NAME_________________________Date_____________________

Francis Tuttle

. . . the Leader in Career and Professional Development

12777 N. Rockwell Ave, Oklahoma City, OK 73142-2789   405/722-7799

A Learning Activity Packet

Basic Business Correspondence

Major Instructional Area/Course                    e-mails, Memos, and Letters

LAP Three Title                                              Business Letters

LAP Objective

Upon completion of this LAP, you will be able:

·       Know parts of a business letter

·       Compose a business letter

·       Edit letters

You will demonstrate competency by completing the assignments and the test in this LAP with 85% accuracy.

Specific Objectives:

  • Label parts of a letter
  • Identify purpose, audience, and details
  • Correctly use punctuation, capitalization, and grammar

References:        English Skills Practice: Parts of Speech

Writing in the Workplace, Marylyn Calabrese, M.D.

Better Business Writing, Susan L. Brock

LAP 3-AC-memo&letter

7-22-04

Prerequisite(s)   LAPs 1 & 2-AC-memo&letter

Time Range- 5 hrs


LEARNING ACTIVITIES PAGE

Directions: Write a check on the blank as you complete each step

______  1.  READ                                 LAP and Specific Objectives listed on cover page of this LAP #3-AC-memo&letter.

.

______  2.  READ and STUDY:              Information Sheet #1, “Parts of a Business Letter,” pages 3-4.

______  3.  DO:                                    Activity Sheet #1, page 5.

______  4.  READ and STUDY:              Information Sheet #2, “Purpose, Audience, Details,” page 6

______  5.  DO:                                    Performance Activity # 1, page 7.

 


Information Sheet #1

Parts of a Letter

1.               Letterhead – Writer’s return address is centered at the top of the letter.  Spell out the city and state and include phone numbers and email addresses.

2.               Date – type today’s date at the left margin.  The month should be fully spelled out and the year written with all four digits (July 24, 2004)

3.               Inside Address – This is the reader’s name and address.  Be sure to spell     the person’s name correctly.  A business title (Assistant Manager, Director, etc) should follow the name.  Separate the reader’s name and title with a comma.

4.               Greeting – Always begin with Dear and Mr., Ms., or Mrs.  If you don’t have the person’s name, use Dear Sales Manager or Dear Human Resources Director.

5.               Body Paragraphs –

a.     The first paragraph should state the purpose of the letter. 

b.     The second paragraph should give details (who, what, why, when, where, how)

c.     The third paragraph should be a positive finish.  (“I look forward to hearing from you” or “Call me if you need more information”)

6.               Closing – use a simple closing like Sincerely, Sincerely yours, or Yours truly. (Note:  the second word of the closing is NOT capitalized)

7.               Signature and Writer’s identification  - This part includes both a typewritten and handwritten name.  Usually three blank lines separate the typewritten and handwritten name.

8.               Initials, Enclosures, Copies – Initials are to be included if someone other than the writer types the letter.  Enclosure means that something is included in the letter.  cc means a copy or copies are sent to someone else.

A business letter should be typed on letterhead for a professional appearance.  In this LAP we will be using Block Style (everything lines up on the left, except the letterhead) with standard punctuation a colon after the greeting and a comma after the closing).  Use one inch margins top, bottom, left, and right.  Center the letter vertically and horizontally on the page.


Sally Jones

1. Letterhead

 
23456 N. Redmond

Oklahoma City, Oklahoma  73142

2. Today’s date

 
          (2 spaces)

June 25, 2004

(4 spaces)

3. Inside address (who you are sending the letter to)

 
 


Ms. Mary Smith, Office Manager

Mac Industries

4567 Commerce Blvd.

4. Greeting

 
Oklahoma City, Oklahoma 73103

(2 spaces)

Dear Ms. Smith:

(2 spaces)

I will be in the Oklahoma City area next Tuesday, July 6, between 1:00 and 3:00 p.m.  Could I drop by your office and leave a copy of our latest catalog and some free samples?

We have expanded our product line to include custodial supplies and paper products.  Along with our other services, we deliver or ship free.  I am enclosing a 10% coupon for your next order.

6. Closing

 
Please call me if I could drop by and see you Tuesday.  I look forward to seeing you.

 


5. Body Paragraphs

Who?What?Where?When? Why?How?

 
          (2 spaces)

Sincerely,

7. Signature and writer’s information

 
          (3 spaces)

 


Sally Jones

Sales Associate

(2 spaces)

8. Typist’s initials, enclosures,

and copies

 
wjr

Enclosure (1)

           (2 spaces)

cc:  Sam Ward


Activity Sheet # ______

Parts of a Letter

1. ______________

 
Label each part of this letter

Reagan Erickson

23456 N. Main

Oklahoma City, Oklahoma  73142

2. _____________

 
( ___ spaces)         

July 10, 2004

( ____ spaces)

3. ____________________

 
 


Ms. Melinda Wilson, Manager

CMI

4567 Rockwell Ave.

4. ________________

 
Oklahoma City, Oklahoma 73103

( _____ spaces)

Dear Ms. Wilson:

I will be in the Oklahoma City area next Tuesday, July 6, between 1:00 and 3:00 p.m.  Could I drop by your office and leave a copy of our latest catalog and some free samples?

We have expanded our product line to include custodial supplies and paper products.  Along with our other services, we deliver or ship free.  I am enclosing a 10% coupon for your next order.

6. ______________

 
Please call me if I could drop by and see you Tuesday.  I look forward to seeing you.

 


5. ______________________

_______________________

 
( ____ spaces)

Sincerely,

7______________

_______________

 
( ____ spaces)

 


Bill Fowler

Director

( ____ spaces)

8. _________________________

____________________________

 
wjr

Enclosure (1)

 


cc:  Sam Ward


Information Sheet # 2

Purpose, Audience, Details

When we write a business letter, we must determine our purpose, audience, and details. 

The purpose can be one of the following:

          Information

          Complain

          Persuade

          Good News

          Bad News

          Request

We must determine our audience. 

Who are we talking to? 

What information do they need?

Is this message important to the reader?

How will the reader use this document?

Why would the reader need my information?

What details do you need to include.

          Who needs to be there?

          What do I need to bring?

          When will the meeting take place?

          Where will it happen?

          Why do I need to answer this letter?

          How is this going to happen?


Performance Activity #1

Please write the following business letters:

1.          As an administrative assistant, you are helping your supervisor to plan a two-day training conference for the sales staff of 15 people.  The training sessions will be from 9 a.m. to 4 p.m., August 14-16, 2005.  Your supervisor wants you to write a hotel to get room rates, meal costs, transportation, and local attractions.  Use your imagination to fill in the details of the letter.

2.          As the secretary of Global Manufacturing, write a letter to complain about the broken printer you received last week.  You want it repaired or a new one delivered.

3.          Write a thank you letter to ABC Supplies for the rush order of paper.

Write the letters on Word and attach them to an e-mail to your teacher or you may turn them in.  Please make sure and include all the parts of the standard letter.  Watch spacing.  Be clear and concise.   Don’t forget your purpose, audience, and details (who, what, why, when, where, how).

Did you remember to use Courtesy and Conversational Tone? Were you Clear and Specific?

You will have three letters to turn into your teacher.

Each letter will be judged on the following items:

Do you have:

yes

no

All 8 parts of a letter (20 points possible)

   

Point stated clearly and concisely

   

Who?

   

What?

   

Why?

   

Where?

   

When?

   

How?

   

Courteous, conversational tone

   

                              total 

(100 points for each letter is possible)