Evaluating Letter of Request
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.
Analysis and Evaluation
Students will analyze the style, form, and features of informational and transactional texts to evaluate their effectiveness in communicating meaning and purpose to the target audience.
Composition and Publication
Learners will compose and publish original multimodal informational and transactional texts using appropriate forms and structures that represent their meaning, purpose, and target audience.
Performance Standards
Analysis of Style, Form, and Features
The learners analyze the style, form, and features of informational texts (expository essays) and transactional texts (letter of request).
Evaluation for Clarity
Students evaluate informational and transactional texts for clarity of meaning, purpose, and target audience.
Composition and Publication
Learners 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
Students will develop the following competencies for evaluating letters of request:
Analyze Distinguishing Features
EN7TRAN-IV-1 Analyze distinguishing features of informal and formal correspondences to infer sender's meaning and purpose across modalities: letter of request.
Analyze Influencing Milieus
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)
Examine Sender's Voice
EN7TRAN-IV-3 Examine the sender's voice for clarity of purpose and meaning: -diction -style -tone and register -point of view -sentence structure
Examine Ethics
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.
Activating Prior Knowledge
Sample Letter Evaluation
"Hi! I need to borrow the school gym for an event next month. Can you approve this? Let me know. Thanks!"
Questions to Consider
Identify two strengths of this letter.
Multiple Choice
4. What is the most important factor in evaluating a letter of request?
B. A clear and specific request
5. Why is tone important in a letter of request?
A. It determines how the recipient will feel about the request.
Lesson Purpose and Intention
1
Identify Parts
Identify the different parts of a letter of request.
2
Explain Functions
Explain the function and importance of each part in making the request clear and effective.
3
Analyze Samples
Analyze sample letters to determine their strengths and weaknesses.
4
Compose Letters
Compose a well-structured letter of request using proper format, tone, and organization.
Key Takeaways
Clear Communication
Understanding the essential parts of a request letter helps in clear and professional communication.
Increased Approval
A well-structured letter increases the likelihood of approval for a request.
Professionalism
Proper formatting and tone reflect respect and credibility.
Essential Vocabulary
Understanding these key terms will help you create effective letters of request.
Structural Terms
Salutation
A polite greeting at the beginning of a letter
Recipient
The person or organization to whom the letter is addressed
Sender
The person writing the letter and making the request
Subject Line
A brief statement that summarizes the purpose of the letter
Signature
The sender's name and sometimes their position or contact information
Enclosure
Additional documents or attachments mentioned in the letter
Content Terms
Opening Paragraph
The introduction that states the purpose of the request
Body Paragraph(s)
The section that provides details, explanations, or justifications
Supporting Details
Specific information or reasons that strengthen the request
Tone
The attitude or emotion conveyed in writing
Call to Action
A sentence that asks for a response or action from the recipient
Closing Statement
A polite sentence that expresses gratitude or appreciation
Parts of a Letter of Request
A formal letter of request consists of several key components that work together to create a clear, professional, and effective communication. Understanding these parts is essential for crafting letters that achieve their intended purpose while maintaining appropriate formality and respect for the recipient.
Heading and Recipient's Address
The two essential sections at the top of a formal letter of request that establish communication channels:
Heading
The heading contains the sender's complete information:
This information establishes who is making the request and provides necessary contact details for a response.
Recipient's Address
The recipient's address includes:
Addressing the correct person with their proper title shows respect and ensures your request reaches the appropriate decision-maker.
Salutation and Body Text
Salutation
The salutation is your greeting to the recipient:
A proper salutation sets the tone for your letter and shows respect for the recipient.
Body Text
The body contains the substance of your request:
The body should be concise, specific, and focused on the request while providing all necessary information.
Complimentary Close and Signature
The formal ending components that provide a professional finish to your letter of request:
Complimentary Close
The complimentary close is your formal farewell:
The close should match the formality level of your letter and relationship with the recipient.
Signature Block
The signature block includes:
Your signature authenticates the letter and provides a personal touch to your formal request.
End Notations
Essential components that appear at the end of a formal letter of request
Enclosure Notation
Indicates additional documents included with the letter:
Carbon Copy Notation
Indicates other recipients receiving copies:
Reference Initials
Identifies who drafted and typed the letter:
Sample Letter Template
This template illustrates the proper arrangement of all components in a formal letter of request. Note the spacing between sections and the alignment of each element. Following this structure ensures your letter appears professional and is easy to read. Remember that consistency in formatting throughout the letter is essential for creating a polished, credible document that represents you well to the recipient.
Finding the Right Recipient
Identify the Proper Person
Determine who is most qualified to fulfill your request. This may require research or preliminary inquiries to find the appropriate decision-maker.
Gather Complete Information
Collect the recipient's full name, title, address, and contact information to ensure your request reaches the right person.
Consider Preliminary Inquiry
If necessary, write a separate request letter to ask who you should address your main request to, following the same formal structure.
Business Letter Format
1
Layout Guidelines
Use 1-inch margins around the paper and single spacing. Don't indent paragraphs, but use double spacing between them for clarity and readability.
2
Typography
Choose an easy-to-read font such as Times New Roman or Arial in 12-point size. Maintain consistent formatting throughout the document.
3
Signature Space
End with "Sincerely," then leave 4 lines for your handwritten signature if sending by mail. Type your name and title below this space.
4
Digital Considerations
When sending by email, maintain the same formal structure and formatting, even though a physical signature may not be possible.
Timing Your Request
Consider Processing Time
Remember that recipients have other responsibilities and your request will take time to process.
Allow Sufficient Lead Time
For time-sensitive requests, provide adequate advance notice for consideration and response.
Follow General Guidelines
Allow at least one week for standard requests, with more time for complex or significant requests.
Plan Ahead
Anticipate your needs and send requests well before deadlines to avoid making unreasonable demands.
Worked Example Analysis
The teacher guides the class in analyzing a sample letter of request, examining how different parts work together to create an effective communication.
Identifying Letter Components
Students learn to recognize the structural elements that make up a formal letter of request.
Analyzing Language & Tone
Examining how professional vocabulary and appropriate tone contribute to an effective request letter.
Collaborative Examination
Students work together to understand how all components create a clear, professional, and persuasive request.
By analyzing worked examples, students develop practical understanding of letter format and structure before creating their own request letters.
Group Activity: That's My Part!
Group Formation
The teacher divides the class into four groups for a collaborative learning activity.
Materials Distribution
Each group receives metacards containing the seven parts of a letter of request and a sample template on tarpapel.
Identification Task
Groups must correctly identify and arrange the parts of the letter in proper sequence from top to bottom.
Presentation
Groups present their arrangements and explain the function of each part to the class.
Letter Parts Identification
Heading
Contains sender's information and date at the top of the letter.
Recipient's Address
Includes recipient's name, title, and complete address.
Salutation
Formal greeting addressing the recipient appropriately.
Body Text
Contains the introduction, details, and conclusion of the request.
Complimentary Close
Formal farewell phrase before the signature.
Signature Block
Space for signature and typed name and title.
End Notations
Includes enclosures, carbon copies, and reference initials if applicable.
Practice Exercise
In this exercise, students identify the different parts of a letter of request from a numbered sample. This reinforces understanding of formal letter structure and components.
4. Heading
Contains the sender's information and date at the top of the letter
5. Recipient's Address
Includes recipient's name, title, and complete address
2. Salutation
Formal greeting addressing the recipient appropriately
1. Body Text
Contains the introduction, details, and conclusion of the request
3. Signature Block
Space for signature and typed name and title of the sender
Tone and Style in Request Letters
Request letters require careful attention to tone and specific politeness strategies to achieve their purpose effectively.
Formal Tone
Request letters typically require a formal tone that shows respect and professionalism. This includes using complete sentences and proper grammar, avoiding slang or contractions, maintaining a respectful voice, and using appropriate titles.
Politeness Strategies
Effective requests employ specific politeness strategies like using indirect language ("Would it be possible..." rather than "I want..."), acknowledging the recipient's time, expressing gratitude in advance, and providing justification.
Language Choices
Choose language that demonstrates professionalism while building rapport. Avoid casual expressions but ensure your writing remains clear and accessible. Offering flexibility when appropriate shows consideration for the recipient.
Clarity and Specificity
Be Clear About Your Request
State exactly what you are requesting in specific, unambiguous terms. Avoid vague language that could lead to misunderstanding or confusion about what you need.
Include Relevant Details
Provide all necessary information related to your request, such as dates, times, locations, quantities, or specific requirements. These details help the recipient understand and evaluate your request properly.
Explain the Purpose
Clearly state why you are making the request and how it will benefit you, the recipient, or others. This context helps justify your request and increases the likelihood of approval.
Specify Desired Timeline
If your request has a deadline or preferred timeline, state this clearly but respectfully. Be realistic about timeframes and avoid creating unnecessary urgency.
Common Mistakes to Avoid
Being Too Demanding
Phrases like "I need this immediately" or "You must approve this" can create resistance. Instead, use respectful language that acknowledges the recipient's authority and discretion.
Providing Insufficient Information
Vague or incomplete requests force the recipient to seek clarification, delaying the process. Include all relevant details needed for a decision.
Using Inappropriate Tone
Overly casual or formal language can undermine your request. Match your tone to your relationship with the recipient and the nature of the request.
Neglecting Proofreading
Spelling and grammatical errors suggest carelessness and can reduce the credibility of your request. Always proofread carefully before sending.
Forgetting to Follow Up
If you don't receive a response within a reasonable timeframe, a polite follow-up may be necessary. Plan for this in your initial timeline.
Environmental Request Letters
Beach Clean-up Initiatives
Request letters for beach clean-up projects might seek permission to organize events, request equipment or facilities, or solicit support from local authorities.
Urban Reforestation
Letters requesting support for tree planting in urban areas could address land use permissions, funding for saplings, or volunteer coordination assistance.
Waste Management Solutions
Requests related to improving waste management might propose new recycling programs, ask for additional facilities, or suggest policy changes.
Environmental request letters often propose solutions to specific concerns and require clear explanation of the environmental benefits along with practical implementation details.
Synthesis Activity
Reflect on Learning
Consider what you've learned about letter of request structure and purpose
Identify Key Points
Determine the most important aspects of effective request letters
Articulate Understanding
Express your comprehension in a one-page written reflection
In a one sheet of paper, write something you understand about the lesson we discussed today. This reflection helps consolidate your learning and identify areas where you may need additional clarification.
Evaluation Quiz
1. What is the purpose of the salutation in a letter of request?
B. To greet the recipient politely
2. Where should the sender clearly state the purpose of the request?
B. In the opening paragraph
3. Which part of the letter provides supporting details and explanations for the request?
C. Body Paragraph(s)
4. What is the best way to conclude a letter of request?
B. By expressing appreciation and stating a call to action
5. Which of the following is NOT an essential part of a letter of request?
C. A casual joke
Connection to Problem-Solution Essays
Problem Identification
Recognizing an issue that needs addressing
Problem Analysis
Understanding the issue and its causes
Proposed Solutions
Specific actions to address the problem
Letter of Request
Formal implementation of solutions
As stated in the first part of the lesson, the connection of the previous lesson about problem-solution expository essay to the current lesson is that one way of materializing the solution is through writing a letter of request. The letter serves as a practical application of the solutions identified in the problem-solution essay.
Summary and Next Steps
Letter Parts
We've learned the seven essential components of a formal letter of request and how they work together to create effective communication.
Key Objectives
We've addressed our three learning objectives: identifying letter parts, inferring sender's meaning and purpose, and recognizing appropriate politeness strategies.
Learning Competencies
We've developed skills in analyzing features, structure, sender's voice, and ethical considerations in formal correspondence.
In our next session, we'll apply these concepts by drafting our own letters of request addressing environmental concerns, incorporating all the elements and strategies we've discussed today.