KCSE FUNCTIONAL WRITING TIPS

FORMAL LETTER Objective: Write a letter through your Principal. Question: You are a candidate at Happy Secondary School in Bubari district. Since there will be no tuition in your school during the August holidays, you decide with the permission of your parents to do your studies at the Teachers Resource Centre (TRC) in your district headquarters. Write a letter through your Principal requesting the District Education Officer (DEO) to allow you to do so. (20 marks) (Courtesy Busia District Mock, 2011) Let’s get one thing very clear: this is not a prediction but an attempt to help you understand how to conduct your revision for question 1,101/1) The first thing you need to understand is the mark distribution in this paper. Make no mistake about this; you are writing the exam to score the highest mark that you possibly can. This question is allocated 20 marks. These 20 marks are divided into 3 sections: format, content and language. Depending on the nature of the question, format attracts between 6 and 8 marks. For this question I have allocated 8 marks. Make sure that for every item you revise you master the format. This way you guarantee yourself 40% of the 20 marks. The format for this question requires that you have 3 addresses. (I advise you use the block format. Therefore all your work will start on the left margin. Any deviation from this will be considered an indented format.)The first address is the sender’s. The question has already given you a school; don’t give the name of a different school. Remember not to include your name in the address. Skip a line and write the date. Skip another line and give the recipient’s address, in this case the DEO. Skip another line and write the word “Through”. Skip another line and write your Principal’s address. Skip a line and write your salutation: Dear Sir/Madam Skip a line and write the regards section. Remember it is “RE” and not “REF” follow this with the subject matter. A good interpretation of the question will be STUDIES at the TRC and underline neatly. The remaining format marks are in the complementary close and signing off. The close for this letter will be “Yours faithfully”. Below it put your legible signature and below that your full name. That’s it. You have the full marks for format. Next you need to earn the content marks. Strictly speaking the content marks are in the question if it has been constructed well. For this question I have allocated 6 marks for content. So what did this examiner want you to include in your letter? A rereading of the question will tell you that you are expected to i. Mention the name of your school ii. Give the reasons why you want to use the TRC iii. Inform the DEO that you have your parents’ permission to use the facility iv. Formally make a request to use the facility NB: two marks for tone usually form part of the content mark. In this case the tone expected should be that of making a request. Do not be worried about this. If you have listed the four items above you will most like be using the right tone. The examiner will be looking for expressions like “I wish to”, “I would like to”. Expressions like “I want”, “give me” will give your letter the wrong tone. You now have 60% of the marks for this question. Finally, let us earn the language marks. In this case I allocated 6 marks. Well we all know that a formal letter should be brief. The examiner’s dilemma is how to give you six marks for writing two lines. My advice: develop three paragraphs. In the introductory paragraph say how you learnt about the facility and state your request. That is all you need to do with the first paragraph. You must now skip a line and start your second paragraph. It is in the second paragraph that you will want to answer the remaining questions. Tell them who you are, why you want to use the facility, in this case you will not have April holiday tuition at your school. Tell them that you have your parents’ blessings and reiterate your request. You must now start your third paragraph. Use your imagination. Remember you want to earn the 6 language marks. Tell them that you are grateful that they developed such a facility. Promise them that you will use their facility conscientiously. Then ask them to give you a response before school’s close. That’s it. If you have used your best English no examiner will hesitate to award you the full mark. Congratulations! If you have written this letter as per the lesson you now have all the 20 marks. It is effort that makes successful students. Thank you.