A village council is preparing a formal letter to residents about repairs to a footbridge. The letter needs the council logo, date, recipient address, subje...
Question 1 Report
A village council is preparing a formal letter to residents about repairs to a footbridge. The letter needs the council logo, date, recipient address, subject line, explanation of the closure, alternative route information and a named contact. It may be printed on headed paper or emailed as an attachment. The clerk has copied text from a contractor's report, but some sentences are long and use technical terms. Residents need to understand the reason for the closure and when work is expected to finish. The clerk must create a professional layout without using bright colours or informal language.
(a) Create a suitable order for the main parts of the letter. [3]
(b) Use two edits to make the contractor's text easier for residents to understand. [2]
(c) Explain two reasons why the subject line should be clear and specific. [2]
(d) Give one reason for including the council logo. [1]
(e) Identify two checks to make before sending the letter as an attachment. [2]
Answer Details
(a) A suitable letter order is: date and recipient address, then a clear subject line, then the explanation of the closure, followed by alternative-route information, and finally the named contact and sign-off. This gives readers the purpose before the detail and tells them what action or route to use. Any three correctly ordered elements gain the marks. [3]
(b) Replace technical terms from the contractor’s report with plain language and shorten long sentences. Splitting text into short paragraphs or using bullet points for the route details would also improve readability. Any two edits gain the marks. [2]
(c) A specific subject line lets residents identify the purpose of the letter quickly. It also makes the letter easier to file or search for and reduces confusion with other correspondence. [2]
(d) The council logo shows that the letter is official and provides a consistent council identity. [1]
(e) Before sending, check that the recipient email address is correct and that the attachment is the final version. Also check that the file opens correctly and that any personal information is appropriate to send. Any two checks gain the marks. [2]
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