Business Correspondence 1

7/28/2019 Business Correspondence 1

1/18

BUSINESSCORRESPONDENCE

Based on

A. Littlejohn: Company to Company, Fourth

Edition, Cambridge University Press, 2005


2/18

LETTER LAYOUT (extra sheet: Letter of Application,T.Trappe: New Insights intoBusiness)

LETTER(E-MAIL) WRITING CHECKLIST Sender's address (letterhead?) Recipient's (addressees) name and address Date

Salutation: e.g.Dear ... Subject line (heading) Opening: e.g.I am writing to ..., Thank you for your

letter ... Main part (Body of the letter/e-mail) Close: e.g.I look forward to ...

Ending: e.g.Yours sincerely / Yours faithfully, ... Signature Name in printed letters: John Smith Job title (position): IT Department Manager


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DATE*CC: ex. 4.3 (p.39)

CRO 06. 12. 2009. UK 16 December 2009 US June 12, 2009

Say: the sixteenth of December two thousand andnine

December the sixteenth two thousand andnine

Prepositions:With reference to your letter ......... 6 December 2004;

The order was receiveda) ...........6 Dec 2008; b)........ December; c).......

2008;d) .... .the first week of December;


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DATE

CRO 06. 12. 2009. UK 16 December 2009 US June 12, 2009

Say: the sixteenth of December two thousand and nine

December the sixteenth two thousand and nine

Prepositions:With reference to your letter of6 December 2008;

The order was received

... on 6 Dec 2008; ...inDecember; in2008; in the first weekof December;

*Ex: C to C p.39 (4.3)


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SALUTATION: Dear...?

to a company

to a man if you do not know his name

to a woman if you do not know hername

to a married or unmarried man

to a married or unmarried woman

to a married woman to an unmarried woman

to a friend or someone you know well


6/18

SALUTATION (cont.)

Dear Ms Smith

Dear John

Dear Madam

Dear Sir or Madam

Dear Sir

Dear Miss Smith

Dear Mrs Smith

Dear Mr Smith


7/18

SALUTATION (cont.)1. Dear Sir or Madam2. Dear Sir3. Dear Madam4. Dear Mr Smith5. Dear Ms Smith

6. Dear Mrs Smith7. Dear Miss Smith8. Dear John

US: Dear Ms Smith:

UK: Dear Ms Smith

NO! Dear Mr John

1. to a company2. to a man if you do not know

his name3. to a woman if you do not

know her name4. to a married or unmarried

man5. to a married or unmarried

woman6. to a married woman7. to an unmarried woman8. to a friend or someone you

know well


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Salutation and closing

Dear Sir or Madam /Yours faithfully

Dear Ms Jackson /Yours sincerely Dear Mark/Best wishes(Best regards)

Dear Ms Gonzalez, Dear David, DearMrs Wilson, Dear Sir or Madam

*CC: ex. 1.3 (p.9)


9/18

SUBJECT HEADINGCC: ex.1.4, p.9-10, ex.3.2, p.28

key word(s)

e-mail

letters

Dear Mr Kane Dear Mr Kane

Order ref.no.2345 Re: Late Delivery

I am writing to enquire about ... I am writing to

complain about ...


10/18

PARTS OF A LETTER

beginning (opening)

main message (more paragraphspossible)

ending (close)


11/18

Beginning CC: ex.2.5, p.20

We are writing in connection with...

We are writing to enquire about ...

Thank you for your letter ofFebruary20 concerning

Further toour telephone discussion ,we would like to inform you that ...

With reference to your enquiry about


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Ending CC:ex. 2.7, p.21

I look forward to receiving yourreply.

I look forward to hearing fom you

soon. We look forward to seeing you soon.

Please feel free to contact us if

necessary.+

CLOSE


13/18

BLOCK STYLE

punctuation?

no indentation paragraphing and line spacing


14/18

I am writing to complain about a management motivationtraining course organised by your company that Iattended on March 30th of this year. The main reason thatI was not satisfied with the course is that the presenterwas totally unprofessional. In the first place, he wasfifteen minutes late and didnt even apologise. Secondly,he was obviously unprepared and was unable to organisehis graphics. On top of everything, he finished half an hourearly and didnt take any questions. I had spent asignificant amount of money on this course and expectedto gain some useful insight and tips on motivating myteam. The only thing that I learned was how not to give apresentation. As a minimum, I expect a refund from yourcompany to compensate me for the money and time Ihave wasted. If this is not forthcoming, I will take the

matter up with the Professional Management SeminarsOrganisation. Source: courtesy of Mr Stephen Hindlaugh

PARAGRAPHING EX.


15/18

I am writing to complain about a management motivationtraining course organised by your company that I attendedon March 30th of this year.

The main reason that I was not satisfied with the course isthat the presenter was totally unprofessional. In the firstplace, he was fifteen minutes late and didnt even apologise.Secondly, he was obviously unprepared and was unable toorganise his graphics. On top of everything, he finished halfan hour early and didnt take any questions.

I had spent a significant amount of money on this course

and expected to gain some useful insight and tips onmotivating my team. The only thing that I learned was hownot to give a presentation.

As a minimum, I expect a refund from your company tocompensate me for the money and time I have wasted. Ifthis is not forthcoming, I will take the matter up with the

Professional Management Seminars Organisation.

PARAGRAPHING EX.(CC: ex.a-b, p.32.33)


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STYLE

formal but natural

avoid contracted forms (Im

I am)

polite, clear, accurate, concise

CC: ex.1.5,1.6, 1.7, p.10-11)


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E-MAIL CC:ex. a-c, p.22-23

expressions: cc, bcc, attach, forward,...

attachments: Please find attached the

report. (I attach the report.)

Open and close your e-mails

Do not write in capital letters Do not send the original message

back to the sender (sometimes ok?)

Use paragraphs easy to read!


18/18

Assessment (in testing)

layout (address, date, salutation, ...)

beginning/ending (and close)

paragraphing (no indentation)

appropriate language (words,

expressions, prepositions, ...)

content

Documents

Business Correspondence 1