Introduction
Good day Grade 11E1.
I hope that you are all well during this challenging time. I know that we all have our own challenges so I thought I'd make learning easier by making use of this platform,hoping that it will be a great success.
Please watch the video I have uploaded on Formal Letters.
Kind regards.
Ms. Naicker
Task
Activity 1:
Instructions: Please review the business letter below and then answer the multiple- choice questions that follow.
November 14, 2011
Dorothy Allen
12345 Stream Ave.
St. Augustine, FL 34567
Dear ____#1____:
As the holiday season approaches, we are reminded of the blessings that are bestowed on us throughout the year. At Aspen Country Lodge, the pleasures we share year after year with our Legacy clients are among our most cherished blessings.
And so, as our staff looks forward to spending time with friends and family, we are also thinking of special friends like you and hoping you are enjoying good health and good cheer. We take pride in being your home away from home and reserve a special place in our hearts for the memories we’ve shared with you.
Thank you for making Aspen Country Lodge part of your annual traditions. Have a blessed Christmas and a peaceful, joyous, and prosperous New Year.
_______#2_______,
Theodore P. Hyde Owner/manager
Aspen Country Lodge • 402 Aspen Way • Cold Bluff, CA 98765 • (303) 346-7889
Answer the following questions based on the above example of a business letter.
1. This letter is not the perfect specimen of proper English grammar and diction. Which of the following would describe the style of this letter and how does that style impact the errors it displays?
A. formal and impersonal
B. informal and personal
C. formal, yet personal
D. informal, yet impersonal
E. none of the above
2. Fill in blank #1 with the most suitable salutation.
A. Ms. (or Mrs.) Allen
B. Legacy Client
C. Dorothy
D. Sir
E. Dorothy Allen
3. Fill in blank #2 with the most suitable close. HINT: Your choice should be consistent with the answer you provided for question #1.
A. Sincerely
B. Yours Truly
C. Thank You
D. Cordially
E. As Always
4. Is it appropriate that the signature lines in this letter include the sender’s title? Why or why not?
A. Yes. It is a standard business practice to always use the sender’s title.
B. No. The sender’s title is optional. For example, it is more appropriate to use it B2B (business-to-business) than B2C (business-to-client).
C. Yes. The title communicates the sender’s relevance with respect to the subject of the letter and its central message.
D. No. The title is optional, so you should consider it with respect to the context and tone of the message.
5. The textbook identifies a number of functions a business letter can fulfill. Which of those is the most accurate way to describe this letter’s function?
A. to introduce the business to a potential client
B. to announce or sell a product or service
C. to communicate feelings and emotions
D. to document an event or decision
E. to deliver important or specific information
6. What rhetorical function would you associate with the phrase, “As the holiday season approaches…”?
A. introductory
B. informative
C. persuasive
D. residual
E. transitional
7. In paragraph #2, “good health and good cheer” is a phrase that uses a common communication technique to reinforce a message. What is that technique?
A. alliteration
B. repetition
C. transition
D. coordination
E. none of the above
8. Where else in this letter does a word or phrase use the technique noted in question 6 to reinforce an important idea? HINT: There are at least four additional applications of the technique.
9. In paragraph #2, “good health and good cheer” is also an example of parallel structure—a technique that helps establish coherence and flow in a letter. List three sets of words that use parallel structure.
10. McLean recommends tying the opening paragraph to the closing paragraph. Identify the two ways this letter accomplishes that.
11. Why is there no return address on this letter?
A. Because it is written in an informal style, so such deviations are acceptable.
B. Because the recipient’s familiarity with this business means she already knows it.
C. Because the letterhead’s graphic takes up too much space.
D. Because the address is printed in the footer of this letterhead.
E. All of the above.
12. Technically, paragraph #2 is flawed because it skips from one idea to another when a well-developed paragraph should focus on one and only one idea. You could correct this weakness by using two paragraphs to expand each idea. Would that be an effective solution? Why or why not?
13. Which of the following summarizes best the central message of this letter?
A. We cherish Legacy clients like you.
B. We are thinking of you.
C. We hope you are enjoying good health and cheer.
D. We are proud of being your home away from home.
E. all of the above
Activity 2:
Write a formal letter(100-250 words) on any of the following topics:
- You are Munish/Surekha, a resident of D-34, Ras Vihar, Dwarka, New Delhi. Open manholes in your colony Kave become a source of danger for the pedestrions and vehicle owners. Write a letter to the Municipal Commissioner complaining about this problem.
- Write an application to the principal asking for arranging a trip.
- Write an application to the principal of your college seeking permission to stage a drama in the college auditorium.
- Write an application to the principal of your school for setting-up a canteen in your school.
- Write an application to the Mayor of the municipality of your colony asking him to provide street lights in your locality.
Process
What is a formal letter?
A formal letter is one written in an orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc. But we do not use formal letters for personal use such as writing them to our family, relatives or friends.
Formal letter writing format requires some specific rules and conventions. Also, the language of the letters should be very professional. The format here will help in relaying the content of the letter in a formal way. An example of a formal letter is writing a resignation letter to the manager of the company, stating the reason for resignation in the same letter.
How to Write a Formal Letter?
To write a formal letter follow the below-given tips:
Address or greet the concerned person properly like Dear Sir/Madam
Always mention the subject of writing the letter
Be concise in your letter. Write the reason for writing the letter in the first paragraph itself. Do not stretch the letter too much.
The tone of the letter should be very polite and not harsh
Write in a proper format and take care of the presentation of a letter
Mention the address and date correctly.
Mention the name and designation of the recipient correctly
The closing of the letter should be with gratitude. Use “Thank you” for consideration of the letter and then at last mention “Yours sincerely or truly” along with your name and signature.
Visit the links below to get more information and clarity on concepts of a Formal letter.
I have selected only a few videos, feel free to watch how many you need to fully understand a Formal letter. You can watch any videos you find useful.
I hope you find these helpful🙂.
Evaluation
Activity 1: 20 Marks
All multiple choice questions 1,2,3,4,5,6,7,11and 13 are 1 mark if they are correct.
Question 8 counts 4 marks
Question 9 counts 3 marks
Question 10 counts 2 marks
Question 12 counts 2 marks
Activity 2: 20 Marks
| Components |
Excellent 4 |
Very good 3 |
Satisfactory 2 |
Need improvement 1 |
Total |
| Format | Format is correct, including your address, date, inside address, salutation, body, closing, and signature. | One of the following parts is incorrectly formatted: your address, date, inside address, salutation, body, closing, and signature. | Two of the following parts are incorrectly formatted: your address, date, inside address, salutation, body, closing, and signature. | Three of the following parts are incorrectly formatted: your address, date, inside address, salutation, body, closing, and signature. | |
| Body | Body includes at least three complete paragraphs. A clear purpose is clearly stated and conveyed to the reader. | Missing one component from the following: at least three complete paragraphs, clearly stated purpose | Missing two components from the following: at least three complete paragraphs, clearly stated purpose |
Missing three or more components from the following: at least three complete paragraphs, clearly stated purpose |
|
| Grammer spelling | Grammar and spelling are correct. | Grammar and/or spelling errors are minimal (<2 errors). | Several errors in grammar and/or spelling (>2 errors). | Many errors in grammar and/or spelling (>4 errors). | |
| Language/audience | The language is appropriate for the audience. | One word is not appropriate for the audience. | Two words are not appropriate for the audience. | More than three words are not appropriate for the audience. | |
| Conciseness | The letter is free of redundant and/or superfluous wording. | The letter contains no more than two cases of redundant and/or superflous wording. |
The letter contains more more than two cases of redundant and/or superflous wording, but they do not distract from the message. Needs Improvement. |
The letter contains so much redundant and/or superfluous information that the message is weakened. |
Conclusion
This lesson will help you to write a Formal Letter.
Complete the activities and watch the videos to help you to create a good Formal/ Business letter.
A similar activity will come in your test as well.
Due date for Formal letter: 01 September 2021.
I wish you the best of luck!
Credits
Teacher Page
COURTNEY NAICKER
219007934
SUBJECT: ENGLISH HOME LANGUAGE
TOPIC: FORMAL LETTER
Please don't hesitate to contact me for clarity or any queries.
Keep well and stay safe students.
Regards.