Lesson Plan
Professional Email And Letter Writing
Students will learn to structure and compose clear, formal emails and letters by applying proper salutations, concise body paragraphs, and professional closings.
Mastering professional correspondence builds digital literacy, boosts confidence in formal communication, and prepares students for academic and future workplace interactions.
Audience
7th Grade
Time
30 minutes
Approach
Modeling, guided writing, and peer feedback.
Materials
Student Email and Letter Worksheet, - Sample Professional Email and Letter Samples, - Professional Communications Rubric, - Classroom Computer with Internet Access, and - Whiteboard and Markers
Prep
Review and Prepare Materials
10 minutes
- Review Student Email and Letter Worksheet, Sample Professional Email and Letter Samples, and Professional Communications Rubric.
- Print one copy of the worksheet and rubric for each student.
- Test projector or classroom computer setup and internet connectivity.
- Clear a section of the whiteboard for collaborative annotations.
Step 1
Introduction to Professional Communication
5 minutes
- Ask students if they’ve ever written an email and whom they wrote to.
- Discuss key differences between informal messages (to friends) and formal/professional messages.
- Introduce core components: subject line, salutation, body, closing, and signature.
Step 2
Modeling and Analysis
7 minutes
- Display Sample Professional Email and Letter Samples via projector.
- Annotate each example on the whiteboard, identifying subject lines, salutations, tone, and structure.
- Highlight the importance of clarity and formal language.
Step 3
Guided Writing Practice
10 minutes
- Distribute Student Email and Letter Worksheet.
- Prompt students to draft a professional email and a formal letter using provided scenarios.
- Circulate to support students with structure, tone, and word choice.
Step 4
Peer Review and Feedback
5 minutes
- Pair students to exchange drafts.
- Provide each pair with the Professional Communications Rubric.
- Instruct peers to give constructive feedback focusing on tone, clarity, and adherence to format.
Step 5
Closing and Assessment
3 minutes
- Invite volunteers to share one improvement they made based on peer feedback.
- Summarize the key elements of professional correspondence.
- Collect worksheets for formal evaluation using the rubric.
Slide Deck
Polished Prose: Professional Email & Letter Writing
A 30-minute lesson on crafting clear, formal emails and letters for real-world communication.
Welcome everyone! Today we’ll explore how to write clear, professional emails and letters. Introduce the lesson title and grab attention.
Learning Objectives
• Identify and apply the core components of a professional message
• Write a clear subject line and appropriate salutation
• Compose concise, organized body paragraphs
• Use professional closings and signatures
Read aloud and explain each objective, ensuring students understand what they’ll achieve.
Key Components of Professional Correspondence
Subject Line: Brief summary of your message
Salutation: Formal greeting (e.g., “Dear Mr. Lee,”)
Body: Organized, concise paragraphs
Closing: Professional sign-off (e.g., “Sincerely,”)
Signature: Your name and contact info
Walk through each element, define it, and give a quick example.
Annotated Examples
Review and analyze real samples:
Sample Professional Email and Letter Samples
• Notice the subject line clarity
• Observe formal salutations and closings
• Highlight tone and paragraph structure
Project the samples and use the whiteboard to annotate. Point out the subject, tone, structure, and formal language. Reference the linked material.
Guided Writing Practice
- Take out the Student Email and Letter Worksheet.
- Choose one scenario to draft a professional email.
- Choose a second scenario to draft a formal letter.
- Focus on structure, tone, and clear language.
Distribute the worksheet. Explain each scenario and expectations. Circulate to support writing choices.
Peer Review & Feedback
- Exchange drafts with a partner.
- Use the Professional Communications Rubric to review:
– Tone & formality
– Clarity & organization
– Proper formatting - Provide one compliment and one suggestion.
Explain how to use the rubric for peer feedback. Model giving one piece of constructive feedback.
Key Takeaways
• A clear subject line guides your reader
• Formal salutations and closings show respect
• Organized bodies make your message effective
• Peer feedback improves clarity and tone
Recap aloud the main elements and invite brief student comments.
Exit Ticket
In one sentence, answer:
“What is the most important element of a professional email or letter, and why?”
Collect student responses as exit tickets. Use their answers to gauge understanding.
Worksheet
Student Email and Letter Worksheet
Instructions
Read each scenario carefully. Use the space provided to plan and write your professional email and formal letter. Refer to the core components (subject line, salutation, body, closing, signature) and the Professional Communications Rubric to guide your work.
Exercise 1: Professional Email
Scenario: You were absent from school yesterday due to a minor illness. You need to email your math teacher, Mr. Alvarez, to explain your absence and ask for any homework or notes you missed.
- Subject Line:
- Salutation:
- Body (3–5 sentences):
- Closing:
- Signature:
Exercise 2: Formal Letter
Scenario: The student council is considering adding healthy snack options to the cafeteria. Write a formal letter to the principal, Dr. Thompson, proposing this change and explaining how it benefits the school community.
- Date:
- Recipient Name & Title:
- Recipient Address:
- Salutation:
- Body (2–3 paragraphs):
Paragraph 1 – Introduce yourself and your proposal:
Paragraph 2 – Explain benefits and provide supporting details:
(Optional) Paragraph 3 – Offer to meet or provide further information:
- Closing:
- Signature:
After completing your drafts, exchange with a partner and use the Professional Communications Rubric to provide constructive feedback on tone, clarity, and format.
Rubric
Professional Communications Rubric {#professional-communications-rubric}
Use this rubric to evaluate professional emails and letters. Circle the performance level that best describes the student’s work for each criterion.
| Criteria | Excellent (4) | Proficient (3) | Developing (2) | Beginning (1) |
|---|---|---|---|---|
| Format & Structure | All components present and correctly ordered (subject/date, salutation, body, closing, signature). | Minor omissions or order issues; overall structure is clear. | Several components missing or out of order; structure needs attention. | Lacks most components or incorrect format; reader is confused by layout. |
| Tone & Formality | Language is consistently professional and appropriate for the audience. | Generally formal tone, with one or two instances of casual wording. | Tone varies between formal and informal; audience awareness is inconsistent. | Tone is inappropriate or overly casual; does not suit the audience or purpose. |
| Clarity & Organization | Ideas are communicated clearly and logically; paragraphs flow smoothly with strong transitions. | Ideas are mostly clear; minor lapses in organization or transitions. | Some ideas are unclear or disjointed; paragraph structure needs improvement. | Ideas are confusing or scattered; lacks coherent organization and transitions. |
| Grammar & Mechanics | No errors in spelling, punctuation, or grammar; writing is polished and error-free. | Few minor errors that do not impede understanding. | Noticeable errors that sometimes distract the reader. | Frequent errors in grammar, spelling, or punctuation that significantly hinder comprehension. |
| Audience & Purpose | Message effectively addresses reader’s needs; purpose is clear and compelling. | Purpose is clear; addresses reader’s needs with minor lapses in focus. | Audience needs are only partially addressed; purpose is vague or inconsistently stated. | Message fails to address audience or purpose; reader is left uncertain about intent. |
Scoring Guide:
- 16–20 points: Excellent
- 11–15 points: Proficient
- 6–10 points: Developing
- 1–5 points: Beginning
Use this rubric during peer review and formal assessment to provide objective, constructive feedback on professional emails and letters.
Reading
Sample Professional Emails and Letters {#sample-pro-email-letter}
This reading provides two examples of professional emails and two examples of formal letters. After each example, you’ll find annotations explaining key components and why they work.
Email Sample 1: Absence Notification
Subject: Request for Missed Math Homework and Notes
To: Mr. Alvarez, Math Teacher
From: Sofia Ramirez sofia.ramirez@studentmail.edu
Dear Mr. Alvarez,
I hope you’re doing well. I was absent from school yesterday due to a mild cold and wanted to ask if you could please send me any homework assignments or class notes I missed. I would like to stay caught up and be prepared for tomorrow’s lesson.
Thank you for your help and understanding.
Sincerely,
Sofia Ramirez
7th Grade Student
Annotations
- Subject Line: Clearly states the purpose—requesting missed work.
- Salutation: Uses a formal greeting with the teacher’s name.
- Body: Explains the reason for absence, makes a polite request, and shows responsibility.
- Closing: Formal sign-off (“Sincerely”) shows respect.
- Signature: Includes full name and class context.
Email Sample 2: Information Request
Subject: Clarification on Science Project Guidelines
To: Ms. Gupta, Science Department
From: Marcus Lee marcus.lee@studentmail.edu
Dear Ms. Gupta,
I’m excited about our upcoming volcano model project, but I have a few questions about the required components. Could you please confirm whether we need to include both a written report and a visual poster? Additionally, is there a recommended length for the report?
Thank you for your guidance—I appreciate your time!
Best regards,
Marcus Lee
7th Grade, Period 4 Science
Annotations
- Subject Line: Brief and specific—asks for clarification.
- Tone: Polite and enthusiastic, yet still formal.
- Questions: Clearly listed to make it easy for the teacher to respond.
- Closing & Signature: Professional sign-off and identifies the class period.
Letter Sample 1: Healthy Snacks Proposal
Date: October 5, 2023
Dr. Eleanor Thompson
Principal, Lincoln Middle School
123 Oak Avenue
Hometown, ST 56789
Dear Dr. Thompson,
My name is Jasmine Patel, and I am the President of the Student Council. On behalf of our members, I am writing to propose that we add fresh fruit and yogurt parfaits to the cafeteria’s snack offerings. Many students have expressed interest in healthier choices during morning break and after school.
Introducing these nutritious options could:
- Promote better concentration and energy levels for afternoon classes
- Encourage positive eating habits school-wide
- Support our wellness program goals
We are happy to help coordinate a taste-testing event or survey students for additional feedback. Please let me know if we can meet to discuss this idea further.
Thank you for considering our proposal.
Respectfully,
Jasmine Patel
Student Council President
Annotations
- Heading: Date and full recipient address follow formal business-letter format.
- Salutation: Uses “Dear” with proper title.
- Introduction: States role and purpose immediately.
- Body Paragraphs: Organized—proposal, benefits, and next steps.
- Closing & Signature: “Respectfully” matches the formal tone.
Letter Sample 2: Thank-You to Guest Speaker
Date: May 12, 2023
Ms. Angela Moreno
Community Outreach Coordinator
City Library
456 Elm Street
Hometown, ST 56789
Dear Ms. Moreno,
Thank you for speaking to our 7th grade reading club last week. Your insights about local history and your interactive activities made the session both educational and enjoyable. Students were thrilled to handle original historical documents and ask thoughtful questions.
Your visit inspired several of our members to research their own family histories. We appreciate the time and care you took to make the presentation engaging.
On behalf of Lincoln Middle School, thank you again for your contribution to our learning community. We hope to welcome you back next year.
Sincerely,
Mr. Daniel Kim
Reading Club Advisor
Annotations
- Purpose: A clear thank-you highlights appreciation and impact.
- Tone: Warm but maintains professional structure.
- Details: Mentions specific activities to show genuine gratitude.
- Closing: Reiterates thanks and extends future welcome.
Use these samples as models for your own writing. Notice how each element—subject or heading, greeting, body, closing, and signature—works together to create clear, respectful, and effective communication.