Business Correspondence
Content
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 disregard verb do not hesitate phrase dropped verb effective adjective efficient
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
ignore, pay no attention to
don't wait
fell to a lower amount
produces a positive response performs well
adjective enclosed adjective encouraged verb enquire (BrE) inquire (AmE) verb extravaganza noun formal adjective grateful adjective guarantee verb impact noun indicates verb invoice noun latest adjective lay-off verb notice noun outstanding balance adjective pleasure noun postpone verb preferred customer present verb professional adjective 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
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
profound adjective punctual noun reach me verb records noun regarding verb regret verb reliable adj replacement noun representative noun resignation noun respected adj retirement noun senior staff noun severance noun sharp adverb skyrocketed verb stock noun struggle verb sufficient adj support noun
deep
always on time
find and talk to me
files that keep track of business matters
being about
feel bad
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
T.B.A versatile adj welcome adjective
To Be Announced with a variety of skills and abilities
(happily) permitted to do something
Requesting Information
Dreamtime Movies Universal Ltd 54 Oxford Road, Skagnes SK3 4RG Tel: 0223 123 4567 Fax: 0223 765 4321 Email: [email protected] Date Lingua Services Galactic Ltd 69 Milk Street LONDON SW7 6AW Dear Sirs Translation Brochure I should be grateful if you would send us your brochure and price list about your translation services. We are currently developing our sales literature and web sites and are interested in translating these into five languages apart from English. I look forward to hearing from you. Yours faithfully Andrea Philips Andrea Philips Marketing Manager
Sending Information
Lingua Services Galactic Ltd 69 Milk Street, LONDON SW7 6AW, UK Tel: +44 20 123 4567 Fax: +44 20 765 4321 Email: [email protected]
Date
Ms Andrea Philips Dreamtime Movies Universal Ltd 54 Oxford Road Skagnes SK3 4RG Dear Ms Philips Translation Services & Fees Thank you for your letter of 22 January enquiring about our translation services. Lingua Services Galactic offer a full range of translation services to help you in the development of sales literature and web sites. I have pleasure in enclosing our latest brochures and price list from which you can see that our prices are highly competitive. I look forward to calling you in a few days. Yours sincerely James Brown James T Brown Sales Manager
Price Change Notice
Symphony of Sound 12 Main Street, Arrington, Tennessee, 37014 Tel: (615) 395-8765 November 21st, 20-Alicia Hathoway 14 Sparks Rd Arrington, Tennessee, 37014 Dear Ms. Hathoway: Forthcoming Price Change Season tickets for this year's symphony are going on sale next month and we wanted you to be among the first to know. As you probably know, rental prices have skyrocketed throughout Tennessee this year. Due to our increase in rent at the Arrington Forum, we are finding it necessary to raise the price of our season tickets from $228 to $275. Single viewing tickets will also be subject to a price increase. We hope that you will consider purchasing season tickets for next year despite this change. The Arrington Symphony has been together for 23 years, and relies on season-ticket holders to fill 25% of the seating at each event. Without your support the Arrington Symphony could be forced into
retirement before its 25th anniversary. To purchase tickets for the 20-- season, please visit our website at www.arringtonsymphony.net, or call the ticket agent representative at (615) 395-8750. We look forward to having you in our audience again next year. Yours truly, Colin Fairchild Colin Fairchild Promotional Director
Some useful vocabulary: skyrocketed, support, retirement Covering Letter for Resume or CV
26 rue Washington 75008 PARIS France tel: +33 1 77 77 77 77 email: [email protected] Date The Principal Interplay Languages 77 bd Saint Germain 75006 PARIS Dear Madam Director of Studies I am interested in working as Director of Studies for your organisation. I am an EFL language instructor with nearly 10 years' experience to offer you. I enclose my resume as a first step in exploring the possibilities of employment with Interplay Languages. My most recent experience was implementing English Through Drama workshops for use with corporate clients. I was responsible for the overall pedagogical content, including the student coursebook. In addition, I developed the first draft of the teacher's handbook. As Director of Studies with your organisation, I would bring a focus on quality and effectiveness to your syllabus design. Furthermore, I work well with others, and I am experienced in course planning. I would appreciate your keeping this enquiry confidential. I will call you in a few days to arrange an interview at a time convenient to you. Thank you for your consideration. Yours faithfully
Rachel King Rachel King Letter of Reference
A.N.Y. Company Ltd 69 Any Street, Anyville, Anystate Tel: 0123456789 Date To Whom It May Concern: Reference for Mr James Blond James Blond joined the A.N.Y. Company in July 1998. Since then he has proved to be a most reliable and effective member of the sales team. James is professional and efficient in his approach to work and very well-liked by his colleagues and executive clients. He is well-presented and able to work both independently and as part of a team. His contribution to all areas of company activity in which he has been involved have been much appreciated. I believe that James will make a valuable addition to any organization that he may join. We deeply regret his decision to move on and I recommend him without hesitation. I would gladly answer any request for further information. Sincerely, Penny Farthing Penny Farthing Managing Director [email protected]
Some useful vocabulary: approach, attitude, conscientous, contribution, dependable, effective, efficient, hardworking, highly-skilled, initiative, professional, punctual, reliable, respected, supportive, versatile, well-liked
Resignation Letter
22 Tufton Street London, SW1P 3TL
Tel: 020 7593 1760 November 1st, 2007 Josie Waters Fielders Pharmacy 14 Broadway London, SE1 7DG Dear Mrs. Waters, I am writing to provide formal notice of my resignation from Fielders Pharmacy. My last day will be November 14th, 2006. I trust that two weeks is sufficient notice for you to find a replacement for my position. I would be pleased to help train the individual you choose to take my place. Thank you for employing me for the past three years. My experience as clerk, supervisor, and floor manager has been very positive and I'm confident that I will use many of the skills I have learned at Fielders in the future. If you have any concerns, please contact me at my personal email address. All the best, Annie Wright Annie Wright [email protected]
Some useful vocabulary: formal, notice, resignation, sufficient, replacement, confident, concerns Lay-off Letter
Pino's Pizzaria Viale Silvani 10, 2345 Bologna, Italy Tel:051 520799 November 30th, 20-Joanne Montague Via Belmeloro 18 40123 Bologna Dear Ms Montague, As you are probably aware, the recent smoking ban has had a profound impact on our business. Our sales have dropped 40 percent in the last six months. Though we do not expect this to be a long-term concern for our business, we don't expect sales to return to normal until the summer when our patio opens for the tourist season.
Due to the loss in business we regret to inform you that we are laying-off all of our hosts and hostesses for the winter and spring. With business being so slow our servers can handle the task of greeting and seating customers on their own. You are entitled to two week's severence pay, which will be paid in full on your next paycheck. Please come in for any scheduled shifts next week. Thank you for your hard work and dedication at Pino's Pizzaria. Please apply again for our next summer season. Sincerely, Franco Bellini Franco Bellini Owner [email protected]
Some useful vocabulary: profound, impact, dropped, regret, lay-off, severance, dedication Letter of Invitation
PJ Party 22 Yew Street, Cambridge, Ontario Tel: 416-223-8900 April 7th, 20-Dear Valued Customer: Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring Extravaganza this Saturday. Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding will be marked down from 50-80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence at noon. In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more. We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door. Sincerely, Linda Lane Linda Lane Store Manager
[email protected] *All sales are final. No exchanges. Enclosure: Gift Certificate #345 (not redeemable for cash)
Some useful vocabulary: records, preferred customer, extravaganza, by invitation only, stock, sharp, complimentary, commence, present, look forward to, Payment Request
Sampson's Stationary 30 Silverstone Ave Kamloops, BC V2A 8B1 Tel:250-429-0002 February 21st, 20-Mr. Ken Davis Hanson's Montessori School 15 Main St. Kamloops, BC V2A 7B5 Our ref: #223 Dear Mr. Davis: Outstanding Invoice Our records show that you have an outstanding balance dating back to January, 200-. Your January invoice was for $445.00 and we have yet to receive this payment. Please find a copy of the invoice enclosed. If this amount has already been paid, please disregard this notice. Otherwise, please forward us the amount owed in full by March 1st, 20--. As our contract indicates, we begin charging 5% interest for any outstanding balances after 30 days. Thank you in advance for your cooperation. We hope to continue doing business with you in the future. Sincerely, Maria McPhee Maria McPhee Accountant Enclosure: Invoice #223
Some useful vocabulary: records, outstanding balance, invoice, enclosed, disregard, indicates, cooperation
Internal Memo CHOCOLATE HEAVEN EMPORIUM MEMORANDUM TO: All Staff FROM: Management T.C. DATE: November 9th, 20-SUBJECT: STAFF CHRISTMAS PARTY
It's that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This year, we have decided to postpone the Christmas party until after our busy season. Party Details • • • • Date: Second or third Saturday in January (T.B.A) Theme: Beach Food: Caribbean Special events: Karaoke and belly dancing
We apologize that the celebration will have to wait until the new year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 2223098. Please contact Lucy outside of business hours regarding this matter. Thank you. T.C. Some useful vocabulary: struggle, postpone, T.B.A., apologize, guarantee, encouraged, coordinator, regarding Welcome Email to New Staff Member
To: "Adrienne Moore" <[email protected]> Cc: All Staff From: "Jackie Morris" <[email protected]> Subject: Welcome to our Team! Dear Adrienne, Welcome to our Team! It is a pleasure to welcome you to the staff of KC Electronics. We are excited to have you join our team, and we hope that you will enjoy working with our company. On the first Monday of each month we hold a special staff lunch to welcome any new employees. Please be sure to come next week to meet all of our senior staff and any other new staff members who have joined us this month. Alice Peters will e-mail you with further details. If you have any questions during your training period, please do not hesitate to contact me.
You can reach me at my email address or on my office line at 340-2222. Warm regards, Jackie Jackie Morris, Sales Manager [email protected] Tel: 340-2222
Some useful vocabulary: pleasure, welcome, senior staff, do not hesitate, reach me
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
ignore, pay no attention to
don't wait
fell to a lower amount
produces a positive response performs well
adjective enclosed adjective encouraged verb enquire (BrE) inquire (AmE) verb extravaganza noun formal adjective grateful adjective guarantee verb impact noun indicates verb invoice noun latest adjective lay-off verb notice noun outstanding balance adjective pleasure noun postpone verb preferred customer present verb professional adjective 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
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
profound adjective punctual noun reach me verb records noun regarding verb regret verb reliable adj replacement noun representative noun resignation noun respected adj retirement noun senior staff noun severance noun sharp adverb skyrocketed verb stock noun struggle verb sufficient adj support noun
deep
always on time
find and talk to me
files that keep track of business matters
being about
feel bad
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
T.B.A versatile adj welcome adjective
To Be Announced with a variety of skills and abilities
(happily) permitted to do something
Requesting Information
Dreamtime Movies Universal Ltd 54 Oxford Road, Skagnes SK3 4RG Tel: 0223 123 4567 Fax: 0223 765 4321 Email: [email protected] Date Lingua Services Galactic Ltd 69 Milk Street LONDON SW7 6AW Dear Sirs Translation Brochure I should be grateful if you would send us your brochure and price list about your translation services. We are currently developing our sales literature and web sites and are interested in translating these into five languages apart from English. I look forward to hearing from you. Yours faithfully Andrea Philips Andrea Philips Marketing Manager
Sending Information
Lingua Services Galactic Ltd 69 Milk Street, LONDON SW7 6AW, UK Tel: +44 20 123 4567 Fax: +44 20 765 4321 Email: [email protected]
Date
Ms Andrea Philips Dreamtime Movies Universal Ltd 54 Oxford Road Skagnes SK3 4RG Dear Ms Philips Translation Services & Fees Thank you for your letter of 22 January enquiring about our translation services. Lingua Services Galactic offer a full range of translation services to help you in the development of sales literature and web sites. I have pleasure in enclosing our latest brochures and price list from which you can see that our prices are highly competitive. I look forward to calling you in a few days. Yours sincerely James Brown James T Brown Sales Manager
Price Change Notice
Symphony of Sound 12 Main Street, Arrington, Tennessee, 37014 Tel: (615) 395-8765 November 21st, 20-Alicia Hathoway 14 Sparks Rd Arrington, Tennessee, 37014 Dear Ms. Hathoway: Forthcoming Price Change Season tickets for this year's symphony are going on sale next month and we wanted you to be among the first to know. As you probably know, rental prices have skyrocketed throughout Tennessee this year. Due to our increase in rent at the Arrington Forum, we are finding it necessary to raise the price of our season tickets from $228 to $275. Single viewing tickets will also be subject to a price increase. We hope that you will consider purchasing season tickets for next year despite this change. The Arrington Symphony has been together for 23 years, and relies on season-ticket holders to fill 25% of the seating at each event. Without your support the Arrington Symphony could be forced into
retirement before its 25th anniversary. To purchase tickets for the 20-- season, please visit our website at www.arringtonsymphony.net, or call the ticket agent representative at (615) 395-8750. We look forward to having you in our audience again next year. Yours truly, Colin Fairchild Colin Fairchild Promotional Director
Some useful vocabulary: skyrocketed, support, retirement Covering Letter for Resume or CV
26 rue Washington 75008 PARIS France tel: +33 1 77 77 77 77 email: [email protected] Date The Principal Interplay Languages 77 bd Saint Germain 75006 PARIS Dear Madam Director of Studies I am interested in working as Director of Studies for your organisation. I am an EFL language instructor with nearly 10 years' experience to offer you. I enclose my resume as a first step in exploring the possibilities of employment with Interplay Languages. My most recent experience was implementing English Through Drama workshops for use with corporate clients. I was responsible for the overall pedagogical content, including the student coursebook. In addition, I developed the first draft of the teacher's handbook. As Director of Studies with your organisation, I would bring a focus on quality and effectiveness to your syllabus design. Furthermore, I work well with others, and I am experienced in course planning. I would appreciate your keeping this enquiry confidential. I will call you in a few days to arrange an interview at a time convenient to you. Thank you for your consideration. Yours faithfully
Rachel King Rachel King Letter of Reference
A.N.Y. Company Ltd 69 Any Street, Anyville, Anystate Tel: 0123456789 Date To Whom It May Concern: Reference for Mr James Blond James Blond joined the A.N.Y. Company in July 1998. Since then he has proved to be a most reliable and effective member of the sales team. James is professional and efficient in his approach to work and very well-liked by his colleagues and executive clients. He is well-presented and able to work both independently and as part of a team. His contribution to all areas of company activity in which he has been involved have been much appreciated. I believe that James will make a valuable addition to any organization that he may join. We deeply regret his decision to move on and I recommend him without hesitation. I would gladly answer any request for further information. Sincerely, Penny Farthing Penny Farthing Managing Director [email protected]
Some useful vocabulary: approach, attitude, conscientous, contribution, dependable, effective, efficient, hardworking, highly-skilled, initiative, professional, punctual, reliable, respected, supportive, versatile, well-liked
Resignation Letter
22 Tufton Street London, SW1P 3TL
Tel: 020 7593 1760 November 1st, 2007 Josie Waters Fielders Pharmacy 14 Broadway London, SE1 7DG Dear Mrs. Waters, I am writing to provide formal notice of my resignation from Fielders Pharmacy. My last day will be November 14th, 2006. I trust that two weeks is sufficient notice for you to find a replacement for my position. I would be pleased to help train the individual you choose to take my place. Thank you for employing me for the past three years. My experience as clerk, supervisor, and floor manager has been very positive and I'm confident that I will use many of the skills I have learned at Fielders in the future. If you have any concerns, please contact me at my personal email address. All the best, Annie Wright Annie Wright [email protected]
Some useful vocabulary: formal, notice, resignation, sufficient, replacement, confident, concerns Lay-off Letter
Pino's Pizzaria Viale Silvani 10, 2345 Bologna, Italy Tel:051 520799 November 30th, 20-Joanne Montague Via Belmeloro 18 40123 Bologna Dear Ms Montague, As you are probably aware, the recent smoking ban has had a profound impact on our business. Our sales have dropped 40 percent in the last six months. Though we do not expect this to be a long-term concern for our business, we don't expect sales to return to normal until the summer when our patio opens for the tourist season.
Due to the loss in business we regret to inform you that we are laying-off all of our hosts and hostesses for the winter and spring. With business being so slow our servers can handle the task of greeting and seating customers on their own. You are entitled to two week's severence pay, which will be paid in full on your next paycheck. Please come in for any scheduled shifts next week. Thank you for your hard work and dedication at Pino's Pizzaria. Please apply again for our next summer season. Sincerely, Franco Bellini Franco Bellini Owner [email protected]
Some useful vocabulary: profound, impact, dropped, regret, lay-off, severance, dedication Letter of Invitation
PJ Party 22 Yew Street, Cambridge, Ontario Tel: 416-223-8900 April 7th, 20-Dear Valued Customer: Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring Extravaganza this Saturday. Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding will be marked down from 50-80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence at noon. In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more. We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door. Sincerely, Linda Lane Linda Lane Store Manager
[email protected] *All sales are final. No exchanges. Enclosure: Gift Certificate #345 (not redeemable for cash)
Some useful vocabulary: records, preferred customer, extravaganza, by invitation only, stock, sharp, complimentary, commence, present, look forward to, Payment Request
Sampson's Stationary 30 Silverstone Ave Kamloops, BC V2A 8B1 Tel:250-429-0002 February 21st, 20-Mr. Ken Davis Hanson's Montessori School 15 Main St. Kamloops, BC V2A 7B5 Our ref: #223 Dear Mr. Davis: Outstanding Invoice Our records show that you have an outstanding balance dating back to January, 200-. Your January invoice was for $445.00 and we have yet to receive this payment. Please find a copy of the invoice enclosed. If this amount has already been paid, please disregard this notice. Otherwise, please forward us the amount owed in full by March 1st, 20--. As our contract indicates, we begin charging 5% interest for any outstanding balances after 30 days. Thank you in advance for your cooperation. We hope to continue doing business with you in the future. Sincerely, Maria McPhee Maria McPhee Accountant Enclosure: Invoice #223
Some useful vocabulary: records, outstanding balance, invoice, enclosed, disregard, indicates, cooperation
Internal Memo CHOCOLATE HEAVEN EMPORIUM MEMORANDUM TO: All Staff FROM: Management T.C. DATE: November 9th, 20-SUBJECT: STAFF CHRISTMAS PARTY
It's that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This year, we have decided to postpone the Christmas party until after our busy season. Party Details • • • • Date: Second or third Saturday in January (T.B.A) Theme: Beach Food: Caribbean Special events: Karaoke and belly dancing
We apologize that the celebration will have to wait until the new year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 2223098. Please contact Lucy outside of business hours regarding this matter. Thank you. T.C. Some useful vocabulary: struggle, postpone, T.B.A., apologize, guarantee, encouraged, coordinator, regarding Welcome Email to New Staff Member
To: "Adrienne Moore" <[email protected]> Cc: All Staff From: "Jackie Morris" <[email protected]> Subject: Welcome to our Team! Dear Adrienne, Welcome to our Team! It is a pleasure to welcome you to the staff of KC Electronics. We are excited to have you join our team, and we hope that you will enjoy working with our company. On the first Monday of each month we hold a special staff lunch to welcome any new employees. Please be sure to come next week to meet all of our senior staff and any other new staff members who have joined us this month. Alice Peters will e-mail you with further details. If you have any questions during your training period, please do not hesitate to contact me.
You can reach me at my email address or on my office line at 340-2222. Warm regards, Jackie Jackie Morris, Sales Manager [email protected] Tel: 340-2222
Some useful vocabulary: pleasure, welcome, senior staff, do not hesitate, reach me
