SITUATIONAL WRITING (MARKED OUT OF 20)
1. Letters-
• Formal
• Job Application + CV
• To Authorities
• Friendly letter
2. Reports
• Police Reports
• Newspaper Reports
3. Memorandum
4. Savingram
5. Press Release
6. Public notice
7. speech writing
By: Judith
MEMORANDUM
This is a formal communication within an organization, company or institution.
E.g. the school head of Atlegang can choose to use a memorandum to
communicate whatever information to the entire school.
FORMAT OF A MEMORANDUM
At the top of the page write the word memorandum to indicate the type of
communication used
A memorandum must have the following:
1. To:
This indicate those who should be the recipient of the memorandum
e.g.
TO: Staff members
Atlegang Academy
2. CC
The author of the memorandum indicates the names of those whom copies
have been forwarded to
e.g.
Cc: Mr. Joseph, Deputy School head
Education officer- Palapye
3. FROM
This is when the author of the memorandum identifies him/herself.
• He/she writes the following
• Full names
• Signature
• The position he/she holds
• The name of the organization
e.g.
From: School Head
Atlegang academy
4. DATE
That is the date when the memorandum was written. It must be written in
full
E.g. 12`Th March 2024
5. REFERENCE NUNBER
It is the number the author for record keeping
6. TITTLE
The author writes what the memorandum intents to communicate
MEMORANDUM
TO: All staff members
Cc: Mr. Joseph
Education officer- Palapye
From: School Head
Atlegang Academy
RE: WATER SHORTAGE
INTRODUCTION: This serves to inform you about the water shortage in our
school which started on 12`Th March 2024.
BODY: Answer the given guidelines
CONCLUSION: I hope that you are going to conserve and wisely use the little
water we have.
Thank you.
SAVINGRAM
A savingram is communication across organizations, companies or institutions
FORMAT OF A SAVINGRAM
Write the word savingram at the top
From;
➢ full names of the writer
➢ Signature
➢ Designation
➢ The name of the organization
➢ Contact details
To; indicate the recipient name
Cc; names of those who copies have forwarded to
Reference number or identification number
Date in full
TITTLE: What the savingram is about
SAVINGRAM
FROM: Chairperson
Mahalapye Youth center
TO: Shakawe senior secondary school
Cc: Ditiro Mokowe; Regional chairperson for youth
Ref: 10/05/shk DATE:
17 March 2024
RE: INVITATION TO PARTICIPATE IN THE PACT WORKSHOP
INTRODUCTION: this serves to invite ten members from your peer approach
counselling by teens club to participate in a workshop to be held in Shakawe youth
center from the 19`th of March 2024 to the 24`th of March 2024.
BODY: Answer the guidelines
PRESS RELEASE
DATE: 14 March 2024
TO: All media houses
FROM: Anthology Maja signature:___________
The minister
Ministry of education and skills development
CONTACT: 9865473
REF: 05/2024/MOESD
RE: LOW PERFORMANCE IN SCHOOLS
INTRODUCTION: This serves to inform you about a decline in secondary schools
performance.
BODY: answer the guidelines
CONCLUSION: I hope all schools are going to work hard to improve their results
Thank you.
SPEECH
FORMAT/ LAYOUT
INTRODUCTION:
➢ Start by appreciating the director of ceremonies for giving you the
opportunity to address the audience
➢ Acknowledge the presence of the dignitaries i.e. address the people
according to their ranks/positions, start with the one of the highest rank
➢ Appreciate the audience for responding to your call
➢ Introduce the subject
BODY:
Answer the guidelines
CONCLUSION
Always have a definite ending so that the audience are in no doubt that the speech
has come to an end. You can do that by giving words of advice, making
recommendations etc.
EXAMPLE
You are the chairperson of the Parents Teachers Association (PTA) at one of the
schools in your village. The school wishes to hold a prize giving ceremony, and so
you have been asked to be the guest speaker.
Write a speech that you are going to deliver on that day.
Use the following guidelines and add any other interesting details;
• The objectives of the economy
• Importance of learning
• Involvement of Parents in PTA activities
• Behavior of students
• Appreciation to the sponsors
ANSWER
THE IMPORTANCE OF EDUCATION
A SPEECH DELIVERED BY JUNIOR BOKADI, THE CHAIRPERSON OF
PARENTS TEACHERS ASSOCIATION IN SHAKAWE SENIOR SCHOOL.
ADDRESSING SHAKAWE SENIOR SCHOOL COMMUNITY AND PARENTS
ON THE IMPORTANCE OF EDUCATION DURING THE PRIZE GIVING
CEREMONY, IN THE MULTI PURPOSE HALL ON THE 15TH APRIL 2024,
AT TWO O’CLOCK IN THE AFTERNOON.
Thank you Director of ceremony for giving me this opportunity to deliver my
speech to these wonderful people. The School Head, Ms. Tlou, the Deputy School
Head, Mr Lereemang, Head of Houses, Senior teachers, teachers, parents and all
students, I greet you all. I am really honoured to be part of this occasion, and
appreciate the fact that the school has seen it fit for me to be the guest speaker
today.
Ladies and gentlemen, the main objective of this ceremony is to appreciate and
award those students who did well in their studies and extra –curricular activities.
It is significant to recognise the effort that students put in their academic and non
academic work. The prize giving serves as motivation to learners so that they work
hard in order to uplift the results of the school in general.
It is essential for all of us here to realise the importance of learning in everyone’s
life. Learning paves way to someone’s bright future. For one to follow their desired
career, they need to be educated. As a result, there is no way you can achieve your
dream without having done well at school. Remember, life is tough nowadays; for
one to get a decent job or even own a reputable business, they must be learned.
Education is beautiful, and through it ladies and gentlemen, we are enlightened
about things around the globe.
I would like to commend most of the parents of children who are schooling in this
school. Throughout the years they have been very supportive in many school
activities. My respectable parents and colleagues, you have been very useful in
various Parents Teacher Association’s meetings. You have also tirelessly collected
you children reports even when they have not done well. Some of you have even
come to the school to check on your children’s progress without the invitation of
the teachers and this is indeed commendable.
Though the behaviour of the students is not completely satisfactory, it is not that
terrible as compared to the previous years. This year we have few cases of
indiscipline and this shows that our children’s behaviour has improved. Cases of
vandalism on the other hand have also declined. As a result, we are grateful that
the school community and the students parents have worked together to build a
desirable behaviour amongst these children.
Ladies and gentlemen, the school is indebted to all the sponsors who enabled this
ceremony to be a success. We would like to appreciate Longman Publishers for
having donated books to the school and sponsored the top achiever’s prize of
P5000. We would also like to express our gratitude to Orange Botswana for
donating 10 lap tops to the top ten students. Lastly, we would like to thank the
class of 2015 for buying 20 white boards and 50 school bags. The Chiefs
contribution of a cow did not go unnoticed. Without our sponsors, this ceremony
would not have been possible.
In conclusion, let me thank the Director of ceremony for allowing me to speak to
you during this special time. I am also grateful to all for listening to me, for your
patience and time. I hope that you will continue to support our school so as to
improve the results of your children.
FORMAL LETTER
Atlegang Academy
Private bag 008
Palapye
24 March 2024
The Manager
Choppies store
P o box 98
Palapye
Dear sir/ madam
RE: APPLICATION FOR A JOB AS A CASHIER
➢ INTRODUCTION
➢ BODY
➢ CONCLUSION
Yours faithfully
Signature
Sasha Joseph
77685867
PUBLIC NOTICE
A notice is a written or printed statement that gives information or a warning to
people. E.g. a notice about a meeting, an outbreak of a disease or obituary in the
newspaper ( about people who just died.)
LAYOUT/FORMAT
Start by writing the words, A Notice
Date: The date of notice is written (Date must be written in full)
To: who is being addressed
From :
• Full names of the person writing the notice signature
• Position/ designation
• Name of the company /institution/ministry
• Contact details
Reference: the identification number of the notice
Subject: what the notice is about
Introduction: why is the notice written / the purpose of the notice
Body/Development: answer the five given guidelines each in a new paragraph by
adding your own points/ expanding the guidelines
Conclusion: what do you expect from your communication / what do you want
people to do
Write the words Thank You at the end of your notice
AN EXAMPLE OF THE FORMAT/LAYOUT OF A NOTICE
A NOTICE
Date: 4th April 2024
To: The Public
From: Thato Kamwi Signature________
The Minister
Ministry of Health
Contact: 686 5455
Ref: 04/2024/MOH
RE: An outbreak of Tuberculosis in Botswana
Introduction: This serves to inform you about an outbreak of tuberculosis in our
country.
Body: Guidelines
Conclusion: I hope that you are all going to minimise the spread of this disease by
always keeping the doors and windows open.
NEWSPAPER REPORT
MMEGI NEWSPAPER
Friday 30`Th January 2024
GUMARE MAN KILLS WIFE
Reported by: Sasha Joseph
Gumare
First paragraph: it is usually a brief summary of the whole summary
Body: provide more specific information. Use phrases like; it is believed that or, it
cannot be ascertained whether….
Formal language, slangs, vulgar should not be used.
POLICE REPORT
It takes the format of a formal letter and may deal with issues like theft, accidents,
loss of capital, murder etc.
Points to remember
• Give your full names, address and phone number
• Give details of date, time and place where the incident took place
• Include where possible the description of people involved
• Be objective and accurate in giving the information
• Avoid personal issues, stick to the fact
Introduction: example- I Africa Bokadi of ID number 28392009 of plot number 8,
Shaoshoko ward in Shakawe of 73888939, I witnessed a car accident.
Development :Elaborate each guideline.
Conclusion :Any clarity or liberty to conduct the report
Expected response
• You skip a line to write yours faithfully
• Skip line and sign
• Write full name
