Letter and Email Writing
1) Letter Writing
Letter writing is an essential way to communicate all areas of society. From government service letters to workplace policy letters, this medium of communication is as current and essential as it ever was.
Step 1 – Purpose of the Letter
First and foremost, you must have a clear purpose for your letter – something you want to accomplish by sending it. Some common purposes are:
To file a formal complaint
A formal legal letter, such as government documents (Employment Insurance) or
workplace policy (employment letters, policy distribution and memos)
A letter of Reference
Cover Letter
Many others…
By establishing the purpose and main message of the letter, it will determine what kind of information you needs to gather, and the tone in which you write it.
**Be sure to identify WHO the letter will be going to. Determining your audience will how you address an issue, or what type of information you need to collect.
Step 2 – Gathering information
Once purpose and audience have been established, you must gather information to support the message of the letter.
Make a list of details that will build your message. This can include:
A clear, concise sentence outlining the message of your letter
Who you are and the purpose of the letter
The contact information for the person/organization who will be receiving the letter
*Examples (3-4) and content that indicates the importance of your message (**Always
explain each example and how it supports the purpose of the letter)
Solution, outcomes, or consequences if action does/does not happen – if necessary
Step 3 – Format & Tone
A successful letter typically has 3+ paragraphs, and is structured to fit its purpose. Follow the outline below as a general template for letter writing. (Note: changes may need to occur depending on the type of letter).
Your name Your address
Date (Month Day, Year)
Mr./Mrs./Ms./Dr. Full name of recipient Title/Position of Recipient.
Company Name Address Line 1 Address Line 2
Salutation: Dear Mr./Mrs./Dr./Ms.
Paragraph 1
Introduce yourself, and why you’re writing the letter. This should be concise, and be no more than 2 sentences
Provide introductory details about the issue/purpose (2-4 sentences maximum)
Be mindful of your tone – this paragraph and its tone could engage/disengage the reader
Paragraph 2+ - Body paragraphs
Outline details/information that develop the purpose/message of your letter
Give the most important/pertinent details first, and explain how each develops your message
Use the details from your list to ensure that you do not forget anything important
Continue to remain formal and reasonable – be mindful of your tone
Start new paragraph after 8-10 sentences or before you introduce new though process/list of details – large paragraphs can deter achieving end result
Paragraph 3 – Conclusion/Wrap up (or final paragraphs)
Summarize the message of the letter – be concise
Provide recommendations for action (if necessary). These need to be reasonable, and address the issue
in discussion. Give a brief explanation for each
Include a closing statement – often “Thanks” the reader, and indicates when you will follow up
Remember: Positive attitudes are more effective than negative ones…Think about tone as you wrap
up
Include contact information for follow up conversations (email, phone number)
Closing
Sincerely, Thank you, etc..
Step 4 – Review, Send, and Follow Up
At this time, review your letter to ensure proper spelling and grammar, and that all necessary details have been included.
Read it out loud – how would you react to this letter? You should always write “anticipating” your audience’s reaction. Make sure tone is formal, and that you are practical in any
recommendations. Have someone proofread for you if needed.
Send your letter. Make sure you have checked for the proper address, and follow up to ensure the letter arrived at the right place to the right person. Make a copy of your letter for future
reference.
2) Email Writing
Although the letters and emails are similar, there are a few differences we need to be aware of, such as the subject header and email address, CC (carbon copy), and making sure you have a copy of your email saved.
Step 1 – Purpose of the Email
First and foremost, you must have a clear purpose for your email – something you want to accomplish by sending it. Some common purposes are:
To file a formal complaint
A formal legal email, such as government documents (Employment Insurance) or
workplace policy (employment email, policy distribution and memos)
Many others…
By establishing the purpose and main message of the letter, it will determine what kind of information you needs to gather, and the tone in which you write it.
**Be sure to identify WHO the letter will be going to. Determining your audience will how you address an issue, or what type of information you need to collect.
Step 2 – Gathering information
Once purpose and audience have been established, you must gather information to support the message of the email.
Make a list of details that will build your message. This can include:
A clear, concise sentence outlining the message of your email
Who you are and the purpose of the email
The contact information for the person/organization who will be receiving the email
*Examples (3-4) and content that indicates the importance of your message (**Always
explain each example and how it supports the purpose of the email)
Solution, outcomes, or consequences if action does/does not happen – if necessary
Step 3 – Format & Tone
Be mindful of Tone: how your writing sounds when it’s read – general mood of the email. Your tone will make or break the outcome you’re looking for. You must always remain professional, formal, and be precise in the words you choose to carry the message (diction).
To: Make sure the email you have for the contact is correct – Always double check
Subject: Subject heading should be professional, accurate, and include your name
E.g. - Customer Complaint for Dave Smith
- Employment Confirmation for Mike Williams – St. Laurent Branch
Salutation: Dear Mr./Mrs./Dr./Ms.
Paragraph 1
Introduce yourself, and why you’re writing the email. This should be concise, and be no more than 2
sentences
Provide introductory details about the issue/purpose (2-4 sentences maximum)
Be mindful of your tone – this paragraph and its tone could engage/disengage the reader
Paragraph 2+ - Body paragraphs
Outline details/information that develop the purpose/message of your email
Give the most important/pertinent details first, and explain how each develops your message
Use the details from your list to ensure that you do not forget anything important
Continue to remain formal and reasonable – be mindful of your tone
Start new paragraph after 8-10 sentences or before you introduce new though process/list of details – large paragraphs can deter achieving end result
Paragraph 3 – Conclusion/Wrap up (or final paragraphs)
Summarize the message of the email – be concise
Provide recommendations for action (if necessary). These need to be reasonable, and address the issue
in discussion. Give a brief explanation for each
Include a closing statement – often “Thanks” the reader, and indicates when you will follow up
Remember: Positive attitudes are more effective than negative ones…Think about tone as you wrap
up
Include contact information for follow up conversations (email, phone number)
Closing
Sincerely, Thank you, etc..
Type your name, and put your email
Step 4 – Review, Send, and Follow Up
At this time, review your email to ensure proper spelling and grammar, and that all necessary details have been included.
Read it out loud – how would you react to this email? You should always write “anticipating” your audience’s reaction. Make sure tone is formal, and that you are practical in any
Send your email. Make sure you have checked for the proper address, and follow up to ensure the email arrived at the right place to the right person.
I would recommend you CC yourself on important emails, or make sure they are saved in a “Sent Mail” folder. It is good practice to have record of all conversations
Letter/Email Rubric
Curriculum & Expectations Level
Necessary research is complete in developing supporting details
Quality research and data is used
Context is used when making inferences about research
B1. Reading for Meaning: read and demonstrate an understanding of a variety of informational, literary, and graphic texts, using a range of strategies to construct meaning
Main idea of the letter/email is clear, concise, and addresses the purpose of the communication
Information is gathered in a list format, is purposeful for support main idea, and contributes to the outcome of the letter/email
Main idea and supporting details are used with the audience in mind
C1. Developing and Organizing Content: generate, gather, and organize ideas and information to write for an intended purpose and audience
Letter/email format is used effectively to build main idea
All necessary elements of structure are included (address, sender contact information, Subject Header, etc)
Student reviews letter for bias (relative to the purpose), and makes adjustments as necessary
Diction choice is appropriate for the type of communication and enhances
the letter/email’s effect
Transition words and sentence structure is used effectively
C2. Using Knowledge of Form and Style: draft and revise their writing, using a variety of informational, literary, and graphic forms and stylistic elements appropriate for the purpose and audience
Tone is appropriate for the purpose of the letter/email – professional
Letter/Email uses spelling and grammar effectively (no errors or slang,
correct use of commas and periods, etc)
Feedback is used to enhance the final product
Example of a Letter/Email Requesting a Guest Speaker
Crafting your email invitation to a guest speaker
1. Greeting
2. Introduce yourself: Name, student in grade?, at Colonel By Secondary School, taking your grade ? English class. Indicate how many students are in the group, and that each of you have different interests and you are reaching out to this person because you are interested / inspired by this line of work …?
3. Indicate how you came to contact the person (teacher told you of contact / friend / family) 4. Prepare a paragraph of what you have found out about this person in your research.
Focus on what you find interesting about their work (paid or volunteer), their skills, their talents, their challenges, their success.
5. Explain why you want to invite the person to class as a guest speaker.
6. Explain when regular class time is - morning class which takes place either from 9:15 am - 10:30 am OR 10:35 am - 11:50 am. Then ask if they can come in, if there is a week or a month that may work best?
7. Finish off by indicating how much you would appreciate if they can volunteer time to come in and speak to the class.
