Letter of Request: Evaluating for Clarity, Purpose, and Audience
Content Standards
Multiliteracies and Communicative Competence
The learners demonstrate their multiliteracies and communicative competence in evaluating informational texts (academic text: expository essays) and transactional texts (letter of request) for clarity of meaning, purpose, and target audience as a foundation for publishing original informational and transactional texts.
Performance Standards
Analyze Style, Form, and Features
The learners analyze the style, form, and features of informational texts (expository essays) and transactional texts (letter of request)
Evaluate for Clarity
Evaluate informational and transactional texts for clarity of meaning, purpose, and target audience
Compose and Publish
Compose and publish original multimodal informational texts (expository essays) and transactional texts (letter of request) using appropriate forms and structures that represent their meaning, purpose, and target audience
Learning Competencies
EN7TRAN-IV-1
Analyze distinguishing features of informal and formal correspondences to infer sender's meaning and purpose across modalities: letter of request.
EN7TRAN-IV-2
Analyze milieus influencing the structure and rhetoric of informal and formal correspondences across modalities: -parts and formats -organizational patterns -politeness strategies (etiquette)
EN7TRAN-IV-3
Examine the sender's voice for clarity of purpose and meaning: -diction -style -tone and register -point of view -sentence structure
EN7TRAN-IV-4
Examine how ethics is established in transmitting informal and formal correspondences across modalities.
Learning Objectives
Identify Parts
Identify the parts of the letter of request proposing a solution to an environmental concern.
Infer Meaning
Infer sender's meaning, purpose, and intended audience.
Identify Strategies
Identify politeness strategies and appropriate diction and style given a letter of request.
Understanding Letters of Request
Definition
A letter of request is a formal correspondence written to ask for something specific from the recipient.
Purpose
The primary purpose is to formally ask for something from the recipient in a clear, concise, and respectful manner.
Context
In this course, we focus on letters of request proposing solutions to environmental concerns.
Parts of a Letter of Request
Heading
Contains the name and address of the writer of the letter.
Recipient's Address
Contains the name of the person the letter is addressed to.
Salutation
The greeting used in the letter.
Body Text
Contains short introduction explaining why the writer is writing.
Author's Role in Writing a Letter of Request
Provide Details
One of the key aspects of the author's role in writing a letter of request is providing necessary details.
Establish Credibility
The author must establish their credibility and authority to make the request.
Communicate Clearly
The author must clearly articulate what they are requesting and why.
Maintain Professionalism
The author must maintain a professional tone throughout the letter.
Purpose of a Letter of Request
Formal Communication
To establish a professional exchange between sender and recipient
Specific Request
To clearly articulate what is being requested from the recipient
Persuasive Appeal
To convince the recipient to grant the request through compelling reasoning
Problem Solution
To propose effective solutions to identified problems or concerns
The author's purpose in writing a letter of request is to formally ask for something from the recipient. This could range from requesting information, services, permissions, or action on a particular issue such as environmental concerns.
Target Audience for Letters of Request
Government Officials
Letters may be addressed to local, state, or federal government representatives who have the authority to address environmental concerns.
Service Providers
Organizations or companies that provide services related to environmental management or conservation.
Corporate Entities
Businesses whose operations may impact the environment and who have the capacity to implement requested changes.
Community Leaders
Influential individuals who can mobilize community action or advocate for environmental causes.
Some common intended readers for such letters of request include government officials and service providers.
Politeness Strategies in Letters of Request
Respectful Address
Address the recipient with appropriate titles and formal salutations.
Courteous Language
Use phrases like "Would you please," "I would appreciate," or "Thank you for considering."
Polite Closings
End your letter with a polite closing, such as "Sincerely," "Respectfully," or "Very truly," followed by your name.
Politeness strategies are essential in letters of request as they help establish goodwill and increase the likelihood of a positive response. They demonstrate respect for the recipient and acknowledge the favor being asked.
Appropriate Diction in Letters of Request
Formal Vocabulary
Use formal language appropriate for professional correspondence. Avoid slang, contractions, and overly casual expressions.
Precise Terminology
Use appropriate vocabulary and terminology relevant to the context of your request, especially when discussing environmental concerns.
Clear Language
Avoid vague language and get straight to the point. Be specific about what you are requesting and why.
The choice of words in a letter of request significantly impacts how the message is received. Appropriate diction helps convey professionalism and clarity.
Style in Letters of Request
1
Conciseness
Keep your letter brief and to the point. Avoid unnecessary details that may distract from your main request.
2
Formality
Maintain a formal tone throughout the letter, reflecting the professional nature of the correspondence.
3
Organization
Structure your letter logically, with a clear introduction, body, and conclusion.
4
Clarity
Express your ideas clearly and directly, avoiding ambiguity or confusion.
Environmental Concerns in Letters of Request
Marine Conservation
Letters addressing marine pollution, overfishing, or coral reef protection require specific terminology and understanding of marine ecosystems.
Air Pollution
Requests related to air quality improvement need to reference relevant regulations and potential solutions.
Deforestation
Letters concerning forest conservation should address sustainable practices and reforestation efforts.
The Writing Process for Letters of Request
Planning
Identify your purpose, audience, and key points to include in your letter.
Drafting
Write the initial version of your letter following the proper format and structure.
Revising
Review your letter for clarity, coherence, and effectiveness in conveying your request.
Editing
Check for grammatical errors, spelling mistakes, and appropriate tone and style.
Problem-Solution Structure in Letters of Request
Identify Problem
Clearly state the environmental issue or concern.
Explain Impact
Describe how the problem affects the community or environment.
Propose Solution
Present a specific, actionable solution to address the problem.
Request Action
Formally ask the recipient to implement or support the proposed solution.
A problem-solution essay, or in this case a letter, identifies a problem, explains its significance, proposes a solution, and evaluates the effectiveness of the solution.
Ethics in Letters of Request
Honesty
Present factual information about environmental concerns without exaggeration or misrepresentation.
Respect
Maintain a respectful tone even when addressing urgent or controversial environmental issues.
Transparency
Be clear about your motives and any organizations or interests you represent.
Responsibility
Propose solutions that are realistic, sustainable, and consider multiple stakeholders.
Sample Environmental Letter of Request
The following example demonstrates a letter to the government of Ghana regarding environmental protection. Notice how it follows the proper structure and incorporates appropriate tone, diction, and politeness strategies while addressing a significant environmental concern.
Excerpt from "ENVIRONMENTAL PROTECTION: a LETTER TO THE GOVERNMENT OF GHANA" by Philip K. This letter exemplifies how to formally request governmental action on environmental issues while maintaining appropriate structure and tone.
Analyzing Voice in Letters of Request
Diction
The choice of words should reflect formality and precision, especially when discussing environmental terminology.
Style
The writing style should be clear, concise, and professional, avoiding unnecessary embellishments.
Tone and Register
The tone should be respectful and formal, maintaining an appropriate level of deference to the recipient.
Point of View
Letters may be written from personal, organizational, or community perspectives, each requiring appropriate voice.
Formative Assessment: Parts of a Letter of Request
Match each letter part with its correct description:
1. Heading
This part of a letter of request contains the name and address of the writer of the letter.
a. Recipient's address
b. Heading
c. Salutation
d. Body text
2. Body Text
This part contains short introduction explaining why the writer is writing.
3. Salutation
It is the greeting used in the letter.
4. Recipient's Address
It contains the name of the person the letter is addressed to.
Formative Assessment: Author's Role, Purpose, and Target Readers
Question 5: Target Readers
Some common __________ for such letters of request include government officials and service providers.
a. intended readers
b. role
c. purpose
d. errors
Question 6: Author's Role
The author's _________ in writing a letter of request is to formally ask for something from the recipient.
a. intended readers
b. role
c. purpose
d. errors
Question 7: Letter Purpose
One of the key aspects of the author's _________ in writing a letter of request is providing necessary details.
a. intended readers
b. role
c. purpose
d. errors
Formative Assessment: Politeness Strategies, Diction, and Style
1
Question 8
End your letter with a _________ closing, such as "Sincerely," "Respectfully," or "Very truly," followed by your name.
a. Rude
b. Polite
c. Funny
d. Insincere
2
Question 9
Avoid _________ language and get straight to the point.
a. Polite
b. Direct
c. Vague
d. Kind
3
Question 10
Use _________ vocabulary and terminology relevant to the context of your request.
a. Appropriate
b. Irrelevant
c. Unhelpful
d. Unsuitable
Answer Key
Review the correct answers for each assessment section below.
Parts of a Letter of Request
1. b. Heading
2. d. Body text
3. c. Salutation
4. a. Recipient's address
Author's Role, Purpose, and Target Readers
5. a. intended readers
6. c. purpose
7. b. role
Politeness Strategies, Diction, and Style
8. b. Polite
9. c. Vague
10. a. Appropriate
Learning Reflection
Reflection is an essential part of the learning process. It involves critically analyzing experiences, making connections between what students already know and what they are learning. How students think about what they are learning influences their understanding.
Preparing Your Own Letter of Request
Identify an Environmental Concern
Research and select a specific environmental issue in your community that requires attention.
Determine Appropriate Recipient
Identify the person or organization with the authority to address the concern.
Draft Your Letter
Follow the proper format and structure, incorporating appropriate tone, diction, and politeness strategies.
Review and Revise
Ensure your letter effectively communicates your request and follows all guidelines for formal correspondence.
Conclusion and Next Steps
3
Key Components
Parts of a letter, author's role, and politeness strategies are essential elements of effective letters of request.
2
Environmental Focus
Letters addressing environmental concerns require specific knowledge and appropriate terminology.
1
Practical Application
The skills learned in this unit will be applied in creating original letters of request proposing solutions to environmental issues.