Page 81 - Handout of Rreport Writting

Faculty of Engineering

Just like a newspaper tells you the day’s news, a formal letter needs a date to show when it was

written. This is especially helpful for keeping track of important information and following up if

necessary. Here’s how to include the date:

1. Location: Place the date one or two lines below your sender’s address on the left side of

the page.

2. Formatting: Write the date out in full. Don’t use abbreviations for months or numbers. For
example, instead of “7/14/25” write “July 14, 2025”

• Step 4: Write the Subject of the Letter

The subject line gives the recipient a quick idea of what your letter is about before they even open

it. Here’s how to craft a clear and effective subject line:

- Keep it concise: Aim for a single line that summarizes the main purpose of your

letter. Avoid long sentences or unnecessary details.

- Be clear and specific: Use keywords that accurately reflect the content of your
letter. For example, instead of “Inquiry,” use “Inquiry Regarding Internship

Application.”

- Formal language is key: Skip abbreviations, emojis, or informal language. Opt. for

professional terms that set the right tone.
• Step 5. Include Greetings

A greeting sets the tone for your message and shows respect to the person you’re writing to.

Here’s how to nail the greeting in your formal letter:

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