Subject: English Language | Level: JHS (Basic 7 – 9) | Topic: Letter Writing – Formal and Informal Letters | Difficulty: Intermediate
Introduction
Letter writing is one of the most frequently set composition types in the BECE English examination. Students are often asked to write either a formal letter (to an authority, institution, or stranger) or an informal letter (to a friend or family member). Knowing the correct format and tone for each type is essential for scoring good marks. A letter with good content but the wrong format loses many easy marks that the format gives for free.
PART 1: INFORMAL LETTERS
What is an Informal Letter?
An informal letter is written to someone you know personally – a friend, a relative, or a pen pal. The tone is relaxed, warm, and conversational. You write as you would speak to that person in real life.
Format of an Informal Letter
Follow this structure:
- Your address (top right corner): Write your own address, not the recipient’s. Include the town/city and date below the address.
- Date: Written below your address. Write the day, month, and year in full.
- Salutation: “Dear [Name],” (e.g. “Dear Kofi,” or “Dear Auntie Ama,”)
- Opening paragraph: Begin by acknowledging their last letter or stating why you are writing.
- Body paragraphs: Write the main content of your letter in 2-3 paragraphs.
- Closing paragraph: Round off warmly. Ask about the recipient’s health or family.
- Valediction (sign-off): “Yours sincerely,” / “Your friend,” / “With love,”
- Signature: Your first name only (since you know the person)
Model Informal Letter
Topic: Write a letter to your friend Abena describing your new school.
Old Town Secondary School
P.O. Box 42
Koforidua
15th August 2025
Dear Abena,
I hope this letter finds you well and that the holidays treated your family kindly. I have been meaning to write ever since I arrived at my new school, but the first few weeks were so busy that each day felt like a full week. Now that things have settled down, I can finally sit and tell you everything.
Old Town Secondary School is nothing like our old JHS. The compound is large and quiet compared to the noise we were used to. There is a library with hundreds of books, a proper science laboratory, and even a computer room. The teachers here are strict but fair, and I can already tell that the standard is high. My favourite subject is still Mathematics, and my teacher, Mr. Mensah, has a way of explaining things that makes even the most difficult problems seem straightforward.
The dormitory life has taken some getting used to. Sharing a room with five other girls is an adventure in itself. Some of them have become good friends already, though none of them can compare to you, of course. We stay up talking long after lights-out, and I have learned more about different parts of Ghana in those night conversations than I ever did in class.
How are you? Did you get your BECE results yet? I hope they were everything you worked for. Please write back soon and tell me all your news. Send my greetings to your mother.
Your friend,
Efua
PART 2: FORMAL LETTERS
What is a Formal Letter?
A formal letter is written to an authority, an institution, an employer, or someone you do not know personally. Examples include: a letter to a headmaster/headmistress, a letter to a newspaper editor, a letter of application for a job or scholarship, or a letter to a government official. The tone must be respectful, polite, and professional. No slang, no contractions (don’t → do not), and no casual expressions.
Format of a Formal Letter
- Your address (top right corner): Your own address and date.
- Recipient’s address (left side, below yours): The name, title, and address of the person you are writing to.
- Salutation: “Dear Sir,” / “Dear Madam,” / “Dear Mr. [Surname],” / “Dear Mrs. [Surname],”
- Subject line: A brief line stating the purpose of the letter. Underline it.
- Introduction: State who you are and the purpose of your letter clearly.
- Body: Explain your request, complaint, or application in clear, organized paragraphs.
- Conclusion: Thank the recipient for their time. State what action you hope they will take.
- Valediction: “Yours faithfully,” (when you used “Dear Sir/Madam”) or “Yours sincerely,” (when you used the person’s name)
- Full name: Write your full name below the valediction.
Key Rule: Faithfully vs Sincerely
- If salutation is “Dear Sir” or “Dear Madam” → end with Yours faithfully
- If salutation uses the person’s name (e.g. “Dear Mr. Asante”) → end with Yours sincerely
Model Formal Letter
Topic: Write a letter to the headmistress of your school requesting permission to start a reading club.
JHS 2, Class A
Bright Stars Junior High School
Bolgatanga
Upper East Region
20th August 2025
The Headmistress
Bright Stars Junior High School
Bolgatanga
Dear Madam,
Request to Establish a Reading Club
I am Ato Mensah, a student in JHS 2, Class A. I write on behalf of a group of fourteen students in our school who share a passion for reading and would like to formally request your permission and support to establish a Reading Club.
We believe that a reading club would benefit the school in several important ways. It would encourage students to read more widely beyond their textbooks, develop their vocabulary and comprehension skills, and improve their performance in English Language. We also believe it would give students a constructive and enjoyable activity during free periods and on Saturday afternoons.
We propose to hold weekly meetings of one hour on Saturday afternoons in the school library. We would need permission to borrow books from the library for members and would be grateful if the school could provide a small budget for the purchase of additional books over time. We are willing to organise fundraising activities ourselves to contribute to the cost.
I believe this club will make a meaningful contribution to the academic and personal development of our fellow students. I humbly request your kind approval and would be happy to meet with you to discuss our plans in more detail at any time that is convenient to you.
Thank you very much for your time and consideration.
Yours faithfully,
Ato Mensah
Common Mistakes in Letter Writing
- Writing the recipient’s address in an informal letter (only write your own address)
- Using “Dear Madam” then signing off “Yours sincerely” (should be “Yours faithfully”)
- Using contractions (it’s, don’t, I’m) in formal letters
- Forgetting the subject line in a formal letter
- Starting the letter with “I am writing…” (can be too plain) – vary your opening
- Not organising content into proper paragraphs
Summary
- Informal letter: to someone you know; relaxed tone; your address only; sign with first name.
- Formal letter: to an authority; polite and professional; your address AND recipient’s address; subject line; full name at end.
- “Dear Sir/Madam” → “Yours faithfully”; “Dear Mr./Mrs. [Name]” → “Yours sincerely”.
- Always write your address on the top right, with the date below.
Practice Topics
- Informal: Write a letter to your cousin in Tamale inviting them to visit you during the school holidays.
- Formal: Write a letter to the editor of a newspaper expressing your views on the importance of education for girls in Ghana.
- Formal: Write a letter to your District Education Officer complaining about the poor condition of toilets in your school.
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