Composition: Formal Letter – Writing to the Local Government Chairman About Bad Roads in Your Area

JSS 2 Second Term Lesson Notes – Week 4

Lesson Details

• Subject: English Language
• Class: JSS 2
• Term: Second Term
• Week: 4
• Age: 11 – 13 years
• Topic: Composition – Writing a Formal Letter
• Sub-topic: Writing to the Local Government Chairman About Bad Roads in Your Area
• Duration: 40 minutes

Behavioural Objectives

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

1. Define a formal letter and state its purpose.
2. Identify the key features of a formal letter.
3. Write a well-structured formal letter to the Local Government Chairman about bad roads.
4. Use appropriate grammar, tone, and style for formal letter writing.
5. Organize points logically to make a persuasive argument.

Keywords

• Formal letter – A letter written for official or professional purposes.
• Recipient – The person to whom the letter is addressed.
• Salutation – A respectful greeting at the beginning of a letter.
• Subject line – A brief heading that states the letter’s purpose.
• Signature – The writer’s name and position at the end of the letter.

Set Induction (Entry Behaviour)

The teacher asks students about challenges they face when using the roads in their area. Students discuss potholes, flooding, and traffic caused by bad roads. The teacher explains how writing a formal letter can help bring such issues to the attention of the authorities.

Learning Resources and Materials

• Sample formal letters
• Whiteboard and markers
• Chart displaying the format of a formal letter

Building Background/Connection to Prior Knowledge

Students have learned about informal letters. This lesson introduces formal letters, which are used for official matters like complaints or requests.

Embedded Core Skills

• Writing skills
• Communication skills
• Critical thinking
• Problem-solving skills

Lesson Content

Definition of a Formal Letter

A formal letter is an official letter written to a person in authority, a company, or an organization. It follows a structured format and is usually used for making complaints, requests, or providing important information.

Features of a Formal Letter

A formal letter has the following structure:

1. Writer’s Address – The sender’s address at the top right-hand side.
2. Date – The date when the letter is written, placed below the address.
3. Recipient’s Address – The address of the person receiving the letter, written on the left-hand side below the date.
4. Salutation/Greeting – A polite greeting, such as Dear Sir/Madam.
5. Subject Line – A short heading that explains the purpose of the letter.
6. Introduction – A brief opening statement that introduces the reason for writing.
7. Body – The main content of the letter, divided into paragraphs, explaining the issue in detail.
8. Conclusion – A summary of the request and a call to action.
9. Closing Remark – A polite closing phrase such as Yours faithfully, followed by the writer’s name and signature.

Class Activity Discussion

10 FAQs with Answers

1. What is a formal letter?

   • A letter written for official purposes, such as complaints, requests, or applications.

2. Who can receive a formal letter?

   • Government officials, school principals, business managers, or organizations.

3. How is a formal letter different from an informal letter?

   • A formal letter follows a strict structure and uses a respectful tone, while an informal letter is casual and friendly.

4. Where is the writer’s address placed?

   • At the top right-hand side of the letter.

5. What should be included in the subject line?

   • A brief statement of the letter’s purpose, such as Complaint About Bad Roads in Our Area.

6. How should the salutation in a formal letter be written?

   • It should be Dear Sir/Madam if the recipient’s name is unknown or Dear Mr./Mrs. [Surname] if known.

7. What kind of tone should a formal letter have?

   • A polite, respectful, and professional tone.

8. What should the conclusion of a formal letter contain?

   • A polite request for action and appreciation for the recipient’s attention.

9. How should a formal letter be signed off?

   • With Yours faithfully, followed by the writer’s full name.

10. Why is it important to organize a formal letter properly?

• To make the message clear, professional, and persuasive.

Sample Formal Letter: Complaint to the Local Government Chairman About Bad Roads

No. 12, Agbado Street,
Ikeja, Lagos State.
15th February 2025.

The Chairman,
Ikeja Local Government Council,
Ikeja, Lagos State.

Dear Sir,

Subject: Urgent Need for Road Repairs in Agbado Community

I am writing to bring to your attention the poor state of the roads in our community, Agbado, under your local government area. The roads have become almost impassable due to numerous potholes and constant flooding, making it difficult for residents to go about their daily activities.

Many drivers and pedestrians find it challenging to use the roads, especially during the rainy season when they become muddy and waterlogged. The bad roads have also led to frequent accidents and have made transportation more expensive, as commercial drivers increase fares due to the poor conditions.

On behalf of the residents of Agbado, I kindly request that urgent measures be taken to repair the roads. Proper drainage systems should also be put in place to prevent future damage. We believe that fixing the roads will improve transportation, reduce accidents, and enhance the economic activities of our community.

Thank you for your attention to this important matter. We hope that our request will be considered, and we look forward to a positive response.

Yours faithfully,
Adebayo Samuel

Evaluation (Assessment Questions)

Fill in the blank with the correct option (a, b, c, or d):

1. A formal letter is usually written for ___.
   a) Personal communication
   b) Official purposes
   c) Writing to friends
   d) Expressing emotions

2. The recipient’s address in a formal letter is written ___.
   a) At the bottom
   b) At the top right-hand side
   c) Below the date on the left-hand side
   d) At the center of the page

3. The salutation for a formal letter should be ___.
   a) Dear Friend
   b) Hey there
   c) Dear Sir/Madam
   d) Yours sincerely

4. The body of a formal letter should contain ___.
   a) Informal greetings
   b) Jokes and personal stories
   c) Clear points explaining the purpose of the letter
   d) Random information

5. The closing remark of a formal letter should be ___.
   a) Yours faithfully
   b) Love,
   c) Cheers,
   d) Take care

6. What is the purpose of writing to the Local Government Chairman?
   a) To invite him to a party
   b) To request a new school building
   c) To complain about bad roads
   d) To apply for a scholarship

Conclusion

The teacher summarizes the lesson, emphasizing the importance of writing formal letters correctly. Students are given practice exercises to improve their writing skills.