A
letter is a written message from one party to another containing information. Letters can be classified into formal and informal
letters.
a)
Informal
letter/ friendly letter. This
is a personal letter written to friends or relatives.
Friendly
letter format
1. Heading/ address
2. Date
3.
Greeting / Salutation
4. Introduction
________________________________________________________________________________________________________________________________________________________________________________________________________________________
5.Body_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________
6. Closing.
EXAMPLE OF FRIEND LETTER
Ibun Jazar Secondary
School,
P. O. Box 66,
Coast Region – Tanzania.
11th February, 2016.
Hello Latifa,
It has been too long since our last visit, so,
how are you and family doing? And what grade is Muhammad going into? 7th
or 8th? They both are fine? My kids are getting ready for school
year as well.
Asif is just remembering the day while we were at the park. We all
miss you very much; we are welcome to visit anytime at all. I hope you are well
with everyone. Please send hellos from all of us to your family.
Talk
to your lovely son,
Muhogo
Mchungu.
Another
example
Ibun Jazar Secondary School,
P.
O. Box 66,
Coast
Region – Tanzania.
11th
February, 2016.
Dear Mrs. Kishindo,
I hope this letter finds
you well. I can`t believe it has been so long since we have seen one another.
I'm so glad that you encouraged me to move to
the big city and follow my dream of working as journalist. Things are good
quite well, and truly enjoy what I I'm doing.
Your words of wisdom were
instrumental in my decision, and your background in the business gave me such
insight into what I was getting into. I can honestly say that I might never
take this step if it weren't for your support and confidence in me. I sincerely
appreciate all of your calls and letter.
Most
importantly, your continued encouragement, credited much of my success
Thank
you again for believing in me and helping me to believe in myself.
Yours,
Majanga
Matatizo.
class
work
Write
a letter to your friend telling him the steps you‘re taking to ensure that you
do not get AIDS. Your name is Masikini Jeuri of Kerege, Secondary school Box
14, Bagamoyo.
Formal
letter
These are letters of business transaction, letters to newspapers,
order letters, application letters, request letters etc.
principles
of writing formal letters
a)
Use
the prescribed format of writing formal letters.
b)
Use
simple language.
c)
Avoid
informal or outdated (archaic) words like, yeah!, herewith, hereunder,
thereinafter etc.
d)
Be polite or show respect to the addressee.
e)
Describing the purpose and avoid emotional
words.
f)
Provide all necessary information or detail
precisely.
g)
Proofread
your letter before sending to the addressee.
h)
Provide
true information.
Major
parts of formal or official letters
i.
Sender`s
address
ii.
Date
iii.
Addressee's
address
iv.
Under
Fly Service (U.F. S); if it has to be signed by a certain officer/person, for
forwarding.
v.
Salutation
i.e. Dear sir/Madam.
vi.
The
introductory sentence e.g. a reference to a former announcement, letter, or
news paper.
vii.
Body
viii.
Closing remarks like, yours faithfully.
ix.
Signature
x.
viii.
Full name and title.
xi.
Curriculum
Vitae (c.v.)
A
request letter
Msabila
High School,
P.O.BOX
999
Mpanda
Rukwa.
21st
April, 2016
REF.NO.
DS/SM/2015/01
The
vice Chancellor,
Mzumbe
University,
P.O.Box
999,
Mpanda.
Dear Sir,
ref: a
visit to your institution
Twenty-five students including two teachers would like to visit your
institution on the 12th october 2017 to see how learning at the
University level takes place.
Our students would like to see
way lectures and students interact in class and how students study
independently. I also hope that they will as well learn more about the
university administration.
We hope you will let us come on
date we proposed or any other date of your convenience
Thank you in advance.
Yours
faithfully,
*********
Brother Uchungu Maudhi
Deputy Headmaster.
An
application letter
Ibun
Jazar Islamic School,
P.
O. Box 60722,
Dar
es Salaam.
30th March 2016
The
Meneger,
United
Bank of Africa,
P.O.Box
98,
Nairobi.
Dear sir/madam,
Ref: application for employment as a bank
clerk
With reference to your advertisement on the East African Standard
Daily News of 27th February, 2016 for a cleric post in your branch
of the United Bank of Africa, I would like to submit this application.
I am a 25 years old man. I
completed my form four studies at Ibun Jazar School, Vikindu Pwani in May,
2015. At the moment, I am studying privately for certificate in computer and
intend to sit the final examination in next year.
Reference may be
made to the Headmaster of Ibun Jazar who has kindly agreed to support my
application. His name and addresses are enclosed.
Your faithful,
*********
Kutangulia Sikufika
Example
2
Ibun
Jazar School,
P.O.Box 666,
Vikindu pwani.
1st
mach, 2016.
The
Registrar,
Nipashe
Publishing House
P.
O. Box 77777,
Dar
es Salaam.
Dear Sir/Madam,
Re: application for editing training courses
With reference to your recent
advertisement that appeared in Nipashe newspaper, I wish to apply for -editing
training course at your publishing house.
I am
Tanzanian girl of 20 years of age, I have diploma in journalism from Institute
of Journalism and Mass Communication (IJMC). In additions, I am computer
literate. I am also good at French, English and Kiswahili.
I have enclosed copies of my certificates
and curriculum Vitae.
Yours Sincerely,
**************
Halima Omar
BUSNESS
transaction LETTERs
These are letters which are used
when someone wants to enquire, make a request, complain, order a product, apply
for employment etc.
Format
of business letters
Business letters may appear in two
formats, namely;
a) Modified block form b) Full block form
Types of
transaction business letters
v The following are main types of business letters.
a)
Enquiry
or order letters
b)
Complaint
letters and
c)
Opinion
letters.
1. Inquiry
or order letters
v Things
to conceder when writing inquiry letters:
a)
Be
brief
b)
State
request clearly.
c)
Give
reasons for your request.
d)
Make your request specific and reasonable.
v Example
of inquiry letters.
Modified
block form.
In this form, the heading, closing and signature are
aliened along the right margin.
Koma Umbea Shop,
Magogo Matatu road,
P.
O. Box 564,
Vikindu.
18th March, 2016
Ref.
No. 041/SS/MB
Soda
ya Kopo Sale Shop,
Kimara
outstation,
P.O.Box
3333,
Dar
es Salaam.
Sir/Madam,
Re:
order for 20 dozens of batik
I shall be
grateful if you will send me Scandinavia Bus service, 20 dozens of batik made
in Tanzania particularly by China and Tanzania Friendship Textile Industry, “URAFIKI”
as early as possible.
Customers have
created trust on me and I hope you shall do your best for the betterment of
both sides.
Yours faithfully,
**********
Kisiki
Mpingo
Managing Director.
The Full
block form.
In the full block format,
all elements are aliened along the left margin.
Example
Koma Umbea Shop,
Magogo Matatu road,
P. O. Box 564,
Vikindu.
18th March, 2016
Ref. No. 041/SS/MB
Soda ya Kopo Sale Shop,
Kimara outstation,
P.O.Box 3333,
Dar es Salaam.
Sir/Madam,
re: order for 20 dozens of batik
I shall be
grateful if you will send me Scandinavia Bus service, 20 dozens of batik made
in Tanzania particularly by China and Tanzania Friendship Textile Industry,
“URAFIKI” as early as possible.
Customers have
created trust on me and I hope you shall do your best for the betterment of
both sides.
Yours faithfully,
**********
Kisiki Mpingo
Managing Director.
Complaint
letter
v Things
to do:
a)
Identify
the products or services
b)
Accurately
describe the problem
c)
Request
for a specific solution
d)
Be
polite
e)
Keep
a copy of your letter until your complain has been addressed.
Compliant
letter (the modified block)
The General Suppliers,
P.
O. Box 555,
25th April, 2008.
The Managing Director,
Division of Motor Vehicles,
P. O. Box 55555
Dar es Salaam
RE: ROAD
WORTHINESS OF CARS FROM YOUR COMPANY
There have been several complains to various
customers concerning the cars supplied by your company through us. We are
famous general distributers of motor vehicles from various companies in
Tanzania. We have been experiencing a lot of problems in selling your car
because customers are reluctant to buy them since they are not in good
condition, hence ineffective when they are on the road.
The complaints hinge around
the worthiness of engines. The customers complain that the engines tend to heat
easily and sometimes they keep on misfiring especially when driving on roads
with steep slopes.
Thus, we
request you to make some necessary improvements and adjusts on all cars in
order to continue doing business with us.
I wish to
express my sincere gratitude in advance for your consideration. I look forward
to seeing some improvements in the coming consignment.
Respectfully,
********
Miguu
Kushoto
Director
General
Remember: This latter can also be written in “The full
Block Form”
Opinion
letters
Things to do when writing opinion letters.
i)
Identify
and summarize the issues.
ii)
State
your opinions and support them with reasons and facts.
iii)
Summarize
your main points and if possible provide a solution.
iv)
Uzunguni
Street,
Forest Hill Road,
P.O.Box
3653,
Sumbawanga.
30th April, 2016.
Sports
Editor,
The
Guardian Observer,
P.
O. Box 363537
Dar
es Salaam
Dear Editor,
I think there should be more information about local sports in your
newspaper. Most people from Sumbawanga district have shown interest in your
newspaper but they have given some opinions and criticisms about coverage on
sports through our suggestion box.
They suggest that, local
sports should be given first priority so as to create patriotism among the young
generation. Their argument is that
international sports might spoil the spirit of patriotism among the young
generation and hence lead to further decline of sports in the country.
I believe that your
newspaper will attract a larger market if the above opinions’ are accommodated
in the coming issues of your newspaper.
Yours
sincerely,
**********
Kipekupeku
Kijenendo
Letters
to editor
These are letters addressed to the
editor. They are just like other official letters, and are normally with the
following purposes:
a)
To
complain about something
b)
To
support an idea or a project
c)
To
give opinions about something
d)
To
give advice on something.
Example
The Chief Editor,
The Daily News,
P.O.Box 4444,
Dar es Salaam.
Dear Sir/Madam,
It
is highly time that proper steps were taken to put a stop to the reckless
driving of the “daladala” (mini-buses) in the narrow streets of our thickly
populated town. Only this morning a poor, old begger very narrow escaped from
being run over by a speeding motor car around
Msimbazi Center.
He
was crossing the street when a car came dashing along, at a high speed of about
120km/hr; just imagine that place has a corner! Such reckless driving causes
fatal accidents to women and school children trying to cross the roads.
I
hope that the public, who are the suffers, will force the police and municipal authorities
to put a stop to reckless driving, specially by daladala drivers before any
more accidents are likely to happen
Yours
truly,
Fakih
Omar
Ibun
Jazar islamic Secondary,
P.O.Box
66,
Vikindu
pwani.
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