🟥Year 10 ELL Formal Writing (Letters and Forms)

 

Worksheet – Lesson 4: Formal Writing (Letters and Forms)

Learning Intention

We are learning to:

• Understand the difference between formal and informal writing

• Use correct formal letter structure

• Use polite and appropriate formal language

Success Criteria

✔ I can identify formal and informal language
✔ I use the correct structure of a formal letter
✔ I use polite and formal vocabulary
✔ My writing is clear and accurate

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Part 1: Formal vs Informal Language

Read the two examples:

Text A (Informal)

"Hi Miss,
I can’t come to school tomorrow because I’ve got something on. See you later.
Thanks!"

Text B (Formal)

"Dear Ms Smith,
I am writing to inform you that I will be absent from school tomorrow due to a family commitment.
Yours sincerely,
[Your Name]"

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Questions

1. Which text is formal? __________

2. Which text is informal? __________

3. What differences do you notice in:

   • Greeting: __________________________

   • Vocabulary: __________________________

   • Tone: __________________________

   • Ending: __________________________

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Part 2: Features of a Formal Letter

A formal letter includes:

• Sender’s address

• Date

• Recipient’s name and position

• Formal greeting (Dear…)

• Clear purpose (why you are writing)

• Polite and respectful tone

• Formal closing (Yours sincerely / Yours faithfully)

• Signature/name

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Example Structure

Your Address
Date

Principal’s Name
School Name

Dear ________,

Paragraph 1 – State your purpose clearly.
Paragraph 2 – Give more details.
Paragraph 3 – Polite closing sentence.

Yours sincerely,
Your Name

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Part 3: Formal Vocabulary Practice

Change the informal phrases to formal language:

1. “I can’t come.”
   → __________________________________________

2. “I want to tell you…”
   → __________________________________________

3. “I need help with…”
   → __________________________________________

4. “Thanks for reading this.”
   → __________________________________________

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Part 4: Understanding Forms

Forms require:

• Accurate personal information

• Clear handwriting

• Correct spelling

• Complete answers

Example Questions from a School Form:

Full Name: __________________________
Date of Birth: __________________________
Reason for Absence: __________________________
Emergency Contact: __________________________

Why is accuracy important when completing forms?

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Part 5: Guided Writing Task – Formal Letter

Scenario:

You need to write a letter to your principal asking for permission to:

• Take time off school
  OR

• Join a school club
  OR

• Explain an absence

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Planning

Who are you writing to? __________________________

What is your purpose? __________________________

What details do you need to include?

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Portfolio Task – Formal Letter

Write your formal letter below.

Remember:

• Use formal structure

• Use polite language

• Organise into paragraphs

• Check punctuation and spelling

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(Students write 3–4 structured paragraphs here)

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Part 6: Self-Check

✔ Did I use a formal greeting?
✔ Did I clearly explain my purpose?
✔ Did I use formal vocabulary?
✔ Did I include a polite closing?
✔ Did I check spelling and punctuation?

One thing I improved from my previous writing:

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1️⃣ Teacher Notes – Lesson 4

Curriculum Links

NZC – English

• Purpose & Audience: Adapt language for formal audience (principal, organisation).

• Language Features: Use formal vocabulary, correct structure, punctuation.

ELLP Focus

• Formal register and conventions

• Accurate sentence structure

• Paragraph organisation

• Functional writing (forms and letters)

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Part 1: Formal vs Informal – Expected Answers

1. Formal text → Text B

2. Informal text → Text A

Differences:

• Greeting → “Hi Miss” vs “Dear Ms Smith”

• Vocabulary → casual (“can’t,” “got something on”) vs formal (“I am writing to inform…”)

• Tone → friendly vs polite/respectful

• Ending → “Thanks!” vs “Yours sincerely”

Teaching Tip:
Highlight contractions (can’t, I’ve) as typically informal.

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Part 3: Formal Vocabulary – Sample Answers

1. “I can’t come.”
   → I will be unable to attend.

2. “I want to tell you…”
   → I am writing to inform you…

3. “I need help with…”
   → I would appreciate assistance with…

4. “Thanks for reading this.”
   → Thank you for your time and consideration.

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Part 4: Forms – Key Teaching Points

Accuracy is important because:

• Forms are official documents

• Incorrect information can cause problems

• Schools and organisations rely on accurate details

Emphasise:

• Full legal name

• Clear handwriting

• No slang

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Portfolio Assessment Focus (Formative)

Criteria	Emerging	Developing	Secure
Structure	Missing parts	Most parts included	Complete correct structure
Formal Register	Informal language present	Mostly formal	Consistently formal
Clarity of Purpose	Unclear	Somewhat clear	Clear and specific
Accuracy	Frequent errors	Some errors	Mostly accurate

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2️⃣ Model High-Level Formal Letter

Your Address
15 Kowhai Street
Auckland

14 February 2026

Mr Thompson
Principal
Central High School

Dear Mr Thompson,

I am writing to request permission to be absent from school on Friday, 21 February, due to a family cultural event.

This event is important to my family, and my attendance is required. I will ensure that I complete all missed classwork and speak to my teachers in advance.

Thank you for your understanding and consideration of my request.

Yours sincerely,
Maria Chen

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3️⃣ Simplified Scaffolded Letter Frame (Lower ELL)

Fill-in-the-Blank Formal Letter

Your Address: __________________________
Date: __________________________

Principal’s Name: __________________________
School Name: __________________________

Dear __________________________,

I am writing to __________________________.

The reason for this is __________________________.

I will __________________________.

Thank you for __________________________.

Yours sincerely,

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Sentence Starters

• I am writing to request…

• I would like to inform you…

• Due to…

• I appreciate your time…

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