商务与管理沟通（英文 第12版）教案 Locker-BAC12e-IM-AppendixA Formatting Letters and Email Messages

AppendixA-

AppendixA

FormattingLettersandEmailMessages

TableofContents

DescriptionofAppendixA

1

EssentialstoCover

1

StrategiesforIncreasingLearning

2

LessonPlanIdeas

2

TeachingFormatsAllatOnce

2

TeachingFormatsasNeeded

2

QuestionoftheDay

3

KeyConceptsQuiz

3

KeyConceptsQuizforAppendixA

4

DescriptionofAppendixA

Thisappendixcoversbasicformatsforletters,envelopes,memos,emailmessages,andstateandprovinceabbreviations.Someorganizationsusealternateformatsnotincludedhere.Someorganizationsdemandthatwritersuseaspecificformat;someallowwriterstochoosetheirownformats.

Thelearningobjectivesinclude:

LOA-1Formatsforletters.

LOA-2Formatsforletters.

LOA-3Formatsforletters.

EssentialstoCover

Stressthefollowingpoints.

Therearethreemainformatsforletters:

Block

Modifiedblock

Simplified

Allthreeformatssingle-spaceparagraphs,double-spacebetweenparagraphs,andlineupthedateandthesignatureblock.Theydifferinwheretheyputthedateandthesignature,inthesalutationandclose,andinparagraphindentation.

Inamemo,lineupalltheitemsintheTo/From/Subjectblock;initialthedocument,anduseasubjectline.InChapter15,Figure15.8showsanexampleofaninformativereportinmemoformat.

Mostemailprogramspromptyoutosupplythevariouspartsoftheformat.Someaspectsofemailarestillevolving.Forexample,somewriterstreatemailmessagesasiftheywereinformalletters;sometreatthemasmemos.

Thelessonplansbelowsuggestwaystopresentthismaterialandmaygiveyousomeideasforadditionaltopicstocoveriftimepermits.

StrategiesforIncreasingLearning

Studentsmustknowtheinformationinthisappendix,yetaskingthemtositdownandjuststudyitisunlikelytowork.Youmightfinditusefultousethisappendixasareference.Onthefirstdayofclass,showstudentswhatAppendixAincludesandtellsthemthatyouexpecteveryassignmenttheyproducefortheclasstobesubmittedintheproperformat.Repeatthisrequirementonyoursyllabus,gradingstandardshandout,andassignmentsheets.Forthefirstassignmentofeachtype(thatis,thefirstmemo,thefirstletter,thefirstemailmessage),spendafewminutesgoingoverformatconventions.Afterthat,tellstudentstolookatAppendixAforguidancewhentheyhavequestions.

LessonPlanIdeas

Mostinstructorsteachthismaterialinoneofthefollowingtwoways.

TeachingFormatsAllatOnce

50minutes

Iftimepermits,youmaywanttospendadaycoveringthedifferentformatsforletters,memos,andemailsusingFigureA.1throughFigureA.5inthetext.

TeachingFormatsasNeeded

10-minutesegmentsthroughoutthecourse

Anotherwaytodiscussformatsistoassignthereadingatthebeginningofthecourseandthendiscussthespecificexampleswhentheyareappropriate.Forinstance,whenthefirstmemo/letter/emailmessageiswritten,theappropriateformatshouldbediscussed.Goingoverformatsagainbeforethejobunitcanalsobeuseful.

QuestionoftheDay

Toencouragelearnerstoreadassignments,youmaywanttobegintheclassperiodwithaquickquizquestion.Havingaquizatthebeginningofclassalsoencourageslearnerstobeontimeandeliminatesseparatetimeneededtocalltheroll.Tosavegradingtime,youcanhavelearnersswitchpapersandgradeeachother’s;thisdoublestheclasstimeneededbutsavesyourtimelater.

AnappropriatequestionforAppendixA:

Question:Explainthesimilaritiesanddifferencesbetweenblockformatandmodifiedblockformat.

Answer:Similarities:Bothblockandmodifiedblocksingle-spaceparagraphsanddouble-spacebetweenthem.Theyuseasalutationandcomplimentaryclose,typethewriter’snameusingregularcapital/lowercaseletters,andincludethewriter’ssignature.

Differences:Blockplacesthedateandsignatureblockattheleftmargin,whilemodifiedblockmovesthemovertotherightone-halfortwo-thirdsofthewayonthepage.Paragraphindentationisoptionalinmodifiedblockbutitisneverdoneinblock.

KeyConceptsQuiz

AKeyConceptsQuizforAppendixAfollows.Thisquizgivesyouaquickwaytoassessyourstudents'understandingofthemostimportantconceptsinthisappendix.Answersareasfollows:

1.F

5.D

2.F

6.C

3.T

7.D

4.F

8.A

9.Lettersnormallygotopeopleoutsideyourorganization;memosgotopeopleinyourorganization.Lettersandmemosdonotnecessarilydifferinlength,formality,writingstyle,orpatternororganization.However,theydodifferinformat.

Score:_____of10points Name:_______________________

KeyConceptsQuizforAppendixA

1.

T

F

Evenifyoucallsomeonebyhisorherfirstnameinperson,letterformatrequiresthatyouuseacourtesytitleandthereader'slastnameinthesalutation.(1pt.)

2.

T

F

Thestandardformatforemailmessagesisidenticaltoletterstyle.(1pt.)

3.

T

F

Whenaletterrunstwoormorepages,letterheadstationeryshouldbeusedonlyforthefirstpage.(1pt.)

4.

T

F

Asubjectlinecanbeusedinthesimplifiedstyleonly.(1pt.)

5.Inwhichofthefollowingletterformatsisthedateandsignatureblocklinedupattheleftmargin?(1pt.)

Block

Modifiedblock

Simplified

BlockandSimplified

6.Youhavereceivedaletterthatisaddressedtosomeoneelse.Attheendoftheletteristyped“bcc:[yourname].”WhichofthefollowingistheBESTexplanation?(1pt.)

Thewriterwantsyoutofiletheletterwithoutreadingit.

Thewriterwantsyoutocallthepersontowhomitisaddressedanddiscussit.

Thewriterdoesnotwanttherecipie