Unit 8 Business Letters 1
Content
Unit 8
Business Letters
1
Reminder!
Don¶t forget to register for an e-mail before next week. We will study fax and email in unit 10. www.hotmail.com www.gmail.com www.mail.yahoo.com
2
Parts of the Business Letters
1.Regular Parts
é üúö è
letterhead/sender¶s address, dates, receiver¶s address, greeting, body, closing and signature. 2. Optional Parts
ö è â õ
references, attention line, subject line, company position, identification initials, carbon copy (CC) and enclosure.
3
Receiver Greeting
Body
Closing signature
4
Regular Parts
- They are the major parts of business letters. - Most of business letters have these 7 parts - Each part must appear in its correct order.
5
1. Letterheads / sender·s address
- Letterheads of the company include name, address, telephone number, and telex number, trademark. - If the sender is not a company it should be sender address.
6
Examples
Letterheads Mr. Ronnie Lee Chief Executive Novation Business School 2 Havelock Road #03-15 Apollo Center Singapore 059763
Sender·s address 1417 Injaimee Road, Muang, Uttaradit 53000, Thailand
7
Letterhead
8
2. Date
- It is below the sender¶s address. - It should be written in full. British Style: 5th January 2007 5 January 2007 January 5, 2007
American Style:
The fifth of January, Two thousand and seven January the fifth, Two thousand and seven
9
3. Inside address / receiver·s address / reader·s address
- It is typed flush with left margin of the paper below the sender¶s address and the date. - The order of inside address is 1. Name of the person and/or the company receiving the letter 2. Name of house, building, or company 3. Name of building and name of street 4. Name of town or city and postcode 5. Name of the country
10
Examples
Mr. Stephen Williams Roger White Industrial House Sales Manager Sales Department Collin Street
Melbourne, Victoria 3000 Australia
Kensington Wine Company 125 Madison Street Victoria 3010 Australia
11
4. Salutation, greeting, opening salutation
It is written on the left margin below the inside address
1. â ô ø ûë ý û Use ³ Dear Sir´ 2. â ôø ûë ý û Use ³Dear Mr/Ms ã è âö û ö ú ÿ ë é è
Surname´
Guidelines for salutation: â éõ
øâø
ãúöú
â
â
12
Examples
British English Dear Mr. Jackson, Dear Miss/Ms./Mrs. Lewis, Dear Sir, Dear Madam, Dear Sirs, Dear Madams, Dear Sir or Madam, American English Dear Mr.Jackson: Dear Miss/Ms./Mrs. Lewis: Gentlemen: Ladies: Ladies and Gentlemen: To Whom it May Concern:
13
5. Body of the letter
- Body of the letter is the most important of the letter. - It is containing the message from the writer to the receiver. - It begins below the salutation. - The paragraph may be indented or not, depending on layout used. - When changing to the new subject, a new paragraph should be started.
14
6. Complimentary Closing Guidelines for complimentary closing: 1. 2. ø ø ûë ý û: Use ´Yours
faithfullyµ
ûë ý û:
Use ´Yours
15
sincerelyµ
Examples
Salutation Dear Sir, Dear Sirs, Dear Madam, Dear Sir or Madam, Dear Mr. James, Dear Miss Rosemary, Closing Yours faithfully, Yours truly,
Yours sincerely, Sincerely yours,
16
7. Signature
- It is very important for every letter. - In commercial correspondence, the writer·s name must be typed below the signature. Mrs. for a married woman Mr. for a man Miss. for an unmarried woman Ms. for a woman
Yours sincerely, Winston Wong Winston Wong Chairman
17
Optional Parts
They are minor parts of the business letter.
-
18
1. Reference @They are written to indicate - what the letter refers to (Your Ref.) - the letter to refer to what it is replied (Our Ref.) @ They may be either in - figures (Your Ref. 472/10) the number of the number of the letter the department - the letter (Our Ref. WW/CJ) Winston Chitraporn Wong Jaidee
19
2. Attention Line
- Used to indicate that the letter should be delivered to a particular person or department. - It is below the inside address. Inside Address Attention: Mr. Paul Franklin
20
3. Subject Line
- It is the topic of the letter. - Used to tell the reader what the letter is About. - It is placed between inside address and the salutation. Inside Address Attention: Mr. Paul Franklin Subject: Ordering new products Dear Sir,
21
4. Identification Initials
- The initials of the writer and the typist. - They are usually typed at the left margin below the last line of the signature section. - The initials of the writer come first in all capital letters. - The initials of the typist are followed in small letter. Yours sincerely, Winston Wong Winston Wong Chairman WW/cj
22
5. Carbon Copy (c.c)
- It is written when copies letter are sent to the people other than the named receiver. - It is below the identification line at the left margin. Yours sincerely, Winston Wong Winston Wong Chairman WW/cj c.c: Mr. Ian Smiths
23
6. Enclosure
- It is used when the writer sends documents such as leaflets, catalogues etc. - Can be written ´Enc.µ or ´Encl.µ - It is at the bottom of the letter. - If the additional page is stapled or clipped to the letter, use ´Attachmentµ. Yours sincerely, Winston Wong Winston Wong Chairman Enc.
24
Comprehension Check P.151
1. This part consists of the message from the writer. body of the letter 2. It is written to show that copies of the letter are sent to other people. carbon copy 3. It is the place where the writer signs his name. signature 4. It is the place where the writer writes his address. sender·s address 5. This part is written before signing the name. complimentary closing
25
6. It is used to greet the receiver. salutation 7. This shows that the writer sends documents with the letter. enclosure 8. It is to show that the letter is sent to the particular person. attention 9. It is the line for the topic of the letter. subject 10. It is the place where the letter will be sent to. inside address
26
ûû
ã èéõ
Letter Layout
ù âé
There are 3 kinds of layout forms
ö
1. Full Block Form
ú â left)
õ
øâ
èëõì (flush
2. Block Form 3. Semi-block Form
ú
ëõì û è ú ëõì û è ú
27
March 15, 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: To simplify matters, we're demonstrating the block format on this page, one of the two most common formats. When you use the block form, all the information is typed flush left, with one-inch margins all around. First provide your address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Sincerely,
Full block form
J Doe
John Doe Administrative Assistant
28
An example of the full block form
29
.
30
March 15, 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: To simplify matters, we're demonstrating the block format on this page, one of the two most common formats. When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Sincerely,
Block form
J Doe
John Doe Administrative Assistant
31
15 March 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: Ah, business letter format--there are block formats, and indented formats, and modified block formats .To simplify matters, we're demonstrating the indented format on this page, one of the two most common formats. If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations. Indent the first line of each paragraph one-half inch. Skip lines between paragraphs. Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Sincerely, J DOE John Doe
32
SemiSemiblock form
Listening A. Listen and Fill the words
33
Listening B. Listen and Answer
1. He does not understand some parts of a business letter. 2. There are seven regular parts. 3. Yes, it should be written in full. 4. The body of the letter is the most important. 5. According to the dialogue, signature is the last part of a business letter.
34
Writing P. 156: Writing Date American British
1. The fifteenth of May nineteen eighty-nine. May 15, 1989 15 May 1989 2. The eighteenth of January 1999. January 18, 1999 18 January 1999 3. 31.10.98 October 31, 1998 31 October 1998 4.7/25/97 July 25, 1997 25 July 1997 5. Feb 20, 2000. February 20, 2000 20 February 2000
35
Writing salutation and complimentary closing (P.157)
1. Wanchai and Friends Ltd. Salutation: Dear Sirs, Closing: Yours faithfully, 2. The Production Manager, Electronics International, Pathumthani Salutation: Dear Sir, Closing: Yours faithfully,
36
3. Ms. Britney White, the manager Salutation: Dear Ms. White, Complimentary closing: Yours sincerely, 4. A letter addressed to a corporation Salutation: Dear Sirs, Complimentary closing: Yours faithfully, 5. A letter addressed to the Manager Salutation: Dear Sir, Complimentary closing: Yours faithfully,
37
Exercise
- Do the writing exercise on page 158-159 in your book and hand me before going home. (20 minutes) Homework: Pair work: - Pick 1 business letter from your Book or anywhere. Then identify the 7 regular parts of the business letter.
38
Example Receiver Greeting Body Closing signature
Sender·s address Date
39
Passive form of modal
Modals e.g. can, could, will, would, shall, should, may, might, must can use in passive voice.
Modal + be + past participle(V3)
Susan will be invited to the party. The parcel will be sent to Australia. The business letter may be written. The documents must be signed.
40
Exercise P.164
1. Your homework should be done by you. 2. A doghouse will be built by my father. 3. Books must be read by the good boys before they go to bed. 4. A phone call could be made by you. 5. Computers can be repaired by that man.
41
Cardinal Number
ù
õ ø
å é ú úö ã û â õûø ëú one, å é ú ú ãøû â
two, three, four, five«
Ordinal Number
ö â
õûø úèø ëú first, second, third, üú ordinal
fourth, fifth... cardinal number number å
ø
42
Exercise: Read these dates P.165
1. The twenty-first of November two thousand and one 2. January the twelfth, nineteen ninety-eight 3. The eighth of March seventeen seventyseven 4. The thirtieth of October two thousand and four 5. April the fifteen, eighteen seventy-five
43
Business Letters
1
Reminder!
Don¶t forget to register for an e-mail before next week. We will study fax and email in unit 10. www.hotmail.com www.gmail.com www.mail.yahoo.com
2
Parts of the Business Letters
1.Regular Parts
é üúö è
letterhead/sender¶s address, dates, receiver¶s address, greeting, body, closing and signature. 2. Optional Parts
ö è â õ
references, attention line, subject line, company position, identification initials, carbon copy (CC) and enclosure.
3
Receiver Greeting
Body
Closing signature
4
Regular Parts
- They are the major parts of business letters. - Most of business letters have these 7 parts - Each part must appear in its correct order.
5
1. Letterheads / sender·s address
- Letterheads of the company include name, address, telephone number, and telex number, trademark. - If the sender is not a company it should be sender address.
6
Examples
Letterheads Mr. Ronnie Lee Chief Executive Novation Business School 2 Havelock Road #03-15 Apollo Center Singapore 059763
Sender·s address 1417 Injaimee Road, Muang, Uttaradit 53000, Thailand
7
Letterhead
8
2. Date
- It is below the sender¶s address. - It should be written in full. British Style: 5th January 2007 5 January 2007 January 5, 2007
American Style:
The fifth of January, Two thousand and seven January the fifth, Two thousand and seven
9
3. Inside address / receiver·s address / reader·s address
- It is typed flush with left margin of the paper below the sender¶s address and the date. - The order of inside address is 1. Name of the person and/or the company receiving the letter 2. Name of house, building, or company 3. Name of building and name of street 4. Name of town or city and postcode 5. Name of the country
10
Examples
Mr. Stephen Williams Roger White Industrial House Sales Manager Sales Department Collin Street
Melbourne, Victoria 3000 Australia
Kensington Wine Company 125 Madison Street Victoria 3010 Australia
11
4. Salutation, greeting, opening salutation
It is written on the left margin below the inside address
1. â ô ø ûë ý û Use ³ Dear Sir´ 2. â ôø ûë ý û Use ³Dear Mr/Ms ã è âö û ö ú ÿ ë é è
Surname´
Guidelines for salutation: â éõ
øâø
ãúöú
â
â
12
Examples
British English Dear Mr. Jackson, Dear Miss/Ms./Mrs. Lewis, Dear Sir, Dear Madam, Dear Sirs, Dear Madams, Dear Sir or Madam, American English Dear Mr.Jackson: Dear Miss/Ms./Mrs. Lewis: Gentlemen: Ladies: Ladies and Gentlemen: To Whom it May Concern:
13
5. Body of the letter
- Body of the letter is the most important of the letter. - It is containing the message from the writer to the receiver. - It begins below the salutation. - The paragraph may be indented or not, depending on layout used. - When changing to the new subject, a new paragraph should be started.
14
6. Complimentary Closing Guidelines for complimentary closing: 1. 2. ø ø ûë ý û: Use ´Yours
faithfullyµ
ûë ý û:
Use ´Yours
15
sincerelyµ
Examples
Salutation Dear Sir, Dear Sirs, Dear Madam, Dear Sir or Madam, Dear Mr. James, Dear Miss Rosemary, Closing Yours faithfully, Yours truly,
Yours sincerely, Sincerely yours,
16
7. Signature
- It is very important for every letter. - In commercial correspondence, the writer·s name must be typed below the signature. Mrs. for a married woman Mr. for a man Miss. for an unmarried woman Ms. for a woman
Yours sincerely, Winston Wong Winston Wong Chairman
17
Optional Parts
They are minor parts of the business letter.
-
18
1. Reference @They are written to indicate - what the letter refers to (Your Ref.) - the letter to refer to what it is replied (Our Ref.) @ They may be either in - figures (Your Ref. 472/10) the number of the number of the letter the department - the letter (Our Ref. WW/CJ) Winston Chitraporn Wong Jaidee
19
2. Attention Line
- Used to indicate that the letter should be delivered to a particular person or department. - It is below the inside address. Inside Address Attention: Mr. Paul Franklin
20
3. Subject Line
- It is the topic of the letter. - Used to tell the reader what the letter is About. - It is placed between inside address and the salutation. Inside Address Attention: Mr. Paul Franklin Subject: Ordering new products Dear Sir,
21
4. Identification Initials
- The initials of the writer and the typist. - They are usually typed at the left margin below the last line of the signature section. - The initials of the writer come first in all capital letters. - The initials of the typist are followed in small letter. Yours sincerely, Winston Wong Winston Wong Chairman WW/cj
22
5. Carbon Copy (c.c)
- It is written when copies letter are sent to the people other than the named receiver. - It is below the identification line at the left margin. Yours sincerely, Winston Wong Winston Wong Chairman WW/cj c.c: Mr. Ian Smiths
23
6. Enclosure
- It is used when the writer sends documents such as leaflets, catalogues etc. - Can be written ´Enc.µ or ´Encl.µ - It is at the bottom of the letter. - If the additional page is stapled or clipped to the letter, use ´Attachmentµ. Yours sincerely, Winston Wong Winston Wong Chairman Enc.
24
Comprehension Check P.151
1. This part consists of the message from the writer. body of the letter 2. It is written to show that copies of the letter are sent to other people. carbon copy 3. It is the place where the writer signs his name. signature 4. It is the place where the writer writes his address. sender·s address 5. This part is written before signing the name. complimentary closing
25
6. It is used to greet the receiver. salutation 7. This shows that the writer sends documents with the letter. enclosure 8. It is to show that the letter is sent to the particular person. attention 9. It is the line for the topic of the letter. subject 10. It is the place where the letter will be sent to. inside address
26
ûû
ã èéõ
Letter Layout
ù âé
There are 3 kinds of layout forms
ö
1. Full Block Form
ú â left)
õ
øâ
èëõì (flush
2. Block Form 3. Semi-block Form
ú
ëõì û è ú ëõì û è ú
27
March 15, 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: To simplify matters, we're demonstrating the block format on this page, one of the two most common formats. When you use the block form, all the information is typed flush left, with one-inch margins all around. First provide your address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Sincerely,
Full block form
J Doe
John Doe Administrative Assistant
28
An example of the full block form
29
.
30
March 15, 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: To simplify matters, we're demonstrating the block format on this page, one of the two most common formats. When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs. After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Sincerely,
Block form
J Doe
John Doe Administrative Assistant
31
15 March 2005 Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234 Dear Ms. Jones: Ah, business letter format--there are block formats, and indented formats, and modified block formats .To simplify matters, we're demonstrating the indented format on this page, one of the two most common formats. If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations. Indent the first line of each paragraph one-half inch. Skip lines between paragraphs. Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here. Sincerely, J DOE John Doe
32
SemiSemiblock form
Listening A. Listen and Fill the words
33
Listening B. Listen and Answer
1. He does not understand some parts of a business letter. 2. There are seven regular parts. 3. Yes, it should be written in full. 4. The body of the letter is the most important. 5. According to the dialogue, signature is the last part of a business letter.
34
Writing P. 156: Writing Date American British
1. The fifteenth of May nineteen eighty-nine. May 15, 1989 15 May 1989 2. The eighteenth of January 1999. January 18, 1999 18 January 1999 3. 31.10.98 October 31, 1998 31 October 1998 4.7/25/97 July 25, 1997 25 July 1997 5. Feb 20, 2000. February 20, 2000 20 February 2000
35
Writing salutation and complimentary closing (P.157)
1. Wanchai and Friends Ltd. Salutation: Dear Sirs, Closing: Yours faithfully, 2. The Production Manager, Electronics International, Pathumthani Salutation: Dear Sir, Closing: Yours faithfully,
36
3. Ms. Britney White, the manager Salutation: Dear Ms. White, Complimentary closing: Yours sincerely, 4. A letter addressed to a corporation Salutation: Dear Sirs, Complimentary closing: Yours faithfully, 5. A letter addressed to the Manager Salutation: Dear Sir, Complimentary closing: Yours faithfully,
37
Exercise
- Do the writing exercise on page 158-159 in your book and hand me before going home. (20 minutes) Homework: Pair work: - Pick 1 business letter from your Book or anywhere. Then identify the 7 regular parts of the business letter.
38
Example Receiver Greeting Body Closing signature
Sender·s address Date
39
Passive form of modal
Modals e.g. can, could, will, would, shall, should, may, might, must can use in passive voice.
Modal + be + past participle(V3)
Susan will be invited to the party. The parcel will be sent to Australia. The business letter may be written. The documents must be signed.
40
Exercise P.164
1. Your homework should be done by you. 2. A doghouse will be built by my father. 3. Books must be read by the good boys before they go to bed. 4. A phone call could be made by you. 5. Computers can be repaired by that man.
41
Cardinal Number
ù
õ ø
å é ú úö ã û â õûø ëú one, å é ú ú ãøû â
two, three, four, five«
Ordinal Number
ö â
õûø úèø ëú first, second, third, üú ordinal
fourth, fifth... cardinal number number å
ø
42
Exercise: Read these dates P.165
1. The twenty-first of November two thousand and one 2. January the twelfth, nineteen ninety-eight 3. The eighth of March seventeen seventyseven 4. The thirtieth of October two thousand and four 5. April the fifteen, eighteen seventy-five
43
