PUBLIC WRITING - English Form 2 Functional Writing Notes

• Telephone Messages
• Filling Forms
  • Sample Form
• Letters of Apology
  • How to Write a Letter of Apology

Telephone Messages

• People who work in offices often answer phones for others especially in their absence.
• When you answer such calls, you need to take the messages for them.
• The telephone messages have the following elements:
  1. Name of the person the caller wanted to talk to.
  2. The name of the caller.
  3. Date and time of the call.
     
  4. Telephone number of the caller.
     
  5. Details of the message. Here you write something like: She called to ask whether you will attend the fundraising ceremony at Migingo Hotel.
  6. The name of the receiver of the call.

​Look at the telephone note pad below.

Exercise

Your name is Elliot Kumo. As the youth leader in your ward, you have the responsibility of ensuring the garbage in your area are collected by the company known as Matakataka Chafu Garbage Collectors. One day they fail to do that and you decide to call the manager to complain about this and that they should bring the truck the next day to pick up the garbage. Unfortunately, the secretary called Amina Salim picks the call. In a telephone message note pad, write the message Amina will take.

Answer

Filling Forms

• Filling forms might seem easy to majority of people but this is usually not the case.
• To fill the form as required, you need to consider the points below:
  • Go through the whole form before you start filling it in.
  • Read the instructions and ensure you understand them.
  • Fill one section at a time to avoid confusion.
  • Fill all the blanks unless stated for official use only.

Sample Form

Letters of Apology

• We all make mistakes from time to time. When that happens, it is worthwhile that the situation be mended early.
• One way to mend the situation is by writing a letter apologizing for the wrong done.
• A letter of apology is written in order to:
  • Lay out your mistakes clearly;
  • Ask for forgiveness;
  • Exhibit regret;
  • Provide assurances for change; and
  • Allow for building of relationships.
• When writing a letter of apology:
  • Begin the letter by saying you are apologizing.
  • Admit you were wrong and accept the responsibility.
  • Offer a way you can help resolve the situation.
  • Reassure the person that you will do your best to prevent the problem from occurring again.
  • Tell the person you are looking forward to rebuilding the damaged relationship.
  • Apologize again to close the letter.
  • Be sincere.

How to Write a Letter of Apology

Exercise

One of the school rules state: “ONLY English and Kiswahili are the official languages to use at school”. The school head of Languages department has caught you speaking in your mother tongue. Write him the letter, apologizing for your action.

Answer

KEMBOI HIGH SCHOOL,
P.O. BOX 434 – 30300,
ELDORET – KENYA.

14​^th​ January, 2016.

THE HEAD OF DEPARTMENT – LANGUAGES,
KEMBOI HIGH SCHOOL,
P.O. BOX 434 – 30300,
ELDORET – KENYA.

Dear Mr. Kipchoge:

RE: ​APOLOGY FOR SPEAKING IN MOTHER TONGUE

I am sorry for breaking one of the school rules.

I knew that speaking in mother tongue is prohibited at school, when I spoke it. I am deeply sorry for acting as though I am above the rules everyone should follow. It was impolite to both you and the other teachers.

I promise to obey all the school rules now that I have learnt that no one is above the school rules. It was inappropriate of me to speak the language not acceptable at school. I know that punishment meted on me is completely deserved.

Once again, I am sorry for my stupid behavior. I will from now on speak in the two official languages. I hope our differences have been put behind us and that our relationship remains undamaged.

Yours Sincerely,
[signature]
Kimita Keino
FORM 2 STUDENT