Mastering Formal Letter Writing Composition English Grammar JSS 3 First Term Lesson Notes Week 3

Subject: Composition – English Grammar

Class: JSS 3

Term: First Term

Week: 3

Age: 13 years

Topic: Formal Letter Writing

Sub-topic: Introduction, Essential Tips, and Difference between Formal and Informal Letters

Duration: 40 minutes

Behavioural Objectives

By the end of the lesson, students should be able to:

1. Explain the purpose of formal letters.
2. Identify the types of formal letters.
3. Describe the format of a formal letter.
4. Differentiate between formal and informal letters.

Keywords

• Formal letter
• Informal letter
• Salutation
• Subscript
• Body paragraphs

Set Induction

The teacher enters the class with two letters: one formal and one informal. The teacher reads both letters aloud and asks students to identify the differences. This will spark their curiosity and interest in the topic.

Entry Behaviour

Students are familiar with writing letters and have written informal letters in the past.

Learning Resources and Materials

• Sample formal and informal letters
• Board and marker
• Notebook and pen for students

Building Background/Connection to Prior Knowledge

Students have written informal letters before and know how to greet friends or family in letters. The teacher will build on this by explaining that formal letters have different rules because they are for official purposes.

Embedded Core Skills

• Communication skills
• Writing skills

Instructional Materials

1. Sample formal and informal letters
2. Board and marker
3. Reference books (e.g., “Modern English Grammar” by Lagos State Ministry of Education)

Content

1. Introduction to Formal Letters

A formal letter is a type of official or business letter written for professional purposes. Formal letters are sent to people in authority such as Presidents, Managers, Principals, and other officials. The tone of a formal letter is respectful and professional.

Examples of formal letters:

• Appointment Letter
• Letter of Transfer
• Letter of Recommendation
• Letter of Promotion
• Letter of Complaint
• Letter of Request
• Letter of Inquiry
• Letter of Admission
• Letter of Dismissal

2. Layout of a Formal Letter

• Heading: This includes the sender’s address and the date, placed at the top right-hand corner.
• Recipient’s Address: This is written below the heading on the left-hand side.
• Date: The date is usually written below the sender’s address.
• Salutation: Start with “Dear Sir/Madam,” or “To whom it may concern”.
• Body of the letter: The body contains the message. It usually has three parts:
  • Introduction: Briefly state the purpose of the letter.
  • Main content: Explain the reason for writing.
  • Conclusion: End with a polite request or closing thought.
• Closing: Close with “Yours faithfully” followed by your name and signature.

3. Differences Between Formal and Informal Letters

Evaluation Questions

1. A formal letter is written for ______ purposes.
   a) Casual
   b) Personal
   c) Official
   d) None of the above
2. The recipient’s address is written on the ______ side of the letter.
   a) Right
   b) Left
   c) Bottom
   d) Center
3. The salutation in a formal letter is ______.
   a) Dear Sir/Madam
   b) Dear Friend
   c) Hi John
   d) Hello
4. The main part of the letter that carries the message is called the ______.
   a) Heading
   b) Conclusion
   c) Body
   d) Signature
5. You end a formal letter with ______.
   a) Yours faithfully
   b) Regards
   c) Goodbye
   d) Best Wishes
6. The body of a formal letter is divided into ______ sections.
   a) One
   b) Two
   c) Three
   d) Four
7. The word “formal” means ______.
   a) Friendly
   b) Official
   c) Casual
   d) Complicated
8. The salutation “Dear Sir/Madam” is used when ______.
   a) You know the person’s name
   b) You don’t know the person’s name
   c) Writing to a friend
   d) Writing to a family member
9. In a formal letter, the date is written ______ the sender’s address.
   a) Below
   b) Above
   c) Beside
   d) After
10. “Yours sincerely” is a subscript used in ______ letters.
    a) Informal
    b) Official
    c) Casual
    d) Friendly
11. A formal letter is usually written to ______.
    a) Friends
    b) Family
    c) Officials
    d) Neighbors
12. The conclusion of a formal letter contains a ______ request.
    a) Casual
    b) Polite
    c) Funny
    d) Angry
13. A letter of complaint is an example of a ______ letter.
    a) Friendly
    b) Business
    c) Family
    d) Social
14. The body of a formal letter usually starts with ______.
    a) A joke
    b) A question
    c) The purpose of writing
    d) Greetings
15. In formal letters, paragraphs should be ______.
    a) Short and focused
    b) Long and detailed
    c) Casual and informal
    d) Skipped

Class Activity Discussion

1. Q: What is a formal letter?
   A: A formal letter is an official or business letter written for official purposes.
2. Q: Who can we write formal letters to?
   A: Formal letters are written to people in authority, such as managers, principals, and directors.
3. Q: What is the salutation in a formal letter?
   A: “Dear Sir/Madam” or “To whom it may concern”.
4. Q: What should you include in the closing of a formal letter?
   A: “Yours faithfully” or “Yours sincerely” with your signature and name.
5. Q: What is the difference between a formal and informal letter?
   A: A formal letter follows a professional format and tone, while an informal letter is more casual.
6. Q: Why is the recipient’s address important in formal letters?
   A: It tells the reader where the letter is being sent and ensures it is directed to the right person.
7. Q: How should I start a formal letter?
   A: Start with a respectful greeting, like “Dear Sir/Madam”.
8. Q: What kind of tone should be used in a formal letter?
   A: The tone should be polite and professional.
9. Q: What should I write in the body of a formal letter?
   A: Clearly explain your purpose for writing and provide any necessary details.
10. Q: Can I use slang in a formal letter?
    A: No, slang should be avoided. Use clear and proper language.
11. Q: What is a formal letter of inquiry?
    A: It is a letter written to ask for information or clarification.
12. Q: How do I conclude a formal letter?
    A: End with a polite closing like “Yours faithfully” and your name.
13. Q: Should I use abbreviations in a formal letter?
    A: No, it’s best to write in full sentences without using abbreviations.
14. Q: Can a formal letter be handwritten?
    A: Yes, but it should be neat and legible. Typed letters are often preferred.
15. Q: What is the purpose of a letter of request?
    A: A letter of request is used to ask for something formally, such as information, permission, or assistance.

Presentation Steps

1. Step 1: Teacher revises the concept of informal letters that students have already learned.
2. Step 2: Teacher introduces the topic of formal letters, explaining the key differences between formal and informal letters, and the importance of using the correct tone in official communication.
3. Step 3: Teacher shows the layout of a formal letter on the board and explains each part.

Teacher’s Activities

• Explain the definition and types of formal letters.
• Illustrate the differences between formal and informal letters.
• Provide students with sample formal letters for review.

Learners’ Activities

• Listen attentively and take notes.
• Ask questions where necessary.
• Practice writing their own formal letter.

Assessment

1. What is the purpose of writing formal letters?
2. Name three examples of formal letters.
3. How do you address a person in a formal letter?
4. What are the main parts of a formal letter?
5. Write the closing used in formal letters.
6. What is the difference between formal and informal letters?
7. Give one example of when you would write a formal letter.
8. Write a sample salutation in a formal letter.
9. How many sections does the body of a formal letter have?
10. What should be included at the end of a formal letter?

Conclusion

The teacher goes around to check the students’ work, corrects them, and offers additional guidance where necessary.

More Useful Links

• Informal Letter Composition English Grammar JSS 1 First Term Lesson Notes Week 10
• Writing Guided Formal Letter Writing English Grammar Primary 5 First Term Lesson Notes Week 5