WRITING FORM THREE

WRITING FORM THREE

 WRITING FORM THREE:BUILDING SENTENCE SKILLS AND PARAGRAPHING

COHESION IN PARAGRAPHS

  • Cohesion refers to how a group of sentences “hang together.”
  • Consider the paragraph below:

Some astonishing questions about the nature of the universe have been raised by scientists studying black holes in space. A black hole is created by the collapse of a dead star into a point perhaps no larger than a marble. So much matter compressed into so little volume changes the fabric of space around it in puzzling ways.

 USING TRANSITIONAL WORDS AND PHRASES

  • Transitions are words or phrases that specify a relationship between sentences and between paragraphs.
  • They help direct the reader from one idea to another.
  • Below are some common transitional words:
To Specify Sequence again, also, and, and then, besides, finally, first . . . second . . . third, furthermore, last, moreover, next, still, too
To Specify Time after a few days, after a while, afterward, as long as, as soon as, at last, at that time, before, earlier, immediately, in the meantime, in the past, lately, later, meanwhile, now, presently, simultaneously, since, so far, soon, then, thereafter, until, when
To Specify Comparison again, also, in the same way, likewise, once more, similarly
To Specify Contrast although, but, despite, even though, however, in contrast, in spite of, instead, nevertheless, nonetheless, on the contrary, on the one hand . . . on the other hand, regardless, still, though, yet
To Specify Examples after all, for example, for instance, indeed, in fact, of course, specifically, such as, the following example, to illustrate
To Specify Cause and Effect accordingly, as a result, because, consequently, for this reason, hence, if . . . then, since, so, then, therefore, thereupon, thus, to this end
To Specify Place above, adjacent to, below, beyond, closer to elsewhere, far, farther on, here, near, nearby, opposite to, there, to the left, to the right
To Specify Concession although it is true that, granted that, I admit that, it may appear that, naturally, of course
To Specify Summary, Repetition, or Conclusion as a result, as has been noted, as I have said, as mentioned earlier, as we have seen, in any event, in conclusion, in other words, in short, on the whole, therefore, to summarize

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WRITING FORM THREE

 PUNCTUATION

The Colon

  • The colon expands on the sentence that precedes it, often introducing a list that demonstrates or elaborates whatever was previously stated.

Examples

  • There are three things I hate: eating while walking, being late for the lesson, and being abused.
  • She brought various fruits: bananas, mangoes, guavas, and apples.
  • Your problem is one: talking too much.
  • The colon is also used to divide the hour from the minutes in writing a time in English.

Examples

  • 12:30
  • 11:10

THE SEMICOLON

  • The semicolon is somewhere between a full stop and a comma.
  • Semicolons can be used  to join phrases and sentences that are thematically linked without having to use a conjunction, for example,

I did not go out; it was raining.

Jane is tall; Albert is short.

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WRITING FORM THREE

DASHES

  • Dashes can be used to add parenthetical statements or comments in much the same way as you would use brackets.
  • In formal writing you should use the bracket rather than the dash as a dash is considered less formal.
  • Dashes can be used to create emphasis in a sentence.

Examples

  • He might emerge the winner – you can’t tell..
  • She might come to the party – you never know.

PERSONAL WRITING

  • REMINDERS
  • We keep track of everything we need to do.
  • Your reminder will help you get things done by including relevant information like phone numbers.
  • A reminder helps one remember important occasions and appointments.

Sample Reminder 1

                                  REMINDER                  

               APPOINTMENT WITH MR. KANJIRA

DATE: 11th February, 2016

TIME: 4.15 p.m.

PLACE: Staffroom

I will be having an appointment in the staffroom with Mr. Kanjira. To carry with me are:

·         Two pens (blue and black)

·         Notebook

I should be punctual.

Sample Reminder 2

                      MY REMINDER

DAY DATE TIME EVENT PLACE
Saturday 13th March 3.00 pm Pschology Lectures Room 45
Friday 19th March 2.00 pm Appointment with Dr James St Joseph’s Hospital
Monday 22nd March 8.00 am Guidance and counselling lesson College chapel
Tuesday 23rd March 4.30 pm Shopping TRM

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WRITING FORM THREE

  • Personal Journals

As discussed earlier.

  1. SOCIAL WRITING
  • NOTES OF THANKS
  • A Thank You Note is thoughtful way to express your gratitude and appreciation for someone who has done something great for you.
  • The note doesn’t have to be long to be meaningful. Your thoughts count more.

Elements of a Thank You Note

  1. Date
  2. Salutation
  3. Personalizing the note. Think of one or two specific instances when you were helped by the person.
  4. Concluding the note. Say thank you again to the person.
  5. Sign

Sample Thank You Note

9th April, 2016

 

Dear Ms Becky:

 

I am writing to thank you for everything you did last year to help me prepare for my exams.

 

I really appreciated when you asked me to be coming to see you whenever I had difficulty in your subject. You also advised me to work harder in class. But more than that, you guided me on how to answer questions in the exams.

 

All the support you gave me helped me receive the grade I have received. I could have never received anything near this grade without you. Thank you.

 

 

Sincerely,

Murkomen Abdi

 

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WRITING FORM THREE

CONGRATULATORY NOTES

  • We always recognize the accomplishments by others.
  • Writing a congratulatory note adds warmth to the relationships.
  • We write congratulations notes incase of the following achievements:
  • Promotion(job, class)
  • Retirement
  • Graduation
  • New title
  • New job
  • Scholarship
  • Successful speech
  • Birth
  • Engagement
  • Marriage
  • Winning competition

The Dos when Writing Congratulations Note

  • Write soon after hearing the news.
  • Use the word “congratulations” early.
  • Tell the person how impressed you are.
  • Express your wishes for the person’s continued success.

Steps to Writing Congratulatory Note

STEP EXPLANATION EXAMPLE
Writing Salutation The person might like see their own name written. Dear Aliow,
Offering Congratulations ·         Done early.

·         Mention the occasion.

Congratulation on your promotion to deputy principal!
Express your happiness. Tell them how impressed you are. I was thrilled when I heard the news!
Relate the person’s achievement with something. Relate something about the person that could have led to their achievement. Ever since we worked together at Maragua Muslim Girls’ School, I knew you were one of the best. I am very glad that your passion for teaching has been recognised.
Sending wishes for continued success. ·         Assure them that there achievement is just one of the many others on nthe way.

·         Wish them the best.

Best of luck in your new position. I hope that this is just the start of the many more successes to come.
Closing ·         Add a closing remark.

·         Choose from the list:

(i)                 Sincerely,

(ii)               Sincerely yours,

(iii)             Regards,

(iv)              Warm regards,

(v)                Yours Truly,

(vi)              Cordially,

(vii)            Best wishes,

·         Write your name after this

Best Wishes,

 

Fardoly Mohamed

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WRITING FORM THREE

Exercise

Juma Maxwel, your elser brother has just got a new job after working in another company for two years. In his new place of work he will be receiving twice the salary he used to be offered in the previous company. Write him a note congratulating him.

  • Condolences Notes
  • Writing a condolence note is not an easy thing to do. This is because we often don’t know what to say. Because of this, we may even put the task off until the time to write has seemingly passed.
  • In a condolence note, we reflect our genuine thoughts and feelings.
  • Keep your message short yet thoughtful.
  • Try as much as possible to mention a fond or funny memory of the deceased if you knew them.

Steps to Writing Condolence Note

  • Introduce your note. Example,

I was deeply saddened when I learned about Joan’s passing.

Or

I was deeply saddened by the news of Joan’s passing.

Or

We are very saddened to hear your recent loss of Joan.

  • Express your condolences, referring to the person’s death as a “loss”. For example,

Please accept my heartfelt sympathies for your loss. My thoughts are with you and your family during this difficult time.

  • Share a short story or memory you have about the deceased. It will allow the bereaved know how much their loved ones meant to you. Probably it will give them a reason to at least smile if not to laugh. If possible, tell them that the deceased will be missed. For example,

Joan was a source of inspiration to me. I will never forget her!

Or

Joan spent her time serving others. I am very grateful o have known her.

If you don’t know the person who has passed, you may say:

I will always remember your stories about…..

Or

I will always remember how much you loved ….

  • Acknowledge the cause of death especially if it comes after a long period of suffering or illness. For example,

I know Joan experienced a great deal of suffering since she was diognosed with cancer. I pray that you find comfort in knowing that she is no longer in any pain.

  • Offer some assistance. Give specific ways in which you would like to help. For example,

In this stressful moment, please let me know whether I can help in any way. I would like to ……….

  • Sum up your note using an appropriate phrase. You can choose from the list below:
  • You are in my thoughts
  • With Deepest Sympathy
  • With Heartfelt Condolences,
  • Thinking of you
  • My sincere sympathy
  • I’m praying for you

WRITING FORM THREE

Exercise

Your friend’s sister has passed on following the road accident on the eve of the new year. That same day you spend most of the time with her before she meets her tragedy. Write a note to Angela expressing how you feel about the sudden death of Mary, her sister.

  • TELEGRAMS
  • A telegram is a text message sent by wire using Morse code.
  • The codes are transcribed into language and printed.
  • Telegrams can be sent all over the world within a couple of hours.
  1. Wording telegrams
  • The right way of wording is economical, while the wrong way is wasteful.
  • Avoid unnecessary words—words that might be omitted without impairing the sense of the message.
  1. Writing figures
  • The suffixes ‘th’, ‘rd’, ‘nd’ appended to figures are counted as words.
  • Spell the words as ‘fourth’ instead of ‘4th ’etc.
  1. Get rid of small connecting words such as ‘a’, ‘the, etc’.
  2. Make use of sharp sentences and phrases.

Sample Telegram

                           KENYAN POST AND TELEGRAM

TELEGRAM

Sender’s Name: _______________________________________________-

Sender’s Address: _________________________________________________

Receipient’s Name: ________________________________________________

Receipient’s Address: ______________________________________________

 

Dear Allan,

 

HEARD YOU WERE LITTLE BIT UNDER WEATHER AT THE MOMENT [STOP]JUST REST UP AND LET THE DOCTORS DO THEIR MAGIC[STOP] YOU WILL BE UP AND ABOUT IN NO TIME

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WRITING FORM THREE

Exercise

Your sister who lives in Chicago, USA, has delivered of a baby girl. Write her a telegram congratulating her on arrival of the new baby.

  1. PUBLIC WRITING
  • Letters of Application
  • Also known as cover letter, a letter of application is a document sent together with your curriculum vitae to provide additional information on your skills to your prospective employer.
  • Detailed information on why you are qualified for the job should be provided.
  • This letter will let your prospective employer know what position you are applying for.

Letter of Application Format

In the table that follows, all that should be included in a letter of application are captured.

Item Explanation Example
Sender’s Address ·         Write the name(yours or an institution’s)

·         Postal address follows.

·         Write the name of the city after.

KIMITI NJERI

P.O. BOX 777 – 40400

SUNA-MIGORI

Date In full 23RD July, 2016
Receiver’s Address ·         Start with the position of the recipient.

·         Write the name of the institution.

·         Add the box number.

·         Lastly, write the town or city.

 
Salutation Let it be formal.  
In regards to (written ‘RE’)    
First Paragraph Here:

·         Mention the job you are applying for.

·         Mention where you found the listing.

 
Middle Paragraphs ·         Mention why your skills and experience are a good fit for the job.

·

 
Last Paragraph ·         Say thank you to your recipient for considering your letter.

·         Note how you will follow up.

 
Closing    
Signature ·         End your letter with your signature.

·         Write your name after it

 

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WRITING FORM THREE

Sample Letter of Application

                                                                                                           Vijana Werevu High School

P.O. Box 888 – 30200

MACHAKOS

 

31ST January, 2016

 

 

The Director

Makusudi Secondary School

P.O. Box 434 – 50000

NAIROBI KENYA

 

Dear Sir/Madam:

 

RE: ENGLISH/LITERATURE TEACHER

 

I am writing to express my interest in the position of teaching English and Literature that has arisen with your school and that was listed in the Wednesday Nation on 31st  December, 2015. I believe I am an excellent fit for this position, given a chance. Besides teaching the two, I also teach History and Physical Education. I am a 2013, diploma graduate from Nikufunze Teachers’ Training College.

 

I am a conscientious person who works hard and pays attention to details. I am also quick to learn new skills as well as to learn from others. I am keen to work for a school with a great reputation like Makusudi Secondary School. I have the enthusiasm and determination to make ensure that I make success  of the position when offered it.

 

I enjoy training students and helping them build confidence in their ability to achieve, both academically  and socially. In addition, I have computer skills that will be a great asset when developing class resources.

 

Find my curriculum vitae attached.

 

Thank you for taking the time to consider this application and I look forward to hearing from you at your earliest convenience.

 

Yours faithfully,

[sign here]

 

Seen Later

 

 

WRITING FORM THREE

Exercise

A job has just been advertised. You have been a doctor for three years. When you see this advert you feel like you have to apply for the job. Write your curriculum vitae you will attached in your letter of application.

 

  1. STUDY WRITING
  • SYNOPSIS
  • Synopsis answers the question: What is the story of the novel, play, etc?
  • Just write what happens in the book.
  • Often not long, so try to capture only pertinent details.
  • Go into the detail about the setting.

The River and the Source Synopsis

THE RIVER AND THE SOURCE

 

The novel begins with the birth of a girl child.  ……….………….…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

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WRITING FORM THREE

Exercise

Assume you are the author of “Caucasian Chalk Circle”. The play has not been published. When you ask the publishers to publish it, they tell you to write the synopsis of the play before they consider publishing it. Write its synopsis.

REPORTS

  • A report is a systematic, well organized document which defines a problem, and analyses it.
  • Reports are written following research or study on a currently trending topic.
  • There are short and long reports.
  • A report has sections, and sub sections
  • There are elements found in both the short and the long reports. They include:
  • Heading
  • Here we include things such as:
  • Date
  • Officer to whom the report is presented
  • Committee members (if done as a group)
  • Terms of reference. This is where we write the objective of the study.
  • Methods of data collection. How the information was gathered is discussed here. The different methods of collecting data are use of:
  • Questionnaires
  • Observation
  • Interviews
  • State what you learned.
  • Conclusions
  • State how the findings can help improve the situation.
  • Reports are always:
  • Accurate;
  • Concise;
  • Clear; and
  • Well structured.

WRITING FORM THREE

Sample Report

REPORT ON WHY MOST GIRLS AT NAIVASHA CHRISTIAN SCHOOL DROP OUT OF SCHOOL

Introduction

The principal asked a group of students to find out the reasons why there is high drop out among girls at Naivasha School. The committee included:

1.       Njagi Cool

2.       Kimotho Macha

3.       Jane Kilonzo

The study started on 3rd February and ended on 10th of the same month.

 

Procedure

 The group used different methods to gather the information. The following are the methods used collect data:

(a)    Questionnaire

About five students, among them three girls were issued with questionnaires that they filled with ease. At first they were not ready to do so but when they were assured a token, they were more willing to respond. They took approximately ten minutes each to provide response to the questions and prompts.

 

(b)   Interviews

One of the committee members, Kimotho Macha, was appointed to lead in interviewing two students. The two students gave several reasons for the high drop out. One of them even wanted to have been included in the committee. The interviews were conducted at the school quadrangle.

 

(c)    Observation

One week was enough for the committee members to study the other students. It was noted, in the way they talk in small groups, why they drop out. In fact one of the female students left the school before the actual day of submitting this report.  

 

Findings

 

It was found out that:

(a)    Since most girls are idle during the weekends, they yield to pressure from the fellow students who push them into leaving the school. While at home, majority fail to get admission in other schools.

(b)    Some of the students are not satisfied with the quality of the meals cooked . They feel they don’t match the amount of money they pay.

(c)    Add other two

Conclusions

 

The committee concluded that:

(a)    Some of the girls do not know how to make use of their free time.

(b)    Some of the students value food more than education services offered at the school.

Recommendations

 

(a)    The students should be guided on how to benefit from their free time.

(b)    The quality of meals should be improved or at least provide alternative diet to those not satisfied.

Report compiled by: Amos Ngotho

Signature:

Position:  FORM 2 STUDENT

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WRITING FORM THREE

Exercise

It has been noted that students at Kinya High abuse drugs. The deputy principal calls you one day and asks you to form a committee to investigate the causes of drug abuse at your school. Write the report to contain:

  • Introduction
  • Three methods of data collection
  • Four findings
  • Four conclusions
  • Four recommendations.

ARGUMENTATIVE ESSAYS

  • The argumentative essay is a genre of writing that requires the student to investigate a topic; collect, generate, and evaluate evidence; and establish a position on the topic in a concise manner.
  • The structure of the argumentative essay is held together by the following.
  • A clear, concise, and defined thesis statement that occurs in the first paragraph of the essay.

In the first paragraph of an argument essay, students should set the context by reviewing the topic in a general way.

  • Clear and logical transitions between the introduction, body, and conclusion.

Without logical progression of thought, the reader is unable to follow the essay’s argument, and the structure will collapse. Transitions should wrap up the idea from the previous section and introduce the idea that is to follow in the next section.

  • Body paragraphs that include evidential support.

Each paragraph should be limited to the discussion of one general idea.

  • Evidential support (whether factual, logical, statistical, or anecdotal).

The argumentative essay requires well-researched, accurate, detailed, and current information to support the thesis statement and consider other points of view.

  • A conclusion that does not simply restate the thesis, but readdresses it in light of the evidence provided.

Do not introduce any new information into the conclusion; rather, synthesize the information presented in the body of the essay. Restate why the topic is important, review the main points, and review your thesis. You may also want to include a short discussion of more research that should be completed in light of your work.

  1. INSTITUTIONAL WRITING

NOTIFICATIONS OF MEETINGS

  • A notice of meeting is sent to members of a particular group to inform them of the:
  • Time of the meeting
  • Date of the meeting
  • Location of the meeting
  • Information to be discussed. This is where the agenda come.

Writing a Notice of Meeting

To write a good notice of meeting, follow the steps that follow:

  • Write the name of the organization/institution at the top of the page.
  • Write “Notice of Meeting” a few lines down. Write “Notice of Public Meeting” if your meeting will be open to the public.
  • Below write the name of the group.
  • In the body of the notice, include such things like:
  • Time of the meeting
  • Date of the meeting
  • Location of the meeting
  • Agenda of the meeting
  • Any pertinent information
  • Sign off

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WRITING FORM THREE

Sample Notice of Meeting

                      USHIKWAPO SHIKAMANA MIXED DAY SECONDARY SCHOOL

NOTICE OF MEETING

                                                           DRAMA CLUB

 

To All Drama Club Members:

 

RE: DRAMA CLUB MEETING

 

This is to inform all members that the club will hold a meeting on 2nd February,2016 from 4.20 p.m. at the school chapel.

The following business will be transacted during this meeting:

·         Preliminaries;

·         Confirmation of previous minutes;

·         Matters arising;

·         Rehearsals for drama festival;

·         Welcoming the trainer;

·         Raising money to buy costumes;

·         Any other business; and

·         Adjournment.

You are requested to be punctual for the meeting and to come with writing materials. Refreshments will be served.

 

Yours Sincerely

[sign here]

Kijiko Kirefu

CLUB SECRETARY

 

Exercise

You are the school head prefect. You want to call for the urgent  prefects’ meeting.  Notify them of the meeting.

AGENDA

  • An agenda is the list of activities in a meeting and the order in which they should be taken up.
  • Any organized meeting requires a well written agenda.
  • If the agenda is not clearly written, the result will be that the meeting will become over-long, inefficient, or even slog.
  • Agenda is written and handed to the members participating in a meeting prior to the meeting.
  • Most secretaries prefer including the agenda in the notice of meetings.

Steps to Writing an Agenda

  • Write the name of the institution. If possible, have a the institution letterhead.
  • Give your agenda a title. Write “AGENDA”, “MEETING” and the name of the group to hold the meeting.
  • Include the date, time, and venue of the meeting.
  • Introduce your agenda.
  • List the items to be discussed. Start with preliminaries, then reading and confirmation of previous minutes, followed by matters arising(some people write: unfinished business), then list all the other items to be discussed. From there add “any other business” and lastly, “adjournment”.

Sample Agenda Note to Group Members

                         NIPE NIKUPE MUSLIM BOYS’ HIGH SHOOL

                                   AGENDA OF THE MEETING OF SCOUTS CLUB

DATE: 24TH JANUARY, 2016

TIME: 9.00 AM

VENUE: SCHOOL REFECTORY

 

There will be the second meeting of the year with the following items to be discussed:

·         Preliminaries

·         Reading and confirmation of previous minutes

·         Matters arising

·         Camping trip

·         Planting flowers

·         Any other business

·         Adjournment

 

Sign

Denis Benjam

CLUB SECRETARY

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WRITING FORM THREE

  • MINUTE WRITING
  • Minutes of what is discussed is written soon after the meeting.
  • During the meeting, the secretary only takes notes.
  • Minutes are the official records of a group in an organization.
  • It is crucial that they be accurate as they are legal record of the proceedings of that group.

Minutes Format

ELEMENT                  EXPLANATION
Heading The heading comprise:

·         Name of the group;

·         Date of the meeting;

·         Time of the meeting; and

·         Place where the meeting was held.

Present We write the names of all the members present here.
Not Present ·         Members who fail to attend the meeting.

·         At times they are classified first, as Absent with Apology, then, as Absent.

·         In other organizations, secretaries only write “Members Absent”. They write in brackets “Pre-Arranged” for those who send their regrets.

·         Either ways seem acceptable.

In Attendance Name(s) of people who attend the meeting but are non members of the group are written under this.
Preliminaries ·         It is the introductory remark made before the meeting.

·         Included are prayers, welcoming members by the chair, and congratulating members on being punctual.

Confirmation of Previous Minutes We include:

·         Reading of the minutes;

·         Confirmation of the minutes by a member, and seconding by another;

·         Approval of the minutes.

Matters Arising ·         Problems or questions arising from the previous meeting are discussed here.

·         It is also referred to as “unfinished business”.

New Business Key to be captured are:

·         The issue discussed as a problem.

·         The solution reached.

Any other Business Subjects that members mention after the main subjects have been discussed. Not discussed exhaustively as the main ones.
Adjournment When meeting ends. Date and time of the next meeting is usually announced.
Approval of Minutes ·         The minutes of one meeting are normally approved at the next meeting.

·         Once approved both the secretary and the chair append their signatures.

Sample Minutes

 

WILDLIFE CLUB MEETING HELD IN THE SCHOOL REFECORY ON 13TH FEBRUARY, 2016, AT 4.00 PM

 

 

MEMBERS PRESENT

1.       Noisemaker Awuor – Chair

2.       Beaker Laboraory – Secretary

3.       Catherine Njagi – Treasurer

4.       Sukuma Wiki – Member

5.       Kijiko Povu

6.       Jemimah Akinyi

7.       Jeremy Kanyari

MEMBERS NOT PRESENT

1.       Alot Manumu

2.       Kiny Abiro

IN ATTENDANCE

Kibaki Akello – Club Patron

MIN 1/2/2016: Preliminaries

 

Meeting was called to order at 4.01 pm by the club chair. She welcomed all members and congratulated everyone on keeping time.

 

MIN 2/2/2016: Confirmation of the Previous Minutes

 

Minutes from the meeting on 12th January, 2016 was read. It was confirmed as the true records of what was transacted by Annabel and seconded by Felix Kimutai. It was therefore approved without modification.

 

MIN 3/2/2016: Matters Arising

1.       A member wanted the date for commencing trees planting be announced.

2.       A member asked that drinks should be served whenever a meeting is held.

MIN 4/2/2016: Registration of New Members

 

It was discussed that new members was to be registered. This was a result of many students who had completed school last year. Registration was to start in a week’s time. Each new member was to pay sum of sh. 250 before being registered.

MIN 5/2/2016: Trip to Mau Forest

 

Members discussed the trip to Mau Forest scheduled for 1st March. Each registered member was requested to remit their Sh. 300 contribution through the club patron before the end of February. A member requested that the school management be asked to assist in making the trip a success.

 

Other things to carry included:

·         Toiletries

·         Snacks

·         Enough clothing

MIN 6/2/2016: Any Other Business

1.       A member asked whether new members were eligible to visit the Mau Forest.

2.       A member wanted to know when the rabbits owned by the club could be sold in order to supplement their budget for the trip.

MIN 9/2/2016: Adjournment

12th March,2016 5.00 pm and school refectory were fixed as the date, time and place for the next meeting.  There being no other business, the meeting was adjourned at 6.13 pm.

 

 

MINUTES APPROVED BY:

                                                 SECRETARY                                                            CHAIRPERSON

NAME             …………………………………………………………………….  ………………………………………………………………

SIGN                …………………………………………………………………….   ……………………………………………………………..

DATE               ……………………………………………………………………..  ………………………………………………………………

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WRITING FORM THREE

  • MEMORANDA
  • A memorandum is a brief written message sent from one person or department, to another person or a group in an organization.
  • A memo has twofold purpose:
  • It brings attention to a problem; and
  • It solves that problem.
  • They inform the reader about new information such as price increases, or by persuading them to take an action.

Memo Format

FORMAT EXPLANATION EXAMPLE
Institution/Organization’s Name If possible add the letterhead. HABA NA HABA MIXED SECONDARY SCHOOL
Heading ·         State that this is a memorandum.

·         The words “internal memo” are usually written then underlined.

Internal Memo
Reference Written differently depending on the organization. Ref 3/2015
“To” field ·         Write the job title of the person you are sending the memo. TO: All Teachers
“Cc” field ·         Indicate who will receive a “Courtesy Copy” of the memo.

·         It is directed to a person who should remain informed.

CC: Principal
“From” field Write your job title. FROM: The Deputy Principal
Date Write the complete date, spelling out the month DATE:11th January,2016 or

DATE: January 11th, 2016

“Subject” field ·         It is a line that gives the reader an idea of what the memo is about.

·         Be specific but concise.

SUBJECT: SUBMISSION OF END TERM EXAMS RESULTS
Body ·         Two issues are discussed: the problem and the solution.

·         Introduce the problem in the first paragraph.

·         Give the solution to the problem in the second paragraph. Suggest the actions that should be taken.

·         The third paragraph(normally the last) close the memo with a positive and warm summary.

As of 3rd August, 2015, only two teachers had submitted the end of term two examination results. The results were supposed to have entered into the computer by 3rd.

 

You are requested to increase your speed in marking the remaining papers. Before 7th of this month, ensure you have entered the marks.

 

We will be glad to see all that done by the newly set deadline. We wish all the best as you work towards meeting that deadline.

Signing off ·         Sign

·         Write your name

Yours Sincerely,

[signature]

Mr. Mamboga Japheth

     

ALL MATHEMATICS NOTES FORM 1-4 WITH TOPICAL QUESTIONS & ANSWERS

PRIMARY NOTES, SCHEMES OF WORK AND EXAMINATIONS

 

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