Year 1 SECTION 20 TEXT TYPES AND PURPOSES

English Language Year 1

SECTION

20
TEXT TYPES AND
PURPOSES

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Year 1 SECTION 20 TEXT TYPES AND PURPOSES

WRITING
INTRODUCTION
Communication is an integral part of human life or institutions. Thus, before you live
effectively, or human institutions run well there is the need for effective interaction or
communication with others around you. This could be formal or informal based on the
person you are communicating with, how you are supposed to communicate, and the
medium through which you communicate. This lesson is going to focus on the formal way
of communication, taking into account communication through email, memorandum,
agenda, and formal letters. All these have their structural formats we have to follow when
we need to deliver a message through them. Generally, all forms of communications have
three structural features. These include introduction, body, and conclusion. This means
that a formal letter would have different structure from an agenda of a meeting, and others.
We are now going to take a look at them below.

By the end of this section, you will be able to

• Create an email, memo, programme agenda, application (job, services) acceptance

letter on given topics using the appropriate format.

Key Ideas
• An email is a means or system for transmitting messages electronically.
• Memo or memorandum is a kind of formal communication or notification that usually
operates within an organisation.
• Agenda is a list or outline of things to be considered, discussed or done at a meeting.
• Formal letters, also called business letters or professional letters, are letters that are
written in a specific format.

TEXT TYPES AND PURPOSES

Emails
An email is a means or system for transmitting messages electronically. The world, it is
often said, is now a global village. This means that you can be in one country and know
or see what is happening in another country. One of the media through which we can do
this is email. It is simply a medium/channel through which information or messages are
sent. It is done electronically - by using information and communication technology (ICT)
tools such as smartphones or computers. Before it is possible to do this, the sender as well
as the receiver need to have valid email addresses. It is through emails that we can use the
ICT tools to transmit the messages. Email is frequently used for formal communications.

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Year 1 SECTION 20 TEXT TYPES AND PURPOSES

How to communicate through email.

1. Click on the email account (Gmail or Yahoo mail)
2. The word “compose” will pop up.
3. Click on compose. This will send you to a new interface where you have:
a) To: This is where you type in the email you are sending the message to.
b) Subject: The subject requires that you give the reason (title) for your message.
After the title, you now have to give the details of the message. This serves as the body
of the information you are delivering.
Having done writing the details, there would be a place that indicates “send”. Click
on it and it will be sent to the owner of the email account.
In the case of sending a letter of application for a job via email, after you have indicated
the email, you are sending to, and stating the subject, you can:
1. Start your email with Dear Mr./Mrs. + the person’s surname.
2. Identify the job you are applying for.
3. Let the recipient know why you are applying for the job.
4. Attach a curriculum vitae (CV) that gives further information about your
background and qualification.
5. End your letter by saying I would be much grateful to be given the opportunity/I
hope to hear from you soon/I look forward to hearing from you soon.
6. Thank the receiver.
To add an attachment to your email, you must follow the steps below:
a. On the computer or phone, go to Gmail or Yahoo mail.
b. Click compose
c. At the bottom, click attach (or the symbol like a file pin/paperclip)
d. Choose the file you want to upload.
e. Click open
f. Click send

NB: The template above will open when you click on compose. The second icon after the
Blue Send icon (paperclip) is the one to click on when you are attaching a file.

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Year 1 SECTION 20 TEXT TYPES AND PURPOSES

ACTIVITY 20.1

1. You have been given the opportunity to apply for a vacant position in an
organisation via email address. Following the guidelines, practise with a
colleague using electronic tools to show how a message can be sent via
email.

Memo or Memorandum
This is a kind of formal communication or notification that usually operates
within an organisation. Because it is a formal communication, it requires a title
or heading. It is mostly used for the day-to-day running of an organisation. This
could be written from the top to the bottom of the organisational structure or vice
versa. A memorandum is different from a formal letter in its features, where it is
circulated, and even its formality. While a memo is a communication within an
organisation/institution/agency or a firm, a formal letter can be sent to someone
outside the jurisdiction of the writer. In some cases, a memorandum may be less
formal as compared to a formal letter. The reason for writing a memo could be
to instruct (in the case of it being written from top to the bottom), to inform the
workforce of something, to educate, to warn, and others. Since a memo is written
for different purposes, the approach may slightly be different. Writing a memo to
warn may be different from writing to request something from an office.
The following are the tips to consider when writing a memo:
1. The heading (this is applicable when the company/organisation does not
have a letterhead for memos).
2. A brief introduction
3. Background information on the issue under discussion
4. Outline actions you want to be carried out and timelines to carry out the
actions
5. Conclusion/closing statement
6. Before you send, you have to review and proofread your text to ensure all is
accurate.
Memo headings - format can vary. Some formats bold the headings (to,
from…), some do not capitalise the subject line, some align the headings
based on the colon.
REMEMBER THAT ANY EMAIL SENT MAY BE STORED INDEFINITELY
BY THE RECIPIENT.
This is a sketched structure of a memorandum.
MEMORANDUM
To: (the receiver)
From: (the sender/writer)
Date: (when it is written)

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Year 1 SECTION 20 TEXT TYPES AND PURPOSES

Subject: (the reason/subject of the memo)

Body (introduction, main body, conclusion)
The above would be appropriate if the company does not have the letterhead for
memos. But if it does, the “memorandum” on top would not be necessary.

2.1 Invite four of your friends and perform this activity with them. Discuss and
write a memorandum requesting that textbooks be distributed to your class
members.
2.2 Orally present your write-up in class for others to critique.

Agenda
This is a list or outline of things to be considered, discussed or done at a meeting.
A meeting agenda takes place in our everyday life either formally or informally.
Thus, we sit for meetings with our parents and other siblings in our homes. Those
meetings do not happen accidentally. When we meet, there are issues or items we
put together to discuss at the meeting. In other words, the agenda is a structured
roadmap for a meeting, detailing the topics and activities planned to discuss in the
meeting. These items we put together to discuss are called the agenda. It is also
known as a programme of activities for a meeting. It communicates the purpose
of the meeting and also tells the participants what to expect during the meeting
and how they can prepare for it. Also, it helps participants to know who is tasked
to do what at the meeting, and what amount of time they have to carry out their
tasks assigned to them. A well-prepared agenda for a meeting maximises the
effectiveness of the meeting and keeps members on track. Because they know
the purpose of the meeting, items/issues to consider at the meeting, the task
assigned to each member, and the amount of time allotted for each agenda item,
members would have a better direction as to what is expected of them. It means
that members have to be served with the agenda before the meeting day. This
would help them deliver effectively at the meeting.

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Year 1 SECTION 20 TEXT TYPES AND PURPOSES

MEETING AGENDA (FORMAL)

The following are items to consider when preparing a meeting agenda.
INFORMATION OF MEETING
1. Objective of the meeting (what the meeting seeks to achieve)
2. Date (when the meeting is taking place)
3. Time to start the meeting
4. Meeting type (indicate the type of meeting)
5. Venue of the meeting
6. Call-in number (indicate the number)
7. Called-in by (caller’s name)
8. Call-in code (indicate the code)
9. Timekeeper
10. Attendees (write the names of those present)
11. Apologies (write names of those who were not available to attend)
12. Facilitator (name the person to facilitate the meeting)
13. Note taker (assign someone to take notes/minutes)
14. Date of next meeting if any.
PREPARATION FOR MEETING
1. Indicate what documents to refer to.
2. Indicate what items/information members are to bring to the meeting.
ACTION ITEMS FROM PREVIOUS MEETING
1. Identify action items that were resolved to be carried out.
2. Name the person who was tasked to carry out the actions.
3. Indicate the time by which the actions were to be carried out.
AGENDA ITEMS
1. List the items to be discussed.
2. Assign participants to present on those items.
3. Allot time for the presentation of each item.
NEW ACTION ITEMS
1. List items that require actions to be carried out
2. Name participants who are to take actions on the items.
3. Indicate the date by which the tasks have to be accomplished.
If there are other notes or information then it can be brought up.

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Year 1 SECTION 20 TEXT TYPES AND PURPOSES

ACTIVITY 20.2

1. Perform this activity alone.

Assume the position of a secretary to your school’s students’ representative
council (SRC) board, and draw up an agenda with your other executives, for
your quarterly SRC meeting.
2. Share the agenda with the entire class for feedback.

Formal letters
Formal letters, also called business letters or professional letters, are letters that
are written in a specific format. Formal letters are much more formal in style than
informal/friendly letters. These are addressed/written to office holders. Formal
letters could be written to provide official information, apply for an employment,
express a concern, and others. These types of letters include but are not limited to
application letters, business letters, letters to editors.
Features of Formal letter
1. Sender’s address
2. Date
3. Recipient’s address
4. Salutation
5. Heading/Title
6. Body (Introduction, Main Body and Conclusion)
7. Subscription - the closing and signing of the letter
Layout of formal letter writing

Sender’s/writer’s address

Date

Recipient’s address

Salutation (Dear Sir/Dear Madam)

Heading/Title

Body (introduction, main body, and conclusion)

Subscription:
Yours faithfully/Yours sincerely
Signature
Full name of writer

These types of letters are extensively discussed in year two.

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Year 1 SECTION 20 TEXT TYPES AND PURPOSES

Review Questions

1. Examine the key difference of each of the following from the rest.
a. Memo
b. Email
c. Agenda
d. Formal letter
2. How do you prepare an agenda for a class meeting?
3. As part of the structure, what are the items to consider when you are writing an
application for a job?

Extended Reading
1. Dadzie, A.B.K and Grant, N. (2008). New Gateway English for Senior High School Book 1
(2nd ed.). Longman Publications
2. Sandy, A.J. (2020) English for Senior Secondary Schools Book 1(volume 1). Independently
Published
3. Victor, Y. et al; Leonard, A. (2008). Black Star Series Book 1 (volume 1). Cambridge University
Press
4. Old newspapers
5. Any English Language Textbooks approved by NaCCA
6. Sample texts from social media

Glossary
Curriculum vitae or CV A comprehensive/detailed statement of one’s educational
background, teaching, and other experiences of the person. It is
current practice to list previous positions and experience from
the most recent onwards.
Via Through

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Acknowledgements

List of Contributors
Name Institution

Beatrice Antwiwaa Boateng Oti Boateng SHS, Koforidua

Jennifer Afua Kyei-Baffour Sakafia Islamic SHS, Kumasi

Isabella Sika Keh Achimota School

N-yalamba Jerry Njomoun Tatale E.P. Agric SHS