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Welcome to the workshop on
Writing Business
Letters
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Letter example
INTERCITY BANK PLC
58 Jalan Thamrin Jakarta Indonesia
Telephone 021-6376018
Mr. S Basuki
Jakarta Furnishers
7 Jalan Arjuna
Jakarta
Your Ref: Our Ref: SB/sl Date: 06 May 2009
Dear Mr Basuki
We are expanding our offices in Jakarta and we will need extra desks, lights, chairs and filecabinets.
Please send us your catalogue with your prices, sizes, and colors for these items.
Yours Sincerely
Jenifer Long
Manager, Corporate Affairs
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UNIT1: Letter layout, the date, opening/closing
a letter, subjectheadline
Block style
The name and address of the addressee are at the top on
the left (The address is the person you are writing to)
The date is on the right
There is no punctuation in the address or after yours faithfully /sincerely or dear
The paragraphs start at the margin and there are lines spacesbetween them
The writers name and title are under the signature
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The dateIn Britain they write the day first but in the United States they write the month
first.
Example
12 May 2009 (UK)
May 12, 2009 (USA)
We will use ..
UNIT1: Letter layout, the date, opening/closing
a letter, subject headline continued
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The Opening Address and Closing : Dear.. Yours
Some ways to open a Letter
Dear Sir or Madam - to a company
Dear Sir - to a man if you dont know his name
Dear Mr. Rashid - to a man
Dear Mrs. Azad - to a married woman
Dear Miss Nasrin - to an unmarried womanDear Ms Nasrin - to a married or unmarried woman
Dear Rafique - to a friend or someone you know well
UNIT1: Letter layout, the date, opening/closing
a letter, subject headline continued
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Some ways to close a Letter -
It depends on how you open the letter
Dear Sir or Madam - Yours faithfully
Dear Mr. / Ms. / Mrs. / Miss - Yours sincerely
Dear Name - Best wishes / Regards
UNIT1: Letter layout, the date, opening/closing
a letter, subject headline continued
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Exercise 1:
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Subject heading
Subject heading of a letter draws the target person(s)
attention to what the letter is about and helps to make
sure that it is and will go to the right person.
UNIT1: Letter layout, the date, opening/closing
a letter, subject headline continued
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Exercise 2:
Exercise 3:
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UNIT2: Parts of letter, beginning and ending
Parts of a letter:
Most letters have three parts -
Dear
An openingThis says what you are writing
The main messageThis gives the details
The closeThis usually talks about the future
Yours faithfully / sincerely
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Beginning a letter
Here are some ways to begin a letter
We are writing to enquire about
We are writing in connection with..
We are interested in and we would like to know.
UNIT2: Parts of letter, beginning and ending
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Exercise4
Exercise5
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Ending / closing a letter
Here are some ways to end a letter
I look forward to receiving you reply / order / products / etc.
Looking forward to hearing from you.
If you gave some information in the letter, you can close:
I hope that this information will help you.
Please contact me if you need any further information.
Please feel free to contact me if you have any further questions.
Please let me know if you need any further information.
UNIT2: Parts of letter, beginning and ending
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Exercise6
Exercise7
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UNIT3: Referring, giving good / bad news, saying
what you can and cannot do, giving reasons
Letters giving news
Read the attached letter in example 1 & 2 and find what do the
writers say when they want to -
Refer to the last time they contracted each other
Give some good or bad news
Give a reason
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Letter example1
Ms. Jennifer Long
Manager
Intercity Bank Plc.58 Jalan Thamrin
Your Ref JL/fh/246 Our Ref SB/sl
Dear Ms. Long
Order 2789
I am writing in connection with the above order for office furniture.
We regret to inform you that we are unable to deliver the Linton filling cabinets on time. This is as a result of
problems at our suppliers factory.
With regard to the lamps and decks. We will deliver the goods before 13 March, as agreed.
With apologies,
Yours Sincerely
S. Basuki
Manager
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Letter example2
Data Services DS
A division of Sontrat industries 2062 W HasingsChicago, II 60608
Mr. J Williams Tel 3126460793 Ace Secretarial Fax 3129277373
48 West 32nd Street Nal 8004443897New York, NY 100116928
January 24, 1995
Dear Mr. Williams
Further to our telephone discussion Thursday, I am delighted to tell you that we are now able to reducethe price of our new Peach Serious computers by 10%. This is due to the recent rise of the dollar.
We look forward to receiving your order. If you need any further information, please let me know.
Sincerely,
DATA Services
Jim Hutton
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Referring
Here are some ways to introduce the subject of the letter -
With reference to..
Further to
With regard to
I am writing in connection with.
UNIT3: Referring, giving good / bad news, saying what
you can and cannot do, giving reasons continued
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Exercise8
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UNIT3: Referring, giving good / bad news, saying what
you can and cannot do, giving reasons continued
Giving good / bad news
Good News I am
PleasedDelighted
happy
to
TellInformadvise
You that..
Bad newsI
We regret that
to
TellInformadvise
You that..
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Exercise9
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Saying what you can and cannot do
We are unable to .
We are able to ..
We have been forced to ..
UNIT3: Referring, giving good / bad news, saying what
you can and cannot do, giving reasons continued
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UNIT3: Referring, giving good / bad news, saying what
you can and cannot do, giving reasons continued
Giving reasons
This is
Owing to .
Due to..As a result of Because of ..
- Owing to is normally only used for bad news
- If you want to use a verb after the phrase due to add the factthat
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Exercise10
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UNIT4: Requesting action, apologizing, requesting
information
Requesting Action
Here are some ways to ask people to d o something fo r you
Starting the request
a.Please could you. (verb / action)b. We would be grateful if you could . (verb / action)c. We would appreciate it if you could (verb / action)
Finishing the requestIf it is urgent, add;As soon as possibleWithout delayImmediately
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Exercise11
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Apologizing
We must apologize for.
We apologize for .
We are extremely sorry for
Notes:
- Use the -ing after these phrase, e.g. We are extremely sorry for losing your order.
-You can also say we are extremely sorry that
e.g. we are extremely sorry that we lost your order
Usually it is polite to give the reason for the problem and then apologize again at theend of a letter.
Please accept our apologies once again
We hope that this has not caused you any inconvenience
With apologies once again
UNIT4: Requesting action, apologizing, requesting
information continued
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Requesting Information
Please could youWe would be grateful if you could
We would appreciate it if you couldWe would like to know
give us some further details about let us know (about/if).. inform us (about/if) .
If you want specific information, say:
In part icu lar, + one of the phrases from the box
UNIT4: Requesting action, apologizing, requesting
information continued
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Exercise12
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Exercise13
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UNIT5: Making a mild complaint, making a point,
warning
Making a mild complaint
To make a mild compliant you can:
-say that, un fortun ately, something is wrong, for example;
Unfortunately, we have not yet received the filling cabinets. andthen, request the same action
For example:
Please could youWe would be grateful if you couldWe would appreciate it if you could
Deliver them soon.
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Exercise14
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UNIT5: Making a mild complaint, making a point,
warning continued
Making a point
If you want someone to take note of something you can use phrases such as
I should like to draw your attention to (the fact that)I should like to point out that
If you are saying something that they already know (and you are a
little bit angry) you can write
I should like to remind you that.I hope that it is not necessary to remind you that
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Warning
One way to warn somebody is to say:
Unless .. If .. (not) We will be forced to
UNIT5: Making a mild complaint, making a point,
warning continued
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Exercise15
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Making a strong complaint
To make a strong compliant you can:
say exact ly wh at is wron g, e.g. it is now over nine months since we placed this orderand we are still waiting for the cabinets.
Make a point conn ected w ith this, e.g. I should like to point out that we have alreadypaid for these cabinets, and then
Demand imm ediate act ion, e.g.We must insist, therefore, that you deliver them
immediately. If you think that is necessary you can also
give a warninge.g. unless we hear from you within 7 days we will take legal action.
UNIT5: Making a mild complaint, making a point,
warning continued
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Exercise16
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THANK YOU
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