When writing a formal letter to school authorities (principal, teacher, HOD, etc.), provide the receiver's name and position, followed by the school's address. 4. The formal letter's subject: You must add the subject line after the receiver's information. It should not be included in the body of your letter. For example, the subject line for this letter would be "Requesting an Extension on the Grading of Your Paper." The body of the letter explains what you want done. In this case, it asks that any papers not completed by the end of the year be graded within one month of their date. Your signature should be at the bottom of the letter, followed by the word "Respectfully," and then your contact information. Hod means "servant" or "slave" and is often used as a term of respect. When writing hodu, keep this meaning in mind and use the right form of the word. Hod letters are usually written when you need to ask someone to do something for you. Most commonly, they are used to request extensions on assignments due in another month. However, they can also be used to ask people to grade your paper for you, if you have missed its deadline.