Business Correspondence Glossary

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Business Correspondence Glossary
apologize verb approach noun attitude noun by invitation only commence verb complimentary adjective concerns noun confidential adjective conscientious adjective contribution noun convenient adjective cooperation noun coordinator noun dedication noun dependable adjective say "sorry" method or style of doing something outlook on life only those who are asked to come will be allowed in start free problems, issues private cares about quality of work individual effort or support in a group suitable, favourable, makes life easy the act of working together person who organizes something a lot of effort put into something can be trusted

disregard verb do not hesitate phrase dropped verb effective adjective efficient adjective enclosed adjective encouraged verb enquire (BrE) inquire (AmE) verb extravaganza noun formal adjective grateful adjective guarantee verb impact noun indicates verb invoice noun

ignore, pay no attention to don't wait fell to a lower amount produces a positive response performs well included inside persuaded or inspired

looking for information

exciting and rare event following set requirements thankful promise effect shows document detailing purchases and money owed

latest adjective lay off verb notice noun outstanding balance adjective pleasure noun postpone verb preferred customer present verb professional adjective profound adjective punctual noun reach me verb records noun regarding verb regret verb

most modern take a job away from an employee (when employee is not at fault document that indicates a change or event

money still owed

enjoyment delay until later buyer who comes back often award something to someone exhibits suitable behaviour on the job deep always on time find and talk to me files that keep track of business matters being about feel bad

reliable adj replacement noun representative noun resignation noun respected adj retirement noun senior staff noun severance noun sharp adverb s!yroc!eted verb stoc! noun struggle verb sufficient adj support noun "#B#A versatile

dependable someone who fills the position of another a person who acts on behalf of another person, company, policy!!! the act of leaving a job position considered good and honest a permanent leave from the workplace (usually due to aging employees who hold high positions or have been working at the same place for a long time money paid to make up for a separation exactly (in reference to time went up higher very quickly share in ownership work at with difficulty enough financial help "o #e $nnounced with a variety of skills and abilities

adj $elcome adjective (happily permitted to do something

%ayment &equest
'ampson(s 'tationary %& 'ilverstone $ve (amloops, #) *+$ ,#"el.+/&01+20&&&+ 3ebruary +-st, +&00 4r! (en 5avis 6anson's 4ontessori 'chool -/ 4ain 't! (amloops, #) *+$ 7#/ 8ur ref. 9++% 5ear 4r! 5avis. 8utstanding :nvoice 8ur records show that you have an outstanding balance dating back to ;anuary, +&&0! <our ;anuary invoice was for =11/!&& and we have yet to receive this payment! >lease find a copy of the invoice enclosed! :f this amount has already been paid, please disregard this notice! 8therwise, please forward us the amount owed in full by 4arch -st, +&00! $s our contract indicates, we begin charging /? interest for any outstanding balances after %& days! "hank you in advance for your cooperation! @e hope to continue doing business with you in the future! 'incerely,

Maria McPhee
4aria 4c>hee $ccountant Anclosure. :nvoice 9++%

'ome useful vocabulary) records, outstanding balance, invoice, enclosed, disregard, indicates, cooperation

'ample &esume*C+
"homas )rown ,b-ective 'eeking an :nternational 'ales 4anagement position in :nformation "echnology where my extensive sales experience will be used to the full Bondon, C(

Experience +&&%0present :ntelel :nc! .ational 'ales /anager • :ncreased sales from DE& million to D-&& million!


:mplemented :nternet sales grossing D+/ million!

• 5oubled sales per representative from D/ to D-& million! +&&-0+&&% "eletrona 'ystems Adinburgh, C( .orthern 'ales /anager • :ncreased regional sales from D2/m to D+&&m! • •

'uggested new services adding D%/m to revenue!

Axpanded sales team from %& to E& representatives! -2220+&&& A'' 6oldings 'enior 'ales &epresentative • :ncreased sales by %&&? annually!
• •

)ambridge, C(

)losed deals with -&& major new accounts!

@on over +/ competitor clients 0 adding D/& million to revenue! -22E022 A'' 6oldings )ambridge, C( 'ales &epresentative

• • •

:ncreased sales by %&&? annually! $warded company's top sales award each year!

5eveloped '@inning >resentations' training course! Education -22+02E Bondon Cniversity • #$, #usiness $dministration F :nformation 'ystems
• )aptain of Cniversity Gugby )lub -2,,02+ 't $ndrew's 'chool • 1 H)A '$' Bevels

Bondon, C(

>lymouth, C(

0nterests

>resident of school's 5rama 'ociety 't $ndrew's #oard of Hovernors, rugby, drama, chess


12 3ing(s "errace4 &ichmond4 'urrey4 53 "el) 677 181 19: 7;< Email) tc=repu#co#un

Parts of a Business Letter
Besson +2. @riting #usiness Betters III >arts of a #usiness Better


The Heading (The Retern Address) or Letterhead - Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity. Date - Date of writing. The month should be fully spelled out and the year written with all four digits October 12 2!!" #12 October 2!!" - $% style&. The date is aligned with the return address. The number of the date is pronounced as an ordinal figure though the endings st nd rd th are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter howe'er the article is written when the name of the month is not mentioned with the day. The Inside Address - In a business or formal letter you should gi'e the address of the recipient after your own address. Include the recipient(s name company address and postal code. )dd *ob title if appropriate. +eparate the recipient(s name and title with a comma. Double chec, that you ha'e the correct spelling of the recipient (s name. The Inside )ddress is always on the left margin. If an - 1.2/ 0 11/ paper is





folded in thirds to fit in a standard 1/ business en'elope the inside address can appear through the window in the en'elope.


The Greeting - )lso called the salutation. The type of salutation depends on your relationship with the recipient. It normally begins with the word /Dear/ and always includes the person(s last name. Use every resource possible to address your letter to an actual person. If you do not ,now the name or the se0 of of your recie'er address it to Dear 2adam.+ir #or Dear +ales 2anager or Dear 3uman 4esources Director&. As a general rule the greeting in a business letter ends in a colon (U style). It is also acceptable to use a co!!a (U" style). The ub#ect Line (optional) - Its inclusion can help the recipient in dealing successfully with the aims of your letter. 5ormally the sub*ect sentence is preceded with the word ub#ect$ or Re$ +ub*ect line may be emphasi6ed by underlining using bold font or all captial letters. It is usually placed one line below the greeting but alternati'ely can be located directly after the /inside address / before the /greeting./ The %ody &aragraphs - The body is where you e0plain why you’re writing. It’s the main part of the business letter. 2a,e sure the recei'er ,nows who you are and why you are writing but try to a'oid starting with /I/. $se a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter +tyle you choose paragraphs may be indented. 4egardless of format s,ip a line between paragraphs. The 'o!pli!entary 'lose - This short polite closing ends always with a comma. It is either at the left margin or its left edge is in the center depending on the 7usiness 8etter +tyle that you use. It begins at the same column the heading does. The traditional rule o( eti)uette in %ritain is that a (or!al letter starting *Dear ir or +ada!* !ust end *,ours (aith(ully*- .hile a letter starting *Dear * !ust end *,ours sincerely*. #/ote$ the second word of the closing is 5OT capitali6ed& ignature and 0riter1s identi(ication - The signature is the last part of the letter. 9ou should sign your first and last names. The signature line may include a second line for a title if appropriate. The signature should start directly abo'e the first letter of the signature line in the space between the close and the signature line. $se blue or blac, in,. Initials- 2nclosures- 'opies - Initials are to be included if someone other than the writer types the letter. If you include other material in the letter put (:nclosure( (:nc.( or ( :ncs. ( as appropriate two lines below the last entry. cc means a copy or copies are sent to someone else.











A!erican tyle

%ritish tyle

Heading

)ccording to the format but usually aligned to the left

The heading is usually placed in the top right corner of the letter #sometimes centred& 19 October 2005 (day-monthyear) $sually placed directly #or 1 blan, line& below the heading. Dear 2r..2s. +mith Dear +ir or 2adam Dear +irs After the salutation there is a comma (,) +incerely 9ours sincerely 9ours faithfully

Date

October 19, 2005 (monthday-year) )ccording to the format but usually aligned to the left #two lines below the heading& Dear 2r..2s. +mith; Dear +ir or 2adam; <entlemen; After the salutation there is a colon (:)

alutation

+incerely 'o!pli!enta +incerely yours ry close 9ours truly

'ender(s Address in a Business >etter

.ote. "he order for sender's addresses in Anglish is. house number, street, area code, place! :f the order is different in your culture, keep to the structure used in your country, don't adopt the Anglish way!

British English
%osition. :n #ritish Anglish, the sender's address is usually placed in the top right corner of the letter!

American English
%osition. :n $merican Anglish the sender's address is usually placed in the top left corner, below the date, or at the end of the letter, below the signature!! 'ender's address below the date.

'ender's address below the signature.

?ate in a Business >etter
British English
@rite. %& 8ctober +&-& %osition. on the right, one line below the sender's address (in letters with a ready0printed sender's address, the date can also be put in the top left corner

American English
@rite. 8ctober %&, +&-& %osition. top left corner (sometimes centred

&ecipient(s Address in a Business >etter
Ms / Miss / Mrs / Mr / Dr ... house number, street place area code COUNTRY (in capital letters)

:n $merican Anglish, the area code is usually at the same level as the place, separated by a comma! %osition. on the left

British English
:n #ritish Anglish, the recipient's address starts on the same line as the date or one line below the date!

American English
:n $merican Anglish, the recipient's address starts two lines below the sender's address (or two lines below the date if the sender's address isn't placed in the top left corner !

'alutation in a Business >etter
If you know the person's name:
5ear 4s J 4iss J 4rs J 4r J 5r K surname 5ear 4r 4iller <ou can also write the person's full name! :n this case, leave out the title (4rJ4rs ! "his way of writing the salutation is very handy if you don't know the gender of the person! 5ear )hris 4iller

If you don't know the person's name:
"here are several possibilities to address people that you don't know by name.

salutation Dear +ir . Dear +irs <entlemen Dear 2adam 8adies Dear +ir or 2adam 8adies and <entlemen To whom it may concern

.hen to use male addressee #esp. in 7ritish :nglish& male addressee #esp. in )merican :nglish& female addressee #esp. in 7ritish :nglish& female addressee #esp. in )merican :nglish& gender un,nown #esp. in 7ritish :nglish& gender un,nown #esp. in )merican :nglish& gender un,nown #esp. in )merican :nglish&

#usiness partners often call each other by their first names! :n this case, write the salutation as follows. 5ear 'ue

Punctuation
:n #ritish Anglish, don't use any punctuation mark or use a comma! 5ear 4r 4iller or 5ear 4r 4iller, :n $merican Anglish, use a colon. 5ear 4r! 4iller. 3or examples see L 'ubject!

Ms, Miss or Mrs
• • •

2rs = to address a married woman 2iss = to address an unmarried woman #rarely used now& 2s = to address a woman whose marital status you don(t ,now> also used to address an unmarried woman

'ub-ect >ine in a Business >etter
$ subject line is not really necessary! <ou may want to use one, however, so that the reader immediately knows what your letter is about! "here are three common methods to distinguish the subject line from the body of the letter.
• • •

$se /+ub*ect;/ or /4e;/ Type the sub*ect in bold letters Type the sub*ect in capital letters

British English
"he subject line is usually placed between the salutation and the body of the letter (with a blank line in between !

American English
:n $merican Anglish, the subject line can also be placed between the recipient's address and the salutation (with a blank line in between !

Body of a Business >etter
)apitalise the first word of the text (even if the salutation ends with a comma ! "he text is left0justified and a blank line is put after each paragraph! :t is not common to indent the first line of a paragraph!

!ontent
• • •

first paragraph; introduction and reason for writing following paragraphs; e0plain your reasons for writing in more detail pro'ide bac,ground information etc. last paragraph; summarise your reason for writing again and ma,e clear what you want the recipient to do

Greeting in a Business >etter
British English
:f you used the recipient's name in the salutation, use 'sincerely'! :f you did not use the recipient's name in the salutation, use 'faithfully'!

American English
Cse 'sincerely', no matter if you used the recipient's name in the salutation or not ('faithfully' is not common in $merican Anglish !

"alutation # $reeting
British English alutation Dear 2s ?e0ley Dear @ane ?e0ley Dear @ane Dear +ir Dear +irs Dear 2adam Dear +ir or 2adam American English alutation Dear 2s. ?e0ley; Dear @ane ?e0ley; Dear @ane; <entlemen; Greeting 9ours sincerely . +incerely yours

9ours faithfully . Aaithfully yours

Greeting +incerely . +incerely yours +incerely . +incerely yours

8adies; 8adies and <entlemen; To whom it may concern;

:n emails you could also write.
• • •

4egards %ind regards 7est wishes

Enclosure in a Business >etter
:f you wish to enclose documents, you can either list all enclosed documents separately or just write the word 'Anclosure' below the signature!

2uropean 3lags 4ui5 6

Anglish for 3un MMM Auropean 3lags Nuiz -

1. a& Croatia b& 8iechtenstein

7. a& 7osnia and 3er6ego'ina b& Tur,ey

c& Denmar, d& +lo'enia

c& +pain d& $6be,istan

8. a& 8at'ia b& 3ungary c& $6be,istan d& )ndora

<. a& +lo'enia b& 9ugosla'ia c& Cortugal d& Arance

9. a& 2onaco b& 7elarus c& 5etherlands d& Ainland

=. a& Italy b& 7ulgaria c& Coland d& +lo'a,ia

:. a& 4omania b& )6erbai*an c& Batican City +tate d& $,raine

>. a& +wit6erland b& :stonia c& 8at'ia d& 8u0embourg

;. a& )ustria b& Cyprus c& C6ech 4epublic d& <ermany

6?. a& <reece b& 4omania c& )lbany d& 2acedonia

D Copyright 2!!2 - 2!11. )uthor and design 2. 7oyano'a.

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