Letter Composing SkillsName:
Part one:
- Log onto Video: Parts of a Letter
- Log onto Teacher tube:
- Click on Videos tab
- Type in Writing Business Letter in search box. Hit enter.
Scroll down and Click on Writing Business Letter link:
TeacherTube Videos - Writing Business Letter
Jun 16, 2009 ...Writing a business letter can be easy if you break it into parts.
LabeledVideosAudiosDocumentsPhotos
List the parts of the letter
- Log onto video: Creating a Block Letter using MS Word
- Log onto:
Briefly explain how to set up a Block style letter
Check For understanding –
- Play jeopardy against yourself:
- Log onto : Play review game.
Check for understanding assignment:
Color-Coded Comments—Creating a Basic Business Letter in Microsoft Word
Description of Activity:
The student will compose a business letter using word-processing skills, independent, practice and color coding.
Objectives: The students will
- Identify the parts of a business letter.
- Format a business letter.
- Use word-processing software to add text, delete text, move text to the correct location, use spell check, and preview and print the business letter.
- Color-code the parts of a complete business letter.
Procedure
Student Activities: The student will:
- Read over Handout 1: Microsoft Business Letter Handout
- Read over Handout 2: Student Activity Sheet—Composing a Business Letter
- Write and color-code the parts of a business letter using Handout 3: Color-Coded Business Letter directions
- Grade and self-reflect using Handout 4: Assessment Rubric for Color-Coded Business Letter
For reference:
- Parts of a Business Letter
- Handout 1
- Technology resources
- Use interactive venn diagram to help put your thoughts together
- Use to learn parts of a business letter, most offices use block style format
Composing a Business Letter
Handout 2
Business letters are written for a specific purpose. They are formal, brief, direct, and include all the necessary information. Frequently business letters are used to request information or order materials.
Six Parts of a Business Letter
1. Heading:
- Your Address
City, State, Zip Code
Month, Day, Year
2. Inside Address:
The name of the business firm or person to whom you are writing
- Address of the name of business or person whom you are writing
- City, State, Zip Code
3. Salutation: (The formal style greeting)
- Dear Sir or Madam
- Dear Mr. James
- Ladies and Gentleman:
4. Body:
- The content or message of the letter
5. Closing: (A formal closing phrase)
- Sincerely,
- Yours truly,
6. Signature:
- Your first and last name should be written three/four lines below the closing phrase.
In creating a business letter, you will practice adding and deleting text, using the spell-check option, reviewing what you have written, and printing the final document.
1)Using word-processing software, type in the heading with your own address and the current date. Leave a space between your own address, the date, and the inside address.
2)Type in the inside address with the person or company’s address receiving the letter. You may also include the person’s title after the name. For example, Mr. John Jones, President.
3)Insert salutation or greeting. The formal greeting is always followed by a colon (:). If a specific name is not known, the greeting is Dear Sir or Madam.
4)Write a letter = see handout 3 for specific directions. State the purpose of the letter. Be sure the facts are given brief, logical way. Indent each new paragraph by pressing the TAB key one time.
5)Insert a closing followed by a comma. Only the first word of the closing is capitalized. For example, Yours truly.
6)Insert your first and last name four lines below the closing.
7)Spell check the letter.
8)Proofread the letter. If needed, make necessary changes.
9)Use print preview to make certain your letter is spaced properly on the page (Click on FILE>PRINT PREVIEW).
10)Save the file (CTRL+S).
11)Print the letter.
Color-Coded Business Letter Assessment
Handout 3
Job Skill 11-2: Key a Letter of Withdrawal
Name ______Date ______Score ______
Performance Objective
Task:Key a letter of withdrawal for the physician’s signature.
Directions with Performance Evaluation Checklist
Mrs. Stanfield refused to follow the treatment prescribed by Dr. Gerald Practon and he has asked you to type a letter of withdrawal on his letterhead. Follow the steps below to complete this job skill.
Gather materials (equipment and supplies) listed under “Conditions.”
1. Use Practon Medical Group and their address as the heading. This can be found in workbook.
2. Use current date.
3. Address letter to Constance M. Stanfield, 2090 Hope Street, Woodland Hills, XY 12345.
4. Use correct salutation.
5. Key in full block style.
6. Use punctuation.
7. Use even and equal left and right margins.
8. Place letter on stationery with correct spacing.
9. Write appropriate letter with wording that is legally correct.
10. Check paragraphing and punctuation.
11. Place complimentary close and signature line in appropriate place.
12. Key reference initials.
13. Key enclosure notation.
14. Proofread for spelling and typographical errors while on screen or in typewriter.
15. Correct, print, and proofread again.
16. Correct all errors and ready for physician’s signature.
17. When you have finished your letter, color code the parts of the business letter in the following way:
Heading —Orange
Inside address—Yellow
Greeting—Green
Body—Blue
Closing—Red
18. When you have keyed in your letter, run SPELL CHECK to check your letter for spelling and grammatical errors.
19. Check it again to be certain you have everything in your final version correct.
20. Be sure to save your letter periodically so that you will not lose all of your hard work.
21. Use Rubric for color coded business letter and self-grade. Hand into your folder for credit.
Rubric for Color-Coded Business Letter
Handout 4
4 / The content of the letter is excellent.The letter contains no more than one error.
The letter is color coded correctly.
3 / The content of the letter is good.
The letter contains no more than three errors.
Five parts of the letter were color coded correctly.
2 / The content of the letter is fair.
The letter contains no more than five errors.
Three parts of the letter were color coded correctly.
1 / The content of the letter was poor.
The letter contains six errors or more.
All six parts of the letter were incorrectly color-coded.
Total Score
Grading Scale:
4 = 93-100
3 = 92-82
2 = 81-70
1 = 69-0
Part two:
JOB SKILL 11-1Spell Medical Words
Name ______Date ______
Performance Objective
Task:Identify correctly spelled medical terms.
Conditions:Pen or pencil.
Directions with Performance Evaluation Checklist
Select and circle the correctly spelled medical word from the choices given.
Gather materials (equipment and supplies) listed under “Conditions.”
1.conchiousnessconsciousnessconsceousness
2.exhaustionexsaustionexhausion
3.theraputictherapuetictherapeutic
4.antidiarreticantidiarrheticantidiarhetic
5.neurolysisnuerolysisneurolosis
6.medisinal medicinalmedicenal
7.roentegenogramrentegenogramroentgenogram
8.kinesiologykenesiologykenisiology
9.pharmasueticalpharmacueticalpharmaceutical
10.humeris humerushumerous
11.esophaglagiaesophagalgiaesopagalgia
12.critereoncriterioncreiterion
13.cauterisationcaterizationcauterization
14.methastasizemetastasizemetasthasize
15.spontaneousspontenousspontaneus
16.capitation captationcapitasion
17.pancretectomypancraetectomypancreatectomy
18.indemity endemnityindemnity
19.negoteablenegotiablenegotable
20.intemperanceintemperenceintemparance
21.ajudicate adjudicateadgudicate
22.cursor cursercourser
23.stethoscopesteathescopestethescrope
24.purelent purulentpeurulent
25.ausculationauscultationauscultasion
JOB SKILL 11-3
Edit Written Communication
Name ______Date ______
Performance Objective
Task:Edit sentences for improvement.
Conditions:Assemble 20 sentences and pen or pencil.
Directions with Performance Evaluation Checklist
Read each sentence below and edit to eliminate words, change the sequence of words, and eliminate redundant phrases.
Gather materials (equipment and supplies) listed under “Conditions.”
1.Mrs. Benson just recovered from an attack of pneumonia.
2.The letter arrived at a time when we were busy.
3.During the year of 19XX the unpaid accounts were numerous.
4.If the population, as in the general case, increases, we’ll plan on expanding our practice.
5.The water is for drinking purposes only.
6.The close proximity of the police department scared the thief.
7.It costs the sum of 20 dollars.
8.The young secretary has a beautiful future before her.
9.The wreck occurred at the corner of Fourth and Rampart Streets.
10.The color of the prize rose was dark red.
11.We are now engaged in building a new medical office.
12.Somebody or other must assume the responsibility.
13.The file is made out of steel.
14.There is much construction in the city of Ventura.
15.It happened at the hour of midnight.
16.The package should be there in three weeks’ time.
17.We will ship the office supplies at a later date.
18.The character of the road was smooth.
19.The physician spoke at a meeting held in Miami Beach.
20.The patient appeared for her appointment at the hour of 2:30 p.m.
JOB SKILL 11-4
Compose and Key a Letter for a Failed Appointment
Name ______Date ______
Performance Objective
Task:Compose and key an original letter dealing with a failed appointment.
Directions with Performance Evaluation Checklist
Margaret B. Hanson (Mrs. C. L.) of 2319 Warren Street, Woodland Hills, XY 12345 calls on September 20 to make a 4 p.m. appointment for her 18-year-old son, James P. Hanson, on September 25. The patient does not show (DNS) for the appointment. Write a letter with a reference line to Mrs. Hanson notifying her about her son’s failure to keep his appointment. Remember that this is a legal document that must be prepared for Dr. Fran Practon’s signature. Key this letter in full-block style with mixed punctuation; assume a file copy will be made.
Gather materials (equipment and supplies) listed under “Conditions.”
1. Use Practon Medical Group and their address as the heading. This can be found in workbook.
2. Date letter using current date.
3. Key inside address.
4. Key appropriate salutation.
5. Key reference or subject line.
6. Use full-block style.
7. Use punctuation.
8. Center letter with even margins.
9. Mention failed appointment with date and time in body of letter in a clear, concise manner.
10. Insert proper paragraphing.
11. Key appropriate complimentary close and signature line.
12. Insert proper reference initials.
13. Proofread while document is on screen or in typewriter for spelling, punctuation, capitalization, and typing errors.
14. Correct, print, and proofread again.
15. Make corrections and ready for physician’s signature.
16. Use Business Letter Assessment Rubric and self-grade
JOB SKILL 11-5
Compose and Key a Letter for an Initial Visit
Name ______Date ______
Performance Objective
Task:Compose and key an original letter to a new patient explaining procedures for the initial visit and requesting insurance information.
Directions with Performance Evaluation Checklist
Write a letter over your own signature to Raymond E. Stokes Jr., 4053 Magnolia Boulevard, Woodland Hills, XY 12345. Remind him of his appointment at 2:30 p.m. on Thursday, October 2, (current year). Inform him that the fee for an initial office visit is approximately $70.92. Suggest that he bring all insurance information if he has insurance coverage. Use full-block style with mixed punctuation.
Gather materials (equipment and supplies) listed under “Conditions.”
1. Use Practon Medical Group and their address as the heading. This can be found in workbook.
2. Date letter using current date.
3. Key inside address.
4. Key appropriate salutation.
5. Key reference or subject line.
6. Use full-block style.
7. Use punctuation.
8. Center letter with even margins.
9. Mention appointment time, date, fee, and insurance coverage information in body of letter.
10. Insert proper paragraphing.
11. Key appropriate complimentary close and signature line.
12. Insert proper reference initials.
13. Proofread while document is on screen or in typewriter for spelling, punctuation, capitalization, and typing errors.
14. Correct, print, and proofread again.
15. Make corrections and sign.
16. Use Business Letter Assessment Rubric and self-grade
JOB SKILL 11-6
Compose and Key a Letter to Another Physician
Name ______Date ______
Performance Objective
Task:Compose and key an original letter referring a patient to another physician.
Directions with Performance Evaluation Checklist
Write a letter to Dr. Manuel Madero-Gonzales, Av. Mexico 131, Parque San Andraes, Mexico 21, D.F., referring Dr. Fran Practon’s patient, Mr. Hector Gutierrez, who may need medical attention while vacationing in Mexico from September 30 through October 21, 20XX. He has been treated for infectious hepatitis, and his recent laboratory studies and clinical evaluations were within normal limits; assume you are enclosing copies of the most recent laboratory report and clinical evaluation. Tell Dr. Madero-Gonzales that you have instructed Mr. Gutierrez to contact him if any medical problems develop during his three-week stay. Use modified block-style and open punctuation; make a copy to mail to the patient.
Gather materials (equipment and supplies) listed under “Conditions.”
1. Use Practon Medical Group and their address as the heading. This can be found in workbook. 2. Date letter using current date.
3. Key inside address.
4. Key appropriate salutation.
5. Key reference or subject line.
6. Use Full block style.
7. Use punctuation.
8. Center letter with even margins.
9. Mention enclosed clinical evaluation in body of letter.
10. Insert proper paragraphing.
11. Key appropriate complimentary close and signature line.
12. Key enclosure notation.
13. Key copy notation.
14. Insert proper reference initials.
15. Proofread while document is on screen or in typewriter for spelling, punctuation, capitalization, and typing errors.
16. Correct, print, and proofread again.
17. Make corrections and prepare for physician’s signature.
18. Use Business Letter Assessment Rubric and self-grade
JoB SKILL 11-7
Compose and Key a Letter Requesting Payment
Name ______Date ______
Performance Objective
Task:Compose and key a letter requesting payment on an overdue bill.
Directions with Performance Evaluation Checklist
When checking the financial records, you find that Christine LaMairre (Mrs. C. J.), 247 South Lincoln Boulevard, Apartment 5, Topanga, XY 12345, has not paid her bill for three months. She was seen for a consultation and complete physical examination; the fee was $70.92. She has no insurance coverage. Write a firm letter requesting payment by a specific date so it is not necessary to turn her account over to a collection agency. Enclose a copy of the current statement. Compose and key an original letter over Dr. Gerald Practon’s signature in modified block style with open punctuation; assume a file copy of the letter will be made.
Gather materials (equipment and supplies) listed under “Conditions.”
1. Use Practon Medical Group and their address as the heading. This can be found in workbook.
2. Date letter using current date.
3. Key inside address.
4. Key appropriate salutation.
5. Key reference or subject line.
6. Use full block style.
7. Use punctuation.
8. Center letter with even margins.
9. Request payment, stating amount owed in body of letter using firm language.
10. Insert proper paragraphing.
11. Key appropriate complimentary close and signature line.
12. Key enclosure notation.
13. Insert proper reference initials.
14. Proofread while document is on screen or in typewriter for spelling, punctuation, capitalization, and typing errors.
15. Correct, print, and proofread again.
16. Make corrections and prepare for physician’s signature.
17. Make a file copy.
18. Use Business Letter Assessment Rubric and self-grade
JOB SKILL 11-8
Key an Interoffice Memorandum
Name ______Date ______
Performance Objective
Task:Key an interoffice memorandum.
Conditions:Use interoffice memo (Form 32) and handwritten note (Workbook Figure 11-1). See textbook Figure 11-10 for an example.
Directions with Performance Evaluation Checklist
Dr. Practon has written a note and asked you to key a memorandum to Dr. Yong Hall. Abstract information from his handwritten note and key the message accurately on an interoffice memo. Use guide words such as those found on Form 32.
Gather materials (equipment and supplies) listed under “Conditions.”
1. Read the note before beginning to compose the memo.
2. Prepare a rough draft of the memo.
3. Align and key memo headings (or use those on Form 32).
4. Fill in spaces after each guide word with appropriate data.
5. Choose appropriate information for the subject heading.
6. Write a concise message using appropriate sentence structure.
7. Include all relevant information.
8. Proofread memo while document is on screen or in typewriter for spelling, punctuation, capitalization, and typing errors.
9. Print hard copy.
From the Desk of... G. P.
3-22
Jean:
Ask Dr. Hall if he saw article “Evaluation of Biofeedback Training + Its Effects Upon Pt’s with Tension Headaches” - Jan, 20XX. AMA Journal by Dr. Hugh James, pgs 21–25 — relevant to his research; very informative!
G. P.
P.S. Does he need a reprint?
Figure 11-1
JOB SKILL 11-9
Key a Memorandum from Handwritten Notes
Name ______Date ______
Performance Objective
Task:Key an interoffice memorandum from a handwritten note.
Conditions:Use interoffice memo (Form 33) and handwritten note (Workbook Figure 11-2). See textbook Figure 11-10 for an example.
Directions with Performance Evaluation Checklist
Dr. Fran Practon has written you a note (Figure 11-2) asking you to key a memorandum to Cathy Crowe, RPT. Dr. Practon will take it to the hospital and place it in Cathy’s box. Key the appropriate memo.
Gather materials (equipment and supplies) listed under “Conditions.”
1. Read the note before beginning to compose the memo.