LEARNING ACTIVITY SHEET

QUARTER ________/ SEMESTER _________

Name:____________________________________________________Score:_______

Grade & Section _________________________Subject: _______________________

Name of Teacher: ____________________________________Date: _____________

I. Title: Professional Correspondence
II. Type of Activity: Concept notes with formative activities

LAS for summative assessment Written Work Performance Task)

III. MELC: Identify the unique features of and requirements in composing professional
correspondence: resume, application for college admission, application for
employment, various forms of office correspondence

IV. Learning Objective/s:

1. Identify the elements of each type of professional correspondence
2. Demonstrate facility with the fundamentals of writing professional
correspondence as they are required to a variety of professional rhetorical
situations.
3. Produce competent, professional writing that identify the different features of
and requirements in composing professional correspondence
V. Reference/s
https://www.thebalancecareers.com/business-letter-examples-samples-and-writing-
tips-2059673

VI. Concept notes with formative activities

Professional
Writing
Professional writing is a style of written communication used in a workplace environment that allows
professionals (e.g. businesspeople, professors, doctors, lawyers, etc.) to make informed decisions.
Professional writing typically has a formal tone and differs from written text that is considered literary or
artistic, which generally seeks to entertain and/or convey a philosophical truth.
Purpose of Professional Writing
The general purpose of professional writing is to convey information to readers within a workplace
context. The specific function of professional writing can be one or a mixture of the following, depending
on context:
 To encourage action
 To instruct
 To persuade
 To inform
 To affirm shared goals

In the professional world, you will often need to write a business letter or send a professional email. From
applying to a new job, writing a thank you note, sending a note of apology, or sending a farewell email
when you depart, there are many circumstances that will require an appropriately formatted letter or email.

TWO TYPES OF LETTER

Formal letter is written for business or professional purposes with a specific objective in mind. It
uses simple language, that can be easy to read and interpret. On the contrary, informal letters are
written to friends and relative for personal communication and uses a casual or an emotional tone.

Differences between formal and informal letters 1in a detailed manner.

Comparison Chart
BASIS FOR FORMAL LETTER INFORMAL LETTER
COMPARISON
2
  When referring to the number of countable objects, use words rather than figures when the
amount is less than twenty. E.g. Don’t write “we used 3 methods” – instead write “we used
three methods”.
 Don’t use ‘OK‘. Use ‘acceptably’, ‘permissible’, ‘satisfactory’, etc instead.
 Don’t use ‘got‘. Instead use ‘obtained’.
 If you can, try to use the passive voice for some of the time when describing your results.
Using ‘we’ in every sentence is a bit boring.
 List things properly using ‘and‘ between the last two items. E.g. Don’t do ‘we used three
methods A, B, C.‘ Instead you should write either ‘we used three methods: A, B, and C.’ or
‘we used three methods, namely, A, B, and C.’
 You cannot have a paragraph that is just one sentence.

Let’s understand these points with appropriate example.

1. Vocabulary Makes the Real Difference between Formal & Informal English
Words that we use to convey message in our day-to-day conversation are informal while the
words used in books, contracts, or business letters are formal. Be careful in using them
while writing informal and formal letters.
For example,
Informal: Why don’t you pop around my house?
Formal: I would like to invite you to visit my house.
Here are some more words that you can take into consideration while writing letters.
Informal Formal

Help Assistance
Buy Purchase
Need Require
Get Obtain
Also/Plus Moreover
Whole Entire
Enough Sufficient
Note: Inappropriate use of these words will reduce your Band Score.

2. One Style of writing that accepts Abbreviations/Contractions and One Not

In Informal Writing, you can use abbreviations as well as contractions. But, you cannot use
them in case of Formal Writing.
For example,
Informal: I’m waiting for you.
Formal: I am waiting for you.

3. Be Careful with the Emphasizing words

When you want to make something clear or draw attention of the reader, you can use
emphasizing words. Again, depending on the style of writing, these words vary.
For example,
Informal: lots of….really……totally
Formal: much…..definitely….completely
4. Appropriate Use of Phrasal Verbs is Important
To avoid over-formal language, we make use of phrasal verbs. But what happens when you
need to write a formal letter? Though we think of phrasal verbs as means of conveying in an
informal way, there are many of them that can be appropriately used for formal writing.

Well, here is an example.

Informal: Researchers did a survey.
Formal: Researchers carried out a survey.

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 5. Sentence Structure differs based on Formal & Informal Writing
In an Informal Letter Writing, you can write short and simple sentences. Sometimes, you can even
make points so that the reader gets a crisp idea. Whereas, in Formal Letter writing, sentences are long
and complicated. You need to be as thorough as possible with your response. Each point you write
needs to be elaborated.
For example,
Informal: Went to Barcelona for the weekend. Lots to tell you.
Formal: We went to Barcelona for the weekend. We have many things to tell you.

6. Letter Expressions Vary depending on The Style of Writing

Informal letters begin with Dear + Name of the Receiver and ends with Best Wishes/Regards + Your
First Name.
Formal letters begin with Dear Sir/Madam and ends with Yours Faithfully + Full Name

VARIOUS TYPES OF PROFESSIONAL CORRESPONDENCE

1. Application for College Admission: are used in various academic applications that college
students need to undergo. It may be a requirement of the academic institution where they
currently attend or it can also be used for special functions that the college student would
like to undertake.
For more information click the link below:
https://www.template.net/business/letters/sample-college-application-letter/
2. Cover Letter: A one-page document that introduces a job seeker’s work history, professional
skills, and personal interest in applying for a job.
For more information click the link below:
https://resumegenius.com/blog/cover-letter-help/how-to-write-a-cover-letter
3. Various Professional Correspondence
A. A letter of recommendation is written on behalf of another professional to verify their
qualifications and work ethic. A letter of recommendation can strengthen an application for
employment, higher education or another professional opportunity.
B. An offer letter is an official offer of employment that describes the specific terms of the
position. If you agree to the terms the letter offers, then you will sign the offer letter and
accept the job.
C. A letter of resignation informs your employer of your intent to resign. While you may verbally
notify your co-workers and employer of your plans to leave, many organizations prefer to have an
official letter for documentation purposes.
D. Complaint letters are usually sent by consumers to businesses when they're unhappy with a
service or product. Businesses may also occasionally need to write a complaint letter. 
E. An apology letter is an important tool in the workplace that acknowledges a mistake, expresses
regret and asks for the letter recipient's forgiveness or patience.
F. A request letter is a way to formally ask for something in the workplace. You can use this letter to
request a raise, a training class, a recommendation or even a meeting to ask for a promotion.
Letters of request can also be a beneficial way to acquire specific information.
G. A termination letter is a respectful yet effective way to dismiss an employee from their current
job. Termination letters are also called a "letter of separation," "a notice of termination of
employment" or "contract termination letter."
H. A letter of intent (sometimes referred to as a letter of interest) outlines the intent of one
party relative to another. These types of letters can be used in a variety of situations
including business negotiations, to signal the intent to purchase real estate or by recipients
of scholarships or college admissions to indicate the intent to accept a formal offer.
LAYOUT OF FORMAL LETTERS

Letters are made up of different parts:

1. The Greeting
If you know the name of the person you are writing to, begin:
• Dear Mr Jones, (to a man)
• Dear Mrs Jones, (to a married woman)
• Dear Ms Jones, (to a woman)

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 • Dear Miss Jones (not used much these days)

If you don’t know the name of the person you are writing to, begin:
• Dear Sir, (to a man)
• Dear Madam, (to a woman)
• Dear Sir or Madam, (when you don’t know which)

2. The opening paragraph

This paragraph (1 or 2 sentences) contains a clear statement of your reason for writing. Some
typical openings are:
• I am writing in/with reference to.....
• I am writing in response to....
• I am writing to complain about...

3. The body of the letter

The body can contain 1-3 paragraphs, very rarely would it contain 4 or more paragraphs. The
body contains all relevant information.
4. Signaling the end
The final sentence or paragraph often indicates that the letter is going to finish. Some typical
sentences are:
• I look forward to receiving your reply
• Thanking you in advance for your consideration
• I look forward to hearing from you
• Please find enclosed a copy of my CV for your perusal

5. The closing
This phrase puts an end to the letter. If you know the name of the person you are writing to, end
with
• Yours sincerely,
if you don’t know the name of the person you are writing to, end with
• Yours faithfully,

6. The signature
In a formal letter it is common to print your name under your signature.

LETTER FONT AND SPACING

 Properly space the layout of the business letters you write, with space between the heading, the
greeting, each paragraph, the closing, and your signature.
 Single space your letter and leave a space between each paragraph. When sending typed letters,
leave two spaces before and after your written signature.
 Left justify your letter, so that your contact information, the date, the letter, and your signature
are all aligned to the left.
 Use a plain font like Arial, Times New Roman, Courier New, Calibri, or Verdana. Make sure
that the font size you use is large enough that your reader won’t need to reach for their glasses –
the standard font size for these fonts is 10 point or 12 point.

LETTER FORMATS

 Full Block Format

In a full block business letter, every component of the letter (heading, address, salutation, body,
salutation, signature, identification, enclosures) is aligned to the left. Also, first sentences of
paragraphs are not indented. There are two spaces between the address and the date; three spaces
between the address and the salutation; two spaces between the salutation and the first body
paragraph; two spaces between first, second, and third body paragraphs; two spaces between the
body, the complimentary close, the signature line, identification, and enclosures.

 Modified Block Format

In a modified block business letter, the heading, complimentary close, the signature, and
identification are aligned to the right. Address, salutation, the body, and enclosures are aligned to

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 the left. First sentences of paragraphs are indented. There are two spaces between the address and
the date; three spaces between the address and the salutation; two spaces between the salutation
and the first body paragraph; two spaces between first, second, and closing body paragraphs; two
spaces between the body, the complimentary close, the signature line, and identification.

 Semi-Block Format: Much less used, and far less formal, this format is similar to modified block
format except that each paragraph is indented instead of left justified.

Special Learning Treats

http://www.hunter.cuny.edu/rwc/repository/files/business-and-professional-writing/
business_letter_handout-major-rev.pdf

https://mymount.msj.edu/ICS/icsfs/Professional_Correspondence_Guide.pdf?target=edd7666f-8eaf-47f6-
9a1c-feeddaef00c4

https://www.thebalancecareers.com/business-letter-layout-example-2059703

You Can Do It!

TASK 1. MAKING A CONCEPT MAP

You have also been introduced about Professional correspondence; its features, characteristics, parts,
formats and layout. Now, draw a concept map on your paper. Then, write specific kinds of information/
details related to professional correspondence.

Professional
Correspondence

TASK 2. VENN DIAGRAM

Instructions: Give the similarities and differences of formal and informal letters.

INFORMAL
FORMAL LETTER
LETTER

TASK 3.
Instructions: Complete the graphic organizer below by writing the needed information about
formal letter.

FORMAL LETTER

Parts of Formal Letter Format Examples of Formal Letters

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You Can Do More!
“UNIQUE FEATURES”
Formal letters are written for different purposes such as to complain, to request information, to
give information, in response to a letter or a fax, to confirm details, to apply for a position, etc.
They are letters that are written to people you do not know well or might not know at all so you
should use a more formal, polite tone.

Task 4. FORMAL vs. INFORMAL

A. Below are some phrases and types of language that you could find in letters. Decide whether the
phrase or type of language would be found in a formal or informal letter and put a tick in the
proper column.
Phrase or Type of Language Formal Informal
“I am sorry to inform you that…”
phrasal verbs; idioms and slang
“I am very grateful for…”
“Why don’t we…”
contracted verb forms
“Yours faithfully”, “Yours sincerely”,
“Yours”, “Best wishes”, “Write soon”
polite phrases
refers to reason for writing
“I look forward to receiving your reply”.
“nevertheless,” “therefore”
“but”
P.S.
“Everything is OK.”
simple linkers, e.g. then, later, so
“Get in touch with…”

B. Match each word/phrase in column A to its equivalent in column B.

COLUMN A COLUMN B
FORMAL PHRASES INFORMAL PHRASES
1. an issue A. do not want to listen
2. disturbed B. can’t wait
3. contact C. very late time
4. ignore D. tell
5. discuss E. problem
6. Dear Sir/Madam F. speak
7. take actions G. do something
8. look forward to H. get in touch
9. inform I. hello
10. unsociable hours J. worried
K. make
L. bye

TASK 5. SENTENCE STEMS BY FUNCTION

Look at the jumbled words below and put them in a logical order so as to make a full sentence.
All the phrases deal with formal expressions.

1. as as could goods please possible replace soon the you damaged ?

2. am delighted examination have I inform passed that to you you your

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3. about am at college courses enquire I to writing your
4. forward I look receiving reply to your
5. allow apologize for had have me please problems the to you
6. complain am to writing I
7. a cannot I offer refund regret inform that to we you you
8. a addressed enclosed envelop find please stamped self
9. 16th about enquiring for June letter of thank vacancies you your
10.about be college could grateful I if information me send would you your

TASK 6. Language Analysis

A. Put the phrases below into categories, depending on what emotion or attitude they convey.

Dissatisfaction Satisfaction Annoyance Desires

even though you mentioned I am particularly unhappy about………..

I’m sorry (to have) to say…. I’m very keen to….
Unfortunately… I was delighted to see/hear that… …
which was very disappointing. Happily,…
Despite my request for… … I should receive some compensation.
…is not what I expected. What would suit me best is…
… was most impressive.

B. Complete the possible sentences below from different letters by adding a phrase from above. More
than one combination may work.
1. The way she remembered all our names_________________________________________

2. ___________________________________________________________ starting university.

3. _________________________my accommodation was not at all as mentioned in your
brochure.
4. _____________________________________________ we arrived in time to catch the last
train.
5. ___________________________________________ that my timetable was absolutely
fantastic.
6. ____________________________accommodation with a host family, I had to sleep on
campus.
7. ________________________________________ a self-access computer room open 24hrs a
day.

CHALLENGE YOURSELF

STRUCTURING A SUCCESSFUL LETTER

Good Job! You are now close to the finish line!

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TASK 7. LETTER OF INQUIRY

Instructions
You are keen to study English in Canada. Read the advertisement on the Rockland School Of
English and the notes that you’ve written. Then write a letter to Ms Peabody at the Rockland
School asking for details about the school. The letter should be between 150 and 180 words. Do
not write any addresses.

Summer language courses in Ottawa

at the Rockland School of English
Our well-equipped school offers English language courses in this beautiful city. The school
offers a full day study programme and organizes a full range of sporting and social activities as
well as excursions.
The Rockland School is conveniently situated for the amenities in Ottawa. Accommodation can
be arranged with families carefully selected by the school or directly on campus.

Contact Ms Peabody for further details

TASK 8. LETTERS GIVING INFORMATION

Letters written to give information must do just that. You write the letter because you want to
give information for a certain purpose. These letters are always formal.
As in all formal letters these should be organized in paragraphs with the opening one stating why
you are writing; the body of the letter includes all the relevant information organized in
paragraphs; the last paragraph, which consists in a short sentence, signals the end of the letter.
The closing should be an appropriate one.

You want to learn how to use the computer and you come across the following article in a
magazine:

Computer technology at your finger tips

If you would like to study computer science on a course that has been specially designed to meet
your personal needs and interests, then contact the Mr Adams of the Active Learning Computer
School giving the following details
motivation for studying Computer Science
strengths and weaknesses in the field
Preferred start date and length of course
Hobbies and interests
We will contact you once we have received your details in order to arrange a study programme
for you.
Finally a course designed to meet your real needs.

Now write a letter to the Active Learning School giving your details.

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TASK 9. LETTER OF COMPLAINT
The main purpose of a letter may be to ask for information or to give information; however,
another important purpose of a letter may be to complain. Complaining is always a difficult thing
to do, even in your own language.
When you write a letter of complaint you also express an attitude or emotion on the subject to the
person in question. You must never be rude nor offensive when writing these letters, yet you
must clearly state your purpose ( I am writing to complain about…)

Last month you went on a language study tour to Canada but you are dissatisfied with your
experience. Look at the STF Study Tour brochure with your handwritten notes on it. Then
write a letter of complaint to the company asking for compensation.

Learn to speak English fluently in

STF four weeks with our carefully
designed study tours.
STUDY TOURS

regular flights to Montreal true

transport to and from study location true
accommodation with carefully selected stayed with 15 foreign
families students in cheap guesthouse
full day study programme 10 to 2pm!!!
fast learning and effective teaching methodology
multilingual classes most students were from my COUNTRY
weekend excursions 3 were cancelled
sports programme football and tennis matches only

ENRICHMENT

TASK 10. LETTER OF APPLICATION

A letter of application is written to accompany a CV when applying for a job or sent on its own
to request an application form for a job. As in all formal letters, a letter of application must
follow certain rules if you want to give a good impression.

Study the letter of application below. Why would this letter be unacceptable as a letter of
application for a job?

Dear Sir,

I saw your ad for a part-time English Teacher which was in a daily newspaper sometime last
week and I would like you to give me this job.

I know I can do this job because I speak English very well and I’m attending 1styear university
language courses. I taught my friend to speak English, too. This friend of mine is Italian and can
now talk English. I think being an English teacher would be great because I like talking to people
from other countries, and I like going to the pub down the road with the students to help them
improve their English and to get a bit of English culture.

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I can come for an interview if you want. I can come any day except Fridays because I always go
out to lunch with my football mates on Friday. My CV is in this letter so have a look at it and
phone me if you want, any time after 11pmwhen I get back home from the pub.

Hope to hear from you soon,

Mark
P.S. I’m 27.

Now, rewrite the letter by filling-in the gaps below. You might have to make up some details and
you might have to leave some out.

TASK 11. MY COVER LETTER

Instructions: Make your own application letter.

Step 1. Look for a job advertisement online or through a magazine.

Step 2. Cut or copy the job advertisement section and paste it on your paper
Step 3. Then, make your own application letter.

Below is a rubric that will serve as your guide in creating your own application letter.

Excellent Very Good Satisfactory Needs

4 3 pts 2 pts Improvement
1 pts
Format Excellent Very Good Satisfactory Needs
Improvement
Format is One of the Two of the
correct, following parts following parts Three of the
including is incorrectly are incorrectly following parts
your address, formatted: formatted: your are incorrectly
date, inside your address, address, date, formatted: your
address, date, inside inside address, address, date,
salutation, address, salutation, body, inside address,
body, salutation, closing, and salutation, body,
closing, and body, closing, signature. closing, and
signature. and signature. signature.
Body (Content) Excellent Very Good Satisfactory Needs
Improvement
Body Missing one Missing two
includes at component components Missing three or
least three from the from the more components
complete following: at following: at from the
paragraphs. least three least three following: at
A clear complete complete least three
purpose is paragraphs, paragraphs, complete
clearly stated clearly stated clearly stated paragraphs,
and conveyed purpose purpose clearly stated
to the reader. purpose
Grammar and Excellent Very Good Satisfactory Needs
Spelling Improvement
Grammar and Grammar Several errors in
spelling are and/or spelling grammar and/or Many errors in

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 correct. errors are spelling (>2 grammar and/or
minimal (<2 errors). spelling (>4
errors). errors).
Language/ Excellent Very Good Satisfactory Needs
Audience Improvement
The language One word is Two words are
is appropriate not appropriate not appropriate More than three
Language is formal for the for the for the audience. words are not
and appropriate. audience. audience. appropriate for
the audience.
Conciseness Excellent Very Good Satisfactory Needs
Improvement
The letter is The letter The letter
free of contains no contains more The letter
redundant more than two more than two contains so much
and/or cases of cases of redundant and/or
superfluous redundant redundant and/or superfluous
wording. and/or superflous information that
superflous wording, but the message is
wording. they do not weakened.
distract from the
message.

TASK 12. MY REFLECTION

I have learned that………

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