Planning
1. Brainstorm to create the necessary details you’ll need to include your letter, memo and email; for example, the mailing addresses for the hospital and consulting firm, the dates, the kinds of training materials, the seminar schedule, and so on.
Drafting
2. Using either full block or modified block, draft a letter to Mr. Dittmer to set up the seminar. Your letter must have at least two paragraphs and at least eight complete sentences. Include the following items in your letter: a. Thanks for the company’s reliable support
b. An explanation of the training need and any special topics to cover
c. A request for a trainer to teach the seminar
d. A request for a list of resources the trainer will need
3. Draft an interoffice memorandum to Miriam Hopkins, the Director of Human Resources: a. Assume that you’ve received confirmation from Jeremy Dittmer for the date, time, and materials needed. The trainer he has assigned is Deb Walker (email: Deb.Walker@wydadecs.com).
b. Outline the arrangements you’ve made, providing explanations as needed. Your goal is to assure her that you’ve covered all of the details.
c. Invent any additional details as needed.
4. Using your word processing program, draft an email of at least four complete sentences to Deb Walker, the designated trainer: a. Confirm the arrangements for the seminar, providing only the information she needs to arrive at the right place at the right time.
b. Copy both Mr. Dittmer (Jeremy.Dittmer@wydadecs.com) and Ms. Hopkins (m_hopkins@BroadworthGH.org).
c. Create an appropriate email business address for yourself and include it after the signature block.
5. Set all three items aside for at least 24 hours.
Revising
6. Review the letter, memo, and email as you answer the following questions: a. Have I applied the revision, editing, and proofreading strategies taught in this and previous units?
b. Do my letter, memo, and email include an appropriate beginning, middle, and end?
c. Have I used the formats shown in the study unit for each type of correspondence?
d. Have I included all of the necessary parts, like company letterhead, a simulated signature in the letter in italics or a script font, a heading for the memo, To/Cc/Subject lines for the email, and so on?
d. Have I used either the full block or modified block format for the letter?
7. Make sure your work matches the evaluation criteria below. 8. Edit and proofread your work at least one more time before submitting it for evaluation. Use your computer’s grammar and spell checks cautiously. Not everything the computer suggests is correct, particularly for the purpose and audience.
EVALUATION CRITERIA
The school will use the following criteria to evaluate your two paragraphs. Be sure you’ve revised and edited your work after reviewing these guidelines. • Content and Development (50 points)
The student has effectively combined information from the background material with insightful details of his/her own to communicate to the designated audience for the required purpose. Those details are knitted together with reasonable, concise explanations. If the student used bullet points as an organization tool, he/she has provided a sufficient introduction to make the purpose and information of the list clear.
The student has developed the main idea of each paragraph in a logical direction. Each paragraph flows naturally into the next without blurring the main ideas. Details fit naturally where placed. The student effectively used connective wording to weave information and explanations into a cohesive whole.
Examination100
Letter: 20 points Memo: 20 points Email: 10 points
• Voice and Word Choice (15 points)
The student’s letter, memo, and email maintain a single point of view with appropriate pronouns and verbs in active voice. The student used a formal tone in my communications with Mr. Dittmer and the trainer. The student’s tone and voice give an engaging flavor to the message; they’re appropriate for both the audience and purpose.
Each word works smoothly with the other words to convey the intended message in a precise, appealing, and original way. The words the student has chosen are specific, accurate, and energetic. The student didn’t use slang, clichés, or jargon.
Letter: 5 points Memo: 5 points Email: 5 points
• Conventions and Sentence Fluency (15 points)
The student has demonstrated a skillful grasp of standard writing conventions for American English, using correct grammar, usage, punctuation, capitalization, and spelling. The student’s sentences are well written with varied length, type, and structure to give each paragraph a sense of controlled yet graceful movement. When read aloud, the student’s
