Lesson Plan Word Processing –Business Letter CTE Standard being addressed: Information Support and Services Pathway A7.1 Know common industry-standard software and its applications. Academic Skills Reinforced: CAHSEE Language Arts-Written 1.2 Understand sentence construction (e.g., parallel structure, subordination, proper placement of modifiers) and proper English usage (e.g., consistency of verb tenses). Key Concept: Students will create a business letter that will provide clear information to the intended audience. Students will follow the form of introduction, body, and closure required for all documents. This will enable students to address their audience and convey the message needed while creating a document that uses correct formatting techniques. Performance Objectives: Upon completion of this lesson, students will be able to: a. Organize their information into “introduction, body, and closure” required for proper flow of a document b. Format a letter into standard formatting c. Present their information in a clear and organized manner d. Use correct punctuation, spacing, grammar, and word use to convey their message to their intended audience This will be done with 100% accuracy. Motivation: You have just purchased a new I-Pod. The things you can do with the I-Pod are wonderful. It is great to be able to watch movies, videos, listen to music, and all the other items that your I-Pod can do. However, all of the things that your I-Pod can do you have discovered on your own because your I-Pod came without the instruction booklet. You are to write a letter to Apple Corporation, I-Pod division, notifying them of your dilemma of not having an instruction book. Be sure to include the many things you appreciate about your I-Pod as well as something that you could learn to do if you had an instruction booklet. Decide (and state in the letter) if you want Apple to correct this and send you an instruction book or did you just want them to be aware so they can exercise better quality control as the next per son may not be as capable as you are to figure out what the I-Pod can do. Presentation: Using the projector, project on the board a sample of a business letter with only the portion of how to set up the return address, date, and receiver’s address. Explain the way the letter should be formatted – return address, enter, date of letter, enter, and receiver’s address. This is all single- spaced. After this, set up the salutation – discuss should the salutation be “To Whom It May Concern;” or “Dear Mr. Apple”, what kind of punctuation is used at the end of the salutation, how many spaces between the receiver’s address and the salutation. Next, discuss with the students what the introduction of a letter should say (why are you writing – result may be something like “ I am writing to you today concerning my recent purchase of an Apple I-Pod”.) Does the introduction need to be a certain length? Ask the students to tell you why they are writing the letter. Ask students to dictate to you what they think the introduction should say. Next, discuss with the students what the body of the letter should say. The body should basically explain your issues that you want to take with the product or state your extreme satisfaction with the product and what your expected or hoped for outcomes happen to be; what do you want to accomplish with this letter. Make suggestions, requests, or recommendations. How should this be worded to reach the intended audience and achieve the desired results? Have students dictate what they feel the letter to say. Discuss with students the way they should close the letter. How do they word this to get the results they want? Should they say thank you, should they say “Please respond”, what would the proper response be? Discuss this with the students having them dictate how they feel the letter should end. Now, discuss with students the complimentary closing of the letter. Should you say “Cordially yours” “Sincerely yours”, “Yours truly”, or something different? What kind of punc tuation should be at the end of this closing? How many “enters” should the students put between the complimentary closure and the name? Why should there be so many? Discuss with students should anything else be included? Should this be single or do uble-spaced? Should I be indenting the paragraphs? Application: Now it is time for students to practice this. Students need to type each section of the letter using correct formatting, punctuation, etc. Have students print out their letters. Have students assess their own letters making any changes necessary, then reprint letters. Distribute the letters throughout the class having students assess each other’s letter. After students have assessed, letters need to be returned to the students for any changes necessary. Letters are to be saved and emailed to me. Evaluation: Talk about this lesson with students; discuss what they felt. Did they feel like their letter would be successful? What did they learn about typing? Did they word the letter the way they talked or did they find it easy to use correct grammar? Did they leave themselves enough space to sign the letter? How did they feel about this? Do they have any questions about why they formatted the letter the way they did, etc.? Closure: Discuss the good points and bad points. Discuss with students that they will be doing another letter and go over what the letters need to include. Discuss the concepts of the letter that they struggled with and review the different layouts and formatting. Assessment: For students to be able to assess whether or not they met all the requirements for a business letter, use the following list. Distribute the following list to students for them to assess their own letter and then to assess one of their classmates letter, remind them that this is the same list that I look for when doing my own assessment and grading of the letter: Is the letter in Times New Roman font and is the font size 12? Return address (no name, just address) Double space between return address & date Double space between date and receiver’s address Double space between receiver’s address and salutation Semi colon after salutation (Dear Mr. Apple;) Double space between salutation and introduction? Does the introduction state reason for the letter? (Remember: one sentence is sufficient as long as it is complete) Double space between introductory paragraph and body Does the writer state clearly the history and/or what the hoped for outcome of the letter is? Double space between body and closure. Did the closure end the letter appropriately? Did it state that the writer hopes to hear from the receiver soon or thank you for your time? Did it restate what it hoped the letter would accomplish? Did the writer double-space between the closing paragraph and the complimentary closing? Complimentary closing – was it there? Did the writer put a comma at the end? What closure did they use? Remember that traditionally for a business letter it should say “Sincerely” or “Sincerely yours”. Did the writer leave enough space to sign their name? Remember 4 lines between the complimentary closing and the writer’s name to give enough space. If there is an enclosure, did the writer state it? Remember that between the writer’s name and the word “Enclosure” the lines should be double-spaced. Is the letter centered well within the page or should the writer re-center it? What would this entail? Should they come down further on the page at the top? Should the margins be resized? Should the line spacing be different (it should be single spaced)? Did they indent their paragraphs (remember that if they indent one paragraph, they must indent all paragraphs)? Inside the letter, is the grammar correct or did the writer basically write as he/ she speaks? Were there better, more appropriate, or descriptive words that the writer could have used; words that suggested an action or a feeling instead of making a demand? How many spaces did they use after a period at the end of a sentence? Remember that it should always be two spaces following a period at the end of a sentence or a colon (:), one space following a period after an abbreviation, a comma, or a semi- colon (;). Did the letter achieve its intended goal; did it reach its audience? Assessment form for Business Letter Using this check off sheet, assess this business letter. Name of writer: Your name: Assessment Did not meet Met partially Fully Met Comments/Suggestions Is the letter in Times New Ro man font? Is the font size 12? Return address (no name, just address) Double space between return address date Double space between date and receiver's address Double space between receiver's address and salutation Did the writer use a semi colon after the salutation? Did the writer double space between salutation and introduction? Does the introduction state the reason for the letter (Remember: one sentence is sufficient as long as it is complete.)? Double space between introductory paragraph and body Assessment, pg 2 Did not meet Met partially Fully Met Comments/Suggestions Does the introduction state the reason for the letter? (Remember: one sentence is enough as long as it is complete) Did writer double- space between introductory paragraph and body Does the writer state clearly the desired outcome fro m the letter Did writer double- space between body and closure? Did the writer include a closing paragraph? Did it say thank you or restate what the writer hoped to accomplish? Did the writer double- space between the closing paragraph and the complimentary closing? Co mplimentary closing - was it there? Did the writer use a co mma at the end? (Remember that traditionally, the business letter should close with "Sincerely," or "Sincerely yours," Assessment, pg 3 Did not meet Met partially Fully Met Comments/Suggestions Did the writer leave enough space to sign their name? (Remember 4 lines between complimentary closing and writer's name) Is the letter centered within the page Is grammar correct? Is formatting correct? (Remember there should be two spaces following a period at the end of a sentence or a colon, one space following a period after an appreviation, comma, or semi colon). Did the letter reach its intended goal? The following is the standard being addressed by this assessment: 2.0 Co mmunicat ions 2.2 Writing Specific applications of Writing Strategies and Applications standards (grades nine and ten): 2.5 Write business letters a. Provide clear and purposeful information and address the intended audience appropriately. b. Use appropriate vocabulary, tone, and style to take into account the nature of the relationship with, and the knowledge and interests of, the recipients. c. Highlight central ideas or images. d. Follow a conventional style with page formats, fonts, and spacing that contribute to the documents’ readability and impact.
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