TOPIC 4:0 Academic and Letter

Writing

WRITING SKILLS
 Introduction
• Writing needs planning for effective product.
To attain such objective the following ten hints
on writing as proposed by Forest (1998)
should be put into consideration:
• Before writing anything, make a short plan of
your entire composition, using any help given
in the question.
• Use only words and constructions with which
you are familiar.
 Introduction cont…
• Avoid flowery and pompous language. The
best writers of English express themselves in
simple and clear language.
• Avoid abbreviations. The place for these is in
notes.
• Make your writing interesting by illustrating
what you say with examples where relevant.
• Do not begin writing a sentence until you
know how it will continue and end.
 Introduction cont…
• Begin a paragraph for each new topic.
• Pay close attention to mechanical skills-
grammar, spelling and punctuation.
• Do not switch tenses unless the sense requires
you to.
• Check you work thoroughly at least twice. This
will necessitate allowing a few minutes at the
end of the time allotted.
 Writing Academic Essays
• What is it?
• Essay writing is one of writing we normally do
in academic life. Essay writing is important in
academic life because it is one way of
communicating ideas in various subjects of
specializations. Thus an essay is a piece of
writing on a particular subject or topic. It can
be fictional or non fictional.
 Characteristics of a Good Essay
• Unity: sentences should focus on one theme or
topic with a definite purpose (homogenous
entity rather than a separate entity”
• Order: logical organization of ideas or
arguments (systematicity)
• Brevity: essay should not be too long. At least
300 words.
• Style: formal style: No slang, colloquial terms or
contractions. Language should be simple, direct
and natural.
Characteristics of a good essay cont…
• Coherence: all sentences in should be related
to one another logically. Coherence helps the
reader to follow the flow of writer’s ideas.
Coherence in essays is attained by using
transitional markers (transitional words) which
include: such as, and, also, furthermore,
likewise, for instance, on the other hand,
aforementioned, he, she, in contrast,
conversely, similarly, again, additionally,
consequently, as follows, etc.
Characteristics of a good essay cont…
• Cohesion: this is a grammatical and/or lexical
relationship between different elements of a text.
Relationship between sentences is achieved by
using cohesion or transition markers such as:
moreover, besides, in addition, this, the former,
finally, etc.
• Completeness: this means that the subject of the
essay should be adequately developed by providing
details, explanations, definitions, evidence, etc.
This will make the reader get satisfied and not left
with vague expressions or unanswered questions.
Characteristics of a good essay cont…
• Personal touch: an essay should reveal
personal feelings or opinions of the writer.
One has to express his own views in an essay
rather than just quoting other people’s ideas.
People have to know your stand.
• Use of citations and references: proper
citations and referencing
 Approaches towards Writing Good
Essays
1. Build a Rhetorical Power
• Rhetorical power is a power to persuade and to
communicate. It is the power to express what you feel,
what you believe, what you know and what you have
discovered about yourself and about the world around you.
• A rhetorical power is built from reading. Reading generates
writing.
• From reading you can be able to do the following:
• Learn on a particular topic you want to write on.
• You can learn the feelings of those you want to persuade or
inform.
• And you can learn good writing styles.
 Approaches towards Writing Good
Essays cont…
2. Decide on the Purpose of your Essay
• To write anything including essays one must decide on the
purpose of writing. This process entails, being clear on
reasons of writing.
• One asks these questions himself/herself:
• Do you want to report on something?
• Do you want to describe something?
• Do you want to discuss about something?
• Do you want to compare and contrast on certain issues?
• Do you want to outline on something?
• Are you intending to comment on something, etc
 Approaches towards Writing Good
Essays cont…
3. Decide on What Type of Essay you Want to Write
• Narrative essay: Consists of stories or narrations of events. Some of
the events may be historical, personal or fictional.
• Expository essay: It is also called explanatory essay. It explains some
subject, terms or ideas; compares things; or explains how to do
something (gives instructions). Examples: Cause and effect essays,
compare and contrast essays, those which define certain concepts and
those which expose problems and provide solutions. Expository essays
are the essays that most of college and university students write
during their tests and examinations.
• Descriptive essay: Describes about places, things like animals or
buildings, actions, phenomena or events that happened in the past,
manufactured articles such as cars etc.
 Decide on What Type of Essay you
Want to Write cont…
• Argumentative or persuasive essay: Essay with the aim of
convincing or persuading, motivating, or persuading
readers to accept changes or take actions and sometimes it
can be written for the purpose of discouraging some bad
behaviour among intended readers.
• It involves inductive or deductive reasoning. Inductive
reasoning proceeds from specific aspects or details to the
general aspects or idea. Deductive reasoning proceeds
from logically general facts to specific details or aspects.
• Imaginative essay: Essay which expresses ones feelings
about certain situation or experience. A writer places
himself or herself in someone’s position and starts writing
about what he feels about that position or certain
experience.
 Approaches towards Writing Good
Essays cont…
4. Think of your Audience
• Who are you writing to (audience), are they lay people,
technical, or non technical people? Or is it simply your
lecturer(s)
• Consideration of your audience is necessary because it
will affect the choice of vocabulary, structure and
approach (how you have to say it), what you have to
write (content) and style of writing and presentation.
This consideration again is necessary because by doing
so you will be putting the reader in first priority for the
essay is aimed at him/her.
 Approaches towards Writing Good
Essays cont…
5. The Essay Question
• Any writing and in particular essay writing
starts with an essay question. For timed
essays there is usually a question set for you
by your examiners/lecturers. For free written
essay, long report or term paper it should start
by a question of your own making. That is,
make your own essay question.
 Approaches towards Writing Good
Essays cont…
6. Understand the Requirements of the Essay Question
• After you have been presented with an essay question or after you
have made your own question, then the next step is to understand
the requirements of the essay question.
• Understanding the demands of the question correctly is an
important skill towards the best approach to follow and producing
an effective answer to the question.
• There have been many cases where students produce stereo type
answers particularly copying from lecture notes as if all questions
had the same demands.
• It should be understood that instructions to essay questions
enormously. Each essay question has its own specific requirements.
With the timed essays tutors and examiners normally spell out
these requirements in the essay questions themselves.
 Try to develop the ability to recognise exactly what is
required by the essay question
• There are three important things that you need to do
in order to be able to understand the requirements of
the essay question and interpret it effectively:
• I. Subject or Theme
• Identify the subject or theme of the question. Actually
this is the key word of the essay. The key word is a
broad area; it may be land surveying, economics, urban
poverty, education, trading systems, population etc.
• This will help you remember things you know about
the topic or subject.
 Try to develop the ability to recognise exactly
what is required by the essay question
• II. Key Instructional Words
• Identify the key instructional words of the
question. These show exactly what to do in
the essay.
• These words are the words that instruct/direct
the candidate what the question demands.
• It is generalized that, in most cases the
instructional words demand either FACTS or
OPINIONS, o r BOTH.
 Try to develop the ability to recognise exactly
what is required by the essay question
• Let us look at some of these instructional key
words and what they demand:
• “Discuss”: Facts & Opinion
• “Define”: Facts
• “What is understood by….”: Facts
• “Comment on”: Opinion
• “Describe”: Facts
• “Explain”: Facts
 Let us look at some of these instructional key words
and what they demand cont:

• “Examine”: Facts & Opinion

• “Compare and contrast”: Facts & Opinion
(sometimes)
• “Outline”: Facts
• “Identify”: Facts
• “Review”: Facts & Opinion
• “Evaluate” : Facts & Opinion
• “Analyse”: Facts & Opinion
 Let us look at some of these instructional key words
and what they demand cont:

• The above generalization suggests that when a

student is asked to “discuss” for example,
he/she should put what he/she knows about a
given topic (facts) and give his/her own
experience (opinion).In other words a
discussion is a series of arguments and
evidences presented by the writer on paper.
 Try to develop the ability to recognise exactly what is
required by the essay question

• III. Special Conditions

• In addition to the key instructional words, you are
also supposed to note any special conditions for
answering the question.
• Special conditions are phrases or clauses which
are in the question to limit the scope of the essay
by setting boundaries in terms of time, place, and
amount of words/ pages, extent etc. They give
restrictions in order to get a topic which can be
completely developed in a single paper.
 Try to develop the ability to recognise exactly what is
required by the essay question
• Examples:
• (i) Explain in your own words the practical problem of aircraft
technology in the third world countries.
• Theme/subject: aircraft technology
• Key instructional word: explain
• Special conditions: in your own words, and in the third
world countries
• (ii) With vivid examples compare and contrast formal and informal
reports on their format and use.
• Theme/subject: formal and informal reports
• Key instructional words: compare and contrast
• Special conditions: with vivid examples; format and use
 Deciding on the Structure of your
Essay
• Planning an essay question involves an effort to
try to organize the material and decide on the
most effective order of presentation. Deciding on
organization or structure of presentation of the
required information is dependent on correct and
careful planning. Planning helps to shape the
development of your essay, the content to enter
and how much time to spend on each part of the
essay and the entire writing process. Thus make a
plan. A plan is therefore, essentially a sketch, an
outline, a frame work or a skeleton of your essay.
 Deciding on the Structure of your
Essay cont…
• Steps in Planning
• 1. List the points you want to cover. List only those points which
meet the needs of the question,
• your reader and of your plan.
• 2. Select those items/points which you think are most relevant to
the topic
• 3. Break the material into logical decisions thus creating a sense of
unity. This can be done by
• classifying and analyzing the points and deciding the order of
presenting. For example:
• General items to specific ones;
• Important items come first, before less important items while larger
items come before smaller ones.
 Deciding on the Structure of your
Essay cont…
The Order of the Essay
• A systematic and good order of any essay is to
present the information into three parts which
are logically connected to each other namely:
• The Introduction
• The Body/Discussion
• The Conclusion
 Writing an Introduction
• After a plan what follows is the introduction. This is an
important area of the essay. The introduction should
supply an overall framework so that the reader can
grasp the details that later explain and develop the
essay. In the introduction:
• Orient the reader(s) by defining/ explaining key the
terms or concepts and provide necessary background
information. Tell what causes you to write the essay.
Explain clearly the purpose of writing the essay; give
the organization of the essay as well. Define terms:
include definitions or explanations of key terms and
concepts, especially if you are describing a process.
 Writing an Introduction
• Provide the necessary background information. Although you know
what you are writing/speaking about, the reader/listeners often
does.
• State the purpose of writing the essay: orient the reader to your
topic; mention the reason for your writing. The reasons may be to
educate; to describe; to explain; to inform etc.
• State the organization/ scope of the essay: this refers to what the
essay will accomplish for the reader. In this area you should show
the audience what the essay will do and how it will do it step by
step. For example:
• This essay intends to highlight the use of teaching and learning
strategies and the effect on students learning in Tanzanian higher
learning institutions.
• The introduction is generally short, usually a paragraph or two.
 Development of the Main body
• The main body is the section where the writer provides all the
required arguments, details, reasons, and examples. The arguments
are organized in paragraphs. The paragraphs should have unity,
coherence, clear, and complete.
• Each paragraph should have a topic sentence. Topic sentence refers
to a sentence that carries the main idea of a paragraph. The
development of the main body’s paragraphs can follow either of
the following patterns; inductive or deductive pattern: Inductive
paragraph is the paragraph which is organized in such a way that
specific details come first ending with the general /main idea.
Deductive paragraph is the one in which the general/main idea
comes first followed with the specific details. Usually each
paragraph carries one main point. And principles of paragraphing
such as unity, coherence, and order have to be considered. Also
principles of sentence structure, grammar, punctuations and the
like have to be taken care of.
 Writing a Concluding Paragraph
• Conclusion, just like introduction is the
difficult part to most students. This is the last
and emphatic part of the essay. The
conclusion should be convincing. It involves
the following activities: restating the
essay/thesis statement, summarizing main
ideas, providing concluding remarks and then
giving the final statement. It is in the
conclusion one can show his/her own stand.
This indicates the personal touch of the essay.
 Post Writing Stage
• Proof read the essay to identify areas of weaknesses.
• Edit the essay in order to have the correct version.
• Add more information if some sentences are not complete.
• Ensure that the bibliography/references are written in a
correct format, showing names of authors, years of
publication, titles, edition numbers, places of publication,
names of publishers and/or volume numbers, issue
numbers and pages where articles are located in
newspapers or journals.
• Make sure that necessary details like your name,
programme of study and other specifications are provided.
• Submit the essay on time.
Letter Writing

Introduction
 Letter Writing Introd…
• Another major form of communication in the
organizations is letter writing. A business letter is
sometimes called an official or a formal letter. A
business letter should always be complete, concise,
logically planned, clearly and politely expressed in
grammatically correct and acceptable English
(Kadeghe, 2005).
• Letters are among the most important kind of writing
you will do in your job. Letters represents a personal
and professional means of communication and occupy
an essential place in the business world.
 Letter Writing Introd…
• When you apply for a job with an application form
there is no need to send a letter. If you are sending a
CV it is normal to include a covering letter. Sometimes
a letter is all you need for a job application. The job
advertisement will always tell you how to apply.
• A letter for a job application is a very important letter.
The way you present the letter is your first introduction
to the person who could be your new employer. There
is a standard format for this kind of a letter, and this
makes the letter much easier to write
 Letter Writing Introd…
• It should be known or borne in mind that the
letter you write for job application or for any
official purpose is used as a good main tool to
judge one’s ability intellectually before is being
seen physically or interviewed. The way you
structure, choose words to use in your letter and
grammaticality of your sentences portrays your
reality before your addressee. It is, therefore,
suggested that people should learn to write
official/business letters because letter writing
remains central in the day to day life.
 Aspects to Consider in Official Letter
Writing
• Official letters should be in a good structure with at least
two addresses.
• Official letters should be short. Only the necessary
information should be included in a letter (i.e. the purpose
of writing the letter) since you will attach your CV with the
letter which offers much more description about you. A
letter should be limited to one page.
• Formality: Your letter should be formal and polite, do not
use colloquial or shortened words in your letter, even when
the addressee is your close friend. You should be polite
even when you are writing a letter for complaint. Formality
and politeness is shown through the choice of words in
your letter.
 Types/Categories of Letters
• Sales Letters
• Sales letters are used to promote new products and
services. Typical sales letters start off with a very strong
statement to capture the interest of the reader. Since the
purpose is to get the reader to do something, these letters
include strong calls to action, detail the benefit to the
reader of taking the action and include information to help
the reader to act, such as including a telephone number or
website link.
• A sales letter must clearly state the advantages of using the
specific product you are trying to promote. Ideally, a sales
letter must highlight an important problem and then
explain how that problem can be solved by using your
product. All sales letters must include a ‘call to action’.
 Types/Categories of Letters
• Order Letters
• Order letters are sent by consumers or
businesses to a manufacturer, retailer or
wholesaler to order goods or services. These
letters must contain specific information such
as model number, name of the product, the
quantity desired and expected price. Payment
is sometimes included with the letter.
 Types/Categories of Letters
• Follow-Up Letter
• Follow-up letters are usually sent after some
type of initial communication. This could be a
sales department thanking a customer for an
order, a businessman reviewing the outcome
of a meeting or a job seeker inquiring about
the status of his application. In many cases,
these letters are a combination of thank-you
note and sales letter.
 Types/Categories of Letters

• Inquiry Letters
• Inquiry letters ask a question or elicit information from the
recipient. When composing this type of letter, keep it clear
and succinct and list exactly what information you need. Be
sure to include your contact information so that it is easy
for the reader to respond. A letter of inquiry, also known as
a letter of interest or prospecting letter, is sent to
companies that may be hiring, but, haven’t listed a specific
job opening to apply for.
• Your letter of interest should contain information on why
the company interests you and why your skills and
experience would be an asset to the company. Also provide
information on how you can be contacted if the company is
interested in following up with you.
 Types/Categories of Letters

• Acknowledgment Letters
• Acknowledgment letters act as simple receipts.
Businesses send them to let others know that they
have received a prior communication, but action may
or may not have taken place.
• Adjustment Letters
• An adjustment letter is normally sent in response to a
claim or complaint. If the adjustment is in the
customer’s favor, begin the letter with that news. If
not, keep your tone factual and let the customer know
that you understand the complaint.
 Types/Categories of Letters
• Complaint Letters
• The words and tone you choose to use in a letter
complaining to a business may be the deciding factor on
whether your complaint is satisfied. Be direct but tactful
and always use a professional tone if you want the
company to listen to you.
• Letters of Resignation
• When an employee plans to leave his job, a letter of
resignation is usually sent to his immediate manager giving
him notice and letting him know when the last day of
employment will be. In many cases, the employee also will
detail his reason for leaving the company.
 Types/Categories of Letters
• Cover Letter
• Cover letters usually accompany a package, report or
other merchandise. They are used to describe what is
enclosed, why it is being sent and what the recipient
should do with it, if there is any action that needs to be
taken. These types of letters are generally very short
and succinct (clearly and in few words). A cover letter is
one that is sent along with your CV when you are
applying for a job. The purpose of a cover letter is to
elicit a positive response from your prospective
employers by highlighting the plus points in your
resume.
 Types/Categories of Letters
• Cover Letter Outline
• i. A cover letter is a formal letter and therefore it should have the
same format as a formal letter.
• ii. Begin your cover letter by placing your address at the top of the
page. Don’t put your name with the address. Put the date directly
under the address.
• iii. Put the name and address of the person you are writing to
slightly below the date.
• iv. Use complete title and address; don’t abbreviate. Do not use a
title like Mr. together with a first name.
• v. Write directly to the person in charge of hiring. If you don’t know
his or her name, you can use the salutation Dear Sir or Dear
Madam.
• vi. Sign with your full name, but without writing any title
(Mr/Ms/Dr/etc). Put your handwritten signature above your name.
 Types/Categories of Letters
• Letters of Recommendation
• These are letters written to recommend someone to a particular
organization in which he/she is applying for a job. Prospective
employers often ask job applicants for letters of recommendation
before they hire them. This type of letter is usually from a previous
employer or professor, and it describes the sender’s relationship
with and opinion of the job seeker. Recommendations can also be
made to someone to pursue further studies.
• These are usually written by someone who supervised you in a job,
taught or supervised you in education. You must be honest when
recommending someone for a particular job because you may
cause serious problems by recommending someone for a particular
job when you know that he/she does not possess the required
qualities.
 Types/Categories of Letters
• Important things to Consider when Writing a
Recommendation Letter
• Your address and the contact information: You should
have your address and contact information, i.e. your
address (usually the organization/institution address,
phone numbers and e-mail address) written at the top
right corner of the paper.
• Date: The date of writing that recommendation letter
should appear just below your address and contact
information. Leave a space between the address and
the date.
 Types/Categories of Letters
• Addressee’s address: If you know where the letter
is going, use the full address of the addressee.
Usually, we do not know the addressees’ to
whom for the recommendation letters are
directed to.
• The person you are recommending may use the
letter in many places when applying for job or
positions, we do not write addresses; instead, we
write a sentence ‘To Whom It May Concern:’ on
the right hand side of the paper below the date.
 Types/Categories of Letters
• Title of the letter: This appears below the
words ‘to whom it may concern:’ It should
include the name of the person and the
organization. See the following example,
‘Masinde’s service at CBE’, ‘Testimonial for
Nyandai Masinde’
 Types/Categories of Letters
• The body of the letter: The body of the letter should
have the following structure and contents:
• First paragraph: Introduce that the person is known to
you and the organization and for how long.
• Second paragraph: In this paragraph, explain the
position or if the applicant is a student, the courses
taken by the applicant.
• Third paragraph: Explain the strength or weaknesses of
the person you are writing the covering letter.
• The Ending: In ending the letter, include your full
name, signature and your title/position you hold at the
institution/organization.
 Business Letter Formats
• Business letters may be prepared in different
formats. The three basic letter formats are
blocked, modified blocked, and simplified
block.
• Blocked Format
• In blocked format, all lines begin at the left
margin. Usually, paragraphs are not indented
in this format.
 Business Letter Formats
• Modified Blocked Format
• In modified blocked format, all lines begin at the
left margin except for the date line, the
complementary close, and the signature block,
which begin at the centre of the page. The format
is fairy efficient because only one tab setting at
the centre is required. Paragraphs may begin at
the left margin, or they may be indented five
spaces. The indentation is optional because
paragraphs are separated by a double space.
 Business Letter Formats
• Simplified Block Format
• The simplified block format omits the salutation
and the complementary close. Designed for
efficient processing, the simplified block format
often is used when preparing letters by merging
addresses from a data base with a form letter. As
in the blocked format, all lines begin at the left
margin and the spacing between letter parts is
the same as that in the blocked or modified
blocked format.
 Parts/Sections of Official Letters
• Sender’s address: you must include your own address.
This is placed at the top of the right hand corner of the
paper. Please! Do not write your name in the sender’s
address because your name is not part of this address.
The name should appear at the end of the letter.
• The Date: it is important to show the date of writing
the letter. Date helps for references when needed in
future. It also helps in understanding if the letter is
received on time, or there were some delays
somewhere. It should be immediately after the
writer’s/sender’s address i.e. just below the address.
 Parts/Sections of Official Letters
• Reference number: this is normally done for the letters
written within or without the organizations or institutions.
Application letters do not require this.
• Reference numbers are used in the organizations for the
purpose of keeping records and retrieving them whenever
they are needed. Depending on the organization one will be
working, they have their own way of writing reference
number which may be arranged according to different
sections or departments depending on the organisational
structure. The central administration may have categorized its
staff and each staff has his/her personal file and copy of
letters written to these staff need to be filed in their personal
files. Writing a letter to any academic staff, the administration
may use a reference number such as UDOM/AC/PF538/6.
 Parts/Sections of Official Letters

• For instance, MCI/PU/PF456/7. This stands for Mashavu

Complex Industry; Processing Unit; Personal File Number
456; and 7 stands for the number of letters written to
that particular staff until that particular time.
• If you are replying to a letter which had a reference
number, you should repeat/mention in his/her letter the
reference number. This should be placed immediately on
your letter above the addressee’s address (It should be
preceded by the words “Your letter of reference
number…”:).
• Leave a space between the reference number and the
addressee’s address.
 Parts/Sections of Official Letters
• The address of the addressee: the person you are
writing the letter to. This is written below the
date, on the left hand corner of the paper.
• It should be aligned (at the left) below the date of
the sender which is at right corner of the paper.
You should start writing the address with the title
of the addressee. For example, “The General
Manager,” “The Headmaster,” “The DVC
ARC,””The Director of Human Resource” etc.
 Parts/Sections of Official Letters
• The Salutation: this is a greeting that begins the letter.
It is written below the addressee’s address. Leave a
single space after the addressee’s address. Salutation
depends on whether you know the person you are
addressing the letter, i.e. if the addressee is a man or a
woman. If you know the sex of the person, just write
Dear sir! (For a man), Dear madam! (For a woman).
• Again, salutation depends on the status of the person
you are writing the letter. For example, if the addressee
is your subordinate, salutation can include his/her
name, e.g. Dear Masinde or Mr. Masinde; Dear Mercy
or Ms. Mercy, etc.
 Parts/Sections of Official Letters
• Title of the letter: this is written below the salutation. It is
introduces the aim of your letter, what do you want from
the person you have written to. Normally, the addressee
will first look at the title of your letter before looking at
anything else. Since the title of the letter introduces the
aim of your letter, it should be formatted brief to catch your
readers’ attention.
• Therefore, the whole title should be in capital letters; either
in bolded or underlined. You should only underline it when
your letter is hand written. Do not use both, choose one of
them. You may use the preposition RE: to introduce your
title; some other people may not use it and just write the
heading/title alone. All ways are right.
 Parts/Sections of Official Letters
• Body of the Letter: this is where the message or the information is to be communicated. As with
other parts of the letter, it should be well formatted and arranged. There should be a margin at the
left hand side of the paper, but in the case of hand-written letter, no regular margin can be left on
the right-hand side of the page except for the typed ones. Care should be taken to divide long
words at the end of a syllable by using a hyphen to show the division; while words with one syllable
should not be divided.
• The body of your letter should well be structured and paragraphed i.e. it should have a reasonable
space/distance from one paragraph with another. Each paragraph should carry/state clearly one or
two major aims/arguments, for instance:
• The First Paragraph: it should state why you are writing the letter, where and when you saw or
heard the job advertisement inviting applications. For example you may write:
• I would like to apply for a post of …as it was advertised on the daily newspaper on 21st August
2012. Or With reference to you advertisement on the daily newspaper of 21st August 2012, I am
writing to apply for a post of… at your organization. Or I would like to apply for a position as a
teaching partner at your organization, if there is any position to offer me. I have learned about your
organization through its outstanding performance in serving the community at rural areas in
Arusha against HIV/AIDS related problems.

• I wish to apply for the position of Marketing Officer as advertised in the Sunday Newspaper on
Saturday 9th March, 2009. Or In response to your advertisement in “The Daily News”, I am writing
to express my interest to apply for the post of Public Relations Officer.
 Parts/Sections of Official Letters
• The Second Paragraph: Briefly explain about your
qualification and experiences you have gained for some
period of time, especially that which is related to the job
you are currently applying. You may give the following
arguments for example: I have two years experience of
working as …During this time I gained enough experience in
designing and preparing new television programs. Or
working as a customer care officer for two years, I gained
enough experience in understanding and working on
customers’ needs, especially with new customers in an
organization.
• I have been working as marketing officer in the Coca cola
company for almost three years.
•
 Parts/Sections of Official Letters
• The Third Paragraph: you should indicate the reasons as to why
you think you are suitable for the job that you are applying. You
need to explain why the company should employ you. If you were
employed previously, state why you want to change that job you
are currently employed.
• The following expressions can help you to express yourself: Given
the experiences I have gained over the years in this job with several
companies, I have a feeling that I can work to meet the needs of the
organization Or I may be a useful resource to meet the needs and
goals of your company. Or I believe that I will be able to bring my
useful experiences to the success of your company. Or if you offer
me the opportunity to work at your company, I will use my talents,
experiences, and creativities to work hard for the success of your
organization.
• And I am reliable and I like to work very hard, I think you would find
me a valuable worker.
 Parts/Sections of Official Letters
• In the Fourth Paragraph: you can assure the emplyer or the
organisation that you are ready for the interview when needed. You
may also state that there are attachments which have been
enclosed with this letter such as certificates, CV, etc. If the
advertisement for the job did not require your CV, include your
phone numbers in this paragraph so that they can contact you for
an interview. For example, you use statements like:
• I am available for the interview at your convinience. I am ready for
an interview when needed. I can be contacted at 0761 000 001. Or
as requested in the advertisement, I attach a copy of my CV with
this letter. I am ready to appear for an interview if contacted three
days before the interview date. Enclosed are my transcript,
certificates, and curriculum vitae. I attach a copy of my CV and
certificates with this letter etc.
 Parts/Sections of Official Letters
• Ending: generally, the complimentary clause should not be
connected with the last sentence in the body of the letter.
It is much better for the concluding paragraph to be
complete in itself and unconditional. You may use the
formal concluding style such as I have the honour to
remain, “yours sincerely” or “yours faithfully,” etc.
• Signature: this is the name of the writer of the letter i.e. as
individual, or one representing the firm or company and
this should be placed after the complimentary closure. The
full name should be typed/written under the signature. You
should sign your letter before sending it. This should come
after ending your letter and your full name should appear
just below the signature.
 Samples of Different Letters
A example of a Job Application Letter
P.O. Box 778,
• Dodoma,
• Tanzania.
•
• 10th March, 2017
•
• The Human Resources Manager,
• The New Mwatex Industry,
• P.O. Box 123,
• Mwanza-Tanzania.
•
• Dear Sir!
•
• RE: APPLICATION FOR A POST OF MARKETING OFFICER
•
• I am writing to apply for the post of Marketing Officer as advertised in the Courier Mail, Saturday 9 March, 2013.
•
• I hold a bachelor degree of Business Administration at the College of Business Education (CBE) with a major in Marketing and a minor in Management. I have achieved an overall Grade
Point Average of 5.3 and have a special interest in Strategic Planning (or obtained a High Distinction in Strategic Marketing).
•
• As part of my studies, I participated in two industry-based project groups. One involved undertaking a detailed analysis of the consumer markets for a major clothing retailer and the
other developing a market plan and campaign for a relatively small, energetic and upcoming sports clothing manufacturer and distributor. Both projects provided me with an opportunity
to work closely with industry personnel and strengthen my interest in this area. The two companies regarded the outcome of the projects as highly productive and successful.
•
• I bring to any job a strong work ethic and desire to succeed, a willingness to cooperate with others, and a need to produce quality work. As a result of the knowledge and skills gained
through my studies at CBE and my industry-based experiences, I will be able to more than adequately have the requirements of the Marketing Officer.
•
• Thank you for considering my application. Enclosed are copies of my curriculum vitae and academic certificates. I would appreciate an interview and I am available at your convenience.
•
• Yours sincerely
•
• ………………………….
• Yusuph Nyandai Masinde
Samples of Letters Addressed to More than One Person
An example of a Request Letter
• Box 777,
• Dodoma.
•
• 15th July, 2013
•
•
•
• The Managing Director,
• Masofa Industry Limited,
• Box 546,
• Dodoma.
•
• u.f.s The Manager,
• Processing Section.
•
• u.f.s The Head,
• Processing Section.
•
•
• Dear Sir!
•
• RE: A REQUEST FOR A STUDY LEAVE
•
• I would like to call your attention on the heading above. I am an employee at the section of fish processing.
•
• I am writing to inform you that I intend to join the College of Business Education (Dodoma campus) to pursue a diploma course in Procurement and Supplies in the next academic year
2013/2014. I therefore, request a study leave of two years, that is from 1st January, 2013 up to 1st December, 2014.
• I attach with this letter a copy of my admission letter from the College of Business Education for further reference.
•
• I hope that you will consider my request.
•
• Yours sincerely,
•
• ……………….
• Yusuph Masinde
•
 Example of a Letter to Ask for
Promotion at Job
• 20th December, 2017
•

• The Chief Executive Officer,

• The Mwananchi Food Processing Industry,
• Box 764,
• Musoma.
•
• u.f.s The Director General,
• The Mwananchi sub-sections.
•
• u.f.s The Manager,
• The Processing unit.
•
• Dear Madam!
•
• RE: REQUEST FOR PROMOTION
•
• I am writing this letter to request your attention on my career. First of all, I would like to take this opportunity to express my thanks and appreciation for accommodating me as a member
of Mwananchi food processing staff where I have been working as supplies officer in the unit of packaging and supplies. I have been working with the team while pursuing my diploma
studies in procurement and supplies and I have successfully completed my studies with very good passes.
•
• Having completed and passed my diploma course, I am requesting you to move me to upward position from supplies officer to a chief supplies officer.
•
• I thank you in advance for your time and consideration.
•
• Yours sincerely,
•
• ………………
• Mercy Masinde.
 Reply of the letters
• Box 777
• Dodoma.
•
• 12th August, 2013
•
• Ref: MIL/SR/PF-12/8
•
• Mr. Yusuph Masinde
•
• u.f.s The Manager,
• Processing Section.
•
• u.f.s The Head,
• Processing Section.
•
•
• RE: A GRANT OF STUDY LEAVE
•
• Reference is made to your letter of 15th July, 2013. I am glad to inform you that your request for study leave is accepted as from 21st January, 2014 as you requested. However, you will be
required to submit your progress report to the Human Resources Officer at the end of every semester for the whole period of your study.
•
• The Mwananchi food processing industry would like to congratulate you for having been selected to pursue your diploma course in procurement and supplies at the College of Business
Education and wish you good luck in your studies.
•
• Matatizo M.T.
•
• ……………..
• Human Resource Manager
•
• c. c. The General Manager
• c. c. Chief Auditor
• c. c. Bursar
•
 An example of a Letter for Job
Recommendation
• Box 112,
• Mwanza.
•
• 15thJanuary, 2017
•
• To whom it may concern:
•
• RE: YUSUPH MASINDE’S SERVICE WITH THE COLLEGE OF BUSINESS EDUCATION
• In regard with the heading above, Yusuph Masinde is an individual who is well known at the College of Business Education with a record of service
spanning two years. He has had roles of teaching at the organization starting September, 2013 – up to date.
•
• As a teacher, Masinde worked as an assistant lecturer in communication skills. In his teaching, he was responsible for preparing lesson plans and
teaching the subjects to students pursuing certificate in business administration for both full time and night college students. He was also teaching
students pursuing diploma in procurement and supplies and who pursue diploma in accountancy.
•
• As a teacher, Masinde lived and worked cooperatively with other staff to achieve the institution goals. He was working hard, passionate and reliable
at all times. Throughout my encounter with Masinde, I have never seen him either emotionally angrily or seeking for quarrels. He can control himself
in times of difficulties, able to adapt to new situations.
•
• Thus, given Masinde’s potentials and intellectual abilities, he will certainly be useful to the post he is applying for and I have no doubt that he will be
of value to the company.
•
• Without reservation, I recommend him most strongly to what importance you may think of him.
•
• Please feel free to contact us with any question.
•
• ……………….
• Hans Johnson
• Human Relations Officer.
•
 A Sample of Follow up Letter to a Job
Application
• Box 123,
• Bunda.
•
• 12th January, 2017
• The General Manager,
XYZ Company Limited,
Dar-es-Salaam.
• Dear Sir!

• I submitted a letter of application and a resume earlier this month for the programmer position advertised in the
Times Union. To date, I have not heard from your office. I would like to confirm receipt of my application and
reiterate my interest in the job.

• I am very interested in working at XYZ Company and I believe my skills and experience would be an ideal match for
this position.

• If necessary, I would be glad to resend my application materials or to provide any further information you might
need regarding my candidacy. I can be reached at 0755-017501 or jko@abcd.com.
• I look forward to hearing from you.
• Sincerely,
• …………..
• Jana Kesho
 An example of a Letter of Inquiry
• Box 558
Musoma.
5th, April, 2017
Chief Supplies Officer,
Box 112,
Dodoma.
Dear Sir,
With reference to your advertisement in the Silver Globe dated 3rd April, 2013, I would like to have
a copy your latest catalogue.
• I would appreciate it if you could send it at your earliest.
Yours faithfully,

• ……………….
Kesho Tuonane
 Acceptance of Proposal
• Box 998,
Tabora.
May 10, 2017
The Chief Engineer,
High Engineering Works,
Box 768,
Morogoro.
•
Dear Sir!
• RE: PROPOSAL FOR PROJECT
We are glad to inform you that your proposal for the project has been reviewed and accepted. We would like to
arrange a meeting with you to sign the agreement.
We are eagerly looking forward to this project and are happy to have the opportunity to work with you.
Yours sincerely,

• ………………
John Dani
cc: Project Manager
 Thank you Letter: (on letterhead)
• Hope Company
2020 Jamatin Street, Dodoma, FL 56870
Phone: 0712354567 Email: admin@hope.com
•
• June 15, 2013
• The Human Resourses Manager,
Colin Company Limited,
P.O. Box 335,
• Dar-es-salaam.
• Dear Madam!
Thank you for giving us the opportunity to serve you. We appreciate the confidence that you placed
in us, and look forward to a continuing relationship which will prove beneficial to all concerned.
Should you need any information, please do not hesitate to contact any of our staff.
• Yours truly,
•
• …………...
• Kim Smith
• PR Manager
 Congratulating a new business and
offering your services: (on letterhead)
• Writing Services
5252 Makuru Head Corner, Bahi, Dodoma
Phone: (123)9876543 Email: services@ws.com
•
September 20, 2017.

• The Manager
Stars Gallery
Temeke, Dar-es-salaam.
Dear Sir,
RE: OPENING OF NEW BRANCH
Congratulations on the opening of your new branch. We are very happy that your business is expanding and that your clientele is increasing.
I understand that with the expansion of your business, you would be requiring more writers and book-keepers. As you are well aware we offer such
services to new businesses, and offer the same to you. I am enclosing a list of our services and their corresponding prices. If you need clarifications on
any of these, please do not hesitate to either call us or write to us.
Yours faithfully,

• …………………
Anna Semkoko
Enclosure: List of services and prices
 Letter of Request
• P.O.Box 221,
Hill Station Office,
Bunda, Mara.
•
• May 21, 2017.
•
The Marketing Officer,
Slates Company Limited,
P.O. Box 456,
• Kilombero, Morogoro.
Attention: Mr. Tom Jones
Dear Mr. Jones,
RE: MONDAY’S MEETING
• We would like to remind you about Monday’s meeting. I am sure you understand the importance of this meeting,
and thus request you to be at our office at 10 a.m. sharp. In case the time does not suit you, please call our office
and fix a different time with my secretary.
• Please bear in mind the urgency of this meeting and try not to delay too much.
• Yours sincerely,
• …………………
• Margaret King.
•
 An example of apology letter
• P.O.Box 221,
abc@ymail.com
0754777888

• March 10, 2017.

• Chief Auditor,
Mahindi Supplies Company,
P.O.Box 556,
• Dar-es-salaam.
•
• Dear Sir!
• Thank you for promptly notifying us of your problem. We constantly strive to provide the best service to our customers, but occasionally complaints
can arise and then it is important for us to know why you feel that we have failed to meet your expectations.
• We are sorry to hear that the kind of service you received from us was unsatisfactory and we regret any inconvenience that your experience may
have caused you. We have already notified the proper department of your complaint and they will immediately do everything that is necessary to
solve your problem at the earliest.
• Your patronage is very important to us, and we hope that this unfortunate incident wouldn’t discourage you from using our services in the future.
• Thank you again for bringing these matters to our attention.
• Sincerely,
•
• …………………….
• Joseph Nyandai
Human Relations Officer
•
 An example of Job Interview thank
you letter
• Box 555,
Dodoma.
0712458640
ktm@yahoo.com

• 11th May, 2013.

• The Human Resource Officer,

Kili Tex Industry,
P.O.Box 887,
Kilimanjaro.
Dear Madam!

• It was very enjoyable to speak with you about the assistant account executive position at the Smith Agency. The job, as you presented it, seems to be
a very good match for my skills and interests. The creative approach to account management that you described confirmed my desire to work with
you.

• In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness and the ability to encourage others to work cooperatively
with the department. My artistic background will help me to work with artists on staff and provide me with an understanding of the visual aspects of
our work.

• I understand your need for administrative support. My detail orientation and organizational skills will help to free you to deal with larger issues. I
neglected to mention during my interview that I had worked for two summers as a temporary office worker. This experience helped me to develop
my secretarial and clerical skills.
• I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you about this position.
• Sincerely,
…………………..
Masumbuko Manung’uniko Majuto
•