ENC 3254: Writing in Elementary Education

Writing a Letter

Letters are a basic means of communication that you will use to address parents, students, members of your school and community.

The steps to writing an effective letter are simple:

1. analyze your audience
(Who am I writing to? What relationship do I have with them? How formal does this letter need to be?)

2. determine your purpose
(Is this letter to a student's parents because the student is getting an award? Is this letter to the media specialist asking for a new copy of a book?)

3. gather your information
(Do I need examples of a student's work? Do I need class statistics?)

4. write a draft

5. revise and polish

In regards to letter writing, think about the following ten points:

1. Effective letters are accurate and complete as well as direct, coherent and concise.
2. Letters are written for a specific audience.
3. Letters should appear neat and professional.
4. The introduction of a letter identifies its subject or purpose.
5. The body of a letter should logically discuss each topic beginning with the topic deemed most important from the reader’s point of view.
6. The conclusion of a letter should contain a courteous closing. If requesting action, the conclusion also states what the reader needs to do. If the letter is long, summarize the main points in the conclusion as well.
7. In letters, get to the point quickly.
8. Be aware of tone. The tone of the letter needs to fit its purpose. Letters must convey a positive, courteous tone; a calm, respectful tone is best.
9. Avoid clichés. They are perceived as insincere.
10. All letters should be free of errors.

Parts of a Letter:

Heading: contains your address or could be a company or personal logo

Inside address: has the name of the person you are writing along with title and address.

Salutation:"Dear _____:" Note that a colon (:) always follows the salutation in a business letter. When addressing a female, use Ms. unless she specifies otherwise.

Closing: will usually be "Sincerely" and should be followed by a comma. Your name should be printed four lines below the closing to allow space for your signature.

Here is an example format of a business letter in PDF writen in Full Block Style or see below for the exact specifications:

Logo / Letterhead

Skip 5 – 9 lines

Date

Skip 1 – 3 lines

Recipient's Address

Skip 1 line

Dear Title (if known) or Mr. or Ms. _____:

Skip 1 line

Body of Letter

Skip 1 line between paragraphs

Body cont.

Skip 1 line

Closing

Skip 3 lines (to allow room for your signature)

Name

Title / Position

Skip 1 line

Initials if written by a secretary or student aid

Skip 1 line

Enclosure (if one is enclosed)

c: list of others receiving a copy of the letter (if there are other recipients)