Letter Writing : Acknowledging Receipt of letters of congratulations and sympathy
Subject:
English Language
Term:
Second Term
Week:
Week 3
Class:
Primary 5 / BASIC 5
Topic :
Letter Writing : Acknowledging Receipt of letters of congratulations and sympathy
Learning Objectives :
By the end of the lesson, pupils should be able to
- Explain the features of acknowledgement letter
- Describe the styles of such letters
- Write and compose acknowledgement letters with the right register
- To understand the purpose and key elements of an acknowledgement letter.
- Write an acknowledgement letter using appropriate language and tone.
- Distinguish between an acknowledgement letter and a receipt.
Learning Activities
- Pupils, as class, give samples of acknowledgement letters and give features of such letters
- Pupils, as groups, state reasons for giving acknowledgment letters
- Each pupil composes letters on congratulations or sympathy
Embedded Core Skills
- Communication and Collaboration
- Critical thinking and problem solving
- Leadership skills and Personal Development
- Creativity and Imagination
Learning Materials
- Samples of congratulatory letters
- Writing materials (e.g. pen and paper, computer)
- Wall charts
- Web Resources
Building Background /connection to prior knowledge : Students are familiar with letter writing and have written a good number of letters
What are letters of congratulations and sympathy.
Letters of congratulations are written to express congratulations or good wishes to someone on a special occasion or achievement. They are often sent to congratulate someone on a promotion, a new job, a graduation, a wedding, the birth of a child, or other significant milestones.
Letters of sympathy, on the other hand, are written to express condolences or offer support and comfort to someone who is grieving or has suffered a loss. They are often sent to express sympathy for the loss of a loved one, a pet, or to offer support to someone who is going through a difficult time.
Features of acknowledgement letters.
An acknowledgement letter is a document that confirms receipt of a specific item or document. Some of the key features of an acknowledgement letter include:
- Date: The letter should include the date it was written.
- Addressee: The letter should be addressed to the person or organization that sent the item or document being acknowledged.
- Reference: The letter should reference the item or document being acknowledged, including any relevant details such as the date or number.
- Confirmation of receipt: The letter should clearly state that the item or document has been received.
- Thanks: It is also common to include a thank you for the item or document received.
- Next steps: If there are any follow-up actions or next steps required, they should be mentioned in the letter.
- Signature: The letter should be signed by the person writing it.
It is important to note that an acknowledgement letter is not the same as a receipt, which is a document that serves as proof of payment. An acknowledgement letter simply confirms that a specific item or document has been received and does not imply any financial transaction.
Format for writing an acknowledgment letter
[Your Address]
[City, State ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient Address]
[City, State ZIP Code]
Dear [Recipient’s Name],
I am writing to acknowledge receipt of the [document/item name] you sent on [date]. I appreciate your prompt attention to this matter.
I confirm that we have received the [document/item name] and it is in good condition. We have found the information contained within the document to be useful and informative. We are grateful for your assistance in providing this to us.
Please let us know if there are any follow-up actions or next steps required on our end. We will do our best to comply with your request as soon as possible.
Thank you for your cooperation and for entrusting us with this matter.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Note : The register used in the above letter is formal. The tone of the letter is polite and appreciative, and the language is professional. It is suitable for acknowledging a wide range of documents, such as legal documents, financial documents, and official letters.
Review
- What is the main purpose of an acknowledgement letter? a) To confirm a financial transaction b) To confirm receipt of an item or document c) To offer condolences d) To express congratulations
- What should an acknowledgement letter include? a) Date b) Addressee c) Reference d) All of the above
- What should an acknowledgement letter NOT include? a) Confirmation of receipt b) Thanks c) Proof of payment d) Next steps
- In what situations would you write a letter of congratulations? a) Promotion b) New job c) Graduation d) All of the above
- In what situations would you write a letter of sympathy? a) Loss of a loved one b) Loss of a pet c) Going through a difficult time d) All of the above
- What is the main difference between an acknowledgement letter and a receipt? a) An acknowledgement letter confirms receipt of an item or document, while a receipt confirms a financial transaction b) An acknowledgement letter includes a thank you, while a receipt does not c) An acknowledgement letter is always formal, while a receipt can be informal d) An acknowledgement letter does not include the date, while a receipt does
- When should you sign an acknowledgement letter? a) At the beginning of the letter b) At the end of the letter c) In the middle of the letter d) Not at all
- What is the tone of an acknowledgement letter? a) Hostile b) Casual c) Polite d) Aggressive
- To whom should an acknowledgement letter be addressed? a) The person or organization that sent the item or document b) The person or organization that received the item or document c) The person or organization that will be using the item or document d) The person or organization that will be paying for the item or document
- What is the register used in an acknowledgement letter? a) Informal b) Formal c) Casual d) Aggressive
Lesson Presentation
Introduction (10 minutes):
- Begin the class by discussing the importance of written communication in professional settings.
- Introduce the topic of acknowledgement letters, including their purpose and key elements.
- Review the handouts and examples of different types of acknowledgement letters as a class.
Guided Practice (20 minutes):
- Divide the class into small groups and provide each group with a scenario where an acknowledgement letter is needed.
- Have each group write an acknowledgement letter based on their assigned scenario.
- Allow time for each group to share their letters with the class and receive feedback.
Independent Practice (20 minutes):
- Provide each student with a different scenario where an acknowledgement letter is needed.
- Have each student write an acknowledgement letter based on their assigned scenario.
- Collect the letters and provide feedback to each student.
Evaluation (10 minutes):
- What is the main purpose of an acknowledgement letter?
- What should an acknowledgement letter include?
- What is the main difference between an acknowledgement letter and a receipt?
- In what situations would you write a letter of congratulations?
- What is the tone of an acknowledgement letter?
- To whom should an acknowledgement letter be addressed?
- When should you sign an acknowledgement letter?
- What is the register used in an acknowledgement letter?
- Are there any follow-up actions or next steps required after writing an acknowledgement letter?
- Are there any follow-up actions or next steps required after writing an acknowledgement letter?
Closure (10 minutes):
- Review the main points of the lesson and discuss the importance of using appropriate language and tone when writing an acknowledgement letter.
- Have students share any questions or insights they have about the topic.
- Assign homework, if any, and remind them of the next class.
Assessment:
- Students’ ability to understand the purpose and key elements of an acknowledgement letter will be assessed through their participation in class discussions and group activities.
- Students’ ability to write an acknowledgement letter using appropriate language and tone will be assessed through their independent practice letters and feedback provided by the teacher.
- Students’ ability to distinguish between an acknowledgement letter and a receipt will be assessed through a quiz or short written assessment.