Functional writing - emailing a speech

Emailing a Speech

Question:
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. Email your speech to your friend to present it for you.

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Guidelines

• Email Format (4 marks):

  • To, From, Subject

  • Proper salutation (Dear…)

  • Introduction explaining the reason for emailing instead of attending.

  • Attachment of speech OR embedding it in the email body.

  • Proper closure (“Yours sincerely…”)

• Speech Format (12 marks):

  • Addressing audience, formal tone.

  • Introduction → Body (roles of youth in fostering peace) → Conclusion.

  • Length: about 1½ – 2 pages.

• Language & Tone (4 marks):

  • Correct grammar, courteous, persuasive, and inspirational.

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Model Answer

Email

To: peaceconference2025@gmail.com
From: mwangijames@gmail.com
Subject: Speech on the Role of Youth in Fostering Peace

Dear Michael,

I hope this email finds you well.

I was greatly honoured by your kind invitation to deliver a speech during the Peace Conference in Geneva on “The Role of the Youth in Fostering Peace in Society.” Unfortunately, due to unforeseen personal circumstances, I am unable to travel as planned.

However, I have prepared my speech in full and attached it to this email, I kindly request you to present it on my behalf to the conference delegates.

Please extend my heartfelt greetings to the organizers and participants, and assure them of my commitment to the cause of peace, even from afar.

Yours sincerely,
James Mwangi

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Speech: The Role of Youth in Fostering Peace

Distinguished Guests, Ladies and Gentlemen:

It gives me great joy to address this gathering, albeit through a representative, on a matter that is close to my heart: the role of the youth in fostering peace.

Peace is the foundation of progress. Without it, development, unity, and justice remain unattainable dreams. In today’s world—where divisions, conflicts, and hatred too often dominate the headlines—the youth, who form the majority of the population, bear both the responsibility and the power to chart a new path.

Firstly, the youth can foster peace by rejecting tribalism, racism, and all forms of discrimination. We must see diversity not as a cause for division but as a source of strength.

Secondly, we must use our voices responsibly. Social media is the megaphone of our generation. What we post, tweet, or share can ignite conflict or inspire harmony. Let us be deliberate in spreading messages of tolerance, forgiveness, and reconciliation.

Thirdly, the youth should engage actively in civic education and community service. By volunteering, participating in dialogue, and championing social justice, we prove that peace is not passive but an active pursuit.

Additionally, we must lead by example. A disciplined student, a responsible worker, or an honest leader contributes more to peace than a thousand empty slogans. True change begins with our personal conduct.

In conclusion, ladies and gentlemen, the youth are not leaders of tomorrow—they are peace-builders of today. If we rise to this noble calling, then the dream of a peaceful, just, and united world will cease to be a dream; it will become a reality.

Thank you.

By: James Mwangi (Kenya)