English Grade 8, Composition Notes

LETTER WRITING
There are three main types of letters and we should know how to do each type correctly.
(i) Informal
(ii) Semi-formal
(iii) Formal or business letters
1.) INFORMAL LETTER

These are letters which we write to friends or people our own age. In these letters we use
the kind of English we use when we are speaking to our friends. However it must be
correct and acceptable.
Layout of the Informal Letter

1. a. The senders address is written at the top on the right hand side of the page.
House number 1 5,
Kamenza Township,
Chililabombwe
5th June, 2020
b. There is no senders name above the address.

c. There is a comma at the end of each line in the address except for the last item (the town of
the country) which is followed by a full stop.
2. a. There is a line space between the address and the date.
b. The date is written in full, with a comma between the month and the year.
3. a. There is line space between the date and the salutation, e.g. Dear Chibwe,
b. The salutation begins close or next to the left hand margin line and is followed by a comma.
4. The first paragraph begins just below the middle of the salutation. The first word begins with a
capital letter.
5. The letter is divided into paragraphs. Each paragraph is indented.
6. The ‘farewell’ begins about half-way across the page. It starts with a capital letter and ends
with a comma. The second words do not begin with a capital letter.
7. The writers name is written just below the ‘farewell’.
Sample of an Informal Letter.
House Number 1 8,
Mindolo North,
Kitwe.
1 4th April, 201 7.
Dear Bob,
I hope you will be able to reply to my letter this time around. I guess you can count by now how
many letters I’ve written to you without any reply.
In the last letter, I asked if there was any improvement in Kelly’s behavior. I mean…has he stopped
coming home late? Were our suspicions right that he was involved in bad company? Do you
remember the guy we met with him when he told us that he was trying to collect the CD? It is the
same guy who was caught stealing the mouse in the computer lab. He can be a very bad influence,
hope they are not found together.
This is serious! There is a group which is conducting lessons on survival skills. I thought, it would
be a good idea for you and me to attend the conference that this group is holding. I would want
you to invite Kelly to come along as well.
If you are not interested please, let Kelly know about it so that he comes. I’m sure he will learn
something unlike being in bad groups. Please reply soon!
See you soon and regards to all.
Cheers,
Jim.
2) SEMI-FORMAL LETTER
Semi-formal letters are letters we write to people whom you know but who are not close to you
(e.g. a friend of your father, a priest or your class teacher. In such a letter you would not use the
same register that you would use when writing to a friend or a person of your own age.
Layout of a Semi- Formal Letter

1) The senders address is written at the top on the right hand side of the page. No senders name
above the address.
2) There is a line space between the address and the date.
3) Salutation it is generally Dear Mr.…, Dear Mrs.…., Dear Uncle…. Etc.
4) The beginning of the letter states the purpose of the letter.
5) The main body
6) The ending is generally ‘yours sincerely,’
Sample of a Semi-Formal Letter.
79 Kalungwishi Avenue,
Nkana east,
Kitwe.
8th May 2020.
Dear Mr Bwalya,
I hope that you and your family are well. We are well, except for my younger sister who has had
malaria.
I am writing to apologise for my behaviour towards you last week. At the time, I did not realize
that what I did, had offended you. Since last week, I have been thinking about what I did. I have
come to realize that I was very disrespectful to you. My behaviour has embarrassed my parents
very much.
You and my father have been close friends for a long time. You have helped my family on
several occasions. As such, you have become like a parent to me as well. I should have shown
you the same respect that I show my biological parents.
I am, therefore, very sorry for any embarrassment and pain I have caused you. I hope that you
will forgive me and that you continue to regard me as your own son. I promise that I will not
behave that way towards you or any other older person again.
Yours sincerely,
James.
Formal (or Business) Letters.
These are written to people in their official capacities. They also include replies from such
officials to the people who have written to them. Very often, we do not know these people well
or we do not know them at all. These letters are very ‘business like’. We only write what is really
necessary.
Layout of a Formal Letter

1) The senders address, which is written in the top right corner of a page.
2) Date
St Francis Secondary School,
P.O. Box 201 1 1,
Itimpi,
Kitwe.
5th June, 201 7.
3) Title and address of the person you are writing to.
4) Salutation
If you know the surname of the person you are writing to, you may use dear followed by the
name/ e.g. Dear Mr Soko. If you do not know the person’s name you should use dear Sir, or Dear
Madam. If you are not sure whether the person is a man or woman you may write Dear Sir or
Madam.
5) Heading
This is usually written in capital letters. This sums up the content of a letter. It must be written
below the salutation and should be brief and precisely stated.
6) Opening paragraph/ Introduction
This states what the letter is about. Note that it does not include greetings of an enquiry about the
health of the official to whom you are writing.
7) Main body
Use of courteous and professional tone
Use of formal Standard English. Avoid contractions, abbreviations and slang.
Indicate the purpose for writing the letter.
If a letter requires a response, give the necessary information to get the appropriate response.
8) Ending
This is usually yours faithfully, yours sincerely.
9) Your full names and position (if only). Your name must be written in capital letter.
Sample of a Formal/ Business Letter

House Number 20,
Crescent,
Nkana East,
Kitwe.
27th September 201 7.
The Manager,
United Bank of Africa,
P.O. Box 98,
Kitwe.
Dear Sir,
RE: APPLICATION FOR EMPLOYMENT
I have seen your advertisement in the Times of Zambia for a clerk in your branch of the United
Bank of Africa, and I should like to submit an application.
I am eighteen years of age and a grade 1 2 student at St Francis Secondary School, Kitwe. I am
taking the school certificate examination this November in seven subjects including mathematics
and English. I have been a prefect for over a year, and I am captain of the school first eleven in
football.
The following gentlemen have kindly agreed to send you confidential references: Mr. Chipwaya,
Headmaster of St Francis, Mr. Chibwe Bright, teacher of Mathematics at St. Francis and Fr.
Andrew Mukosa, who has known me personally for eight years.
Yours faithfully,
F. Chanda
CHANDA FRANCIS

English Grade 8, Composition Notes

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LETTER WRITING

1.) INFORMAL LETTER

Layout of the Informal Letter

b. There is no senders name above the address.

Layout of a Semi- Formal Letter

Sample of a Semi-Formal Letter.

Layout of a Formal Letter

Sample of a Formal/ Business Letter

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