GRADE 9 English RELATIONSHIPS:COMMUNITY – WRITING:LETTER OF APPLICATION Notes
WRITING: LETTER OF APPLICATION (English) — Relationships: Community
Purpose: A letter of application is a formal letter you write to apply for a role, place, or volunteer work in your community (for example: community health volunteer, school club leader, or a part-time job). These notes focus on the grammar you need to write a clear, formal letter. Examples are suitable for a Kenyan student aged about 14.
1. Basic structure (use formal layout)
- Sender address (your address) — top right or top left.
- Date — write the full date: 12 June 2025.
- Recipient address — the person/organisation you write to.
- Salutation — "Dear Sir/Madam," or "Dear Mr/Ms [Surname]," (use comma in British style letters).
- Opening paragraph — state the purpose: which position and where you saw it.
- Body paragraphs — qualifications, skills, experience (use clear sentences and correct tenses).
- Closing paragraph — request for interview, give availability, thank them.
- Formal closing — "Yours faithfully," (if unknown name) or "Yours sincerely," (if you used a name), then your signature and printed name.
2. Grammar to use and why
- Present simple — facts and current abilities.
Example: "I speak English and Kiswahili." — use present simple for skills.
- Present perfect — to show experience that matters now.
Example: "I have volunteered at our community clinic for two years." — use present perfect to link past experience to the present.
- Past simple — for completed past actions with a clear time.
Example: "Last year I helped with a school clean-up day."
- Modal verbs for polite requests and ability — use can/could/would/may/should.
Examples: "I can start from July." / "I would be grateful for an interview."
- Passive voice (use sparingly) — when action matters more than who did it.
Example: "I was awarded a certificate for community service."
- Formal vocabulary and no contractions — avoid "I'm", "can't", "won't". Use "I am", "cannot", "will not".
- Subject–verb agreement — check number (He/She is, They are).
- Articles and countable/uncountable nouns — use "a"/"an"/"the" correctly:
Example: "I have a certificate." vs "I have experience in community work (no article for general uncountable noun)."
- Prepositions for time and place — "on 3rd July", "at 10:00 am", "in the community", "for two years".
3. Useful linking words (to organise ideas)
Firstly, Secondly, Furthermore, In addition, As a result, Therefore, Finally.
4. Common formal phrases you can use
- "I am writing to apply for..."
- "I wish to apply for the position of..."
- "I have attached my CV and references."
- "I would be grateful for the opportunity to attend an interview."
- "Thank you for considering my application."
- "I look forward to hearing from you."
5. Short sample letter (annotated for grammar)
Greenfield Community Centre
P.O. Box 12345
Kisumu
I am writing to apply for the position of Community Volunteer at Greenfield Community Centre. (Present simple: state purpose)
I have volunteered at our school clinic for two years, and I assist with health talks every term. I helped to organise a neighbourhood clean-up last year. (Present perfect for ongoing experience; present simple for regular duties; past simple for completed actions)
I speak English and Kiswahili fluently, and I am available after school and during school holidays. (Modal for ability and polite availability; present simple for facts)
I would be grateful if you could consider my application. I have attached a copy of my school reference. (Modal for polite request; present perfect for attachment related to now)
Thank you for considering my application. I look forward to hearing from you.
6. Quick editing checklist (grammar-focused)
- Have you used the correct tense for each sentence? (present simple for facts, present perfect for experience connected to now, past simple for finished actions)
- No contractions: replace "I'm" with "I am", "don't" with "do not".
- Subject–verb agreement: check singular/plural (He is, They are).
- Correct modal verb for politeness: "could/would" rather than "can" in requests.
- Correct articles: "a", "an", "the" used properly.
- Spell and punctuate names, dates and places correctly.
- Check attachments are listed: "I have attached my CV/reference."
7. Small practice task
Write a short letter (about 120–160 words) applying to be a prefect or community volunteer. Use:
- Present simple to say what you do now.
- Present perfect to describe experience.
- One modal verb to express ability or a polite request.
Prepared for Kenyan learners (age ~14) — focus: grammar for formal letters of application in English.