GRADE 9 English SOCIAL AND MASS MEDIA – WRITING:FILLING IN FORMS - APPLICATION FORMS Notes
ENGLISH NOTES — WRITING: FILLING IN FORMS (Application Forms)
Topic: Social and Mass Media — Subtopic: Application Forms. Target: Kenyan learners (age 14). These notes focus only on the English grammar you need when filling application forms correctly.
Forms often require short answers or single words. Correct grammar makes your meaning clear, looks formal and professional, and prevents mistakes (for example, confusing present and past information).
Quick grammar rules for common form fields
- Names: Use capital letters for the first letters: First name = Amina, Surname = Otieno. If the form asks separately, write SURNAME in the surname box and Other Names in the other box.
- Titles: Use correct capitalisation: Mr, Mrs, Miss, Ms, Dr. Do not write: mr or DOCTOR.
- Dates: Use day–month–year for Kenya: 2 March 2010 or 02/03/2010. Spell month names when possible to avoid confusion.
- Addresses: Use commas to separate parts: P.O. Box 12345, Nairobi or 12 Taifa Road, Kisumu. Use prepositions: Lives at 12 Taifa Road.
- Phone numbers: Write neatly. Use Kenyan format: +254 712 345 678 or 0712 345 678.
- Nationality: Use the noun: Kenyan (capital K).
- Occupation / Profession: Use a noun, not a verb: Student, Farmer, Teacher, not “studying” or “teaches”.
- Yes/No questions: Tick the correct box. If you must write an answer, use short full answers: Yes, I am. or No, I am not.
- Past events: Use past simple for things that already happened: Attended St. Mary’s Primary (2015–2020).
- Present facts: Use present simple: I live in Nakuru. For ongoing actions, use present continuous: I am studying for KCPE.
- Avoid contractions: Write I am not I’m; do not not don’t.
Common field-by-field grammar notes
1. Full Name: Surname (family name) then other names. Capitalise the first letter of each name. Example: OTIENO, Amina Mercy
2. Date of birth: Use day, month, year. For age-related grammar, use “aged”: Aged 14 (not “14 years old” in short forms unless asked).
3. Gender: Tick Male or Female. If asked in a sentence: Gender: Female.
4. Current school / last school attended: Use names and years: St. Peter’s Secondary — 2022–present. Use dash for ranges (year–year).
5. Reason for applying / Short answer boxes: Use short formal sentences, present simple or infinitive phrases. Examples:
- Short phrase: To join the journalism club.
- Full sentence: I want to learn media skills and public speaking.
6. Signature / Date: Date with day-month-year. Sign using your standard written name (not nickname) and avoid initials only unless asked.
Grammar for ticks, choices and short answers
- Ticking boxes: Tick the box. Write a short answer if requested: Yes / No. If asked for details, add a short sentence: Yes — I volunteered at the school radio (2023).
- Using initials: If asked for initials: write letters in capitals with no dots: AM (not A.M.).
- Numbers vs words: For amounts, use numbers for clarity: Ksh 3000. For small numbers within text, numbers are fine on forms (e.g., Class 8).
- Abbreviations: Common ones are OK (P.O. Box, c/o). Capitalise abbreviations: P.O. Box.
- Full sentences vs phrases: If the box is small, use a phrase. If the question uses “Explain” or “Describe”, write a full sentence or two.
- Names capitalised
- Dates in day-month-year
- No contractions (I am, not I’m)
- Clear nouns for jobs (Student, Teacher)
- Past events in past tense
- Present facts in present simple
Mini practice (try these)
- Write the date 9th August 2009 in correct form for a Kenyan form. (Answer: 9 August 2009).
- Choose the correct short answer for: Are you currently a student? — (Answer: Yes, I am.)
- Fix this address punctuation: P.O Box 543 Nakuru → (Answer: P.O. Box 543, Nakuru).
- Which tense? “I attended Kibera Primary (2012–2018).” — (Answer: Past simple).
- Write neatly and use BLOCK letters if the form asks.
- Answer fully when the form requests explanation; otherwise use short, formal phrases.
- Double-check spelling of names and places (Nairobi, Mombasa, Kisumu).
If you want, I can make a printable sample form with more examples (school application, internship, club membership). Tell me which one.