Materials and Equipment:! Speaking

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Christine Merryl Henry
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1 Class Level: 5 Topic: Formal Letter Class Length: 3 hrs. Date: Writing Lesson Objectives: Identify parts of a formal letter Know key phrases used in formal letters Understand what to avoid when writing formal letters Practice writing formal letters in response to different scenarios Language Skill Proficiency: Materials and Equipment:! Speaking! Letter Order Activity! Listening! HOW NOT TO WRITE A FORMAL! Reading LETTER! Writing! 28 Most Common Letter Writing Errors (Teacher Reference)! Phrases for Writing Formal Letters! Formal Letters: Applying for a Job; Formal Letters: Repair Request Formal Letters: On-the-Job Injury Activity Plan Warm Up: Place Ss in small groups. Provide each group with set of cut out strips from the Letter Order Activity. Make sure strips are provided to the groups out of order. Have groups race to see which group can put the letter in order quickest. Have first group(s) to finish read letter to class. Have Ss decide if letters are correct. Read letter together as a group. Introduction: Ask Ss to refer back to letter from warm up. Have Ss used or seen this letter format before? When are formal letters used? Tell Ss that today s class will focus on formal letter writing. Presentation: Help Ss identify the different parts of the letter. Provide Ss with guidance on things to avoid when writing a formal letter. Use 28 Most Common Letter Writing Errors as a guide to facilitate the conversation. Practice: Have Ss work in pairs to mark the errors in the letter found in HOW NOT TO WRITE A FORMAL LETTER. Once Ss have found the errors, have Ss rewrite the letter correctly. Go over as a class. Practice: Point out that the biggest difference between a formal and informal letter is the language that is used. Provide Ss with Phrases for Writing Formal Letters. Go over as a class. Work as a class to create a practice letter responding to the cues on the handout. Write the class-generated letter on the board and have Ss copy it onto their handouts for a model. Practice: Provide Ss with one of three formal letters scenarios (Formal Letters: Applying for a Job; Formal Letters: Repair Request; and, Formal Letters: On-the-Job Injury). Have Ss write a formal letter responding to the scenario provided. Have additional copies available for Ss who finish early to write another letter responding to a different scenario. Evaluation: Have Ss share their letters with the class. Extension Activity: Have Ss read up on a current issue being addressed by national, state or local government that is of interest to them. Have Ss write a formal letter to elected officials expressing their feelings about the issue.

2 Letter Order Activity 7000 Sandy Forks Road Raleigh, NC Human Resources Secure Guards Ltd 3260 Six Forks Road Raleigh, NC Dear Human Resources Mananger, I am applying for the position of Security Guard as advertised in The News & Observer yesterday and I am enclosing a copy of my resume as requested. As you can see, I have worked for five years as the personal bodyguard for the governor and before that I was in the army. My commanding officer and the governor can both supply you with references and their addresses can be found on my resume. My experience in the army included working in South Korea and Japan. I have also accompanied the governor on trips throughout the U.S. I notice apply for this position I hope you will give my application serious consideration and I look forward to hearing from you. Yours faithfully, Richard Strong Richard Strong Adapted from

3 HOW NOT TO WRITE A FORMAL LETTER! There are grammar mistakes, spelling mistakes, punctuation mistakes, mistakes in the order of the paragraphs, and also mistakes in the lay-out. Work in pairs and see how many you can find! 12 Tryon Road Cary, NC Majestic Hotel Raleigh The nineteenth of January dear Julia Rambert, I am interesting in the job of Waitress advertised on Craigslist today and I am enclosing a copy of my resume. I hope you will consider my application carefuly and I look forward to hear from you. I am working as waitress in my own country since five years before I came here and my former employer can provide you with a referee. I imagine that you cater mainly for overseas tourists so I belief my language skills would be usefull. In addition to speak both portuguese and english, I also can understand spanish. yours faithfully, Maria Chagas Rewrite the letter correctly here.

4 HOW NOT TO WRITE A FORMAL LETTER (Answer Key) The Majestic Hotel 25 W. Hargett Street Raleigh, NC Dear Julia Rambert, 12 Tryon Road Cary, NC January 19, 2014 I am interested in the job of Waitress advertised on Craigslist today, and I am enclosing a copy of my CV. I worked as a waitress in my own country for five years before I came here and my former employer can provide you with a reference. I imagine that you cater mainly for overseas tourists so I believe my language skills would be useful. In addition to speaking both Portuguese and English, I can also understand Spanish. I hope you will consider my application carefully and I look forward to hearing from you. Yours sincerely, Maria Chagas Maria Chagas Adapted from

5 The Twenty-Eight Most Common Letter-Writing Errors If you ve ever seen a batch of letters sent in response to a want ad, you know they can be hysterically funny. A random sampling usually demonstrates every mistake in the book (like sending the letter to the wrong company). Here are twenty-eight common errors to avoid: 1. Addressing letters, Dear Sir: or Dear Sirs: As you know, many readers today are women. If gender is unclear, the salutation should be something like Dear Hiring Manager, or Dear Human Resources Manager. 2. Addressing letters, To whom it may concern. Find out who will receive the correspondence, and address it personally. One company received a letter addressed to Dear Whomever, to which an employee replied, I'll answer to anything but this! 3. Enclosing a photo. Skip the photo unless you re a model or an aspiring actor. 4. Handwriting or typing over an old resume or letterhead. If you ve moved, start over. Changes on old documents aren t acceptable. 5. No signature. Even if you type your name at the end of correspondence, you should sign the page in your own handwriting to give it a personal touch. 6. Spelling errors. One applicant said he was well suited for writting and editing chores... contac t (sic) me at the adrwss (sic) below. Would you give him your editing work? Another writer said she would enjoy hearing form (sic) us. Word processing spell checkers make mistakes; so proof everything. 7. Not checking grammar. One person wrote, It sounds exciting and give me (sic) the opportunity to use my skills. Check your letters for correct sentence structure. Have friends review them too. 8. Handwriting letters. Brief 30-word thank you notes can be handwritten, if legible. All other correspondence should be typewritten or word processed, even if you have to borrow a word processor or pay a secretarial service. Handwritten letters don't say business. 9. Using a Post-It Brand Note as a letter. Post-It Brand Notes aren't letters. Using one says, This isn't important. I was too busy to write a real letter. 10. Using the word I too much. Some letters are filled with 20 or 30 I s. Make sure yours aren t. Advertising is about you. Emphasize you rather than I. 11. FAXing letters unexpectedly. 1

6 12. Forgetting to include your phone number. One woman wrote, Please call me at home, but didn't include a phone number. 13. Cluttered desktop publishing. With the advent of PCs, some job seekers feel the urge to be creative using various type sizes and fonts. Avoid this in business correspondence. Except in rare cases, business letters should look conservative. If you want to be creative, do so in your choice of words. 14. Using a post office box as an address. Except in rare cases, such as conducting a confidential job search, use a street address. Post office boxes seem transient. 15. Oddball phrasing, such as an opportunity to expand my strengths and delete my weaknesses... Or, You may feel that I'm a tad overqualified. Or, Enclosed herewith please find my resume. Do you talk that way? You should write the way you talk. Avoid bad phrasing by having others critique your letters. 16. Typos, like thankyou for your assistance. 17. Mailing form letters. Some letters contain fill in the blanks. Generic forms don't work well. 18. Not saying enough. One want ad letter read, Please accept my enclosed resume for the position of Executive Director. Thank you. That s too short. A letter is an opportunity to sell. So say something about yourself. 19. Ending with Thank you for your consideration. EVERYONE ends their letters this way, so please don't. Try something different, like I'm excited about talking further, or I know I could do a good job for you. The same goes for Sincerely, and Sincerely yours. EVERYONE uses them. Find something different like Good wishes, With best regards, or With great enthusiasm. 20. WRITING IN ALL CAPS. IT S HARD TO READ. DON T DO IT. 21. Abbreviating Cir., Ave., Dec., and all other words. Take time to spell words out. It looks so much better. 22. Forgetting to enclose your resume. If you say you re enclosing one, then do. 23. Justifying right margins. When you justify right, you create large gaps between words inside your sentences. 24. Forgetting the date and/or salutation. 25. Using lousy printers. Whenever possible, use a laser printer, even if you have to borrow one. 2

7 26. Talking nonsense. I work in instilling proper conduits for mainstream educational connections while also encouraging individual creative forms. What? 27. Forgetting to put the letter in the envelope (one company once received an empty FedEx package). 28. The 300-word paragraph. The worst mistake in marketing is writing too long. Limit sentences to seven or eight words, and limit paragraphs to four or five lines. In letter writing, short is usually better. I try to limit my own letters to one page, seldom two. I believe if I can t say it well in one page, I probably can t say it well at all. 3

8 Greeting Dear Mr. Brown Dear Ms White Dear Hiring Manager To Whom It May Concern Opening I am writing I am contacting you to inform you that... to confirm... to request... to inquire about... to tell you about Referring to previous contact Making a request I Thank you for your letter from May 15. Thank you for contacting me. Thank you for your letter regarding... In reply to your request,... With reference to our telephone conversation yesterday... It was a pleasure meeting you in London last month. I would just like to confirm the main points we discussed on Tuesday. I would appreciate it if you would... I would be grateful if you could... Could you please send me..... I am interested in (obtaining / receiving)... I would appreciate your immediate attention to this matter. Closing Thank you for your consideration. Sincerely, Kind Regards, Best, Respectfully,

9 Additional Vocabulary: as per your request as requested as soon as possible at your convenience at your earliest convenience to be interested in I apologize for I apologize for the delay I apologize for the mistake I am sorry to have to we are sorry to inform you looking forward to hearing from you thank you in advance Practice: Write a letter to your supervisor at work asking for time off. Use the structure of a formal letter and incorporate vocabulary found here: Dear Mrs. Zeebe; I am writing to request; I am interested in; I would be grateful if you could; at your convenience; Thank you for your consideration; and, Sincerely.

10 Formal Letters: Applying for a Job Scenario: Musa read in the newspaper that Harris Teeter grocery store is hiring shift managers. He has been working as a cashier for a different grocery store chain for 8 years. In addition to working, he is also completing his Associates Degree in Business Administration and will graduate in December. He is organized, good with customers and a leader. Directions: Write a letter to the manager of Harris Teeter for Musa expressing interest in the job. Be sure to mention that his resume is attached to the letter.

11 Formal Letters: Repair Request Scenario: Alberto and his family have been living in their apartment for 4 years. During that time, there have been several occasions when repairs were requested to the apartment manager, but nothing was done or it took days to get assistance with a problem. Alberto is feeling frustrated with the situation and plans to vacate the apartment if the repairs are not done immediately. At this point the following repairs need attention: a leaking bathroom sink, cockroaches in the apartment, and a broken oven. Directions: Write a letter to the manager of Bella Vista apartments requesting repairs for the apartment. Be sure to express frustration with the poor service Alberto s family has received over the years.

12 Formal Letters: On-the-Job Injury Scenario: Naw Htoo has been working at the shopping mall food court for 2 years. Her responsibilities include greeting customers; cleaning up tables after customers are done dining; mopping the floor; and, wiping down trays. Yesterday, while working, Naw Htoo tripped over the mop and mop bucket and landed on her back on the hard floor. She was up all night in pain and got a large bruise. She called in sick to work today because her back was causing significant pain. Her supervisor asked her to write a letter describing the incident. Directions: Write a letter from Naw Htoo to her supervisor detailing her injury and how it occurred. Let her supervisor know that Naw Htoo saw a doctor who said should not return to work for 1 week.

Computer Literacy Mr. Bernard Phone: (503) Letter of Introduction Start a new word-processing document.

Computer Literacy Mr. Bernard Email: jon.bernard@scio.k12.or.us Phone: (503) 394-3276 Letter of Introduction Start a new word-processing document. As with the resume, you will not head this paper in the