Writing – Guided Formal Letter Writing English Grammar Primary 5 First Term Lesson Notes Week 5 

Lesson Title: Guided Formal Letter Writing

Grade: Primary 5

Term: First Term

Week: 5

Duration: 45 minutes

Learning Objectives:

  1. Understand the structure and format of a formal letter.
  2. Learn the appropriate language and tone for formal letter writing.
  3. Practice writing formal letters for different purposes.

Embedded Core Skills:

  • Writing and composition
  • Vocabulary development
  • Communication skills

Learning Materials:

  • Whiteboard and markers
  • Sample formal letters
  • Templates for formal letters
  • Writing paper and pens/pencils


  1. Be Polite and Respectful:
    • Use polite words and phrases such as “Dear,” “Sincerely,” and “Thank you.”
    • Avoid using slang or informal language like “Hey” or casual expressions.
  2. Keep it Professional:
    • Use a professional and respectful tone throughout the letter.
    • Address the recipient with their appropriate title (e.g., Mr., Mrs., Dr.) if known.
  3. Avoid Contractions:
    • Instead of “can’t,” use “cannot.”
    • Instead of “won’t,” use “will not.”
    • Contractions are more informal, so avoiding them in formal letters is a good practice.
  4. Use Proper Grammar and Spelling:
    • Check your grammar and spelling carefully. Errors can make a letter seem less professional.
  5. Stay on Topic:
    • Keep your message focused and relevant to the purpose of the letter.
    • Avoid going off-topic or including unnecessary details.
  6. Be Clear and Concise:
    • Express your thoughts clearly and concisely.
    • Avoid overly complex sentences or jargon that the recipient might not understand.
  7. Express Gratitude:
    • If applicable, express thanks or appreciation for the recipient’s time or assistance.
  8. Close the Letter Appropriately:
    • Use formal closing phrases like “Sincerely,” “Yours faithfully,” or “Best regards.”
    • Sign your name neatly and legibly.



Here’s an example of appropriate language and tone in a formal letter:

Dear Mr. Johnson,

I am writing to express my sincere gratitude for your assistance with our recent project. Your guidance and support were invaluable, and I appreciate your dedication to ensuring its success.

I would like to discuss further opportunities for collaboration in the future. Please let me know when it would be convenient for you to meet and explore potential projects.

Thank you once again for your kind assistance. I look forward to our continued partnership.

[Your Name]

In formal letter writing, maintaining a polite, respectful, and professional tone is essential to convey your message effectively and leave a positive impression

Sender’s Address:

  • Start by writing your own address at the top right or left corner of the letter. This tells the recipient where the letter is coming from. For example:
    123 Main Street
    Cityville, State 12345

2. Date:

  • Just below your address, write the date when you’re writing the letter. For example:
    May 15, 20XX

3. Recipient’s Address:

  • On the left side, under the date, write the address of the person or organization you’re sending the letter to. For example:
    Mr. John Smith
    456 Elm Street
    Townsville, State 67890

4. Salutation:

  • Start your letter with a greeting. For formal letters, use “Dear” followed by the recipient’s name or title. For example:
    Dear Mr. Smith,

5. Body:

  • This is the main part of your letter. Write your message or information here. Keep it clear and to the point.

6. Closing:

  • End your letter politely. Use phrases like “Sincerely,” “Yours faithfully,” or “Best regards” followed by your name. For example:
    [Your Name]

7. Signature:

  • Sign your name by hand just above where you typed your name. This makes your letter personal.

Here’s an example of a formal letter:

123 Main Street
Cityville, State 12345
May 15, 20XX

Mr. John Smith
456 Elm Street
Townsville, State 67890

Dear Mr. Smith,

I hope this letter finds you well. I am writing to inquire about your upcoming event on June 10th…

[Your Name]

Remember, formal letters are used for important messages, so it’s essential to follow this structure to make sure your letter is clear and respectful. 💌👍


1. When writing a formal letter, it’s important to use ___________ and respectful language.
a) casual
b) polite
c) slang
d) funny

2. Instead of using contractions like “can’t” or “won’t” in formal letters, you should use ___________ forms.
a) abbreviated
b) contracted
c) expanded
d) full

3. Using proper grammar and ___________ is crucial in formal letter writing.
a) slang
b) jargon
c) spelling
d) abbreviations

4. A formal letter should be written in a ___________ and respectful tone.
a) casual
b) professional
c) humorous
d) informal

5. In a formal letter, it’s essential to ___________ the recipient with the correct title, such as Mr. or Mrs.
a) ignore
b) greet
c) address
d) criticize

6. To express thanks or appreciation in a formal letter, you should use ___________ language.
a) casual
b) informal
c) polite
d) humorous

7. When writing a formal letter, you should avoid going ___________ or including unnecessary details.
a) off-topic
b) informal
c) humorous
d) creative

8. A formal letter should have a ___________ and relevant message.
a) concise
b) lengthy
c) complicated
d) humorous

9. In formal letter closings, phrases like “Sincerely” or “Yours faithfully” are considered ___________.
a) casual
b) formal
c) slang
d) funny

10. It’s important to sign your name ___________ and legibly at the end of a formal letter.
a) sloppily
b) neatly
c) creatively
d) humorously

11. Contractions like “can’t” or “won’t” are more ___________ and should be avoided in formal letters.
a) formal
b) casual
c) serious
d) creative

12. When writing a formal letter, you should keep your message ___________ and to the point.
a) unclear
b) brief
c) funny
d) lengthy

13. Using ___________ language in a formal letter can make it seem less professional.
a) polite
b) slang
c) proper
d) casual

14. A formal letter should maintain a ___________ and respectful tone throughout.
a) casual
b) humorous
c) professional
d) informal

15. The appropriate language and tone in formal letter writing help convey your message ___________.
a) humorously
b) seriously
c) creatively
d) unclearly



  1. Begin by explaining what formal letters are and when they are used, emphasizing their importance in clear and respectful communication.
  2. Discuss the structure of a formal letter, including the sender’s address, date, recipient’s address, salutation, body, closing, and signature.
  3. Explain the appropriate language and tone for formal letters, such as avoiding slang and using respectful language.

Teacher’s Activities:

  • Present the structure and format clearly.
  • Provide examples of formal letters.
  • Offer guidance on writing techniques.

Learners’ Activities:

  • Take notes on the structure and format.
  • Analyze sample formal letters.
  • Practice writing formal letters.


  • Evaluate students’ understanding by reviewing their written formal letters for structure, language, and tone.
  • Assign specific formal letter writing exercises as homework.

Ten Evaluation Questions:

  1. What is the purpose of a formal letter?
  2. List the key components of a formal letter’s structure.
  3. Why is it important to use a respectful tone in formal letters?
  4. What should be included in the salutation of a formal letter?
  5. When should you use formal letters in real life?
  6. How do you format the sender’s address in a formal letter?
  7. Provide an example of a formal letter closing.
  8. Can you give an example of a formal letter recipient’s address?
  9. What is the significance of the date in a formal letter?
  10. Explain the importance of proofreading before sending a formal letter.


  • Summarize the main points of formal letter writing, emphasizing the structure, language, and tone.
  • Encourage students to practice writing formal letters for various situations.


  • Assign formal letter writing tasks related to common scenarios, such as writing a formal letter to a school principal or a local government office.
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