300/=

REVISING
FUNCTIONAL WRITING.

(101/1: ENGLISH PAPER 1)

i) Functional Writing.
ii) Cloze Test.
iii) Oral Skills.

KEPHA GISOI

FOR STUDENTS AND TEACHERS

 FROM THE WRITER

To Students & Teachers of English,

Revising Functional Writing has all that K.C.S.E. candidates require as far as
question one of English Paper 1 (101/1) is concerned. Functional Writing is the first
question which carries 20 marks. Here the candidate is tested on how to write a given
item following the correct format and appropriate register.

It contains simplified notes and examples of every Functional Writing that candidates
are tested on. The writer is a teacher of English & Literature.

I hope you will find this booklet useful. I wish you all the best as you struggle to
achieve your academic endeavors.
Thank you

KEPHA GISOI

2
FUNCTIONAL WRITING TABLE OF CONTENTS.

TYPE PAGE

1. PACKING LIST 9
2. TO DO LIST 11
3. SHOPPING LIST 11
4. REMINDERS 13
5. DIARIES ( APPOINTMENT DIARY) 14
(PERSONAL JOURNAL) 15
6. POSTERS 15
7. PUBLIC NOTICE 17
8. ADVERTISEMENTS 18
9. INVENTORY 20
10. LETTERS (INFORMAL) 21
(FORMAL) 22
11. MINUTES 23
12. NEWSPAPER REPORTS 26
13. ANNUAL REPORTS 27
14. INVESTIGATION REPORT 28
15. CONFIDENTIAL REPORT 31
16. RECIPES 32
17. INTERNAL MEMO 33
18. ELECTRONIC MAIL (E-MAIL) 34
19. FAXES 35
20.TELEGRAMS 36
21. CURRICULUM VITAE (RESUME) 37

3
22. FILLING FORMS 40
23. INSTRUCTIONS 42
24. DIRECTIONS TO A PLACE 43
25. DIALOGUE 44
26. TELEPHONE MESSAGES 45
27. INVITATIONS (INFORMAL) 46
(FORMAL) 47
28. AGENDA &NOTIFICATION OF A MEETING 48
29. BUSINESS/FORMAL LETTERS: 49
LETTERS OF APPLICATION 50
30. LETTERS OF INQUIRY 51
31.LETTERS OF APOLOGY 52
32.LETTERS OF REQUEST 54
33. LETTERS OF COMPLAIN 55
34.LETTERS OF RECOMMENDATION 57
35.LETTER TO THE EDITOR 58
36.THANK YOU NOTE 59
37.CONGRATULATORY NOTE 60
38.CONDOLENCE NOTE 60
39.SYNOPSIS 61
40.BOOOK REVIEW 62
41.BIOGRAPHY 63
42.AUTOBIOGRAPHY 65
43.SPEECH 67
44.QUESTIONNAIRE 70
45.K.C.S.E REVISION QUESTIONS 79

4
 PREFACE
In 2006, the English syllabus was reorganized to address integration. English is taught
through the 4 language skills namely:
 Listening
 Speaking
 Reading
 Writing.

The content for language and literature is therefore covered under these skills. Focus
is therefore on skill and content. Listening and speaking, for example, is taught with
resources from Oral Literature and Poetry as these two provide natural oral content.
Reading is also taught because these genres have necessarily to be read in order to be
studied.

The objective of this work is to focus on the KNEC and KIE English syllabuses’
requirements for effective teaching of Functional skills, and the assessment of the
same through the English paper 1 (101/1).

By looking at the respective components of this paper, it is hoped that best practices
for effective teaching of Functional Skills will emerge so that teachers are better
equipped to prepare KCSE candidates excellent performance in Paper 101/1.

ENGLISH PAPER 101/1: FUNCTIONAL

SKILLS
This is a paper that tests learners on the practical application of the functional skills
taught/learned during the course. It is based on the four skills taught in English
namely:
· Listening
· Speaking
· Writing
· Reading

The above skills are the cornerstone of the integrated English syllabus. In teaching
one or two of the skills, it’s inevitable that the other skill is also being applied though
not over-emphasized at the given time.

Structure of the paper

The paper has three sections:
· Functional writing
· Cloze test
· Oral skills

5
QUESTION 1: FUNCTIONAL WRITING
Functional writing refers to those texts that we produce in order to achieve a specific
purpose.
Pieces of functional writing are intended to fulfill specific needs, like applying for a
job, registering to vote, keeping records or publicizing an event.

CHARACTERISTICS OF FUNCTIONAL WRITING

Although every type of functional writing is unique, there are common features
shared by different types of functional writing. They include the following:-
1. Fixed format—each type of functional writing has specific parts which are
arranged in a specific order.
2. Absolute economy—a piece of writing should limit itself exclusively to giving
the information required, in the fewest words possible.
3. Abbreviations—several standard abbreviations are allowed in functional
writing.
4. Conventional language—the language of most samples of functional writing
does not vary. The expressions used in functional writing are determined by
common and regular usage.

Functional writing is the first question which carries 20 marks. Here the candidate is
tested on how to write a given item following the correct format and appropriate
register.

Format
Format refers to general arrangement, design or plan of the item you are writing.
Each functional item has its own distinct format. This underscores the importance of
using the correct format when writing a particular set item for you to be answering
the question.

Wrong format therefore means you have not answered the question as required. At a
glance an internal memo is quite distinct from a letter of application for a job.

Register
Register is the style of writing that is usually appropriate to the situation that it is used
in. In this case we largely consider whether the item is based on a formal or informal
situation; this will in turn determine whether the language to be adopted will be
formal or informal. The candidate has also to narrow down to the specific item to
decide on the tone to be used in the writing and the mood that should be conveyed in
some instances.

6
For instance, when writing a recipe, the language should be imperative since one are
giving directives while reports and minutes are written in the passive voice. In a
message of condolence a sorrowful tone and mood need to be expressed at the very
beginning but later on end in a hopeful tone to show that all is not lost.

Once the correct format and register is applied, the candidate’s overall linguistic
competence is assessed.

The ability of a student to express the information flawlessly and precisely is of

utmost importance. This means a good command of grammar. Correct tenses, proper
punctuation, correct spellings, and apt vocabulary among other grammar aspects are
also considered.

Having considered proper format and appropriate register, you should ensure good
presentation of the information since this will endear your work to the examiner. This
includes proper paragraphing and generally neat work. This shows that the candidate
is confident and sure of what he/she is tackling.

The following is a guideline list of the items you need to revise on.

Letters
These include letters of application, inquiry, apology, invitations, confidential
letters/reports, letter to the editor, request letter

Institutional writing/documents
These include reminders, minutes, internal memos, notification of a meeting,
writing the agenda, Curriculum vitae

Personal/social writing
These include shopping list, packing list, to do list, friendly letters, inventories,
thank you notes, congratulatory notes, message of condolences, telegrams, emails,
personal journal, diary, C.V’s, biographies, autobiographies

Process writing
These include giving and following directions e.g. Recipes, Autobiographies,
Biographies, Speech writing, dialogue and conversations.

Report writing
This includes investigative/survey report, newspaper reports and confidential
report.

Public writing
This entails designing posters, invitation cards

· Study writing
It includes book reviews, synopsis.

7
 ESSAY WRITING

SPECIAL PREPARATION

DEFINING THE SUBJECT

You need to have a clear and accurate conception of the subject of the essay before
you attempt to write on it; know what is important and what is not. Know what the
kind of essay it is: expository, descriptive, narrative, argumentative, etc.

COLLECTING MATERIALS
When you have got a clear idea of the subject, think of what you can say about it. Do
not attempt to write an essay before you have given some time to think over what to
write down. As you collect materials, note them down. Once this is done, select
suitable material for your purpose.

LOGICAL ARRANGEMENT
Here you decide on the logical order in which you can arrange the points you have
selected. This helps to prevent having badly arranged essays or one full of
irrelevancies and repetitions. Logical arrangement involves:

 Making an outline – sketch out a bare outline of the main headings under
which you arrange various topics.
 Filling in the outline – arrange the ideas you have collected under these
topics.

NB: this outline is what is supposed to guide you in writing the essay.

WRITING OUT
The final stage is to write out the essay. Make sure you go through if after writing to
check for any careless errors.
Write the number of words used if asked to.

8
 LIST OF FUNCTIONAL WRITINGS

1. PACKING LIST (Excelling in Eng. Bk1

P.146)

When going back to school or even to a trip away from home, you need to ensure that
you have packed the things that you will require.
It is therefore important to make a list of the items that you are going to pack to avoid
leaving behind essential items.

Feature of a packing list

 Title— e.g. back to school Packing list.
Below your heading, you can have sub headings indicating the
categories
of items involved e.g. shoes, clothing, cosmetics e.t.c.

 Quantity—you should show clearly the specific number/quantity of items

involved e.g. three shirts, one tube of 50g toothpaste, three pieces
of soap and two towels.

 Type of items involved e.g. shirt—the cotton one or the blue and yellow
striped one.

 You should also give a description of each item to help you distinguish it
from the others.

9
Example of a packing list.

Packing list for a trip to Maasai Mara

SN. Item Type Quantity Description

No. of
item
1. Clothes a) Shirts 3 1. The new yellow one
2
2. the old blue one
3. the green short-sleeved one
b) Trousers 2 1. The blue jeans
2. the black baggy corduroy

c) Towels 1 The purple one

2. Shoes a) Rubber 2 pairs 1. The black and white ones
2. the brown ones

b) Leather 2 pairs 1. The brown ones

2. the brown safari boots

c) Slippers 1pairs The blue ones

3. Cosmetics a) Body lotion 1 bottle Vaseline
b) Hair food 1 bottle Pressol
4. Comb Plastic 1 The yellow one

5. toothpaste Colgate 1 tube The 50g one

6. Books a) novel 1 The river and the source

b) Poems 1 Boundless voices
7. Bedding a) Sheets a pair The pink ones
b) Blankets 2 1. The heavy blue and striped
one

10
 2. the brown one

2. TO DO LIST
This is a list of activities that you are planning to do. We write this list to avoid
forgetting.

Example of a To Do List

Wednesday 16th may 2015

o Iron clothes
o Do English assignment
o Watch a football match
o Visit my friend

3. SHOPPING LIST (Excelling in Eng. Bk1

P.146)
Just like a packing list, you need to make a list of what you are planning to buy to
avoid forgetting crucial items. You need to arrange the items in order of priority such
that you buy important items first.

Features of a shopping list

 Title—e.g. my birthday shopping list

 Quantity of items that you are going to buy e.g. 2kg of sugar, 2 loaves of
bread e.t.c.

 Brand or type of the item you are going to buy e.g. cooking fat—1kg of
Kimbo, Toothpaste—50g of Colgate

 Details of the items to differentiate among the things you are going to buy e.g.
Shirt—blue short sleeved
Pepper—green

 The price of each item to be bought

11
  The total amount required

My back to school shopping list

SN.No. Item Type Qnty Description @Kshs Total

of
item
1. Clothes a) Shirts 3 1. The new yellow one 200/= 1000/=
2
2. the old blue one 300/=
3. the green short-sleeved 500/=
one
b) 2 1. The blue jeans 800/= 1200/=
Trousers 2. the black baggy 400/=
corduroy

c) Towels 1 The purple one 300/= 300/=

2. Shoes a) Rubber 2 1. The white ones 800/= 1400/=
pairs 2. the brown ones 600/=

b) Leather 2 1. The brown ones 1200/= 2400

pairs 2. the brown safari boots 2000/=

c) Slippers 1pairs The blue ones 200/= 200/=

3. Cosmetics a) Body 1 Vaseline 100/= 100/=
lotion bottle
b) Hair 1 Pressol 200/= 200/=
food bottle
4. Comb Plastic 1 The yellow one 100/= 100/=

5. toothpaste Colgate 1 tube The 50g one 100/= 100/=

6. Books a) novel 1 The river and the source 400/= 400/=

b) Poems 1 Boundless voices 300/= 300/=

12
 7. Bedding a) Sheets a pair The pink ones 400/= 400/=
GRANG TOTAL 8100/=

4. REMINDERS ( headstart eng. Bk3

p52)

These are short notes that we write so as to remember the activities that we are
supposed to do. This is done to avoid forgetting important things because sometimes
we become pre-occupied with many issues.
We therefore need to cultivate the habit of writing reminders to avoid missing out on
important occasions or activities.
If you are a secretary of a group, you need to write notes to members to remind them
of things they are supposed to do. Such notes are called reminders.

Examples of Reminders.

i) Monday 28th January 2013

2.00 pm

Subject: Library Books

 Remember to return Library Books today

4.00pm

Subject: visiting a friend

 Remember to visit Joan at this time

ii) UTUBORA DEBATING CLUB REMINDER

To: the chairperson

From: the secretary
Date: 30th march, 2013
Subject: consultation with patron

Please remember to consult the patron about the club’s visit to

13
 Mwanza Girls’ School for a Debating Session next term. You are
expected to do this before the official’s meeting on 10th April
2013

5. DIARIES (Excelling in Eng.

Bk. 1 P 62)

A diary is a private document in which you record activities, events and appointments
that you want to remember. It acts as an aid to memory. It helps us to honour
appointments, important occasions and useful dates as well as remember past events.
The book for keeping such records is also called a diary. It contains a calendar for the
whole year with a space for each day, week and month. The space is usually small so
you need to be selective and brief by using short forms, notes or abbreviations that are
meaningful to you.
Many diaries also contain spaces where you can record personal information like your
name, address, blood group and the person to be contacted in case of emergency.
There are two types of diaries:-
a) Appointment diary
b) Personal journal.
i) Appointment Diary
In this type of diary, we record appointments so as not to forget. It may not be written
in complete sentences. It contains the date, time and the event of the appointment. An
example is when a student writes a revision timetable for specific days and times so
as not to forget.
Example of an appointment Diary
Day Date Time Subject
Monday 24/03/2014 8.00— 10.00 pm Literature
Tuesday 25/03/2014 7.00— 8.00 pm Mathematics
Wednesday 26/03/2014 8.00— 9.00 pm Physics
Thursday 27/03/2014 7.30— 8.00 pm Chemistry
Friday 28/03/2014 9.00—10.00 pm English Grammar
Saturday 29/03/2014 10.00—12.00 pm H/Science
Sunday 30/03/2014 2.00—4.00 pm C.R.E
One may also write a diary on how he/she is planning to spend one of the weeks of a
given holiday.

Day Date Time Subject

Monday 24/08/2014 8.00 am— 11.00 am Weeding the garden
Tuesday 25/08/2014 7.00 am— 4.00 pm Going for shopping
Wednesday 26/08/2014 9.00 am— 6.00 pm Doing assignment

14
 Thursday 27/08/2014 7.30 am— 8.00 pm Visiting Meshack
Friday 28/08/2014 9.00 am—2.00 pm Washing clothes
Saturday 29/08/2014 10.00am—12.00 pm In church
Sunday 30/08/2014 2.00 pm—4.00 pm Watching a movie
An Appointment Diary may also be written using a different format. Look at the
following entry.

Day& Date: Monday 25/03/2014

Time: 2.00 pm.
Venue: National Theatre
Event/Activity: Watching a play “Betrayal In The City”
In-charge/speaker/presenter e.t.c: Theatrix Arts Ensemble

ii) PERSONAL JOURNAL ( Test it and Fix it P.94)

A personal journal is a private record of events that made one happy, excited, angry,
embarrassed or depressed during the day.
Although it is a personal document, one needs to observe the mechanics of good
writing, including grammar, punctuation, spelling and sentence construction.
Unlike an appointment diary, a personal journal is written after an event has taken
place and therefore it is written in past tense. It is also written in complete sentences
giving ones experiences and reflections.
A journal for each event is called an entry. It must have the day, date, event and
venue.

Example of a personal journal entry

Sunday 25th December, 2013

Today was the most shameful day of my life. I still can’t believe that I
stooped too low to allow my friends to influence me to take alcohol. I
should not have listened to that talk about Christmas happening only once
a year.
I hate to imagine what could have happened if I had got drunk… My God!
Just what made me break my vow never to drink? I think I will have to
change my friends in the New Year and also be more assertive.

6. POSTERS (golden tips

p.175)

These are enlarged write-ups that are strategically placed in an effort to inform people
about a certain event. Posters seek to inform unlike advertisements which seek to

15
persuade for profit. A lot of creativity is required to come up with a poster. Posters
are found in many places such as;-
 Notice boards
 Bus stops
 Walls
 Vehicles
 On advertising boards e.t.c.

Features of an effective poster;-

 Use of attractive colours and graphics

 Must be clear enough for one to see from far.
 Must be brief so as to pass on the message to those quickly passing by.
 Must be well written out (grammatical) to look credible.
 Must be written in morally acceptable language.
 Must contain all relevant information so as not to mislead.

Example of a poster
Matata Secondary School

Invites all to:

Our end of year
Cultural Day!

Venue: Our school hall

Time: 9.00am – 5.30pm

16
 Date: 30th October, 2013

The guest artist will be:

The Matata band.

Come expecting to be Fully

Entertained.
7. PUBLIC NOTICES (Excelling in Eng.
Bk 1 p.164)
(golden tips p.176)
These are instructions or announcements or appeals intended for a large number of
people. Notices can be put on notice boards, in the dailies or in areas where they will
capture the attention of a large group of people.
A good public notice must contain the following;-
 It must indicate its source. It must be indicated that it is a public notice. It is
meant for all.
 It should contain a heading that captures the message carried in the poster.
The heading should either be underlined or in bold. It should be eye-catching.
 The message should be kept as brief as possible but it should also capture the
intended message.
 A notice should be signed at the bottom either by the person sending it out or
the participating partners.

Example of a public notice

NOTICE TO ALL TEACHERS:

There will be a staff meeting

On 3rd May
In the School Library
Starting at 8.00 am.

PLEASE BE PUNCTUAL

17
 Yours,

GISOI KEPHA.
(PRINCIPAL)

8.ADVERTISEMENT (Test it and

fix it p.175)
Advertising is the process of communicating about a product or service to as many
potential customers in the target market as possible.
An advertisement is a picture, a set of words or a short film intended to persuade
people to buy a product or use a service. It can also give information about a job.

Aims of advertising
 To inform consumers about the product (so as to boost sales /for promotion
services)
 To persuade consumers buy the product.
 To counter competition from similar products or services.
 To make consumers aware of any improvement made on the products.

There are AIDA Principles of Advertisement that capture the aims of advertising. i.e.

A – Attention: No message about a product can be delivered to customers without

gaining their attention.

I – Interest: The advertisement must maintain the interest of the customers for
the message to be delivered.

D – Desire: It creates a level of desire for the product. This will lead to the
customer’s positive action.

A – Action: A successful advertisement will lead the customer into buying the
product and not going for the alternative.

Advertising media
These are means in which advertisements are delivered to intended customers i.e.
 Television
 Radio
 Newspapers
 Magazines
 Posters
 Billboards
 Direct mails
 Internet e.t.c.

18
Features of a good advert
 It must catch the consumer’s attention by using catchy words.
 Interesting
 It should have a vivid description of the product.
 It should be clear and easy to understand.
 It should mention how the reader or listener will benefit from the
product should he/she buy it e.g. having offers attached to buying it.
 It should be brief and appealing to the eye.
 It should indicate where to find the product.
 It should include a picture to help in catching the readers’ or listeners’
attention.
 A price tag is usually included. It may indicate that the price has been
slashed (e.g. was 120/= now 100/=)
 Exclamation marks are commonly used to show that the one
advertising is wondering why the customer has not taken action.

Example of an advertisement

CHANGE YOUR TASTE!

WITH
ELIBU

Cooking Fat

AND WIN YOURSELF FABULOUS PRIZES!

August - December 2013

Check under the lid for instant prizes. Collect them at our main offices at
Uhuru Towers, 2nd Floor. Everyone is eligible.

19
 Get Value for Your Money!

9. INVENTORY (excelling in eng. Bk 1

P.157)
(Golden tips p.177)
An inventory is a detailed list of all items or goods in a place such as an office, a
classroom, a church, shop, a clinic and so on.
This document gives details of the quantity and condition of whatever is available in a
place.
An inventory contains columns that show;-
 Date when the record was entered
 Date of delivery of an item.
 Quantity of item.
 Description of a particular item.
 Date of issue
 Signature of the person being issued with an item.
 Items remaining after issue.

Below is an example of a stock card from a library inventory of Busad Secondary

School.

IKONGE SECONDARY SCHOOL LIBRARY

INVENTORY CARD

Date of Delivery Quantity Description Date of issue sign Balance

record date
05/06/0 04/06/06 50 Macmillan 10/06/06 32
6 Bk.4
Eng texts
11/06/0 11/06/06 20 Reams of 15/06/06 15
6 foolscaps

10. LETTERS (Test it and Fix it

P.88)
These are written forms of communication. They are broadly categorized into
informal and formal letters. Each category has its unique features that students need

20
to study closely. There are two acceptable patterns of organizing formal and informal
letters;-
 Block
 Indented
BLOCK FORMAT INDENTENT FORMAT

Miti Mirefu Secondary School, Miti Mirefu Secondary School,

P.O BOX 483270-00100, P.O. Box 483270-00100,
Nairobi. Nairobi.

17th August 2013 17th August 2013

i) INFORMAL LETTERS

These are letters to friends, parents, relatives and acquaintances. Unlike formal
letters, the recipient will, in most cases be well known to the writer. The language
used is therefore informal, though the degree of informality varies. One cannot use
the same language for example, to address parents and friends.
The language used should also be grammatical and other writing conventions such as
punctuation, spelling and paragraphing should be observed.

Feature of an informal letter

 Writer’s address (without the sender’s name)

 Date
 Salutation
 Main body
 Complimentary close
 Sender’s name.

Example of an informal letter

Ngurumo secondary
school
P.O BOX 49380-80900,
Lamu

10 th August 2014

Dear Ron,

Receive my regards. How are you fairing on since we left each other
when schools were reopening. How are the other family members?

This is to just let you know that I arrived in school safely after the
half term break. Please bro, could you get me some money for the

21
upcoming school trip in October? I am dying to visit Uganda and yet
I know Mum and Dad may not be able to afford the five thousand
shillings required for the trip at the moment.

Love,
Cynthia.

ii) FORMAL LETTERS

Formal letters include all official letters for example letters of inquiry, application,
apology, request e.t.c.
An important point to remember is that, unlike informal letters, the information in the
letter is conveyed to people we do not know on those with whom we have a formal
relationship. The language in these letters therefore needs to be formal, clear and
concise.

Features of a formal letter

 Writer’s address (without the sender’s name). This is not written when the
letter is typed on a letterhead.
 Date- this is written after skipping one line from the writer’s address.
 The recipient’s address that is written below the writer’s address but at the left
hand side of the page.
 Salutation e.g. Dear Sir or Dear Madam or Dear Mr/Mrs Fulani
 The subject or reference that indicates the purpose in brief for which the letter
is written.
 Main body that needs to have at most three paragraphs
 Complimentary close—this ends the letter with the words like (Yours
Sincerely)
 The writer’s signature and full name.
 If there are documents accompanying the letter, it is required that you mention
them under the title “Enclosure”. If there is more than one enclosure, write the
number in brackets)
 If the same letter is being sent to more than one person, then write “CC”
below the enclosure and the name(s) of the recipient(s)

Example of a formal letter

Miti Mirefu Secondary

School,
P.O BOX 483270-
00100,
Nairobi.

22
 17th August 2013

The Bank Manager,

Mavuno Bank of Kenya,
P.O BOX 5743-00200
Nairobi.

Dear Sir/ Madam,

RE: APPLICATION FOR THE POSITION OF CASHIER TRAINEE

I am writing to apply for the position of Cashier Trainee as
advertised in the Daily News newspaper of 13th August 2013.

I am a form four student preparing to sit for Kenya Certificate of

Secondary Examination in October this year. I have consistently
performed well in Mathematics and Languages as attested by my
attached Mock Examination results.

I am the chairperson of the school’s Young Entrepreneurs Club. I

have also worked with the Accounts Department in my school as
part of my school fees waiver contributory program. I am therefore
interested in being recruited as a cashier trainee.

Please find enclosed a copy of my Curriculum Vitae.

Yours Sincerely,

Amina Mpenda Biashara.

Encl.: Curriculum Vitae

Cc: The CEO, Mavuno Bank OF Kenya.

11. MINUTES (Test it and fix it

P. 89)
Minutes are a formal record of the proceedings of a meeting. They are written using a
specific format and register.
While writing minutes, you should include the following:-

a) Title or Heading: - this is written in capital letters and underlined. Include

aspects such as the name of the group that is meeting, the date, the venue and
time of the meeting.

23
 b) Record of attendance: - This will include those present. Those absent with
apology, those absent without apology and any non-member who has been
invited to attend (in attendance)

c) The preliminaries: - here, you should note the formalities that introduce a
meeting such as the chair calling the meeting to order, saying a prayer, noting
any apologies and the chairperson’s welcoming remarks.

d) Confirmation of minutes of the previous meeting: - the secretary reads the

minutes and one member proposes and then another one seconds. Then the
secretary and the chairperson sign the minutes.

e) Matters arising: - these are issues that arise form the minutes of the previous
meeting, which are discussed in the current meeting.

f) Business of the day: - this involves the agenda for the meeting.

g) Any other business: - these are any other issues that are discussed that were
not listed on the agenda.

h) Adjournment: - this brings the meeting to a close. The time when the meeting
ends is indicated here.

i) Date of the next meeting: - this is mentioned, and preferably information on

venue and time should be given.

j) Space for the chairperson and the secretary to sign after the confirmation of
the minutes.

N/B: Each item on the agenda should be numbered as a separate minute.

Sample minutes

MINUTES OF A MEETING OF SHINERS SCHOOL ENVIRONMENT CLUB

OFFICIALS HELD IN THE DINING HALL ON 26TH MAY 2013 AT 4.00 P.M.

Present
Wangui Muchemi ---------------- Chairperson
Katoo Ole Tangwa ---------------- Treasurer
Nafula Wanjala-------------------- Secretary
Odhiambo Okiega---------------- Member
Mureithi Wang’ombe------------ Member

Absent with apology

Kimiri Wagura--------------------- Member

24
Absent without apology
Emmanuel Mutiso

Min 38/12: preliminaries

The chairperson called the meeting to order at 4.05p.m and welcomed all members.

Min 39/12: confirmation of minutes of the previous meeting

The secretary read the minutes of the previous meeting. They were proposed by
Odhiambo okiega and seconded by Mureithi wang’ombe as a true record of the
meeting’s proceedings. The chairperson and the secretary then signed the minutes.

Min 40/12: Matters arising from the previous meeting

Min 30/12: The treasurer reported that the recruitment of new members in the
previous term had resulted in an increased availability of finances to
run the club activities. allowed to lead the rest of the school in
planting trees on that day.

Min 33/12: The secretary reported that a list of all schools with environment
clubs, which had been requested for in the previous meeting was now
available.

Min 41/12: Environment Day

Members discussed the activities that the club would undertake on the world
environment day planned for 5th June 2013. The meeting also proposed that the
chairperson requests the club patron to invite an environmentalist to address the
students on the importance of reducing noise pollution.

Min 42/12: elections

a) The chairperson informed the members that the club elections were due in
July before the beginning of mock examinations. The members resolved that
the elections be held on July 14th 2013.
b) The secretary was requested to inform all club members about the elections
and to ensure that ballot papers are prepared in time.

Min 43/12: AOB

a) A member informed the meeting that the Ministry of Education was planning
an essay-writing competition on the environment. The secretary promised to
find our more about the competition and to brief the members in the next
meeting.
b) Members resolve that the chairperson requests the patron to be in attendance
in the next meeting in order to address some of the issues raised about the
Environment Day.

25
Min 45/12: Adjournment
There being no other business, the meeting adjourned at 5.30 p.m

Min 45/12: Next meeting

The next meeting would be held on 2nd June 2013 at the same venue a 4.00 p.m.

Confirmation of the minutes

Chairperson:………………………………………………Date: ……………………

Secretary:………………………………………………Date: ……………………..

REPORTS. (Test it and fix it P. 89)

A report is a description containing information on an investigation or a task. It is
written using the active voice and should be clear and concise.
The purpose of the report is to give information on a particular issue to enable others
to take necessary action. Different types of reports vary in length depending on the
subject.
Reports include:-
a) Annual reports for companies
b) Reports on expenditure in an organization
c) Report of an investigation into an issue.

There are two main types of reports:-

 Informal reports
 Formal reports

INFORMAL REPORTS
Informal reports include newspaper and magazine reports, reports on events,
accidents, incidents e.t.c

12. NEWSPAPER REPORTS (int. eng

bk.4 p.147)
In Newspaper reports, the name of the writer is written below the heading. The
heading needs not to be grammatical. E.g.

Mps fight in Parliament

By Juma Njuguna

 A newspaper report is written in continuous prose and it must be brief.

 It must use formal language.
 It must be objective; i.e. no showing of emotions or opinions
 It does not have signing off.

26
Example of a newspaper report

Pedestrian hit and killed as sister watches

By Moses Gitau
A middle-aged man died on the spot when he was hit by a speeding vehicle as he
crossed the busy Nairobi’s Waiyaki highway yesterday. Moments later nine
passengers were injured when a matatu rolled after a collusion with a university bus
on the opposite side of the dual carriage way.
The pedestrian was accompanied by his sister, who watched helplessly as his brother
was hit as he crossed the road at Waruku. She said she opted to wait for the traffic to
clear as her brother opted to cross the highway. In the other accident, an International
United States University bus taking students to Naivasha rammed the matatu as the
driver tried to avoid a lorry.
The bus driver said he suspected the lorry driver was distracted by the first accident
REPORTS ON EVENTS, ACCIDENTS, INCIDENTS E.T.C
They must have a title e.g. “Report on……”
The first paragraph has introductory remarks on what the report is about. E.g.

Recently our school held a parents’ day; the following is a report of

what took place. The Guest of Honor was….
They are written in prose and have no sub-titles.
They require to be written in passive voice as much as possible.
Use of objective language is necessary
They have an ending i.e.
Report written by
(Signature)
Name

13. REPORTS ON CLUB ACTIVITIES

Normally at the end of a year, clubs/ organizations issue a report on the activities of
the club for the year that has ended. It can also be a report on the finances of the club
and how they were spent. Such reports are written by the secretary and given to the
members of the club.

Example of a club report.

IKONGE AGRICULTURAL CLUB

REPORT ON THE CLUB ACTIVITIES FOR THE YEAR ENDED
31ST DECEMBER 2013

27
The club undertook various activities last year. Some of them required huge amounts
of money which the club members were able to raise.
A. SOURCES OF FUNDS
We managed to raise 200,000/= that was required to begin a poultry farm through
contributions by members and aids from well-wishers. The farm which we initiated is
now a reliable source of funds to the club.
B. CLUB REGISTRATION
We were able to register our club with “THE AGRICULTURAL SOCIETY OF
KENYA”. Because of that our club was recognized and we got ten new members.

C. AGRICULTURAL VISITS
We were able to visit various Agricultural Shows from where we gathered useful
information on the modern methods of farming.
D. ACCOUNT OPENING
The club opened an account and proposed that each member to contribute 500/= per
month. Up to the end of the year we were able to raise 456,000/= to the account.

This is the report for our club for the year ended 31st Dec, 2013
Report compiled by,

Mr. Shillingi Mfukoni.

(SECRETARY)

FORMAL REPORTS
These include reports on investigations, confidential reports, reports in form of
programs, e.t.c
14. INVESTIGATION REPORT
A good report should be:-
 Carefully researched on.
 Objective—consider other people’s views as much as possible.
 Concise and well written
 Well organized
An investigation report has the following features: -

28
  Title
 Introduction/Terms of Reference
 Collection of information/ methods of data collection
 Findings
 Conclusion
 Recommendations.
 Ending
 Title.
This tells us what the report is about. It is written in capital letters and underlined E.g.

A REPORT ON THE POST-ELECTION VIOLENCE IN KENYA

 Introduction/Terms of Reference
Here, the writer identifies himself and states whom the report is written for i.e. who
requested for the report. It also indicates when the report is expected. If a committee
was appointed, then a list of the members is written here. The purpose of the report
and also the task of the committee i.e. to “investigate and recommend….”
 Collection of information/ methods of data collection
The methods used to collect data are mentioned here. The common methods include:
-
a) Observation
b) Interviews
c) Questionnaires
d) Sampling e.t.c.
No personal opinion should be included here.

 Findings
In the findings, you state what was observed and noted after analyzing the
information. Include views of those interviewed.

 Conclusion
This should be based on the observation. The outcome/result of the research is given
in a summarized way.
 Recommendations
These should be based on the findings and the conclusion. This part is written in note
form/numbered. The specific actions to be taken to resolve the problem researched on
are given.

 Ending
This includes the ending clause, signature, name and designation of the writer. E.g.

Report compiled by,

Gisoi Kepha
(Secretary)

Sample investigation report

29
A REPORT ON THE PROBLEMS FACING KAMENI BOYS’ SEC SCHOOL

Introduction/Terms of Reference
The principal of the school asked some students to survey the school and establish the
major problems facing it. The aim of the investigation was to come up with the
recommendations that would assist the administration to look for ways of curbing the
problems. The report was to be submitted in two weeks’ time. The following were
selected as the committee members:-

Kamau Kariuki --- chairperson (school captain)

Boru Chach --------secretary (form one student)
Abraham Hussein --- member (form two student)
William James------- member (form three student)
Henry Martin---------member (form four student)

Collection of data
The committee members collected data by interviewing the students, the cooks and
the teaching staff. They also observed and asked some members to fill questionnaires.

Findings
1. Teaching Staff
It was noted that the school is understaffed in the mathematics and sciences
departments. The shortage in these areas had led to poor results I KCSE for the last
three years.

2. Non-teaching staff
It was observed that school workers were not in school uniform. Consequently it is
not possible to differentiate them from strangers. Some of the workers are very
untidy.

3. Dining hall
It was discovered that the dining hall has only a few tables and benches which are not
enough for the entire student population. As a result, most students take their lunch
while standing.

4. Enrolment
Although the school is registered as three streams, it has four streams. Most
classrooms have over fifty students. This has put a strain on the available resources.
Teachers cannot effectively guide the learners since they are too many.

Conclusion
These problems have compromised the standards of education leading to poor
performance. Urgent solutions are therefore needed to remedy the situation

30
Recommendations
The committee recommended the following to solve the problems: -
a) The principal to request the Teachers’ Service Commission for more
teachers to curb the problem of shortage of teachers.
b) All school workers should be given uniforms and soaps to ensure their
cleanliness.
c) The dining hall should be well furnished.
d) The school authority should apply for registration of the school as four
streams to reflect the increased number of students. The students in every
stream should also be trimmed to a maximum of forty.

Report Compiled by;

Boru Chach
Secretary.

15. CONFIDENTIAL REPORTS (Int .Eng. Bk4

P. 155)
These are reports written to comment on the suitability of a person for a
job/task/admission. It is also an assessment of the suitability of someone or something
for a given task/activity.
 They are not meant for public readership but for the person requesting for
them
 It is written in form of a formal letter (this is optional)
 The weaknesses as well as the strengths of the person are mentioned truly
 It must focus on the aspects that are relevant to the job applied for.

Example of a confidential report

Mashamba Flowers.
P.O. Box 54765-000100,
Nairobi.

15th July, 2013.

The Human Resource Manager,

Landscaping Enterprises,
P,O. Box, 122-00100,
Nairobi.

Dear Sir/Madam,

31
RE: MR JAMES KAPULE: APPLICATION FOR A FLOWER-GROWING
JOB

I have known Mr. Kapule for the last six years. During this time, he worked as a
gardener in our flower farm where we grow flowers of all types for export. While
working for the company, he attended short courses both locally and overseas and
obtained a diploma in flower growing and landscaping.
Mr. Kapule is an innovative person who is quite adventurous. He in fact introduced a
number of exotic flowers in the farm, which saw our sales soar. He is hardworking
and needs no supervision. I therefore recommend him with full confidence that he
will not disappoint you. If you need further information, do not hesitate to write.

Yours sincerely,

Shilingi Sumuni
Personnel Manager.

Reports in form of programs should identify the event e.g. wedding ceremony
between Susan and Musyoka .It indicates time against the events that will take place.
16. RECIPES (int.
eng. Bk4 p39)
(Test it and fix it p. 93)
A recipe is a set of instructions on how to prepare or cook some food. Some
instructions include:-
 The ingredients to be used
 The Ingredients
 The method of cooking
 For cakes and several other foods, the recipe also indicates the temperature at
which the food should be prepared and for how long.

Recipes are written using active verbs and the instructions should be clear and
concise.
Features of a recipe
 Title -- It is normally written in capital letters and underlined. It may also
indicate the number of people to be served e.g.

A RECIPE ON HOW TO PREPARE A LEMON COCONUT CAKE FOR

FIVE

 Introduction -- this gives the nutritional value of the food to be prepared. It

also includes the nutrients present in the food/dish .

 Ingredients -- these are the components required to prepare the food and also
their quantity.

 Method/procedure of preparation.

32
Example of a recipe

A RECIPE FOR PREPARATION OF COOKIES FOR TEN PEOPLE

Introduction.
Cookies provide the body with the energy required for metabolism.

Ingredients
 4 cups of self-raising flour
 2 cups of margarine
 2 cups of sugar
 2 eggs
 2 tablespoons of milk or water
 A pinch of salt

Procedure
Beat the eggs into a cup. Add the milk or water.
Sift sugar, flour and salt altogether
Rub the margarine into the mixture prepared in two above.
Add the egg and milk mixture to the flour mixture and knead into a dough.
Roll the dough onto the pastry board.
Cut the dough into the desired shape for the cookies.
Place the cookies onto the prepared baking pan.
Place the baking tin in the oven on the upper shelf and bake at 900C.
Remove from the oven after 15 minutes and place on a cooling rack.
Serve when cool with tea or juice.

17. MEMORANDA (MEMO) ( Test it

and fix it p. 93)
Int. eng. Bk.3 p. 113)
A memorandum (memo) is a formal communication among people working within
the same organization. A memo is supposed to be brief and concise and is written in
formal language. The main purposes of a memo are to;-
a) Inform readers on specific issues
b) Influence others to take action.
c) Give feedback on an issue.

Memos are convenient ways of communication. Writing a memo requires one to first
plan or decide on an outline of what will be in the memo.

33
Features of a memo.

 Name of institution/organization
 The title. “internal memo”
 Reference number of the communication memorandum
 Name and position of the sender
 Name and position of the one to whom the memo is addressed
 Name and position of any other person who needs to know about this
communication
 Date of communication
 The subject of the memorandum
 Content
 closing

Example of a memo.

FURAHA SECONDARY SCHOOL

Strive for excellence

INTERNAL MEMO
Ref. No: FSS/OF/11/10
To: All Club Leaders
From: Chairperson, Debating Club
CC. The Principal

SUBJECT: DEBATING SESSION ON SATURDAY 18TH AUGUST 2013

This is to remind you that the debating club will be holding a debating session in the
school dining hall on Saturday 18th august 2013 from 2.00pm to 4.00pm.
Please do not schedule any activity to take place in the dining hall on the specified
date and time.

Yours,

Gisoi Kepha

34
18. ELECTRONIC MAILS (E-MAILS)
(Test it and fix it p.94)
(int. eng. Bk.4 p.134)

This is a fairly new way of communication. They are letters that are passed
electronically through the use of computers and telephone. For one to send or receive
an e-mail message he/she must possess an e-mail address (E.g.
[email protected]), a computer and a telephone line .

Advantages of using e-mail

 it is easy, fast and simple to write
 One is able to get quick answers without leaving the comfort of his or her
desk.
 It saves on money for postage or phone bills
 It breaks the barrier of time zones i.e. you can send an e-mail to anyone in the
world at any time
 The same e-mail can be sent to multiple recipients in different places in the
world at the click of a button.

Example of an e-mail

From: [email protected]
To: [email protected]
CC: [email protected]
Date: 25th march, 2014, 9.00am.

Subject: visit cancellation

I am sorry that I will not visit you this coming Sunday as we agreed earlier on.
Nzambanene, our friend, has invited me for a literature set books symposium at
their school on the same day.
He, however has promised that we will visit you next Sunday but one

All the best

Wanjiru Shiro.

In an exam situation, you may be told to write for example an application letter
and send it via e-mail. In that case you need not to write the addresses but the e-
mail addresses because the letter is not passing through the post office.
Example:

From: [email protected]
To: [email protected]
CC: [email protected]

35
Date: 25th march, 2014, 9.00am.

Dear Sir,
RE: APPLICATION FOR EMPLOYMENT

19. faxes (Int. eng bk4. p.

136.)
Like e-mails, faxes are also a form of communication but they are getting
replaced by the recent forms like e-mail and SMS. The differences between a fax
and an e-mail are minimal. The only advantage of a fax to an e-mail is that it can
be transmitted even without computers. They are therefore useful in office
situations.
To be able to send and receive a fax, one needs a fax machine and a telephone
line. Though the addresses are written, what is important is the fax numbers or the
phone numbers of the correspondents.
Fax messages can either be typed or handwritten and unlike e-mails, they can bear
the signature of the sender. Only faxes that go through a modem may not bear
signatures.

Each page of a fax message needs to be clearly labeled for ease of management
by the recipient. When a fax message goes through, the sender is informed.
Example of a fax

Maxmilla Footwear,
P.O. Box 312-90100
Machakos

17th July, 2013

Ufundi Industries,
P.O. Box 3007-00100,
Nairobi-Kenya
Tel: 254-020-5869744

RE: CATALOGUE

Kindly send us by the quickest surface mail your latest catalogue of ladies’
footwear and handbags.

Thank you
Monica Munyao.
Proprietor.

36
20. TELEGRAMS ( headstart eng. Bk. 3 p82)

This is one of the ways of sending messages through the post office. In order to send
a telegram, you go to the post office, write out your message like a short letter and
hand it to the postal clerk. He/she will then send your message by electronic signals to
the post office address which you indicated. The post office staff on the other end will
rewrite your message and pass it to the person whom you want to contact.

Points to note when writing a telegram

 Use the fewest words possible, since sending a telegram is expensive, as the
cost is calculated per word. You do not have to write complete sentences. Still
you must give all essential information, including the address of the person to
whom you are sending the telegram. Basic polite forms, such as titles and
‘please’ must also be observed. Your name must be included in the telegram
as part of the message.

 Telegraphic messages are normally written on specially printed forms, which

you get from the telegraphic counter at the post office. Follow the instructions
on the form. Remember to write neatly and clearly on the form. We normally
use CAPITAL LETTERS in writing out telegraphic messages. There is a
section on the back of the form where you are required to write your signature
and your address. These do not form part of your message and you are not
charged for them.

 It is advisable to count the words in your message and work out hw much you
will be charged for the telegram. The post office normally has a standard
charge for the first ten words o the message, for example, Kshs. 50. if there
are more than ten words in your message, you are charged a certain amount
e.g. Kshs. 5 for every extra word.

 Hand in your telegram to the post office counter staff, pay the transaction fee
and collect a receipt from the staff. This receipt is used in case there are any
enquiries about your telegram.

 Some organizations have what are called ‘telegraphic’ addresses. These are
shortened forms of their postal addresses. Use these shortened addresses when
writing to such organizations. They help you to keep your message short, and
to save your money.

Example of a telegram

37
 MRS MARY MACOLLO
BOX 675489 NAIROBI
ARRIVING TUESDAY SIX PM ARUSHA BUS. PLEASE WAIT.
ACHIENG

21. CURRICULUM VITAE

(C.V)/RESUME
(i
nt. eng. Bk4. p 178).
(Test it and fix it p.95)
A curriculum vitae is a record of personal information, educational background,
working experience and any other useful information that may help one to secure
employment, scholarship or admission to any institution of learning.

Details of a C.V
 Personal information/data
This includes the name, date of birth, nationality, postal address, telephone/mobile
number, religion, marital status, e-mail address e.t.c.

 Career objective
This captures your professional goal and vision.

 Educational background
This involves academic qualification starting with the latest with the earliest

 Work experience
This also includes the places you have worked and the position starting from the
latest to the earliest.

 Skills
This are practical abilities such and typing and driving skills.

 Achievements
These are any special awards that you may have received.

 Hobbies and interests

These are activities you are involved in during your free time.

38
  Referees
These are people who can be contacted to give assessment about you. They must
be people who know you well.

Example of a C.V.

CURRICULUM VITAE

PERSONAL DATA

Name: Kepha Orang’o Gisoi

Date of Birth: 12.10.1990
Nationality: Kenyan
Sex: Male
Marital status: Single
Religion: Christianity
Address: P.O. Box 23-40501, Ikonge
Mobile no.: 0719119395

EDUCATIONAL BACKGROUND
2010 – 2014: Egerton University-Njoro Campus
Bachelor of Education (Arts)
(English and Literature)
2nd class Honours

2005 – 2008: Cardinal Otunga High School- Mosocho

K.C.S.E.
Mean Grade: B+ (plus)

2000 – 2004: Ekerubo Gietai mixed Primary Boarding School

K.C.P.E.
423 marks out of 500

WORK EXPERIENCE

39
Aug. 2014 –November 2015: Ikonge Girls’ High School
Assistant teacher
English and Literature

May. 2013 – August 2013: Nyamauro S.D.A mixed Secondary School

B.O.M. Teacher
English and Literature

INTERESTS
o Reading novels
o Listening to music
o Debating

REFEREES
i. Mr. Henry Nyanaro
Principal
Nyamauro S.D/A secondary school
P.O. Box. 20, Ikonge

ii. Dr. Joseph Walunywa

Senior Lecturer
Egerton University
Literature department

22. filling FORMS (test it and fix it p.

98)

A form is a document that contains questions and spaces provided to fill in the
answers. Forms are filled for specific purposes e.g.
 Job application
 Bursary award
 Loan application
 Joining a learning institution e.t.c.

Guidelines on filling forms.

 Filling in forms requires accuracy. Hence one is expected to use
legible hand writing, so that the information filled is understood. In
many cases, one is expected to use capital letters.
 Go through the entire form before filling any blank space.
 Read the instructions carefully.
 If an item does not apply to you, write N/A ( not applicable)
 Do not fill unauthorized sections that read For Official Use only.
 Many forms ask for signatures. Ensure that you sign.
 Make a photocopy of the complete form for your records.

40
  You must fill the form in the specified order e.g. some forms will
specify that you fill the month before you fill the year.

A form must be filled neatly and honestly. I many cases you are given only one form
and therefore you have only one chance to fill the form. So you must not make any
mistakes. If possible and even unspecified, fill the form in capital letters. Remember a
filled form is your first contact with your institution and will give a general
impression of you.

Example of a form

APPLICATION FORM FOR MEMBERSHIP INTO THE SCHOOL CHOIR

i) PERSONAL INFORMATION

1. Surname: ………………….First name: ……………Middle name……………

2. Sex: Male: Female:.

3. Date of Birth: …………………………………………………………………

4. Home Address: …………………………………………………………………

5. Form and Stream: …………………………………………………………

ii) GENERAL INFORMATION

1. Have you ever sang in a choir before? Yes No If so, state the name
of the choir……………………………………………………………………….…

2. How long have you been a choir member? …………………………………

3. Which voices can you sing? Soprano Alto Tenor Bass

iii) FOR OFFICIAL USE ONLY

Vetting results: ……………………………………………………………

Interviewing panel decision: Approved Not approved

41
 General remarks:
…………………………………………………………………………….
………………………………………………………………………………………
………………………………………………………………………………………

Official i) …………………………………..sign: ………………….Date:………

Official ii) ………………………………....Sign: ………………Date:…………...

23. INSTRUCTIONS/DIRECTIONs(Adv. In
eng. Bk. 4. p.129)

Instructions are step-by-step guidelines on how to do something. They can be about

how to operate a garget or how to maintain one. They can also be how to find your
way to a given place.

In order to write good instructions, bear the following in mind;-

 Write simply and clearly.

 Have a thorough understanding of the procedure in detail.
 Use the language level appropriate for the reader.
 Make sure the person to whom you are writing is familiar with the topic you
are writing instructions on. This minimizes misinterpretation.
 Make good use of headings especially when there are sub-tasks.
 Make good use of lists especially when you are giving instructions on things
to be purchased.
 Use graphics to illustrate any key actions, objects or places.
 Ensure that the instructions are accessible, especially if you cannot hand the
instructions directly to the reader. In case you are leaving instructions for a
family member, you can pin them on the first door the person will open or in

42
 the kitchen table e.t.c. Ensure that they are conspicuous and they can be found
easily.

Example of instructions

15th april 2014

Hi mike,
Sorry that I shall be home late. Kindly do the following for me.
i) Go to the bedroom.

ii) Open the door using the spare key which is kept under the mat
just in front of the door.

iii) Once you have opened the door, close the windows and draw
the curtains in that room

iv) Lock the door behind you and return the key to where you
found it.

See you later. Thank you.

Nivera.

24. DIRECTIONS. (ex in eng. Bk. 3 p.101)

Directions are step-by-step guidelines on how to do something. They can be about

how to operate a garget or how to maintain one, operate a cooking stove e.t.c. They
can also be how to find your way to a given place.

In order to write good directions, bear the following in mind;-

 They should be simple and clear.

 They should be concise and precise
 Use the language level appropriate for the reader.
 Present them in steps and in the correct order or sequence.
 They should be able to indicate or refer to landmarks such as schools, market
centres e.t.c. that can serve as guides. They should also include distances and
sides such as left and right.

43
  Never approximate distance in terms of time because you cannot know the
speed in which a vehicle travels or the pace in which a person walks.
 They should always begin form the starting point to the destination.

Example of directions from Kisii town to Ikonge P.A.G Girls’ Sec.

School

Take a matatu at the bus terminal that operates from Kisii town to Kericho
along Kisii—Chemosit Road up to Ikonge. Alight at the stage where you
will find Ikonge Market. Turn left to Magwagwa route, and walk until you
find a primary school called Ikonge Primary. From the gate of that school,
walk ahead for about 20 metres until you find a junction turning right. At the
junction you will see a sign post labeled Ikonge P.A.G. Girls’ Sec. School.
Walk along that road for about 120 metres until you reach the gate of the
school

25. DIALOGUE (Int. eng bk.

1 p. 111,)
(Int. eng Bk. 2 p117)
A dialogue is a conversation between two or more people over an issue. The
people who take part in a dialogue are called interlocutors. When wring a
dialogue, take note of the following;-
 A dialogue is written in direct speech.
 Speech marks/quotation marks are not used, but all other punctuation
marks are kept.
 The speaker’s name is written on the left hand side of the book.
 A colon is placed immediately after the speaker’s name.
 Each time the speaker talks, his/her name is written on the left hand side
of the book and his or her exact words are written down.
 Contracted forms of words e.g. “I’ll” instead of “I will” are allowed.

44
  Explanations of moods or actions of the speakers are written in brackets
and in italics. They are called stage directions.

Example of a dialogue

DAUGHTER: (shortly having arrived home from school) Good afternoon,

Daddy
FATHER: (Sitting complacently in the sofa, reading a newspaper.
Looking up…..) Good afternoon (Resumes reading)
DAUGHTER: (Holding out her school report form) Daddy, I’m excited. My
teacher said I was the best improved. I was………..
FATHER: Oh, you were? Me, I used to be number one. I was absolutely
unbeatable.
DAUGHTER: Chemistry has been a particular headache (now looking at the
report form which she thought her father would want to see),
but this time…….
FATHER: (Stretching his arms, looking preoccupied)
Chemistry for me was particular easy.
I never scored anything less than 90%
DAUGHTER: Dad, I was going to tell you that this time…….
FATHER: (Absent minded) by the way, where is your mum?
DAUGHTER: Mum is in the garden picking vegetables. But dad, you’re not
listening to my story. I was telling you about Chemistry
FATHER: You mean you have a story about chemistry? Chemistry is not
about stories. It is hard science.

DAUGHTER: It’s about my improvement……..

FATHER: (laughing) me, it wasn’t matter of improvement. I was always
at the top of the class
DAUGHTER: Daddy, I give up. You’re not listening
FATHER: (looking surprised) Listening? I heard you: you were talking
about improvement in chemistry, weren’t you?
DAUGHTER: anyway, Dad. Thank you for paying attention. Enjoy your
newspaper.
FATHER: Oh yes, I’m reading an interesting story about politics

26. TELEPHONE MESSAGES (explore eng. Bk.

2 p.190)
Sometimes in offices, the one to whom the massage is intended may not be present at
a particular time to take the message or he/she may be busy doing something else.
Someone else (normally a secretary) takes the message and gives it to the owner
when he comes back.

When taking a telephone message;-

45
 o Listen keenly as the caller gives the message. If the caller does not speak
clearly, seek clarification but avoid interrupting as the message is being given
to you.
o Jot the message down clearly.
o Indicate the full name of the caller, his/her place of work or residence, the
time and date ot the call and any other important details.
o Messages should be passed on to their owners as quick as possible. Urgent
messages should be conveyed with urgency.

When you give a telephone message;-

o Try to be clear and brief
o Always remember to give your name and place of work or residence as well
as the telephone number.
o As you give the message, indicate whether the message is personal/official
and whether it should be treated with urgency

Example of a Telephone Message.

To Mr. Joseph Mutiso

Mr. Mwendwa of Goodwork Kenya limited called

at 12.00 noon; he would like to talk to you in
connection with the orders for newly published
English Books. Please call him back on his number:
0700 30 66 20

46
27. INVITATIONS (int. eng
bk2 p.206)
Invitations are usually issued in the form of a letter, except for very formal occasions.
There are informal and formal invitations
The degree of formality will very necessary depend on;-
i) Who the invitation is being issued to.
ii) The actual function of the invitation.

INFORMAL INVITATIONS
Informal invitations are often done verbally when you meet the person you wish to
invite face to face or over the phone. At times, such invitations are made through
notes which are designed in an informal manner.
Example of an informal invitation.

Ikonge P.A.G Girls’ Se. School,

P.O. Box 60- 40501,
Ikonge.

23rd May, 2014.

Dear Mr. Kabito,

Our daughter, Cynthia, has successfully completed her Masters Degree course in
marine engineering. We are inviting you to her celebratory graduation party on the
14th of September, 2014 in the Grand Regency Hotel. The festivities will begin at
6.00pm.
We would consider it a great honour if you were able to attend.

Yours sincerely,
Mr. and Mrs.Gisoi.

FORMAL INVITATIONS

Formal invitations are usually sent in form of cards. The card has all the information
that the person being invited needs to know. It answers the following questions;-

o Who is inviting you?

o What are you being invited for?
o Where will the function be held?
o What date will it take place?
o What time shall it start?
o Who will be the Guest of Honour?
o Whether the person needs to carry the card with him to the function?

47
 Example of a formal invitation

MINISTRY OF INFORMATION AND BROADCASTING

THE KENYA INSTITUTE OF MASS COMMUNICATION

The Principal, Staff and Students of

Kenya Institute of Mass and Communication
Requests the pleasure of the company of

------------------------------------------------------------------------------------------
On the occasion of their 8th Graduation Ceremony
To be held on
Friday 5th December, 2013, starting at 10.00 a.m

The Guest of Honour will be

Hon. Johnstone Makau, E.G.H.
Minister of Information and Broadcasting

R.S.V.P.
Principal, KIMC
P.O. BOX 231-00100 Guests are requested to
NAIROBI-KENYA be seated by 9.30 a.m

Please bring this card with you

28. agenda and notification of a
Meeting (Int.
eng bk.3 p.254)
Agenda refers to issues to be discussed in a meeting. It is good to notify members of a
group or an organization of a meeting that is to take place so that they can prepare
themselves to attend. Information of the time, venue and what to be discussed is also
necessary.
A notification is therefore sent to members in advance before the meeting takes place.
The agenda is given such that the members prepare on what to contribute during the
meeting to avoid wasting time in the meeting.
How to set an agenda for a meeting.
Determine the type of the meeting, whether formal or informal and its length.

48
 Determine the matter or matters that need to be discussed in relation to the
group objectives and annual calendar in the case of a club.
Decide whether the matter needs to be discussed or whether it is a mere
announcement. A matter needing discussion has several sides to be considered
before a decision is reached at. Announcements can be pinned on notice
boards or be made orally at assemblies. The number of items to be discussed
should be numbered in the order in which they will be discussed.
Items for discussion must be in statements for easy understanding, e.g.
Election of officials.
Consider how the matter to be discussed concerns the people invited to the
meeting.
Decide whether there are any subsidiary matters that should be briefly
discussed.
The agenda items should be clearly stated.

The agenda is therefore sent together with the notification of a meeting.

N/B: Agenda is normally included in the notification of a meeting.
Example of agenda

IKONGE SEC SCHOOL

To: All Members
From: The chair Person
Date: 14th March 2014
SUBJECT: AGENDA FOR A MEETING OF A WILDLIFE CLUB
Our March 14th meeting will begin at 10.00am in the hall. Please come
prepared to discuss the following;-

1. Preliminaries
2. Reading of minutes from the previous meeting
3. Matters arising.
4. Arrangement for the annual trip to Nakuru National Park
5. Publicity pertaining to World Environmental Day
6. AOB (Any Other Business)
Mr. Okumu.
The notification of a meeting should therefore answer the following questions;-
a) Who will attend the meeting?
b) Where will the meeting take place?
c) When will the meeting take place?
d) What will be discussed in the meeting?

Example of a notification of a meeting.

IKONGE FARMERS CO-OPERATIVE SOCIETY

To: All club members

49
From: The secretary
Date: 24th April 2014.

There will be a meeting of the Ikonge Farmers Co-operative Society at Ikonge girls’
sec. school as from 2.00pm.

Please come prepared to dicsuss the following agenda;-

1. Adoption of the financial report
2. The milk storage facility proposal
3. The agriculture minister’s visit
4. AOB
All club members are asked to attend.

Francis Mureithi
Club Secretary.

FORMAL/BUSINESS LETTERS
These are letters that are normally sent for official purposes. Formal letters include all
official letters for example letters of inquiry, application, apology, request e.t.c.
An important point to remember is that, unlike informal letters, the information in the
letter is conveyed to people we do not know on those with whom we have a formal
relationship. The language in these letters therefore needs to be formal, clear and
concise.

Features of a formal letter

 Writer’s address (without the sender’s name). This is not written when
the letter is typed on a letterhead.
 Date- this is written after skipping one line from the writer’s address.
 The recipient’s address that is written below the writer’s address but at
the left hand side of the page.
 Salutation e.g. Dear Sir or Dear Madam or Dear Mr/Mrs Fulani
 The subject or reference that indicates the purpose in brief for which the
letter is written.
 Main body that needs to have at most three paragraphs
 Complimentary close—this ends the letter with the words like (Yours
Sincerely) followed by the writer’s signature and full name.
 If there are documents accompanying the letter, it is required that you mention
them under the title “Enclosure”. If there is more than one enclosure, write the
number in brackets)
 If the same letter is being sent to more than one person, then write “CC”
below the enclosure and the name(s) of the recipient(s)

50
29. letters of Application (Golden tips p.190)

These are formal letters written to request for employment, scholarship e.t.c.
 Application letters can result from advertisements in the dailies or be
on one’s request.
 When applying for an advertised position, make sure that you indicate
the source of the information e.g. the Daily Nation of 15th June 2014.
 Application letters must be brief, clear and concise.
 The letter must be correctly punctuated.

Example of an application letter

Ikonge Girls’ Sec.

School,
P.O. Box 60 – 40501,
Ikonge.

17th April, 2014.

The Human Resource Manager,

Youth Development Company,
P.O. Box 796 – 00100
Nairobi.

Dear Sir/Madam,

RE: APPLICATION FOR THE POSITION OF COMMUNICATION OFFICER.

I am applying for the above mentioned post advertised in Kibaruni Times of

Wednesday, 16th March 2014.

I have successfully completed my degree course in communication at the university

of Nairobi. During my study, I did a lot of communication related work that included
three separate internships at leading organizations.

Currently, I am working as a volunteer with Kula Waya communications agency

where I assist in the communication department, which is relevant to this job.
If given the chance,, I will work to the attainment of your organization’s mission and
vision.
Kindly consider my application.

Yours Faithfully,

51
Kaza Mwendo.

30. LETTERS OF INQUIRY (Golden tips

p. 188)

Letters of inquiry are written to seek information about something one would be
interested in. the purpose is to gather information and details regarding something or
a situation one is interested in. for example a student could write to a college
inquiring about the kind of courses they offer. The student may go further and inquire
about the semester dates and even the fee structure.

Letters of inquiry, like any other formal letters should be brief and precise about what
one wants. It is important to indicate why and when you must have the information.
Another example is when a principal of a school may write to a publisher to inquire if
the books for the new syllabus are in stock and if they would be able to supply them
to the school.

Example of a letter of inquiry

Nyumbani secondary school

P.O. Box 574 – 00100,
Mombasa.

20th January 2006.

The Director,
Watumishi Publishers,
P.O. Box 685 – 00100,
Nairobi.

52
 Dear Sir/Madam,

RE: SUPPLY OF TEXT BOOKS.

Please let me know if the recommended textbooks for the new syllabus are
available and whether you are in a position to supply them to our school.

I would appreciate hearing from you within the next two weeks so that we can
commence our learning.

Yours sincerely,

Mrs. R.M. Kubosea.

PRINCIPAL.

31. LETTERS OF APOLOGY (golden tips

p.170)

These are letters written to apologize over a wrong committed or inconvenience

caused to someone in some way. In these letters, the writer admits blame and
expresses regret for what happened. The tone of the language must therefore reflect
this. They should be short and to the point and should not be used as an opportunity to
excuse your conduct.

They are formal documents that can even be filed for future reference. If you wrong
your friend, parents or desk-mate, all you need to do is to say sorry to them or if they
are far, send them a note apologizing.

Whenever you decide to write an apology letter, it is because you have a formal
relationship with the person to whom you are writing.
Example of an apology letter

Mutamba Secondary School,

P.O Box 1234 – 00700,
Nairobi.

29th August, 2006.

The Managing Director,

Nation Organization,

53
 P.O. Box 786 – 0800,
Nairobi.

Dear Madam,

RE: APOLOGY FOR MISBEHAVIOUR

I must say that I am utterly sorry for my poor conduct during the tour of your
firm last Monday.

It was wrong for me to disregard the time you had taken from your busy
schedule to grant us audience. I realize now that some of the questions I asked
were totally embarrassing and demeaning to you. I know that I may have
jeopardized the chances of for other students who might want to learn from
firms such as yours.

Please, accept my sincere apology. I assure you that, granted another chance,
such misconduct on my part will never be portrayed.

Yours sincerely,

Mulu Pumbafu.

32. LETTERS OF REQUEST

(golden tips p. 189)

These are formal letters written to request for another person’s services or assistance
of any way. For example a football club may write a request letter to the principal of a
school requesting for permission to use the school’s football field for their tournament
match.
Example of a letter of request

Mwanga Secondary School,

54
 P.O. Box 567 – 07506,
Kisumu.

22nd March, 2006.

The Patron,
Junior Achievements Club,
Mulango Girls’ School,
P.O. Box. 35000 – 02200
Kisumu.

Dear Sir/Madam,

RE: REQUEST TO USE YOUR SCHOOLS’ HALL.

We, at Mwanga School have formed a junior achievement Club. We request

you to allow us use your school hall for its launch due in three weeks as our
school hall is under renovation. We would also appreciate very much if your
club members would join us.

Please let us know soon if the hall is available so that we can start planning for
the day.

Yours faithfully,

Bernadette Aporoko.
CHAIRLADY

33. LETTER OF COMPLAIN.

This is a letter sent to show dissatisfaction of a service offered to you or any wrong
done to you by somebody.

Example of a letter of Complain

Ikonge Girls’ Sec. School,

P.O. Box 60 – 40501,

55
 Ikonge.

28th March, 2014.

The Games Teacher,

Kebabe girls’ sec. school,
P.O. Box 34 -3207,
Kebirigo.

Dear Madam,

RE: MISBEHAVIOUR OF YOUR FOOTBALL TEAM.

I write this letter to you to complain about the misbehavior of your girls’ football
team during the Regional Ball Games that were held in our school on 16th March
2014. They became unruly and could not follow the rules that were to govern the
matches. One girl also made away with our ball on the same day.

May you advise them about the same to avoid disciplinary measures against the
team which may lead to disqualification from participating in the matches for over
two years.
Also, do investigation on who has that ball so that we can get it back.

Yours faithfully,

Job omwoyo,
GAMES TEACHER.

NOTE: In some cases you may be told to send a letter through another person.
In such a case, you write three addresses. The address of the one the letter is sent
through is written below the recipient’s address.

Example: You may be told to send the above letter through the Principal.

Ikonge Girls’ Sec. School,

P.O. Box 60 – 40501,
Ikonge.

28th March, 2014.

56
 The Games Teacher,
Kebabe girls’ sec. school,
P.O. Box 34 -3207,
Kebirigo.

Thro’
The Principal,
Ikonge Girls’ Sec. School,
P.O. Box 60 – 40501,
Ikonge.

Dear Madam,

RE: MISBEHAVIOUR OF YOUR FOOTBALL TEAM.

I write this letter to you to complain about the misbehavior of your girls’ football
team during the Regional Ball Games that were held in our school on 16th March
2014. They became unruly and could not follow the rules that were to govern the
matches. One girl also made away with our ball on the same day.

May you advise them about the same to avoid disciplinary measures against the
team which may lead to disqualification from participating in the matches for over
two years.
Also, do investigation on who has that ball so that we can get it back.

Yours faithfully,

Job omwoyo,

GAMES TEACHER
34. LETTER of RECOMMENDATION
This is a formal letter written to commend a person for a given job, task or for any
assistance that he/she may require. Recommendation letters are normally written by
employers recommending their employees for promotion or when they want to
transfer to other organizations.
It is the same as a reference letter/confidential report. The difference is that a
reference letter is written on request by a prospective employer of the person being
recommended while a letter of recommendation is not requested but written on will.

A recommendation letter tends to contain only the strengths of the person whereas a
reference letter has both strengths and weaknesses of the person.

Also, the person about whom the letter is written in a reference letter does not become
aware of it i.e. it is confidentially sent to the person requesting for it but a
recommendation letter is written and given to the person being recommended.

57
Example of a letter of Recommendation

Mashamba Flowers.
P.O. Box 54765-000100,
Nairobi.

15th July, 2013.

The Human Resource Manager,

Landscaping Enterprises,
P,O. Box, 122-00100,
Nairobi.

Dear Sir/Madam,

RE: RECOMMENDATION FOR MR JAMES KAPULE

I have known Mr. Kapule for the last six years. During this time, he worked as
a gardener in our flower farm where we grow flowers of all types for export.
While working for the company, he attended short courses both locally and
overseas and obtained a diploma in flower growing and landscaping.
Mr. Kapule is an innovative person who is quite adventurous. He in fact
introduced a number of exotic flowers in the farm, which saw our sales soar.
He is hardworking and needs no supervision. I therefore recommend him with
full confidence that he will not disappoint you. If you need further
information, do not hesitate to write.

Yours sincerely,
Shilingi Sumuni
PERSONNEL MANAGER.
35. LETTER TO THE EDITOR
This is a formal letter sent to the editor of a given newspaper about information which
one feels the public should be made aware of. For example a person may wish people
to be enlightened on the dangers of drug abuse among the youth on the basis of what
he has seen happening in his village.

In the letter he will include the information he wishes to be published.

Example of a letter to the editor

Miti Mirefu Secondary

School,
P.O BOX 483270-00100,
Nairobi.

58
 17th August 2013

The Editor,
Daily Nation Newspaper,
P.O BOX 5743-00200
Nairobi.

Dear Sir/ Madam,

RE: ITEM TO BE CONSIDERED FOR PUBLICATION

I am writing this letter to propose to you to publish an article
on the dangers of drug abuse among the youth in our
country on the basis of what is happening in my village.

Many youths in my village are out of schools and have

resorted to abusing drugs. The effect is that because most of
them have no funds to purchase the drugs, they have
formed gangs that steal from people.

I feel that they need seminars on the effects of drug abuse

and the importance of going to school because with
education they will be good citizens with good lives in future.
Without this, I feel that our future generation is threatened.

Please consider this item for publication.

Thank you.

Yours faithfully,

John Maina,
Embu District Resident.
NOTES
These are short messages sent to people for specific purposes e.g. after doing
something outstanding (e.g excelling in exams), receiving assistance or after the
passing away of a close relative e.g a family member. They include:-
 Thank you note
 Congratulatory note
 Condolence note

36. Thank YOU NOTE (golden tips p.

191)
(New int eng. Bk 3 p
130.)

59
As the name suggests, this note is written to show appreciation for a good or a favour
done to a person. It is in order to thank a person who has assisted you in any way or
who have been helpful to us in one way or another. This encourages them to offer
hospitality to others. It also reflects what kind of a person you are.
It should be brief and precise. It should also be immediate. For example you may
send your friend who lives abroad a thank you note for sending you a lovely gift on
your birthday.

Example of a Thank You Note

Dear Leah,
It was so thoughtful of you to send me such a beautiful painting for my
birthday. I will have it framed and then hang it in my bedroom.
Thank you very much

Yours sincerely,
Margaret.

37. CONGRATULATORY NOTE (golden tips

p. 192)
(New int eng. Bk 3 p 157.)

These are notes meant to congratulate a person for an achievement made in their lives
e.g passing of exams, winning a race e.t.c.

Example of a Congratulatory Note

Dear Andrew,

60
 I was delighted to hear of your stunning performance in your K.C.S.E.
exams. My mother told me you scored straight A’s.
You certainly deserved it after four years of dedication and
determination.
Congratulations Andrew and I wish you all the best as you further your
education.

Yours sincerely,
Sheila Jones.

38. CONDOLENCE NOTE. (Golden tips

p.192)
(New int eng. Bk 3 p 186.)

These are notes meant to express compassion to a grieving person or the bereaved.
A condolence note should be written immediately you receive the bad news,
otherwise it may lack relevance. It should be brief and sincere.
The feelings we convey in condolences are those of pain, sadness, shock, sorrow,
grief and hope.
The choice of words is governed by the relationship between the sender and the
recipient.
Messages of condolence should;-

 Express sorrow at the loss of the departed. E.g. I have learnt with deep
sorrow of the untimely demise of your dear mother.

 Appreciate the value of the life of the departed. E.g. Your late mother was a
source of inspiration to us all.

 Encourage and give hope to the bereaved. E.g. May God give you the
fortitude to bear the loss.

Example of a Condolence Note

Dear Ruth,
I am really saddened by the tragic news of your uncle’s demise. He
was a loving person and all of us who knew him are sharing the loss
with you.

61
 I am very sorry and I pray that God gives you the strength to bear the
pain.
Please accept my sincere condolences.

Yours sincerely,
Tshaka Muleki.

39. SYNOPSIS (golden tips.

p.179)

A synopsis is a summary of a work of art such as a novel, a play, a short story, a

biography or autobiography.
When you tell someone the plot of the story of a book you have read, you are
summarizing. In essence, your summary is a synopsis.

Example of a synopsis.

The following is a synopsis of the short story “When the Sun Goes Down”

The story is set in Kenya. Steve, who is a dynamic character in the short
story states that he was a matatu driver plying between Murang’a and
Kangema: towns in the central region of Kenya. Kanja is his wakini,
meaning age-mate. The story is set in a modern society as depicted by AIDS
— the central theme in the short story.
We meet Steve who is feeling the heart of hypocrisy in the society on people
suffering from AIDS. In his village, people cannot mind their own
businesses. He is eagerly looking for a real, genuine friend to share his
predicament with. There is no real friend when you are infected. He is full
of anger about the rumours that are going around the village.

He is planning to marry Maureen though they have already been living

together and blessed with a son, Kimotho.
The highlight of the story is when Maureen spills the beans to kanja and
reveals that she is the one who brought the big disease to Steve. She passed
it on to the man she loves. She narrates how she got it from her former
unfaithful husband, who was a soldier and kept a mistress, and how she got
to know she was a victim after attending an antenatal clinic, she is weak,
physically and spiritually, a walking corpse! Stigma is killing her. Her
attitude and behaviour have tinted the possible future. She lives in denial,
does not eat, or take drugs as she is depressed of death staring at her every
second. She lacks the will and repeatedly wishes to ‘rest’.

62
 Maureen regrets having been faithful to her ex-husband and being rewarded
with an incurable disease. To add to her disappointments, she doesn’t live
long to enjoy life with her only true love. She suffers a deep-seated sense of
guilt— being responsible for Steve’s illness. She is going to leave her young
son and father soon. Steve on the other hand, has the will to live positively.
He has the guts to face the unknown and condemnation of the villagers.

40. BOOK REVIEW (Adv. In eng. Bk. 4

p. 160)
This is a summarized information of what a book is about without necessarily reading
the whole book.
When writing a book review, include the following;-
 The author, title and publishers of the book.
 The content of the book, that is, what the book is about.
 The language used and the style of the authors.
 The critic (strengths and weaknesses) of the book.

Example of a book review

A BOOK REVIEW
A review for High School students and teachers

Title: English for Secondary Schools, Book 3.

Author: Tanzania Institute of Education.
Publisher: Tanzania Institute of Education.
Extent: 56 Pages.
Year of publication: 1999

Review by Paul Kitooke

Very few books targeting the secondary school market are less than 200
pages. English for Secondary Schools Book 3 is just slightly more than a
quarter of this conventional size.

Given that Kiswahili has for a long time been the language of instructions
across the curriculum in both primary and secondary school levels, this
‘shy’ extent is understandable and excusable.

Curiously, the book adequately covers the four language skills;-

63
 o Reading.
o Listening
o Speaking
o Writing

There are over thirteen passages that offer a variety of approaches; from the
literary to the factual. The writing is largely functional-targeting form-
filling, interviews, advertisements, speech, dialogue and official letters. All
the tenses are well covered.

The book is organized into thirteen chapters each tackling the four language
skills; reading, speech work, listening and writing.

Nevertheless, one feels that the book lacks enough practical exercises.
Again the apologetic attention given to oral practices is glaringly
inexcusable. The English Language is now the language of use across the
curriculum in secondary schools and it is hoped that new editions targeting
the sensed syllabus will cover the anomaly.

41. BIOGRAPHY (golden tips p.201)

A biography is a non-fiction text that gives information about the life of a real person.
Usually a biography will tell the important events in the life of the person, describe
his/her achievements and the events that influenced the person’s life.
To be able to write a biography, or biographical sketch, you need to gather a lot of
information about the subject. The best way to gather such information is by
interviewing the person.

Example of a Biography.

A BIOGRAPHY OF MARGARET OGOLA

She was born on 2 June 1958 and is married with 4 children and 2 foster
children. She studied at Thompson’s Falls High School and was best student
overall in school. She also studied at Alliance Girls High School. At the
University of Nairobi she earned her First Degree, Bachelor of Medicine &
Surgery, in 1984. In 1990, she earned her Master of Medicine in Paediatrics at
the University of Nairobi.

She also has a Post Graduate Diploma on Planning & Management of

Development Projects at the Catholic of Eastern Africa in 2004.

64
 Ogola is a paediatrician based in Nairobi and the medical director of
Cottolengo Hospice, a hospice for HIV and AIDS orphans. She is also Vice-
President of Family Life Counselling (Kenya) and interested in women's
empowerment.
She was National Executive Secretary of the Commission for Health &
Family Life of the Kenya Episcopal Conference (1998-2002).
From 2002-2004, she was the Country Coordinator of the Hope for African
Children Initiative, a partnership of several international NGOs which
included Plan, CARE, Save the Children, Society for Women and AIDS,
World Conference For Religion and Peace and World Vision. The Initiative's
main goal is to strengthen the capacity of African communities, to advocate,
care for and support children impacted by HIV/AIDS & prevent further spread
of HIV.
She also helped found and manage the SOS HIV/AIDS Clinic (April 2004 –
April 2005), which is a clinic for PLWAs. The clinic offers VCT, baseline
investigations including CD4s, treatment of OI, provision of ART and
nutritional support to 1000 persons from the surrounding slums: women, men
and children.
Currently, she is the National Executive Secretary: KEC-CS: Commission for
Health & Family Life. She is once again Head the Commission of the Catholic
Secretariat. The Commission is charged with Coordination of 500 Catholic
Health Units & Community Outreaches all over Kenya providing services to
over 5 million cases annually.
Dr. Ogola has been appointed a member of the National Council for Children
Services.

In 1999, she also was the recipient of the Familias Award for Humanitarian
Service of the World Congress of Families in Geneva, Switzerland.
She has written 3 novels, a biography and a handbook for parents
 The River and the Source, a novel which is a set book used in Kenya schools
and has won the Jomo Kenyatta Literature Award in (1995) and the
Commonwealth Award for Best First Book in Africa in (1995) It has been
translated into Italian, Lithuanian and Spanish. The book describes the
changing lives of 4 generations of Kenyan women.
 I Swear by Apollo, a novel which examines issues of medical ethics and the
question of authentic identity
 A Biography: A Gift of Grace, examines the life of the first Catholic bishop,
archbishop and cardinal in Kenya, Cardinal Maurice Michael Otunga (1923–
2003).
 Educating in Human Love, a book guiding children on sex, a handbook for
parents
 Place of Destiny, a novel about a woman dying of cancer and the rise to
recognition of a former street child as well as issues of poverty.

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42. AUTOBIOGRAPHY
Autobiography is a non-fiction text that a person gives information about his/her life.
It is therefore a written account of ones life by himself/herself.

When writing an autobiography a person will tell the important events in his/her life,
describe his/her achievements and the events that influenced the person’s life.

To be able to write a biography, or biographical sketch, you need to gather a lot of

information about the subject. The best way to gather such information is by
interviewing the person.
In an autobiography, we expect to read about;

o The author’s background — childhood, parentage

o Experiences — in school, when growing up, at work.
o Expectations— fulfilled and those which are unfulfilled
o Adulthood— current situation

The author reveals their attitudes towards others and society at large by the comments
they make and the way they present issues.
An autobiography should be well planned. It should show;-
o The plot
o Individual style—that reveals the author’s attitude
o Personal convictions.
Example of an Autobiography.
[Written by a student in the Labour Studies program, used with permission]

My name is Carlo, and I was born in June, 1958, in Italy. Our family, made up of my
mother, father, and a brother, emigrated to Noranda, Quebec, when I was five years
old. I encountered my first, but not last, taste of racism when kids in the
neighborhood laughed at my poor command of English. As fast as I could I learned
not only English, but French as well. I became trilingual, speaking fluent French and
English, as well as Italian. In the process, I made new friends from a lot of different
cultural backgrounds.

We then moved to Toronto, Ontario, where my Dad got work in a rubber factory.
From my earliest days, I knew our family had to struggle for every penny. My Mom
baked pizza which my brother sold by the slice, door to door. I caddied at the local
golf courses and brought home all the money that I made. I hated it when other kids
made fun of working people, like garbage collectors, who cleaned up trash for a
living.

When I was in grade six, I was ill in hospital for two months with a kidney infection,
and it changed my whole life. I seriously took up playing guitar. I began to do
photography, and joined the audiovisual club. I discovered I was artistic with an
interest in graphic art, although I didn’t always agree with the kind of art assignments
the teacher gave us.

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However, I had no idea what to do after high school graduation. Thinking electonics
was the wave of the future, I enrolled in and graduated with a diploma from George
Brown College in Instrumentation Technology. I was hired on by Ontario Hydro as
an apprentice.

Life was magical for a single guy in Toronto at this time. I made quite a bit of money.
I enjoyed meeting and socializing with many new friends from a variety of different
cultures. During this time, I met and married my wife, Valerie, a Registered Nurses’
Assistant, and soon we had two wonderful children, a daughter, Carla and a son,
Nicholas. With new family responsibilities, I felt there was not enough opportunity
for advancement at work. My wife and I thought of places we would like to live such
as the east coast. But there were no jobs there. We finally decided to move to
northern B.C. when I was offered a job with a forestry company.

Because of the children’s activities, I soon became involved in the community

coaching children’s hockey and soccer, and being a scout leader. At work, I joined
the Pulp Mill Recreation Club, eventually becoming president. There were a lot of
things that needed changing. I decided I wanted our company to start a wellness
program and researched to prove to them that healthy employees tremendously
reduced absenteeism and health costs to the company. I wanted the company to
reward those who kept themselves fit and began to lobby for this through our union.

I soon became elected as union safety captain, then later became a shop steward. I
began to run for executive positions rising through the ranks from financial secretary
to environmental vice president, chief shop steward, first vice president, and finally
becoming president, a position I held for two years.

In my trade, I constantly must upgrade my skills, so I took advantage of many

learning opportunities to do so through the company. This helped our union come into
the 21st century, because I insisted we buy computers and subscribe to e-mail,
connecting our members to other locals throughout the province. I also edited the
union newsletter, keeping the members informed of all aspects of the local’s business.
I used desktop publishing to produce our newsletter before anyone in Head Office
knew what it was. Using my background in art and photography, I brought our
publication from a crude photocopied rag to a sophisticated communication tool. For
my efforts, I won two Canadian Association of Labour Media Awards, one for the
best cartoon in Canada, depicting flexibility in the workplace, and one for the best
editorial story of less than 500 words for a Union Newsletter. I also use my desktop
publishing abilities for community fund raising activities.

I lost an opportunity to be union president for a third year because of an unpopular

decision our local executive made in connection with implementing a contract that
upheld the recognition of seniority rights. Reflecting back, I would not do anything
differently. We took the task at hand, looked at the contract, discussed among the
executive, asked for the opinions of our area rep, the Western Region Vice President,
and our lawyer. Then we made our decision and stood by it, even though it meant I
lost the presidency by nine votes. Now, two and a half years later, we are being
proven right through the labour board.

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Because of this event, I found myself with extra time on my hands. This opportunity
made it possible for me to concentrate on pursuing university studies and my social
work for unions. I enrolled at AU in the Labour Studies program. I continue with the
newsletter, putting forth social and political issues that organized labour is facing
today. I support the unions in the community and am involved in organizing them as
they have never been organized before. I am even more committed to fighting for
social justice than I have been all along, and am keen to move along this route in the
future.

43. SPEECH (golden tips. P.171)

A speech is an oral presentation where a presenter gives a formal message to an

audience. For a speech to be effective, it must be well written.

What to consider when writing a speech;-

 Be clear about the topic you would like to address.

 The audience you are dealing with.- this will determine your language use.
 Acknowledge all those present in order of seniority starting from the highest
e.g. the Guest of Honour, other distinguished guests, and ladies and
gentlemen.
 Write your speech in a logical sequence starting either with the most
prominent to the least prominent or vice-versa.

A speech, like any other composition must contain three parts:-

Introduction.
Your introduction should capture the attention of the audience. To begin a speech,
you can do the following.
 Introduce yourself (if you have not been introduced before by anyone
else.)
 Thank the audience for the opportunity to address them.
 You can introduce your speech ;
 By giving statistics e.g. are you aware that HIV and AIDS kill
about seven hundred people daily in this country?

 With a quotation. E.g. a famous American President once said:

ask what you can do for your country and not what your
country can do for you.

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  With short anecdote (a light-hearted remarks) that must be
relevant to your topic.

The Body.
This should be marked with points and issues. You can explain a process, describe a
condition, argue your case, or tell your story in a logical sequence.

Conclusion
Your conclusion should sum up the whole speech and it should be brief. You can
conclude by including a restatement of your ideas, a call to action or a final emphasis
on a key statement. For example if you were discussing ways of avoiding HIV and
AIDS, you can conclude by saying, “Ladies and Gentlemen, one sure way of curbing
the disease is by self discipline, abstinence and being focused to our goals”
Example of a speech

“The Deputy Director of Education North Eastern province, the Quality

Assurance Officer, the Principal of Al Eilly Education Centre, parents,
teachers, students and all other guests, good afternoon,

When I was requesting the principal to talk about discipline, I remembered

that in secondary school, I was once found sneaking out through the fence
and my nether parts got stuck. I couldn’t free myself and was caught red-
handed, or as teenagers say these days, I was busted.

I was not only embarrassed, but also had to clean all school toilets for a
whole week after I had been severely caned by my class teacher. Of course,
back then, there was no such thing as children’s rights and we could be
caned until we forget the chairs exist for a reason. That was our society’s
ways of disciplining us.

However, I doubt that trying to instill discipline in a person always works

miracles. If it did, we could not have truancy in our schools as is the case. If
it did, we would not have society engaging in risky sexual behavior. If
disciplining others were the only way, my audience, we would not have
motorists behave discourteously on our roads. My line of thought this day is
that discipline must come from within a person. Self discipline is virtuous
because you do not wait for someone to ring the bell but you do it yourself.
You employ your God-given conscience and move a step back. You feel
that something is not right and refrain. You do not worry that someone may
be watching. You strut about without a tinge of guilt.

Even when things are not to your liking, you students need to employ self
discipline. How many times have we had strikes in our schools, probably
because the meal was not well prepared, or such other reason! Whatever the

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 reason, is striking the best way to solve a problem? Often parents have to
pay for damages simply because students didn’t refrain. In extreme cases,
students have been harmed, even fatally by others. The weak ones are
bullied, and for them, school becomes a place of torture. Which one of us
does not know that that is wrong? Individually, we know that it is wrong and
yet we employ mob psychology! Let me tell you today: anyone yielding to
peer pressure has no self discipline! A self disciplined person does what is
right. If something does not please you, for example, if the food is not well
cooked, walk to the person concerned and let them know.

Ladies and gentlemen, self discipline is important to everyone. Without self

discipline, we would all ruin our lives. For example, if you do not wake up
early to get to work, you would certainly lose your job. If you go to watch a
premier league and you feel too lazy to check on your scientific experiment,
we would lose that HIV vaccine breakthrough you were working on. If the
nurse didn’t sacrifice her cushy bed, the patient would die. And you could
be that patient.

If students do not set apart their time for study, the result is everyone’s
guess. With self discipline, the opposite is true. We have what we have
today because someone had self discipline enough to intently work on it.
You do not get in trouble if you are self-disciplined.

As I conclude, I will go back to my anecdote about my red letter day: the

day I was busted sneaking out of school. Being a senior student, cleaning the
toilet for a whole week was more painful than all the severe caning I had

received. From that day, I had no face to show. The embarrassment was too
much. I had to hide and keep a low profile till I left the school. I still feel
uneasy going back there. I resolved never to do the wrong thing ever again. I
resolved to be self disciplined. When I took back on those events, I am
thankful that I learnt a vital lesson early in life. That lesson has seen me to
what I am today. I would never have been a Provincial Education Officer if I
had not learnt the importance of self discipline early enough. Ladies and
gentlemen, self discipline pays. Thank you for giving me audience.”

44. QUESTIONNAIRE (golden tips

P. )

A questionnaire is a set of questions designed to correct information. A questionnaire

assists in collecting data for a research or even assist in learning.
 The questions should be clear and easy to understand.

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  They should be detailed so as to collect as much information as one could
gather.
 The questions should be logically written. You should arrange them in a way
that one question leads to another.
 Start from simple to complex but avoid ambiguity.

Example of a Questionnaire.

Questionnaire

A visit to Nairobi International Show on 5th October 2013.

1. THE POULTRY STAND: KENYA POULTRY COMPANY.

a) What sort of poultry do you rear?

--------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------
b) What products do you market?

-------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
c) What type of diseases are the birds prone to?

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 --------------------------------------------------------------------------------------------
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d) How do you treat such diseases?
--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
e) What measures have you taken to reassure your customers about the quality
of your produce?

--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------

2. THE DAIRY STAND.

a) What type of cows do you herd?

--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
b) Do you zero graze?
--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
c) How many litres of milk do you produce per year?
--------------------------------------------------------------------------------------------

d) How can one ensure that a cow produces a lot of milk?

--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
e) What do you do to prevent diseases?

--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------

3. THE HORTICULTURAL STAND

a) What type of fruits and flowers do well in Kenya?

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 --------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
b) What factors favour flower farming?

--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------

c) Where do you sell your produce?

--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------

b) Are the pesticides and fertilizers harmful to the environment?

--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------
How do you ensure that the contaminated water from the farm does not
drain its contents to the surrounding rivers?
-------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------

QUESTION 2: THE CLOZE TEST

This section tests the learner’s knowledge of parts of speech (various word
classes) and how to link ideas in a given passage. The learner should read through
the passage and endeavor to establish what it is about. During the second reading,
come up with probable words that can fill each of the blank spaces and the
sentences make sense.

Take keen note on how the ideas are being developed in the passage. From the list
of the probable words, chose the most appropriate one to fill in each of the blank
space. Do not give more than one word for each blank space. Sometimes
contracted forms of words are regarded as one word e.g. it’s for it is.

This section requires a lot of practice from the learner. Practice builds a learner’s
competence in this section. Ask students to try getting various passages, deleting
some words and giving them to their friends to fill in the blanks.

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 Remember, the words missing are usually basic words or linking words, or
referent words or words already used in the passage.

QUESTION3:
ORAL SKILLS/ LISTENING&SPEAKING
The approach to teaching these skills to enable the learner to do well in this part
of the exam should bear in mind the objectives in the syllabus. The learner should
eventually be enabled to:

 Listen attentively for comprehension and respond appropriately

 Use listening skills to infer and interpret meaning correctly from spoken
discourse
 Listen to and process information from a variety of sources
 Use non-verbal cues effectively in speaking

This is a section that can boost a candidate’s performance in this paper. Proper
understanding of the question is required to avoid cases where students give
correct answers to the wrong question. The areas of coverage in the syllabus
include:

1. Pronunciation
2. Listening comprehension and note taking
3. Etiquette
4. Non-verbal cues that enhance listening and speaking

In the KCSE paper one, specific items of the syllabus will be examined, among
others, including the following:

 Sound patterns in poetry i.e. those devices that are used to enhance
rhythm in a poem (alliteration, assonance, onomatopoeia, repetition,
rhyme, refrain etc). In this section a learner needs to identify the particular
style and illustrate it from the poem.

 Performance/dramatic techniques such as gestures, facial expressions,

tonal variations, mimicry, body movement, audience involvement,
dramatization etc. are features that are also referred to as paralinguistic
features. Under this category a distinction should be made between those
we can say are verbal cues/skills and non-verbal cues.

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Verbal cues are those that are enacted orally such as varying the tone, imitating
the voice, being
audible and singing; while non verbal cues are those enacted through body
language/dramatization such as facial expressions, use of gestures, mimicking
actions, enacting a situation, etc.

Therefore when asked to give the non-verbal cues you would use to make a
narrative interesting
and you give an answer such as: “I’ll employ tonal variation to show when the old
man is angered and when he’s happy” - would amount to giving a correct answer
to a wrong question.

It is also important to note that a mere stating of the item without linking it to a
scenario in the poem or narrative would not score a mark. Your response should
therefore be tied to the poem or narrative. For example, “I will put on a happy
face to show the happiness of the chameleon when it won the race against the
hare.” Or “I will recite the line with open arms while opening my eyes wide to
show happiness as I embrace the mother.”

Listening habits are also tested. One needs to know good listening habits such
as: making constant eye contacts with the speaker, writing down main points,
avoiding distractions such as day-dreaming, objects or people around you, noise;
focusing on the speaker’s body language, showing interest in the speech by asking
questions, nodding appropriately among others.

The contrary to the above means poor listening habits. In answering questions
related to this section the answers should be specific. An answer such as “Lack of
concentration” without specifics is rather too general. In this section students can
be given an excerpt of a conversation scenario; either an interview, telephone
conversation or just a dialogue and asked to either fill in the missing words;
identify the shortcomings in the listening habits of participants or what should be
done to benefit from a given lecture.

Speaking skills are also tested. These include stress and intonation;
distinguishing word classes on the basis of stress; homophones (words with
similar pronunciation); public speaking (how to deliver a speech effectively,
problems encountered during public speaking and how to overcome such
problems), how to interrupt a speaker politely or disagree politely; proper
negotiation skills among others.

Phonetics is an essential component of speaking. This refers to the realization of

the sounds that constitute a word, i.e. the vowel and consonant sounds. The
manner of articulating the sounds is considered.
- For example: Identify the odd word out in each of the following set:
a) August, talk, warden, tale.
b) Shoe, machine, chef, church
c) Cause, course, coarse

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 d) Steal me, piece, weapon.

Punctuation marks affect how we say/read particular lines in poetry.

Consider:
 A bright flash!- a lighted plain:
 Then, from the once blue heavens,
 Accompanied by rain that deafens,
 Steadily pours the rain.

Oral literature items such as narratives, tongue twisters, riddles and puns are
also tested in this paper but with specific emphasis on the performance
aspects/actual rendition.

Written and unwritten rules that govern any conversation such as turn taking;
polite interruptions, not yelling at others, use of polite language among others are
worth to note.

Aspects such as preparing for an interview; how to behave during an interview

should be revised.
The information highlighted in this part is just a summary of what a candidate
needs to prepare on. It is not all inclusive hence the need for the candidate to
revise the course content.

Always establish the focus of the question and give correct responses. This will
lead to the realization of the much desired for good results.

ASSESSMENT
Apart from continuous evaluation using the whole variety of testing approaches
available to him/her, the teacher should endeavor to analyze previous KCSE
papers to see how the syllabus is actually examined; to be able to identify areas to
emphasize so as to advantage the candidate come KCSE time. The following is an
attempt at working out what specific syllabus areas have so far been tested since
the onset of the new integrated syllabus.

101/1- Testing of functional writing at KCSE

YEAR CONTENT/SKILL

2006 Report -Formal & short; report on a trip to a neighboring country

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2007 Formal letter - Assistance in publishing a book; through the head teacher;
Synopsis, themes,
styles, characterization; why publish
2008 -Notification of a meeting
-Agenda
2009 -Formal letter-letter of inquiry; expression of interest/specific inquiries;
quote ref. number
2010 -Speech-formal-launch of a club
2011 Notice and Synopsis
2012 Letter of application and CV
Other functional writing items tested since 1989:

YEAR TYPE
1989 ------------Instructions
1990 ------------Letter of Application
1991 ------------Report (School Magazine)
1992
1993-------------Letter of Invitation
1994 ------------Survey
1995----------- Letter to the editor
1996 -----------Internal Memo
1997 -----------Diary
1998 -----------Informal letter
1999 -----------Recipe
2000----------- Personal journal
2001 -----------Dialogue
2002----------- Minutes
2003 -----------Internal Memo
2004 -----------Instructions
2005----------- Official Letter

ORAL SKILLS
YEAR Listening,
Comprehension &note taking Pronunciation Mastery of content Etiquette
Non-verbal Cues
2006
 Oral narrative – myth
 Poetry-sound patterns
 Homophones (vowels)
 Rhyme
 Stress
 Intonation
 Dialogue.
 Polite Language.

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  Register.
 Attention.
 Listening.
 Participation.

2007
 Oral narrative – ogre
 Oral directions
 Vowels with
 Homophones.
 Stressed syllables (word Stress)
 Speech
 Dialogue on bad listening habits
 Voice.
 Pitch.
 Intonation.
 Dramatization.
 Audience attention

2008
 Poetry
 Homophones (vowels)
 Rhyme
 Bad listening
 Habits
 Negotiation skills
 Tone of voice.
 Punctuation.
 Poor attention

 2009
 Oral poem.
 Features of performance.
 Preparation for narration
 Homophones (consonants)
 Debate.
 Mastering fear & anxiety
 Dialogue.
 Use of polite language
 Sentence stress.

2010
 Poetry – sound patterns.
 Performance of choral verse.

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  Rhyme.
 Alliteration.
 Onomatopoeia.
 Homophones (vowels).
 Silent letters
 Choral verse recitation; what listeners should pay attention to.

2011
 Oral Poem: performance
 Intonation: rising, falling, homophones, word stress; stressed syllables
 Dialogue: use of polite language;
 Interrupting and disagreeing politely
 Oral poem: verbal and non-verbal presentation to retain audience attention

2012
 Poetry: rhythm, rhyme scheme
 Word stress,
 Homophones
 Speech: Reasons for good delivery,
 Interview; preparation before and during
 Use of polite expressions
 Speech: appearance, grooming, gestures, posture, eye contact, etc.

FUNCTIONAL WRITING
KCSE REVISION QUESTIONS
1. Write an E-mail to your favorite musician inviting him or her to a charity
concert to be held in your school. Indicate the purpose of the concert and any
other information you consider important. (20mks)

2. Imagine you are the Managing Director of Nairobi Water Company. The
Managing Director Nakuru Water Company had asked to write a confidential
report on one of your former employees, Mr. Peter Maina who is to be promoted
as a supervisor in Nairobi area.
(i) Write a confidential report to the Director about Mr. Peter Maina. (10mks)
(ii) Write a letter to Mr. Peter Maina requesting him to attend water reed
project seminar on your behalf before he reports to Nakuru. (10mks)

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3. Your school item has qualified for the national music festival to be held in
Mombasa for one week.
(i) Write a packing list of the personal items you will carry. (10mks)
(ii) Assuming you are the leader of the school Drama Club, write a
congratulatory note to the team. (10mks)

4. Imagine you have just collected your form four national examination results.
You have passed very well in all the subjects.
(i) Write a thank you note to your teachers and thank them for their support.
(10mks)
(ii) Fax the results of your exam to your uncle in Mombasa who sponsored your
secondary education. (10mks)

5. Your friend has been bereaved, her mother has died in a road accident, and she
has requested you to send a telegram to his brother who is in Mombasa.
(i) Write a telegram to his brother (5mks)
(ii) Send your friend a condolence note. (15mks)

6. You are the principal of your school and the local Member of Parliament has
invited the Deputy Principal and the school captain to a luncheon at a atop class
hotel in town. This is as a result of good K.C.S.E performance in your school.
i) Write a memo to the concerned groups informing them of the same. (10mks)
ii) Give them directions to the location of the Imperial Hotel where the occasion
will take place. (10mks)

7. You are the secretary of the youth group in your community. You are required
to take minutes of the proceedings of the meeting. The following information
should be included in the minutes.
(a) Six members have attended but two cannot and left the apologies. The youth
officer in the area was invited. Three members did not attend.
(b) The previous minutes were read through and the dates of the constituency
Youth parliament are discussed as matters arising.
(c) Agenda included-registration of the new members, club elections and projects
2012.
(d) A.0.B include: invitation of guest speaker and end year party. (20mks)

8. You are the secretary of the Social Welfare Club that has been asked to
investigate and recommend the best ways in which to spend a donation to your
school. The club has observed the following needs.
(i) Improve library facilities.

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(ii) Expand recreational facilities
(iii) Start a school farm
Taking these needs into account, write a report to the principal making
recommendations. (20mks)

9. You are a dormitory prefect in your school; one of the school rules is that you
should not keep food in the dormitory. There has been a search and several food
items were confiscated from your dormitory.
(a) Write a reminder to the members of your dormitory reminding them not to
break school rules. (10mks)
(b) Write an apology letter to the Deputy Principal apologizing for the incident.
(10mks)

10. Imagine you are the new director of a soap manufacturing company. You wish
to employ some more workers and advertise the company’s new brand of soap
CLEANEX SOAP.
(a) Write an advertisement to advertise the bathing soap. (10mks)
(b) Construct a form that the applicants will fill in including all the selections
asking for information and the type of employees you will need. (10mks)

11. Imagine you are the chairperson of school Journalism Club. Recently, you
witnessed students rescuing a school mate from a burning dormitory, two students
burnt to death and others were seriously injured. The journalist from a local
newspaper has asked you to report the incident since they were not around the
vicinity of the school.
(a) Write a short newspaper report on the disaster. (10mks)
(b) Write a letter to the editor of the watchman, column in Nation Newspaper
requesting schools to enlighten students on fire disaster management. (10mks)

12. You are waiting to join a college after your K.C.S.E examination while
reading a newspaper you sees an advertisement for a volunteer worker at a
children home.
(a) Write a letter of inquiry to the Managing Director. Express your interest and
inquire if they will pay any allowances and whether they can provide
accommodation. (10mks)
(b) Write a five day dairy of events you plan to undertake during the first week at
the children’s home. (10mks)

13. You are the secretary of young Farmers Club in your school; you are to hold
the end year meeting.
(i) Write notification of meeting to inform members about the end year meeting.
(10mks)
(ii) Write a report on the club activities for the year 2012. (10mks)

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14. Imagine you have two thousand five hundred (kshs.2, 500) and hosting a
birthday party in your house for five friends.
(i) Make a shopping list for the things you will need for the party. (5mks)
(ii) Write a recipe for your favorite dish you would like to cook in the Birthday
Party. (15mks)

15. You are in school and your brother at home has called you and told you to
give him instructions on how to repair a bicycle tire puncture. Write a letter to
him instructing him on hoe to mend the bicycle. (20mks)

16. You are the chairperson of the school straight talk club you intent to tour
Kibera slum and collect information about drug abuse.
(i) Design a questionnaire on Drug and substance abuse that you will give to the
respondents during the collection of the information. (10mks)
(ii) Write a three day personal journal about the tour of kibera slum. (10mks)

17. Margaret Ogola is visiting your school to give a talk about the novel The
River and The Source.
(i) Write a public notice to invite neighbouring schools. (10mks)
(ii) Write a book review of this novel “The River and The Source” (10mks)

18. Imagine you are the managing director of Bethwell Agencies a company that
deal in selling computer hardware parts. You intend to partner with a friend who
also owns o computer agency.
(i) Write a business letter requesting him to form a business partnership with
him. (10mks)

(ii) Write an inventory for the computer hardware that your company possesses.
(10mks)
19. You scored a mean grade of A plain in K.C.S.E examination. You have won a
scholarship in Harvard University. The university has requested you to write your
autobiography and e-mail it to the director of studies. Write an autobiography
and e-mail it to this e-mail address, [email protected]. (20mks)

20. Your Drama Club is organizing to stage a performance of Henrik Ibsen’s play,
An Enemy of the People. You are inviting neighbouring schools and the general
public to the event.
(i) Design a poster announcing the event and inviting other schools and public to
attend. (8mks)
(ii) In not more than 200 words, write a synopsis of the play to accompany the
notice. (12mks)

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 21. Imagine that you are Akoko write a letter of complaint to the District
Commissioner complaining about Atieno Kembo who has by force taken over the
chieftancy and force fully trying to grab her wealth (20mks)

22. You are a speaker in a seminar “Youth and Drug Abuse” prepare a speech
you would deliver. (20mks)

23. Imagine you are Kinuthia, Waiyaki’s friend. Waiyaki has become a hero in
the Agikuyu community. Write a biography about him. (20mks)

24. Imagine you are a secretary of St. John’s Academy. The Director of Education
has called wishing to speak to the principal but he was not in the office. He
requests you to inform the principal that he would be coming to school on
Wednesday at four and he would like to be picked from the airport. Write the
telephone message. (10mks)

25. Imagine you are one of the Daily Nation Columnists. The Chief Editor of the
paper requests you to write a book review of Margaret Ogola. “The River and The
Source” and E-mail it to him for publication. Write it out. (20 mks)

26. You are the chairperson of the creative Writing Club in your school. The club
would like assistance in publishing the winning entry in a recent competition.
Write a letter to a publisher asking them to consider the book for publication.
Remember to write through the head teacher.
In your letter, include the following
 The title of the book and name of author
 A brief description of what the book is about
 Why it is important for the book to be published. (20 mks)

27. You are waiting to join college after you K.C.S.E examination. While reading a
Newspaper, you see an advertisement for a volunteer worker at a children’s home.
Write a letter of inquiry to the manager. Express your interest and inquire if they
will pay any allowances and whether they can provide accommodation.
Remember to quote the reference number of the advertisement. (20 mks)

28. Write an E-mail to your pen friend living in Norway. In your E-mail, highlight
the following to him or her.
 Details about you and your family
 Your locality and country
 Places of interest in your country
 You hobbies and interests (20 Mks)

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29. While reading the obituaries column in a local daily newspaper, you come
across the untimely demise announcement of a friend. You wish to console the
parents of the deceased. Email your condolences to the parents of the deceased.
(20 Mks)

30. You are the Human Resource manager, Tsavo Inn. The Manager of Kilanguni
lodge has asked you to write a confidential report on one of your former
employees, Mr. Mutuku Mutinda who is seeking a transfer to Kilanguni lodge as a
cheff. Write a confidential report to the manager on Mutuku Mutinda.
(20 marks)

31. Imagine you are a resident of Makutano junction market

centre and of late you have noted, with a lot of concern, an
increased number of stray dogs and cats in the market. Write a
letter to the editor of a local daily newspaper on the problem,
calling upon the authorities concerned to come to your rescue
and eradicate the menace once and for all.
(20mrks)

32. Imagine you are the teacher in charge of examinations in

your school. Write an Internal Memorandum to teachers
informing them about the date of submission of the raw exams
for typing, the date of starting the exam, the quality expected of
the exam to be set, serious and thorough invigilation, how to
deal with exam malpractices by candidates, marking and
preparing report forms. A copy of the internal memo should be
sent to the District examination co-coordinator; Masinga.
(20 mks)

33. Imagine that it is your first day in a new school. Write an

entry in your journal indicating the things that surprised you,
those that scared you and those that made your happy.
(20mks)

34. You have completed your form four examination. You have read
the following advert for a job in The Standard Newspaper; write a
letter of application accompanied with a C.V that can help you
land an interview for the job. (20 mks)

SITUATION!! SITUATIONS!!

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 WANTED – OFFICE TRAINEE
School leaver (male or female) is required to Act as a general
messenger. Applicants must be well spoken and presentable, as
duties will include answering the telephone and conducting
visitors.
A good command of English is essential. Minimum education
requirements- a mean grade B at KCSE with good passes in
English, Maths and Business Education. Typing is an added
advantage.
Please apply in writing to;-
Miss Mutheru, Personnel Manager, Fierce & Striving Ltd.
P.O Box 12345 00100 GPO Nairobi

35. You have been invited by your best friend, who attained an
aggregate mean grade of A, to a party to celebrate his/her good
performance in last year’s KCSE. Your friend has also asked you
to assist in preparing a one course meal for ten guests.
(a) Write a congratulatory note that you will give to your
friend. (5mks)
(b) Write a recipe that your friend will use to prepare the meal
to be eaten that day.

(15mks)

36. Last year, you read a thrilling novel. You surely wish that
your friend would read it. Write a synopsis that you wish to send
to your friend so that he/she may be persuaded to read it.
(20 marks)

37. You did your KCSE last year and scored A, emerging the best in your school
and division. Your former principal has invited you for a prize giving ceremony
and asked you to deliver a speech to the students. Write the speech you are going
to give. (20mks)

38. Imagine that you sat for your K.C.S.E exams two years ago and passed well,
you have done some training in a professional course. The other day you read an
advertisement in the Daily Nation of a position you qualify for. Apply for it and
attach your functional curriculum vitae (C.V) (20mks)

39. You are the principal of Baraka Teachers Training College and one of your
graduates Mr. Christopher Lipwoni has applied for employment as a teacher at
Lihanda boarding primary school. The head teacher of that primary school has
send you an email requesting you to avail more information about Mr.
Christopher Lipwoni to enable the school decide whether to employ him or not.

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In the space provided below, write a sample report that you intend to email to
the head teacher. Remember to copy the report to the DEO Kakamega East
District
(20mks)

40. You are invited to give a speech on the role of the youth in fostering peace in
your country by a friend overseas. You are unable to travel due to unforeseen
circumstances. E-mail your speech to your friend to present it on your behalf.
(20mks)

41. Imagine you live in Mumias, an average town in Western Kenya. The
National Music Festivals are set to be held in this town for five days. Your friend
who lives in Webuye town intends to come over.
a) Give them clear directions to Nabongo cultural centre in Mumias town. Make
your instructions as precise (one page) and clear as possible – you could use land
marks, well known means of transport, show distance in kilometers e.t.c.
(15mks)
b) Also prepare a packing list for your friend to facilitate their stay in Mumias
town for the duration of the festivals (5mks)

42. You are the proprietor of a newly opened hotel. Write an advertisement
describing the services it offers, the menu, hours of business and give directions
to the location of this new hotel. (20mks)

IMAGINATIVE ESSAY.
Write an essay illustrating the saying “Better the devil you know than the angel
you don’t know.” (20mks)

EXPOSITORY ESSAY.
Write an essay on “The frequency of road accidents in the country”. (20mks)

ARGUMENTATIVE ESSAY.
Write a composition stating whether you agree or disagree with the statement
“Educating a woman means educating the whole nation” (20mks)

DESCRIPTIVE ESSAY.
Write an essay describing a scene of a crime that you witnessed recently.
(20mks)

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