WEEK 5 LESSON PLAN

Class: OSLT- CLB 7-8; WRITING

Topic: Writing to Inform
Date: February 10th, 2025 (6:30-8:30PM)​

Learning Objectives:
By the end of this lesson, students will:
1.​ Identify the key features of effective informative emails
2.​ Use appropriate structures, tone and vocabulary for professional emails
3.​ Write a clear and concise email to inform a colleague or client of relevant information

Time Content of Procedures Teaching Aids

Lesson
Warm Up ​ ●​ Engage students in review activity ●​ Rewrite the
​ ○​ Explain activity instructions Email using
6:35- 6:45PM Activity: Using ○​ Place students in groups of 3-4 Modal Verbs of
(10 min) Modal Verbs of ○​ Give students 5 mins to rewrite the Request
Requests in example email using appropriate
Email MVs
●​ Spend 5 mins taking up each group’s email
●​ Watch Remote Work Video ●​ Slides
○​ Ask students to listen for ●​ Remote Work
informative language Video
○​ Discuss language used in the video ●​ Writing
○​ What kind of information did you Example: Using
Intro to Writing hear? Email to Inform
6:45-6:55PM Informative ●​ Transition to “HR Remote Work Policy”
(10 min) Emails Email
○​ Discuss how the information
relayed in the video was used to
write an email informing HR about
the benefits of Remote Work Policy
to HR
■​ Give examples of situations
where they might have to
listen and retain
information, to then relay in
writing to someone else
●​ Meeting notes to
update a client
●​ Taking a customer
service call
●​ Training &
Workshops
●​ Interviews
6:55-7:00PM Email ●​ Analyze two emails ●​ Writing
(5 min) Comparison ○​ Discuss clarity, tone, and structure Example: Email
 ○​ Formatting? Comparison
[Shown in
Prompt Q’s: Slides]
●​ What do you notice about the first
example in comparison to the second?
●​ What makes the second more appropriate?
●​ How would you feel if you received the first
email?
○​ Confused, frustrated, uncertain,
etc…
Key Features of ●​ Review parts of the email
7:00-7:10PM Informative ○​ Highlight that the body must ●​ Slides
(10 min) Emails contain the information the ●​ Key Features of
audience needs to receive Writing to
○​ Discourse Words (linking/transition Inform & 5 Ws
words)
Charts
○​ Action Paragraph (if required)
●​ Discuss Key Features Chart & 5Ws & H
Questions
○​ Discuss the fact that emails should
answer the 5 W & H Questions

●​ Review the different types of Functional

7:0-7:15 PM Functional Language used in Informative Emails ●​ Writing
(10 min) Language ●​ Examine Email example and discuss the use Example:
of Functional Language Functional
○​ Highlight functional language as it’s Language in
identified
Informative
Emails

7:15-7:30 PM Activity: ●​ Review instructions with students

(15 min) Informative ○​ Read email with students first ●​ Activity #2:
Email ○​ Place students in groups of 3-4 to Informative
Comprehension complete the comprehension Email
questions Comprehension
●​ Take up answers as a class
○​ Call on students to provide
responses

7:30-7:7:45PM Activity: Write ●​ Review instructions with students

(15 min) an Informative ○​ Place students in groups to ●​ Activity #3:
Email facilitate collaboration Write an
○​ Each group is assigned two (2) Informative
criteria from the Email Rubric & are Email
required to evaluate the email
example based on the criteria
assigned
 ●​ Discuss each criteria as a class; one or both
group members to briefly present their
findings to the class
7:45-8:15PM Independent
(30 mins) Work Period

8:15-8:30PM Wrap Up ●​ Moodle Homework

(15 mins)

Warm Up ​
Activity #1: Review the use of Modal Verbs of Request Used in an Email

Instructions:

Rewrite the email by:

●​ Adding appropriate modal verbs (e.g., could, would, might).

●​ Including polite expressions (e.g., please, I’d appreciate it if you could).
●​ Clarifying the tone and making it more professional.​

Subject: Presentation Updates

Hi Team,

Make the necessary changes to the slides by Thursday. Add the new client logo and update the statistics.
Confirm when it’s done. We will meet to discuss this next week.

Regards,​
Sam Garrett
Writing Example #1: Using Email to Inform

Subject: Inquiry on Remote Work Policy and Supporting Research

Dear Hannah,

I hope you are doing well. I would like to take a moment to inquire about our company’s current remote work
policy and whether there are any plans to evaluate or expand flexible work arrangements. Please be advised
that remote work continues to grow in demand, and its impact on employee satisfaction, productivity, and
business sustainability is increasingly well-documented. I would appreciate any information you could share
regarding our existing policy and the considerations shaping its future development.

To provide some context, I would like to highlight a few key findings:

●​ Talent Attraction & Retention: You may be interested to know that studies indicate 54% of office
workers would leave their current jobs for positions offering flexible work options, while 86% of
employees with remote work options choose to utilize them.
●​ Employee Engagement & Productivity: Research suggests that employees who work remotely 3-4 days
per week show the highest levels of engagement, leading to increased productivity.
●​ Cost Savings & Business Sustainability: It is worth mentioning that reduced overhead, lower turnover,
and improved engagement can significantly impact long-term business health.
●​ Environmental Impact: You may also find it useful to know that research estimates that allowing 1,000
employees to work remotely just two days per week could cut annual commuting mileage by over 1
million miles and reduce greenhouse gas emissions by 40%.

Furthermore, I would be grateful if you could provide any internal data or reports our company may have on
the impact of remote work within our workforce. If possible, I would also like to request a meeting at your
convenience to further explore how remote work can be integrated into our long-term business strategy.

Please let me know at your earliest convenience if there are any materials or policy documents available for
review. I look forward to your response and appreciate your time and consideration.

Best regards,​
​
Matthew Hoffman​
Marketing Manager
Writing Example: Email Comparison [Shown in Slides]

Example #1:

Subject: Meeting Update

Hi everyone,​
I hope you're all doing well. I'm writing to let you know that there's going to be a meeting soon. It's going to be
important, so you should come. We'll discuss some updates and other things. Make sure you're ready. Let me
know if you can't make it. Thanks.

Best,​
William

Example #2:

Subject: Team Meeting – Project Updates and Next Steps

Dear Team,

I hope this email finds you well. I am writing to inform you about an upcoming team meeting to discuss the
latest project updates and outline the next steps for our workflow.

Meeting Details:

●​ Date: Tuesday, February 13th

●​ Time: 10:00-11:00 AM
●​ Location: Conference Room A

Please come prepared with updates on your assigned tasks and any questions or concerns you’d like to
address. If you cannot attend, kindly let me know by Friday, February 9th, so alternative arrangements can be
made.

Thank you for your cooperation. Please feel free to reach out if you have any questions.

Best regards,​
William

​
​
Key Features of Writing to Inform [Shown in Slides]

Informative Email Structure:

Subject Line: Brief and informative.

Purpose Statement: Opening sentence clearly stating why you're writing.
Details/Supporting Information: Organized in logical order (bullets or short paragraphs if necessary).
Action (if required): Specify what the reader needs to do.
Polite Closing: End with a positive/courteous closing

Functional Language [Shown in Slides]

General Informing: ●​ We are able to....

●​ I would (just) like to let you know that ....
Please note that ..... Informing (bad news)
●​ I would like to inform you that..... ●​ I’m sorry to let you know that ....
●​ This is to inform you that..... ●​ Unfortunately, we are unable to...
●​ You are informed that .... Please be ●​ Regrettably,... / Unfortunately,...
informed that .... Please be advised that … ●​ We regret to inform you that....

Informing (good news) Providing Additional Information

●​ I am glad to let you know that.... ●​ I would also like to inform you....
●​ You’ll be glad/happy to know/hear/learn ●​ In addition, please note that...
that .... ●​ Furthermore, I would just like to let you
●​ We are pleased/happy/glad to inform you know that ...
that.... ●​ Moreover, we are able to ....
Writing Example #3: Functional Language in Informative Emails

Subject: Annual Fire Alarm Test Schedule

Dear Tenants,

I would like to inform you that the annual fire alarm test for our building is scheduled for Thursday, February
1st, 2025, between 9:00 AM and 3:00 PM.

Please be advised that this test is necessary to ensure the fire alarm system is functioning properly and meets
all safety standards. During the testing period, you will hear the alarms sound multiple times. Please be
informed that this is only a test, so there is no need to evacuate the building unless you are explicitly
instructed to do so.

In addition, please note that technicians may need to access certain units to inspect individual smoke
detectors. If your unit requires access, we will notify you in advance to coordinate accordingly.

Unfortunately, we regret to inform you that the noise during the testing period may be disruptive, and we
sincerely apologize for any inconvenience this may cause. Nevertheless, we would just like to let you know
that this testing is essential to maintaining the safety and security of everyone in the building.

If you have any questions or concerns, we encourage you to contact the building management office at
555-555-5555 or email [email protected].

Thank you once again for your understanding and cooperation as we work to ensure a safe environment for all
residents.

Sincerely,​
​
Jim Cooper​
Building Manager
Activity #2: Informative Email Comprehension

Instructions: Read the email below and answer the comprehension questions to check your understanding of
informative email structure and the use of functional language.

Subject: Business Writing Skills Courses – All Staff

Dear Team,

I would like to inform you that we will be conducting a number of in-house business writing skills courses over
the next year. These courses are designed to enhance your professional writing abilities and improve
workplace communication.

Please be advised that the details of the first round of courses are as follows:

●​ Course Title: Business Writing Skills

●​ Levels: 1, 2, and 3
●​ Date: 5 August to 17 September
●​ Time: Monday and Thursday Evenings, 7:00 – 9:00 PM

Furthermore, please note that if you wish to enroll in a course, you must first complete an assessment test to
determine your current writing proficiency.

●​ Assessment Test Date: 12 July

●​ Time: 6:00 PM
●​ Location: Conference Room 2
●​ Duration: No longer than 60 minutes

If you are interested in enrolling, please be informed that you must complete the attached form and return it
to me by 3 July.

We are pleased to offer this opportunity for you to strengthen your writing skills, and we encourage you to
take full advantage of it. Should you have any questions or require further information, please do not hesitate
to contact me.

I look forward to seeing many of you participate in these courses!

Best regards,​
Jane Hampton​
Training Manager

Comprehension Questions:

1.​ Identify a minimum of five (5) functional phrases.

a.​ Rewrite three (3) functional phrases you identified using alternative functional phrases.
2.​ What is the function of the phrase "Please note that" in the first sentence?
3.​ How does the writer structure the key details to make the email easy to read? Is there another way that
you would organize the information that might make it more visually appealing for the reader?
4.​ Why does the writer use bullet points in the email? How does this help the reader?
Activity #3: Email Writing Activity

Scenario: Your HR Director received a very persuasive email about research that supports a Remote Work
structure from one of your colleagues, that will now be implemented. Hannah, the HR director sends the email
below to the Senior Management team with her recommendation on how to move forward with this plan

Instructions: You will be assigned two (2) criteria from the Email Writing Rubric to evaluate the email below
based on the rubric levels​

Subject: Recommended Strategy for Implementing a Remote Work Policy

What’s up Senior Management Team??

I would like to inform you that remote work is no longer just a temporary measure it has become a key factor
in business success and workforce retention. With this in mind I am recommending the development of a
structured Remote Work Policy to ensure that we maximize the benefits while maintaining efficiency and
engagement.

Key Benefits of Implementing a Remote Work Policy

1.​ Talent Attraction and Retention

○​ 54% of office workers report that they would leave their job for one offering flexible work
arrangements.
○​ 86% of employees with the option to work remotely choose to do so.
○​ By 2030, the demand for remote work is expected to increase by 30% as Generation Z fully
enters the workforce.
2.​ Increased Productivity and Engagement
○​ Research indicates that employee engagement is highest among those who work remotely 3-4
days per week.
○​ Higher engagement directly contributes to increased productivity and job satisfaction.
3.​ Cost Savings and Business Stability
○​ Reduced overhead costs associated with office space and on-site operations.
○​ Lower expenses related to employee turnover and disengagement.
4.​ Environmental Impact and Corporate Responsibility
○​ Allowing just 1,000 employees to work remotely two days a week reduces commuting mileage
by over 1 million miles annually.
○​ This results in a 40% reduction in greenhouse gas emissions from commuting employees.

I guess our first priority is to establish a Remote Work Advisory Committee to explore a structured policy,
addressing key considerations such as: Eligibility criteria and work-from-home guidelines, Performance
monitoring and engagement strategies Cost-saving initiatives and workspace optimization Compliance with
company security and IT policies.

I would like the opportunity to in our next leadership meeting. Let me know your availability for a discussion
on this topic.

Thank you for your time and consideration, I look forward to your feedback.
Cheers,​
Hannah Reid ​
HR Director

Email Writing Rubric

Criteria Excellent (4) Good (3) Fair (2) Needs Improvement (1)

Message The message is clear, The message is mostly The message is The message is unclear,
Clarity concise, and clear and concise, with somewhat clear but wordy, or does not
accurately reflects minor inaccuracies. may be wordy or have accurately reflect the
the email content. some inaccuracies. email content.

Greeting Appropriate and Greeting is appropriate Greeting is present but No greeting or

professional greeting. but may lack not appropriate or inappropriate greeting.
professionalism. professional.

Purpose Clearly states the States the purpose of Purpose is stated but is Does not state the
Statement purpose of the email the email but not in the unclear or buried in the purpose of the email.
in the opening opening sentence. email.
sentence.

Organization & Well-organized, Organized and relevant Somewhat organized Poorly organized with
Relevance concise, and relevant information but may but may include irrelevant information.
information. lack conciseness. irrelevant information.

Professionalism Professional and Mostly professional and Somewhat professional Unprofessional and
appropriate for the appropriate for the but may not be inappropriate for the
audience. audience. appropriate for the audience.
audience.

Closing & Call Appropriate and Closing is appropriate Closing is present but No closing or
to Action professional closing but lacks a clear call to not appropriate or inappropriate closing.
with a clear call to action or next steps. professional.
action or next steps.

Contact Includes full name, Includes most contact Includes some contact No contact information
Information position, and contact information but may be information but missing provided.
information. missing one element. multiple elements.
Grammar, No errors in grammar, Few minor errors in Several errors in Numerous errors in
Spelling, & spelling, or grammar, spelling, or grammar, spelling, or grammar, spelling, or
Punctuation punctuation. punctuation. punctuation. punctuation.

Teacher Notes
​
Message Clarity: 4
Greeting: 2
Purpose Statement: 3
Organization & Relevance: 3
●​ Could be more concise
●​ Formatting could be better for clarity (see Remote Work Committee paragraph)
Professionalism: 3
●​ “What’s up…”
●​ “I guess…”
●​ “I need…”
●​ “Cheers”
Closing & Call to Action: 2
●​ Lacks information about what Hannah wants an opportunity to do in the next meeting
Contact Information: 1
●​ Not provided
Grammar, Spelling, & Punctuation: 3