Writing: Formal Letter Writing with Two Addresses for JSS 3

Class: JSS 3
Term: First Term
Week: 8
Age: 14 years
Duration: 60 minutes
Subject: English Language Studies
Curriculum Theme: Writing
Previous Lesson: Reading: Summarising Key Ideas in Road Safety, Food Labels and Food Storage
Topic: Writing
Subject Matter: Formal letter writing using the conventional two-address format

Specific Objectives

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

Cognitive Domain

• Describe formal letter writing.
• Identify the correct address, date, salutation, body, and closing for a formal letter.
• Explain appropriate tone, organisation, and language for formal letters.

Affective Domain

• Appreciate the importance of formal letter writing in communication.
• Develop confidence in writing formal letters.

Psychomotor Domain

• Construct a formal letter using the two-address format.
• Organise ideas logically within a formal letter.

Social Domain

• Collaborate with peers to review and improve formal letter drafts.

Reference Materials

The following resources were used in planning this lesson:

• 2014 Senior Secondary Education Curriculum (SSEC)
• Relevant State Unified Scheme of Work
• A suitable English Language textbook for JSS 3
• FCT ERC/NAPPS Scheme of work

Instructional Materials

The teacher will teach this lesson with the aid of:

• Whiteboard or blackboard
• Markers or chalk
• Prepared examples of formal letters (e.g., on a chart or projected)
• Handouts with formal letter templates or exercises

Rationale for the Lesson

Understanding how to write formal letters is a crucial life skill, enabling students to communicate effectively in official capacities. This lesson equips students with the knowledge and practice needed to construct clear, concise, and appropriate formal correspondence, which is essential for academic, professional, and civic interactions.

Prerequisite/Previous Knowledge

Students should have a basic understanding of letter writing and sentence construction in English.

Lesson Content/Board Summary

Formal Letter Writing with Two Addresses

What is a Formal Letter?

A formal letter is a type of letter written for official purposes. It is used to communicate with people in positions of authority, institutions, or organisations. Formal letters are characterised by their serious tone, precise language, and adherence to a specific structure.

Key Features of Formal Letters

Formal letters generally include the following features:

1. Professional Tone: The language used is respectful, objective, and avoids slang, contractions, or overly emotional expressions.
2. Clear Purpose: The reason for writing the letter is stated clearly and concisely, usually in the opening paragraph.
3. Standard Structure: Adheres to a conventional layout with specific parts like addresses, date, salutation, body, and closing.
4. Conciseness: Information is presented directly and without unnecessary details.
5. Accuracy: All facts, names, and dates must be correct.

Parts of a Formal Letter (Two-Address Format)

A formal letter typically follows a specific layout. The two-address format includes both the sender’s and the recipient’s addresses.

1. Sender’s Address: This is the address of the person writing the letter. It is usually placed at the top right-hand corner of the page. It should include the street number, street name, city, and state.
2. Date: The date the letter is written is placed directly below the sender’s address. It should be written in full (e.g., 8th October, 2024).
3. Recipient’s Address: This is the address of the person or organisation the letter is being sent to. It is placed on the left-hand side of the page, below the date. It includes the recipient’s title (e.g., The Principal, The Manager), the organisation’s name, street number, street name, city, and state.
4. Salutation: This is the greeting. For formal letters, it usually starts with “Dear Sir/Madam,” if the name of the recipient is unknown. If the name is known, use “Dear Mr./Mrs./Ms. [Surname],” (e.g., Dear Mr. Adebayo,).
5. Subject Heading: This is a short, clear statement of the letter’s purpose, usually underlined or in bold (e.g., APPLICATION FOR LEAVE OF ABSENCE). It helps the recipient quickly understand the content.
6. Body of the Letter: This contains the main message, divided into paragraphs.
1. Opening Paragraph: States the purpose of the letter clearly and concisely.
2. Middle Paragraphs: Provide detailed information, explanations, or arguments to support the purpose.
3. Concluding Paragraph: Summarises the main points, states any required action, or expresses gratitude.
7. Closing: This is the polite ending. For formal letters, use “Yours faithfully,” if the salutation was “Dear Sir/Madam.” Use “Yours sincerely,” if the salutation included the recipient’s name (e.g., Dear Mr. Adebayo).
8. Signature: The sender’s handwritten signature is placed below the closing.
9. Sender’s Full Name: The sender’s typed or printed full name is placed below the signature.
10. Sender’s Title/Position (Optional): If applicable, the sender’s designation (e.g., Class Prefect, Secretary) is placed below their name.

Example Structure of a Formal Letter

[Sender’s Address]
[Date]

[Recipient’s Title and Name (if known)]
[Recipient’s Organisation]
[Recipient’s Address]

Dear Sir/Madam, OR Dear Mr./Mrs./Ms. [Surname],

SUBJECT HEADING

[Body Paragraph 1 – Introduction of purpose]

[Body Paragraph 2 – Details and explanation]

[Body Paragraph 3 – Conclusion, request for action]

Yours faithfully, OR Yours sincerely,

[Signature]
[Sender’s Full Name]
[Sender’s Title/Position (Optional)]

Teaching Methods/Instructional Techniques

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

Instructional Procedures

Step 1: Introduction

Time: 5 minutes

Teaching Skill: Elicitation/Engagement

Teacher’s Activity: The teacher asks students about situations where they might need to write a letter to someone important or an organisation. The teacher then introduces the topic of formal letter writing.

Pupils’ Activity: Pupils share their ideas and listen attentively to the introduction.

Learning Point: Purpose of formal letters

Step 2: Explanation of Formal Letter Writing

Time: 10 minutes

Teaching Skill: Explanation/Modelling

Teacher’s Activity: The teacher defines what a formal letter is, highlighting its serious tone and official purpose. The teacher presents a prepared example of a formal letter on the board or chart, pointing out its overall formality.

Pupils’ Activity: Pupils listen, observe the example, and ask clarifying questions.

Learning Point: Definition of formal letter

Step 3: Identifying Parts of a Formal Letter (Sender’s Address, Date, Recipient’s Address)

Time: 10 minutes

Teaching Skill: Guided Identification

Teacher’s Activity: The teacher guides students to identify the sender’s address, the date, and the recipient’s address in the example letter. The teacher explains the correct placement and format for each part, emphasising the two-address convention.

Pupils’ Activity: Pupils identify the parts and note the correct format and placement.

Learning Point: Correct address and date

Step 4: Identifying Parts of a Formal Letter (Salutation, Subject Heading, Closing)

Time: 8 minutes

Teaching Skill: Guided Identification

Teacher’s Activity: The teacher continues guiding students to identify the salutation, subject heading, and closing in the example. The teacher explains the appropriate choices for “Dear Sir/Madam” vs. “Dear Mr./Mrs.” and “Yours faithfully” vs. “Yours sincerely.”

Pupils’ Activity: Pupils identify these parts and understand the usage rules.

Learning Point: Salutation and closing

Step 5: Understanding the Body of the Letter

Time: 7 minutes

Teaching Skill: Explanation/Analysis

Teacher’s Activity: The teacher explains the structure of the body of a formal letter: introduction (purpose), middle paragraphs (details), and conclusion (action/summary). The teacher discusses the need for clear, concise, and polite language.

Pupils’ Activity: Pupils listen and discuss the importance of clear organisation.

Learning Point: Body organisation and tone

Step 6: Guided Practice in Planning a Formal Letter

Time: 5 minutes

Teaching Skill: Guided Planning

Teacher’s Activity: The teacher gives a simple scenario (e.g., “Write a letter to your Principal requesting permission to use the school hall for a club meeting”). The teacher guides students to brainstorm key points for each section of the letter.

Pupils’ Activity: Pupils participate in brainstorming and planning the letter’s content.

Learning Point: Formal letter planning

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 a formal letter?
2. Where is the sender’s address placed in a formal letter?
3. What is the appropriate salutation if you do not know the recipient’s name?
4. What should be included in the subject heading of a formal letter?

Pupils’ Activity: Pupils answer orally and in writing.

Learning Point: Formal letter components

Step 8: Note-Taking

Time: 10 minutes

Teaching Skill: Guided Writing

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

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

Learning Point: Formal letter note-taking

Step 9: Conclusion

Time: 5 minutes

Teaching Skill: Reinforcement

Teacher’s Activity: The teacher summarises the importance of mastering formal letter writing for effective communication in various official contexts and encourages students to practice regularly.

Pupils’ Activity: Pupils listen and internalise the key takeaways.

Learning Point: Importance of formal writing

Continuous Assessment/Further Study

Type: Homework

Instruction: Write a formal letter based on one of the following scenarios, ensuring you use the correct two-address format, appropriate tone, and clear organisation.

1. Write a letter to the Local Government Chairman in your area, complaining about poor waste disposal in your community.
2. Write a letter to the Principal of your school, requesting a transfer certificate to another school.

Lesson Keywords

• Formal Letter – A letter written for official purposes, characterised by a serious tone and specific structure.
• Sender’s Address – The address of the person writing the letter.
• Recipient’s Address – The address of the person or organisation receiving the letter.
• Salutation – The greeting in a letter (e.g., Dear Sir/Madam).
• Subject Heading – A concise statement of the letter’s purpose.
• Closing – The polite ending of a letter (e.g., Yours faithfully).

Differentiation

For students who need support, provide a partially completed formal letter template to fill in, focusing on one section at a time. For advanced learners, challenge them to write a formal letter on a more complex topic or to identify and correct errors in a poorly written formal letter example.

Suggested Lesson Videos

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