Students who have interest will meet and form the club while one or two Arts teachers will be appointed as the drama club coordinators. When all these are addressed, there will be a smooth flow of learning atmosphere.

Thanks.

Yours faithfully,

Signature

Njide Mkparu

(Senior Prefect)



 Samples 4

Your school held her annual inter-house sports which your house was leading in most of the activities. Because of disagreements among houses; the results of the inter-house sports were declare inconclusive. Write a letter to your house master expressing your view on the inconclusive results.

Bethel Home Convent,

41c, Colliery Avenue,

Government Reserved Area,

Enugu North Local Government Area,

Enugu.

13th May, 2022.

 

 

 

The House Master,

Bethel Home Convent,

Enugu.

 

Dear Sir;

 

THE INCONCLUSIVE INTER-HOUSE SPORTS RESULT

I write to express my dissatisfaction on how our 2019 inter-house sports ended. The results of the five-house sports competition was declared inconclusive. This was due to a fierce disagreement between houses and the referee.

 

This was an exact case of robbing Peter to Paul. To start with, the referee and the judges should be selected externally when next we shall hold our inter-house sports. This is to avoid prejudice and sentiments arising from the judges who are at the same time members in the various houses. This was the cause of the initial problem during the relay race competition. The referee as we all know is a blue house member. This explained the reason why he behaved the way he did in the controversial relay result.

 

A blue house Athlete took off from the line before the final whistle was blown. The referee maintained deaf ears even when we were screaming, pointing to the error. He waved it off. But at the final point when the Green house began to lead in the race, he blew his whistle and cancelled the race. It was inappropriate and you knew it. Since he had approved the race, he should not give disapproval in the end when it was no longer favourable to him. This was a clear case of bias.

 

We protested because we were robbed of our trophy. It was clear to all. That was the reason other houses supported us in the protest. He cancelled the race for which we were leading. As if the first was not enough, he declared the result inconclusive. Everyone knew we were leading in all the competitions. Even without the result of the relay race, we were still confident of taking the trophy.

 

It has never been in the history of our school that inter-house sports competition result was declared inconclusive. We saw your disposition that day. We know you are a man of peace who ensues for peace. But if nothing is done, our house member morale and sports drive will be quenched. We demand for what belong to us. We won the competition. We should be announced winner.

 

Thanks.

 

Yours faithfully,

signature 

Njide Mkparu

(Assistance Games Prefect).



How to Write Formal Letter and Samples

How to Write Formal Letter and Samples

 

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