WEEK 3 LESSON PLAN

Class: OSLT- CLB 7-8; WRITING

Topic: Logical Email Structure, Audience & Purpose
Date: January 27th, 2025 ​

Learning Objectives: ​
By the end of this lesson, learners will be able to…
1.​ Identify and label the main parts of a professional email and understand the difference between formal
and casual tones.
2.​ Use transition words to understand and organize ideas in professional writing
3.​ Analyze writing samples to determine intended audiences, purpose and tone

Time Content of Lesson Procedures Teaching Aids

●​ Begin with Zoom Quiz​ ●​ Zoom Quiz: Test
Introduction to ●​ Provide an example of a simple Email Structure
6:40-6:50PM Email Structure professional email Knowledge
(10 min) ●​ Discuss basic email structure: ●​ Presentation Slides
o​ Subject Line ●​ Writing Sample #1:
o​ Greeting Simple
o​ Body Professional Email
o​ Closing
o​ Signature
●​ Discuss common greetings/closings in
professional emails
o​ “Dear Mr. Smith..”
o​ “Best regards”
●​ https://www.usingenglish.com/articles
/100-most-useful-emailing-phrases.ht
ml
●​ Emphasize cultural differences in tone
o​ Based on a Canadian
professional context
o​ formal v. casual
6:50-7:05PM Practice: Email ●​ Divide students into groups of 3-4 ●​ Slides
(15 min) Structure Activity ●​ Show the activity on the screen while ●​ Email Activity #1:
explaining the task Label the Parts of
●​ Task: the Email
o​ Each group to be given the
email example
o​ Groups required to label parts
of email based on structure
provided
●​ Review and share answers as a class
7:05-7:15PM Logical Structure In ●​ Introduce transition words and explain ●​ Slides
(10 min) Professional how they connect ideas and improve ●​ Writing Sample #2:
Writing flow in writing (firstly, however, Remote Work
therefore) Policy
 ●​ Review Transition Words Doc
Transition Words and Their Func…
●​ Show a writing sample of a notice
about a Remote Work Policy
o​ Explain how its structure
reflects logical organization in
writing
7:15-7:30PM Practice: Logical ●​ Place students into breakout ●​ Slides
(15 min) Structure rooms ●​ Activity #2:
●​ Provide students with a Building Fire
deconstructed Building Fire Alarm Alarm Notice
Notice
●​ Instruct students to reorganize the
notice in the correct order (1-9)
●​ Students to identify and underline
transition words
●​ Review as a class
7:30-7:40PM​ Introduction to ●​ Discuss the concept of audience ●​ Slides
(10 min) Audience & when writing ●​ Audience &
Purpose ○​ Prompt students to think of Tone Chart
emails they might write ●​ Writing Sample
and to who? #3: Formal &
●​ Discuss the concept of purpose Informal
and tone when writing Emails
○​ Prompt students to think of
why they would write to
the audiences above and
what kind of tone they
would use
7:40-7:55PM​ Practice: Audience ●​ Provide groups with two different ●​ Slides
(15 min) & Purpose writing samples ●​ Activity #3:
●​ Each group to analyze the writing Identify
example and identify Audience/
○​ Who is the audience? Purpose/ Tone
○​ What is the purpose? in Writing
○​ What is the tone/language
used, and why?
●​ Review both writing examples as a
class
7:55-8:05PM Quiz & Wrap Up ●​ Ask if there are any questions ●​ Zoom Quiz:
(10 min) ●​ Zoom quiz to check understanding Test Lesson
●​ Pass back to Kate Understanding

Intro Quiz: Test Prior Knowledge of Email Structure

Question 1:​
What is the purpose of the subject line in an email?​
a) To greet the recipient​
b) To summarize the main topic of the email​
c) To provide the sender’s contact details​
d) To include a closing statement

(Correct Answer: b)

Question 2:​
Which part of the email is used to address the recipient?​
a) Introduction​
b) Signature​
c) Greeting/Salutation​
d) Body

(Correct Answer: c)

Question 3:​
What is included in the body of an email?​
a) A summary of the topic in one sentence​
b) A detailed message or purpose of the email​
c) The sender’s name and title​
d) A list of attachments

(Correct Answer: b)

Question 4:​
Which section of the email provides a professional closing statement?​
a) Greeting/Salutation​
b) Subject Line​
c) Signature​
d) Conclusion

(Correct Answer: d)

Question 5:​
What is the signature at the end of an email used for?​
a) To sign your name​
b) To include your contact information and professional title​
c) To summarize the purpose of the email​
d) To greet the recipient

(Correct Answer: b)

Writing Example #1: Simple Professional Email

Subject: Reminder: All-Staff Meeting Scheduled for Friday

Dear Team,

I hope this message finds you well.

This is a reminder that our all-staff meeting will take place on Friday, January 26th, at 2:00 PM in the main
conference room. During this meeting, we will discuss recent updates, upcoming projects, and team goals for
the next quarter.

Please come prepared to share any updates or questions related to your department. Let me know if you have
any specific topics you’d like to add to the agenda by Thursday afternoon.

Looking forward to seeing everyone there.

Best regards,​
Sarah Smith​
General Manager

Activity #1: Label Parts of an Email

Subject: Meeting Follow-Up

Dear Team,

Thank you for attending yesterday’s team meeting. I appreciate everyone’s valuable input on the upcoming
project.

As discussed, we need to finalize the project plan by next Friday. Please review the attached draft and send me
your feedback by Wednesday. Let me know if you encounter any challenges or need additional resources.

Once we finalize the plan, I’ll schedule another meeting to assign roles and set deadlines.

Thank you for your hard work and commitment to this project.

Best regards,​
Spencer Gill​
Team Lead

Expected Labels/Answer Key

1.​ Subject Line: Meeting Follow-Up

2.​ Greeting: Dear Team,
3.​ Opening Statement: Thank you for attending yesterday’s team meeting. I appreciate everyone’s
valuable input on the upcoming project.
4.​ Body: As discussed, we need to finalize the project plan by next Friday...
5.​ Closing Statement: Thank you for your hard work and commitment to this project.
6.​ Sign-Off: Best regards, Spencer Gill, Team Lead
Writing Example #2: Remote Work Policy

Remote Work Policy

Subject: Implementation of New Remote Work Policy

Dear Team,

We are pleased to announce the introduction of a new remote work policy. Specifically, this policy allows
employees to work from home up to two days per week. While this option is available to most roles, it is
important to note that certain positions may still require an on-site presence to meet essential operational
needs.

To begin with, if you are interested in working from home, you must inform your direct manager at least two
business days in advance. Once your request has been approved, it is highly recommended that you stick to
the same days each week. This consistency will help both you and your team maintain an efficient workflow.
Furthermore, during standard working hours (9:00 AM to 5:00 PM), you are expected to remain accessible
unless other arrangements have been explicitly discussed and approved by your manager.

In addition to these requirements, it is equally important to establish a productive remote work environment.
For instance, you should ensure that your workspace is quiet, free of distractions, and conducive to focus.
Moreover, you must have a reliable internet connection as well as the necessary tools and resources to carry
out your responsibilities effectively.

On top of that, your manager will periodically check in to evaluate the effectiveness of your remote work
arrangement. These check-ins will ensure that your setup supports both individual productivity and team
objectives. If, at any point, you have questions or need further clarification about this policy, please do not
hesitate to contact Emily Robertson at [email protected].

In summary, this new policy aims to provide greater flexibility while maintaining the high standards of
productivity that drive our success. We greatly appreciate your understanding and cooperation as we navigate
this transition together.

Thank you for your commitment to making this initiative a success.

Warm regards,​
Emily Robertson​
Human Resources Manager

​
Activity #2: Notice of Building Fire Alarm Testing

Notice to Tenants: Annual Fire Alarm Test

Subject: Annual Fire Alarm Test Scheduled

Dear Tenants,

We 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.

First and foremost, 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 assured
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, 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.

Furthermore, we understand that the noise may be disruptive, and we sincerely apologize for any
inconvenience this may cause. Nevertheless, this testing is essential to maintain the safety and security of
everyone in the building.

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

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

Sincerely,​
David Cooper

Instructions:

1.​ Carefully read the deconstructed text below.

2.​ Using what you’ve learned in the lesson about logical writing order, reorder the text into a clear and
logical notice.
3.​ Ensure the final order includes the following structure:
a.​ Subject line
b.​ Greeting
c.​ Introduction with the purpose of the notice
d.​ Detailed information in a logical sequence
e.​ Closing with additional contact information and a signature.
4.​ Once completed, review your reordered text to ensure it makes sense and is easy to follow.

Deconstructed Text (Distributed to students/added to Google Doc):

1.​ Furthermore, we understand that the noise may be disruptive, and we sincerely apologize for any
inconvenience this may cause. Nevertheless, this testing is essential to maintain the safety and security
of everyone in the building.
2.​ First and foremost, 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 assured that this is only a test, so there is no need to evacuate the building unless you are
explicitly instructed to do so.
3.​ Thank you once again for your understanding and cooperation as we work to ensure a safe
environment for all residents.
4.​ In addition, 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.
5.​ Dear Tenants,
6.​ If you have any questions or concerns, we encourage you to contact the building management office at
555-555-5555 or [email protected]..
7.​ Subject: Annual Fire Alarm Test Scheduled
8.​ Sincerely,​
David Cooper
9.​ We 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.

Answer Key (Correct Order):

1.​ Subject: Annual Fire Alarm Test Scheduled

2.​ Dear Tenants,
3.​ We 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.
4.​ First and foremost, 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 assured that this is only a test, so there is no need to evacuate the building unless you are
explicitly instructed to do so.
5.​ In addition, 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.
6.​ Furthermore, we understand that the noise may be disruptive, and we sincerely apologize for any
inconvenience this may cause. Nevertheless, this testing is essential to maintain the safety and security
of everyone in the building.
7.​ If you have any questions or concerns, we encourage you to contact the building management office at
[Phone Number] or [Email Address].
8.​ Thank you once again for your understanding and cooperation as we work to ensure a safe
environment for all residents.
9.​ Sincerely,​
[Building Manager Name]
Audience and Tone Chart​
In slides, we will work together to fill it out, this is what the final product should look like.

Audience Tone Sample Sentence

Friend Casual Hey, can you give me a hand with this?
Manager Professional Could you assist me with this task, please?
Customer Polite Would you mind helping me with this,
please?
Teacher Respectful Could you kindly guide me through this
topic?

Writing Example #3: Email Examples to Identify Audience/Purpose/Tone

Informal Example: ​
(To be shown in slide)

Subject: Exciting News!

Hey Carli,

I hope you’re doing great! I just wanted to share some exciting news—I’ve been accepted into the TESL
program I told you about! I’m so thrilled to start this new chapter and couldn’t wait to tell you.

Let’s catch up soon—I’d love to hear what you’ve been up to. Maybe we can grab a coffee next week?

Talk to you soon!

Take care,​
Alexa

Formal Email Example: ​

(To be shown in slide)

Subject: Proposal Submission for Marketing Campaign

Dear Mr. Carter,

I hope this message finds you well.

I am writing to submit the proposal for the upcoming marketing campaign, as discussed in our recent meeting.
Attached to this email, you will find the detailed proposal document outlining our strategy, timeline, and
budget.

Please review the document at your convenience, and do not hesitate to contact me if you have any questions
or require further information. I am happy to arrange a follow-up meeting to discuss the proposal in detail.

Thank you for considering our ideas. I look forward to your feedback.

Best regards,​
Felix Rodrigues​
Director, Marketing & Sales

Activity #3: Identify Audience/Purpose/Tone in Writing​

Instructions:

1.​ Read each email carefully

2.​ Answer the following questions:
a.​ Who is the audience?
b.​ What is the purpose?
c.​ What is the tone/language used, and why?​

Email #1: Formal

Subject: Request for Repair Assistance

Dear Carlos,

I hope this message finds you well.

I am writing to inform you about an issue in my apartment. The kitchen sink is leaking, and it seems to have
worsened over the past few days. I kindly request that a plumber be sent to address this issue at your earliest
convenience.

Please let me know if I need to be present for the repair or if you require any additional information.

Thank you for your assistance. I look forward to your response.

Regards,​
Colin Ferris​
Unit # 19

Questions:
 1.​ Who is the audience?
2.​ What is the purpose?
3.​ What is the tone/language used, and why?

Email #2: Informal

Subject: Weekend Plans

Hey Jas,

What’s up? How have you been?

I was wondering if you’re free this Saturday. A few of us are planning to go to [specific location or event], and it
would be great if you could join us. Let me know if you’re interested so I can save you a spot.

Looking forward to catching up!

Take care,​
Lindsay

Questions:

4.​ Who is the audience?

5.​ What is the purpose?
6.​ What is the tone/language used, and why?

Zoom Quiz: Test Lesson Knowledge

1. What are the five main parts of a professional email structure?

a) Subject Line, Greeting, Introduction, Closing, Signature

b) Subject Line, Greeting, Body, Closing, Signature

c) Subject Line, Salutation, Content, Ending, Footer

d) Header, Greeting, Content, Conclusion, Footer

(Correct Answer: b)

2. Which of the following is an example of a formal greeting and a formal closing?

a) Greeting: “Hey John,” Closing: “Cheers”

b) Greeting: “Hello Team,” Closing: “Thanks a lot”

c) Greeting: “Dear Mr. Smith,” Closing: “Best regards”

d) Greeting: “Hi Everyone,” Closing: “Take care”

(Correct Answer: c)

3. Which of the following is an example of a transition word?

a) Meanwhile

b) However

c) Therefore

d) All of the above

(Correct Answer: d)

4. How might the tone differ between a formal email to a manager and an informal email to a friend?

a) A formal email is structured and polite, while an informal email is casual and conversational.

b) A formal email uses casual phrases, while an informal email uses strict guidelines.

c) There is no difference; all emails should have the same tone.

d) A formal email uses slang, while an informal email avoids it.

(Correct Answer: a)

5. Why is it important to adapt your tone and purpose to the audience in professional communication?

a) To ensure the message is appropriate and well-received

b) To make the message longer and more detailed

c) To avoid writing errors in the subject line

d) To ensure the email includes transition words

(Correct Answer: a)