Let’s Write a Letter
by Melissa Cook
Purpose: The purpose of this lesson is to
help students improve writing skills. Students will learn the outline and other
necessary components in order to write an efficient letter. Students will learn
the art of writing an effective business letter by writing to actual businesses
with a compliment and/or a complaint. This lesson can be presented any time
during Writing Workshop.
Materials needed:
·
Paper
or Writing Journals
·
Pencils
·
Handout
with sample business letter format.
Time required:
15-20
minutes
Objectives:
NCTE
ü Students adjust their use of
spoken, written, and visual language (e.g., conventions, style, vocabulary) to
communicate effectively with a variety of audiences and for different purposes.
ü Students employ a wide range of
strategies as they write and use different writing process elements
appropriately to communicate with different audiences for a variety of
purposes.
ü Students use spoken, written, and
visual language to accomplish their own purposes (e.g., for learning,
enjoyment, persuasion, and the exchange of information).
(NCSCS) Language Arts
ü Competency Goal 1 – The learner
will use language to express individual perspectives through analysis of
personal, social, cultural, and historical issues.
1.01
Narrate
a personal account which:
·
Creates
a coherent, organizing structure appropriate to purpose, audience, and context.
·
Establishes
a point of view and sharpens focus.
·
Uses
remembered feelings.
·
Selects
details that best illuminate the topic.
·
Connects
events to self/society.
ü Competency Goal 6 – The learner
will apply conventions of grammar and language usage.
6.02
Continue
to identify and edit errors in spoken and written English by:
·
Producing
final drafts/presentations that demonstrate accurate spelling and the correct
use of punctuation, capitalization, and format.
Script:
“Today we’re going to look at the
correct way to write a business letter and we’re even going to write a business
letter to an actual business of your choice. (Distribute handout of a sample business letter.
Have students take notes on the handout of the following information:) I
have handed a sample of a business letter that you can keep in your writing
journals for future reference. For now, we are going to go over this block form
of writing. Take notes about the letter as needed.”
“You
will notice that a business letter is always written on 8½” x 11” unlined
paper. There are six parts to a business letter. The heading contains your
return address with the date on the last line. Always include the date on your
letter. The heading is next to the left margin. The inside address is the
address where you will be sending your letter. Include titles and names if you
know them. The inside address is always on the left margin. Skip a line after
the heading before the inside address. You will skip another line after the
inside address before the greeting. The greeting or salutation should always be
formal. It normally begins with the word ‘Dear’ and always includes the
person’s last name. A title, such as Mr., Mrs., or Ms., is used unless the
title is unclear; then the first name of the person is used. The greeting in a
business letter always ends in a colon. The body is written as text. Paragraphs
may be indented but are not necessary. Regardless of format, skip a line
between paragraphs. Skip a line between the greeting and the body. Skip a line
between the body and the close. The complimentary close is short, polite and
ends with a comma. It is at the left margin. Skip two lines after the complimentary
close and type out the name to be signed. This is the signature line and may
include a second line for a title, if appropriate. The signature should start
directly above the first letter of the signature line in the space between the
close and the signature line. Use blue or black ink. Business letter should not
contain postscripts.”
“Now
that we know how to create a business letter correctly, let’s begin by writing
one to an actual business. Think of a product or service you like or have had a
problem with. Use the business format to express your satisfaction or
dissatisfaction with the product or service. You will use your home address as
the return address in the heading. As you finish writing, typing, and editing
your letter, I will proofread your letter with you for grammar and punctuation
before sending it to the business you have chosen. Are there any questions? (Answer any questions students may
have about the business letter format.) If there are no more questions,
let’s begin.”
Additional Resources:
Business Letters
http://englishplus.com/grammar/00000149.htm
Business Correspondence – Overview
http://www.io.com/~hcexres/tcm1603/acchtml/genlett.htm
Letter Format
http://fbox.vt.edu/eng/mech/writing/workbooks/letters.htm
The Basic Business Letter
http://owl.english.purdue.edu/handouts/pw/p_basicbusletter.htm
Sample Business Letter Format
234 Main Street
Boone, NC 28607
23 March 2002
Mr. Frank Jones, President
Jones, Jones, & Jones
123 International Lane
Boston, MA 01234
Dear Mr. Jones:
When you use the block form to write a business letter, all
the information is typed flush left, with one-inch margins all around. First,
provide your own address and the date, then skip a line and provide the inside
address of the party to whom the letter is addressed. Skip another line before
the salutation, and do not punctuate after it. Then write the body of your
letter as illustrated here, with no indentation at the beginning of paragraphs.
Skip lines between paragraphs.
If you are using letterhead that already provides your
address, begin with the date. After writing the body of the letter, type the
closing without punctuation, leave 3-4 blank lines, then type your name and
title (if applicable), all flush left. Sign the letter in the blank space above
your typed name. Now, doesn’t that look professional?
Sincerely,
Jane Smith
Administrative Assistant