Letter Writing: write informal and formal letters for JSS 1

Class: JSS 1
Term: First Term
Week: 10
Age: 12 years
Duration: 45 minutes
Subject: English Studies
Curriculum Theme: Writing
Focal competence: Writing informal and formal letters
Skills:

• Writing letters

Previous Lesson: Parts of Speech: Adverbs, Conjunctions, Prepositions and Interjections
Topic: Writing Informal And Formal Letters
Subject Matter: Application

Specific Objectives

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

Cognitive Domain

• Identify the purpose and intended recipient of informal and formal letters.
• State the correct layout for formal letters.
• Differentiate between suitable salutations and complimentary closes for informal and formal letters.
• Explain the importance of clear paragraphs and appropriate tone in formal letters.

Psychomotor Domain

• Draft an informal letter.
• Draft a formal letter following correct layout and tone.

Reference Materials

The following resources were used in planning this lesson:

• 2025 Revised 9 Years Basic Education Curriculum
• Relevant State Unified Scheme of Work
• A suitable English Studies textbook for JSS 1
• The HeadTeacher Scheme of work

Instructional Materials

The teacher will teach this lesson with the aid of:

• Sample informal letters
• Sample formal letters (e.g., application letter, complaint letter)
• Whiteboard or chalkboard
• Markers or chalk
• Students’ notebooks
• Audiobooks
• Interactive Videos
• Selected passages
• Pictorial aids
• Various passage

Rationale for the Lesson

This lesson is important because letter writing is a fundamental communication skill required in personal, academic, and professional life. Understanding the conventions of informal and formal letters enables students to communicate effectively and appropriately in various situations, preparing them for future interactions.

Prerequisite/Previous Knowledge

Students should have basic knowledge of sentence construction, parts of speech, and general communication skills.

Lesson Content/Board Summary

Writing Informal And Formal Letters

Meaning of Informal and Formal Letters

Letters are written messages sent to communicate with someone. They can be categorised based on their purpose and the relationship between the sender and receiver.

1. Informal Letters: These are personal letters written to friends, family members, or close acquaintances. They are usually casual in tone and do not follow a strict format.
2. Formal Letters: These are official letters written for professional or official purposes. They are addressed to individuals in positions of authority, organisations, or for business matters. They require a specific format, formal language, and a respectful tone.

Purpose and Intended Recipient of Formal Letters

Formal letters serve various official purposes and are addressed to specific recipients:

1. Purpose: To make official requests, apply for jobs or admission, make complaints, give official information, or express formal gratitude.
2. Intended Recipient: School principals, company managers, government officials, editors of newspapers, landlords, or other professionals.

Correct Formal Letter Layout

A formal letter follows a standard layout to ensure clarity and professionalism:

1. Sender’s Address: Your full address, usually written at the top right-hand corner of the page.
2. Date: Written directly below the sender’s address (e.g., 10th May, 2024).
3. Recipient’s Address: The full address of the person or organisation you are writing to, written on the left side below the date.
4. Salutation: A formal greeting (e.g., “Dear Sir/Madam,” “Dear Mr. Smith,”).
5. Subject/Title: A brief phrase stating the main purpose of the letter (e.g., “APPLICATION FOR ADMISSION,” “COMPLAINT ABOUT POOR SERVICE”). This is usually underlined.
6. Body of the Letter: The main message, organised into clear paragraphs.
7. Complimentary Close: A formal closing (e.g., “Yours faithfully,” “Yours sincerely,”).
8. Signature: Your handwritten signature.
9. Writer’s Name: Your full name, typed or clearly written below your signature.

Suitable Salutation and Complimentary Close

The choice of salutation and complimentary close depends on whether the recipient’s name is known.

1. Formal Letter:
   • If the recipient’s name is unknown: “Dear Sir/Madam,” (Salutation) and “Yours faithfully,” (Complimentary Close).
   • If the recipient’s name is known: “Dear Mr. Johnson,” (Salutation) and “Yours sincerely,” (Complimentary Close).
2. Informal Letter:
   • “Dear John,” “Hi Mary,” (Salutation)
   • “Yours,” “Best regards,” “Love,” (Complimentary Close)

Organising the Body into Clear Paragraphs

The body of a formal letter should be structured logically with clear paragraphs:

1. Introduction: State the purpose of the letter clearly in the first paragraph.
2. Main Points: Develop your points in subsequent paragraphs, with each paragraph focusing on a single idea. Provide necessary details and explanations.
3. Conclusion: Summarise your request or main message and state any expected action or outcome.

Formal Vocabulary and Tone

The language used in formal letters must be appropriate for official communication:

1. Formal Vocabulary: Use precise and professional words. Avoid slang, contractions (e.g., “don’t,” “can’t”), and overly emotional language.
2. Tone: Maintain a respectful, polite, and objective tone throughout the letter.

Drafting, Editing, and Final Presentation

After writing the letter, it is important to review it carefully:

1. Drafting: Write a first version, focusing on getting your ideas down.
2. Editing: Check for grammatical errors, spelling mistakes, punctuation errors, and clarity of expression. Ensure the tone is consistent.
3. Final Presentation: Present the letter neatly, either handwritten clearly or typed, ensuring all parts of the layout are correct.

Teaching Methods/Instructional Techniques

Discussion, Explanation, Demonstration, Guided Practice, Question and Answer, Individual Practice

Instructional Procedures

Step 1: Introduction

Time: 5 minutes

Teaching Skill: Elicitation/Questioning

Teacher’s Activity: The teacher greets the students and asks them if they have ever written a letter or received one. The teacher then asks what kind of letters they have written or seen (e.g., birthday cards, notes to parents, official letters). This activates their prior knowledge about written communication.

Pupils’ Activity: Students respond to the teacher’s questions, sharing their experiences with letters.

Learning Point: Prior letter experience activation

Step 2: Understanding Informal Letters

Time: 7 minutes

Teaching Skill: Explanation/Demonstration

Teacher’s Activity: The teacher explains what an informal letter is, its purpose, and to whom it is usually written. The teacher shows a sample informal letter, highlighting its casual tone and simple structure. The teacher asks students to identify key features of the sample letter.

Pupils’ Activity: Students listen, observe the sample letter, and identify features like sender, recipient, and casual language.

Learning Point: Informal letter characteristics

Step 3: Understanding Formal Letters

Time: 8 minutes

Teaching Skill: Explanation/Demonstration

Teacher’s Activity: The teacher introduces formal letters, explaining their purpose (official communication) and typical recipients (people in authority, organizations). The teacher shows a sample formal letter (e.g., an application letter) and contrasts its tone and structure with the informal letter. The teacher highlights the need for formal vocabulary.

Pupils’ Activity: Students listen, observe the formal letter sample, and note the differences in purpose and tone.

Learning Point: Formal letter purpose and tone

Step 4: Formal Letter Layout and Components

Time: 7 minutes

Teaching Skill: Demonstration/Guided Practice

Teacher’s Activity: The teacher explains and demonstrates the correct layout of a formal letter step-by-step on the board, pointing out each component: sender’s address, date, recipient’s address, salutation, subject, body, complimentary close, and signature. The teacher asks students to identify each part as it is written.

Pupils’ Activity: Students observe the teacher’s demonstration, identify the parts of the letter, and ask clarifying questions.

Learning Point: Correct formal letter layout

Step 5: Salutations and Complimentary Closes

Time: 5 minutes

Teaching Skill: Explanation/Discussion

Teacher’s Activity: The teacher explains the appropriate salutations and complimentary closes for both formal and informal letters, emphasising the “Dear Sir/Madam” and “Yours faithfully” vs. “Dear Mr. Smith” and “Yours sincerely” rule for formal letters. The teacher provides examples for both types.

Pupils’ Activity: Students listen to the explanations and practice saying the appropriate greetings and closes.

Learning Point: Appropriate letter greetings/closes

Step 6: Organising the Body and Drafting Tips

Time: 4 minutes

Teaching Skill: Explanation/Instruction

Teacher’s Activity: The teacher explains how to organise the body of a formal letter into clear paragraphs (introduction, main points, conclusion). The teacher also briefly mentions the importance of drafting, editing, and final presentation for clarity and accuracy.

Pupils’ Activity: Students listen and note down the key points about paragraph organisation and letter review.

Learning Point: Clear paragraph organisation

Step 7: Evaluation/Review

Time: 5 minutes

Teaching Skill: Questioning/Assessment

Teacher’s Activity: The teacher evaluates the learning by asking the following questions:

1. What is the main purpose of a formal letter?
2. Mention three components of a formal letter’s layout.
3. When do you use “Yours faithfully” as a complimentary close?
4. Name one difference between an informal and a formal letter.

Pupils’ Activity: Pupils answer orally and in writing.

Learning Point: Letter writing understanding

Step 8: Note-Taking

Time: 4 minutes

Teaching Skill: Guided Writing

Teacher’s Activity: The teacher guides pupils/students to copy the essential Board Summary notes on informal and formal letter writing into their notebooks.

Pupils’ Activity: Pupils/students copy the notes carefully into their notebooks.

Learning Point: Formal letter notes recording

Step 9: Conclusion

Time: 1 minute

Teaching Skill: Reinforcement

Teacher’s Activity: The teacher briefly reminds students that mastering letter writing is a valuable skill for communicating effectively in various situations, both personal and official. The teacher encourages them to practice writing different types of letters.

Pupils’ Activity: Students listen and acknowledge the importance of the lesson.

Learning Point: Letter writing importance

Continuous Assessment/Further Study

Type: Homework

Instruction: Write the following letters in your English notebook:

1. Write an informal letter to your friend, telling them about your last holiday experience.
2. Write a formal letter to your school principal, requesting permission to use the school library during break time. Ensure you follow the correct formal letter layout.

Lesson Keywords

• Informal Letter – A personal letter to friends or family.
• Formal Letter – An official letter for business or official purposes.
• Salutation – The greeting in a letter (e.g., Dear Sir/Madam).
• Complimentary Close – The closing phrase in a letter (e.g., Yours faithfully).
• Layout – The arrangement of parts in a letter.
• Tone – The attitude or feeling conveyed in writing.

Differentiation

For weaker learners, the teacher can provide partially completed formal letter templates to fill in, focusing on the body content. Stronger learners can be challenged to write a formal letter on a more complex topic or to identify and correct errors in poorly written sample letters.

Suggested Lesson Videos

For further understanding, search on YouTube for: “JSS 1 informal and formal letter writing” or “How to write formal letters for junior secondary school”.

Teacher Guide for Using This Lesson Plan

Before the lesson, gather clear examples of both informal and formal letters, preferably printed or written neatly on a chart for easy display. Pay close attention to modelling the correct formal letter layout on the board, drawing attention to each distinct part. Encourage students to actively participate by identifying components and discussing appropriate language. During the guided practice, circulate to provide immediate feedback and correct common errors in layout, salutations, and tone. Remind students to copy the Board Summary carefully during the note-taking phase. For assessment, ensure the evaluation questions directly test their ability to identify and apply the principles of formal and informal letter writing. Emphasise that neatness and accuracy are key in formal communication.