Proper Format Business Letter Spacing Address Date by sty18519

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									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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