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:
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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 Oklahoma City, Oklahoma 73142 2. Today’s date (4 spaces) 3. Inside address (who you are sending the letter to) Mac Industries 4567 Commerce Blvd. 4. Greeting
Dear Ms. Smith: (2 spaces)
6. Closing 5. Body
Paragraphs Who?What?Where?When?
Why?How? Sincerely, 7. Signature and writer’s
information Sally Jones Sales Associate (2 spaces) 8.
Typist’s initials, enclosures, and
copies Enclosure (1) cc: Sam Ward Activity Sheet # ______
1. ______________ Oklahoma City, Oklahoma 73142 2. _____________ ( ____
spaces) 3. ____________________
CMI 4567
Rockwell Ave. 4. ________________
Dear
Ms. Wilson:
6. ______________ 5.
______________________ _______________________ Sincerely, 7______________ _______________ Bill
Fowler Director (
____ spaces) 8.
_________________________ ____________________________ Enclosure
(1) cc:
Sam Ward Information Sheet # 2 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)
23456 N. Redmond
(2 spaces)
June 25, 2004
Ms. Mary Smith, Office Manager
Oklahoma
City, Oklahoma 73103
(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.
Please
call me if I could drop by and see you Tuesday. I look forward
to seeing you.
(2
spaces)
(3
spaces)
wjr
(2 spaces)
Parts of a Letter
Label
each part of this letter
Reagan Erickson
23456 N. Main
(
___ spaces)
July 10, 2004
Ms. Melinda Wilson, Manager
Oklahoma
City, Oklahoma 73103
( _____ 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.
Please
call me if I could drop by and
see you Tuesday. I look forward
to seeing you.
(
____ spaces)
(
____ spaces)
wjr
Purpose, Audience,
Details