Correspondence

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Dear John
Dear John Smith
Dear Mr. Smith
Dear Project managers
Hello John / Hi! / Hey! (American, informal)
-nothing at all-
(his is) j!st to let yo! "no# that ...
$ am #riting to yo! as/%eca!se ...
his email is to inform yo! that ...., #hich is #hy $ #o!l& li"e to as" yo! if yo! co!l&...
J!st a '!ic" mail to tell yo! that...
J!st a '!ic"ie($ ha)e to catch the train. My mo%ile *hone n!m%er is((See yo! later.
+o!l& yo! *ossi%ly sen& me ...
$ #o!l& li"e to "no# ...
+an yo! sen& me...
Any information yo! co!l& gi)e !s #o!l& %e a**reciate&.
Please co!l& yo! get %ac" to me %y the en& of to&ay / this morning / asa*,
Please let me "no# #hether or not yo!r *ro&!ct is in stoc"
#hether $ can ha)e the %l!e *ro&!ct or the re& one.
han"-yo! in a&)ance for yo!r *rom*t attention to this matter/iss!e.
1
-ith reference to yo!r in'!iry / .e. yo!r in'!iry / .egar&ing yo!r in'!iry
/!rther to o!r con)ersation of yester&ay0 /!rther to yo!r re'!est, *lease fin& attache&...
$ refer to yo!r e-mail &ate& Jan!ary 1, 2334 / of Jan!ary 1, 2334.
As re'!este&, $ am sen&ing yo! ...
Please note that .../-e #o!l& li"e to *oint o!t that ...
Please feel free to contact me if yo! ha)e any '!estions.
Please &o not hesitate to contact me sho!l& yo! ha)e any '!estions.
.e. yo!r re'!est, $5ll loo" into it an& $6ll sen& yo! a re*ly %y the en& of the #ee".
Do you want me to / Would you like me to ../ Shall I. ..?
Please fin& attache& ...
Please confirm / ac"no#le&ge recei*t of this e-mail.
han"-yo! for yo!r e-mail &ate&.../$ confirm recei*t of yo!r email.
7o! #ill fin& the latest (most recent) sales fig!res in the attachment.
Here6s the file #ith the latest sales fig!res.
l recei)e& / got yo!r email, %!t $5m afrai& $ can5t o*en the attachment. +o!l& yo! *ossi%ly
sen& it again in a &ifferent format,
han"s for yo!r email %!t $5m afrai& yo! forgot to sen& the attachment.
Di& yo! get my last message sent on. ..,
May #e remin& yo! that #e are still a#aiting yo!r re*ly /#aiting for a re*ly to o!r message
&ate& ...(formal/&is*lease&)
2
+an #e arrange a meeting on...,
-o!l& lo)e to meet - %!t not this #ee"! $ can manage 8o) 9: or 9;th if either of those
s!it,
Sorry, <can5t atten&= $ can5t ma"e the meeting at 91.33. +o!l& #e change it to 9>.33,
.e. o!r meeting ne?t #ee". $ am afrai& something has come !* an& $ nee& to change the
time. -o!l& it %e *ossi%le on !es&ay 91 at 94.33,
-e #ere &!e to meet < it #as *lanne&= ne?t !es&ay afternoon. $s there any chance $
co!l& mo)e it !ntil later in the #ee", -e& or h!r *erha*s, Please let me "no# yo!r
a)aila%ility.
$ loo" for#ar& to seeing yo! on 13 8o)em%er.
@A, -e&nes&ay, March 93 at 99.33. $ loo" for#ar& to seeing yo! then.
Do yo! thin" yo! co!l& ha)e a car meet !s at the air*ort,
Many than"s for yo!r email / han"s for getting %ac" to me.
han" yo! for yo!r '!ic" res*onse.
+heers/ cheers for the.... (informal, BA Cnglish)
Sorry it too" me so long to re*ly. $5)e %een #or"ing on.....
Sorry for the &elay in getting %ac" to yo! / re*lying ...%!t $ ha)e %een o!t of the office.
...%!t $5)e %een a#ay this #ee" / for the last fe# &ays.
3
$5m not s!re #hat yo! mean %y ... -hat e?actly &o yo! mean %y ...,
Sorry, #hat5s a 5???5,
-hat $ meant %y ? is ...
$5m ass!ming yo! mean ... <$ s!**ose that..., to ma"e an ass!m*tion=
Do yo! mean that ...,
$ ho*e this hel*s clarify the *ro%lems.
(nothing/a!tomatic signat!re)
S*ea" to yo! soon.
Dye for no#.
$ loo" for#ar& to hearing from yo!.
$ am loo"ing for#ar& to hearing from yo!.
Ain& / Dest regar&s / #ishes
All the %est,
Eater! (informal, BS)
$ am on lea)e from Mon&ay 3;/3F to -e&nes&ay 9:/3F incl!si)e. $f yo! ha)e any *ro%lems
or '!eries *lease contact the Design office on e?tension 921>.
Dest regar&s,
(name)
$ am o!t of the office !ntil(
4
Can you match the salutation on the left with the correct description on the right? Which ones
are appropriate in a business situation?
Miss /or a man
Mr. /or a marrie& #oman
Mrs. A ne!tral form of a&&ress for a #oman
Ms. /or a an !nmarrie& #oman
Which of the following would you use to write to:
a) a frien&, %) someone yo! &on6t "no#, c) a gro!* of *eo*le,
o #hom it may concern,
Hi Sally Dear Sir/Ma&am
Dear Jane Dear Sirs
Dear Project managers
Who are you and why are you writing to me?
-hen #e recei)e an e-mail from someone #e &on6t "no#, #e #ant to "no# #ho they are,
ho# they got o!r a&&ress an& #hy they are #riting to !s. hat5s a lot of information for
one *aragra*h! Here are some e?am*lesG
Dear Mr. Cri"son,
$ #or" #ith Jean-Marie in the .HD &e*artment at Acme Pharmace!ticals. $ am #riting to as"
yo! to sen& !s a co*y of the technician6s re*ort of 92
th
Se*tem%er, concerning the AI+
machine...
Dear Ms. Sher#oo&,
$ #or" in the *!rchasing &e*artment at Acme SA.E. $ s*o"e to yo!r colleag!e, Mr.D!*ont at
the Paris car sho# in Se*tem%er, an& he mentione& that yo! are *lanning to mar"et yo!r
*ro&!cts in the Cast of /rance. @!r com*any *ro&!ces ????? com*onents an& #e #o!l& %e
intereste& to learn more a%o!t yo!r *arts.
How would you introduce yourself?
Automatic Signatures
Do yo! ha)e an a!tomatic signat!re for yo!r e-mails, -hat #o!l& it %e in Cnglish,
-rite it on the right-han& si&e. /ormat yo!r tele*hone n!m%er #ith the rea&er in min&.
/or e?am*leG
.e%ecca P. Sno&#histle
Shi**ing coor&inator,
hrom%lemeisters Direct $nc.
J>> (3)9K4K 921 >4:;
5
@n the follo#ing *age, yo! #ill fin& a letter. .ea& the '!estions an& ans#er them as yo!
are rea&ing the letter.
A trip to Liverpool
True or False?
hey are going to a *arty in Ei)er*ool
hey are sharing the *re*aration of a meeting
hey are chec"ing their &iaries to finalise #hen the meeting can ta"e *lace
hey ha)e a &inner in)itation
hey ha)e a &inner in)itation #ith one of Mr. Lair5s chil&ren
hey nee& a ma* %eca!se they #ill ta"e a rental car
hey #o!l& li"e Ms. He#itt to reser)e a ta?i for them
hey #ill lea)e the hotel in the e)ening
Language focus:
Find words in the following letter that mean:
Soon (a&j) (?2)
S!%se'!ent to... or follo#ing
his letter confirms.....(last *aragra*h)
-e are )ery *lease& to %e coming to see yo!
A gro!* of *eo*le
8ice (a&j)
6
Dupont & Dupont S.A.
TCC
52 Bold Steet
!i"e#ool !1 4$%
$n&land
'
th
(anuay 2))*
Our upcoming visit to TCC
+u e,. (-/DC .ou e,.
Dea -/. 0ewitt1
2uthe to ou tele#hone 3on"e/ation ye/teday1 I am witin& to 3on,im the detail/ o, ou ,oth3omin&
ti# to !i"e#ool. %/ we a&eed1 the #aty will ai"e on the e"enin& o, 31/t (anuay /o that talk/ 3an
4e&in ealy the ,ollowin& day. With e&ad to the meetin& a&enda1 I ha"e e"iewed you 3omment/ and
en3lo/e a ,inali/ed "e/ion.
We would 4e "ey ha##y to a33e#t -. 5ai6/ kind in"itation to dinne on the 2
nd
2e4uay and thank
you ,o the lo3ation ma# that you /ent u/.

7lea/e note that ou ,li&ht 4a3k to Ba/el8-ulhou/e lea"e/ at 9 a.m. the ne:t monin& ;3
d
2e4uay< and
we a/k i, you 3ould ha"e a ta:i #i3k u/ u# ,om the hotel at '.3) a.m..
%/ I /aid on the #hone1 the #aty will in3lude ' #eo#le ;#lea/e ,ind a li/t o, #ati3i#ant/ atta3hed< and
we hee4y 3on,im that we will e=uie 1 dou4le and 6 /in&le oom/ ,om 31
/t
(anuay to 2
nd
2e4uay
in3lu/i"e ;3 ni&ht/<. We look ,owad to meetin& you.
Be/t e&ad/1
Dawn Ca"anau&h
7e/onal %//i/tant to the C$+
33 (-1 5T
en3l. 2inali/ed meetin& a&enda and li/t o, #ati3i#ant/.
Dupont & Dupont S.A.
> ue de B?le1 6>1)) -ulhou/e. Tel. @33 ;)<3 >9 63 '2 64. 2a: @33 ;)<3 >9 63 '2 '2
'
Here are two more letters (a letter aout trip arrangements and the reply!"
#ead them and fill in the lan$s"
A+MC Pi*es an& Ial)es C!ro*e
9 r!e &e la +igogne. H!ning!e M /rance. el. J11(3)1 FK 92 1> 4: /a?. J11(3)1 FK 92 1> 33
4 Jan!ary 2NNN.
%resentation of new pipe technology: trip arrangements
................................Ms. +han,
$................................. o!r tele*hone con)ersation....................................
yester&ay .............................my *resentation of o!r ne# C/[email protected]®-*rotecte& *i*e, the
AD+ (.ef.21>).
................................... to %e in +hina for the first three #ee"s of A*ril, an& &!ring that
time...................................... li"e to )isit yo! an& yo!r hea& chemical engineer, Dr. Oie,
if................................................... . /or yo!r information, $ ha)e
alrea&y ........................................... a**ointments for 1r& A*ril in the Jiangs! *ro)ince an&
#ill %e in Eiany!ngang +ity %et#een :
th
A*ril an& 93
th
A*ril.
$ #o!l& ..........................................it if yo! #o!l& let me "no# #hich &ates
#o!l&.............................................yo!. As $ tol& yo! on the *hone yester&ay, $ #ill nee& at
least t#o &ays to *resent o!r ne# *ro&!ct to yo!.
$........................................for#ar& to .............................................from yo! soon.
7o!rs.............................................,
Daniel /in"le
Sales C?ec!ti)e
>
8anjing +hemical $n&!stries Lro!*
O!go!, Eiany!ngang +ity,
Jiangs! *ro)ince,
+hina 2223>2
&an'ing (hemical )ndustries *roup
O!go!, Eiany!ngang +ity - Jiangs! *ro)ince - +hina 2223>2
2K
th
Jan!ary 2NNN
Dear Mr. /in"le,
han"-yo! for yo!r letter.......................................4 Jan!ary 2NNN............................ yo!r ne#
*ro&!ct, the AD+ *i*e (.ef.21>). As $ tol& yo! on the *hone, 8anjing +hemical
$n&!stries Lro!* is )ery intereste& in yo!r ne# *i*e technology an& #o!l& nat!rally li"e
to .......................................yo! *resent it to !s as soon as *ossi%le. he &ates #hich yo!
mentione& in yo!r letter are ............................... for me, %!t !nfort!nately &o
not.....................................into Dr. Oie5s sche&!le.
As yo!r *resentation #ill %e highly technical in nat!re, $ &o not thin" $ sho!l& %e
intro&!ce& to yo!r *ro&!ct #itho!t the assistance of a chemical engineer.
8either Dr. Oie nor $ ha)e any *rior..........................................&!ring the thir& #ee" of
A*ril an& #o!l& %e ..........................................to ..........................................a 2-&ay a**ointment
#ith yo! then. -o!l& yo! %e a%le to stay in the Jiangs! *ro)ince a fe# &ays longer than
yo! originally *lanne&, $ #o!l& %e..........................................if yo! co!l& let
me..........................................as soon as *ossi%le.
$ #ill %e in the Bnite& States for the ne?t t#o #ee"s. D!ring that time, yo!
can..........................................my assistant, Ms. Ei %y e-mail an& she #ill ma"e all
necessary..........................................for yo!r )isit. Her a&&ress is
g-liP*!%lic.lyg.js.cn.
$..........................................for#ar& to..........................................from yo! soon.
7o!rs..........................................
Ms. +han
9
A+MC Pi*es an& Ial)es C!ro*e
9 r!e &e la +igogne.
H!ning!e M /rance.
Language for apologising (saying that you are sorry!
-hich of the follo#ing #o!l& yo! say orally (@), i.e. face to face or on the tele*hone, %y
e-mail (C) or %y formal letter (/E),
$5ll loo" into the *ro%lem an& $5ll get %ac" to yo!.
@!r team is loo"ing into the matter.
-e #ill loo" into the *ro%lem an& #e #ill get %ac" to yo!.
@oh Sorry a%o!t that hee hee! hat ne)er normally ha**ens!
Sorry a%o!t the &elay.
-e are sorry for the &elay
-e a*ologise for the &elay
Please acce*t o!r a*ologies for the &elay.
Please acce*t o!r sincere a*ologies for the &elay.
he &elay #as ca!se& %y factors that are %eyon& o!r control.
-e #ill &o o!r !tmost to resol)e this matter as '!ic"ly as *ossi%le.
-e #ill "ee* yo! informe& of &e)elo*ments as they occ!r.
1)
Number the lines in the correct order to reconstruct the complaint
Dear Sir/Madam,
1
We have just received our order N°5934 for 400 ...xxx.... !M"9#
3$0 ......%%%..... . !M95# a&d the corres'o&di&( i&voice N°
00)"#.
parts we have received in working order, we would be happy to
pay it. Otherwise we will pay this invoice as soon as we receive
the full order.
We would be grateful if you would send us replacement parts as
soon as possible as they are in great demand.
Unfortunately it would seem that the packing in the crate was
inadequate as 1 of the !"#$s were missing and 1% of the
!"$s were damaged.
&n the meantime, if you would like to send an amended invoice
for the
'ours faithfully,
11
S
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12
Openers
F with e/#e3t to
F 3on3enin&
F with e&ad to
Additions
F and
F a/ well a/
F in addition
F ,uthemoe
F moeo"e
F whatG/ moe
F too
Sequence
F ,i/tly1 /e3ondly1 thidly
F ,i/t o, all
F ne:t
F then

F the ,ome ;,i/t mentioned<
F the latte ;/e3ond mentioned<
F ,inally
F la/t o, all
in #aallel with
at the /ame time
Result
F hen3e
F /o
F thee,oe
F 3on/e=uently
F a/ a e/ult
F ,o thi/ ea/on
Strong words
F I mu/t /te// thatH
I mu/t em#ha/i/e the im#otan3e
o, /ending!
F it i/ e//ential/"ital/
o, #aamount im#otan3e thatH
F o4"iou/ly
F in ,a3t
F a/ a matte o, ,a3t
F indeed
F whatG/ moe
F e"en without thi/
F e/#e3ially
F eally
F 3etainly
F a4o"e all
Compare
F /imilaly
F likewi/e
F the /ame 3an 4e /aid ,oH.
F the /ame a##lie/ toH
F i/ 3om#aa4le to
F
Contrast
F on the othe hand
F on the 3ontay
F 3on"e/ely
F 4y 3onta/t
F ,om anothe #oint o, "iew
F 4ut
F and yet
F howe"e
F /till
F a,te all
F althou&h thi/ i/ tueH
F while thi/ i/ tueH
F thou&h
F e"en thou&h
F nonethele// / ne"ethele//
F de/#ite thi/
F in /#ite o, thi/
Conditions
F i,
F whethe
Alternatives
F o
F eithe ... o
F neitheHno
F whethe ...o not
F In/tead o, : we 3an do y
To concede
F admittedly
F 3etainly
F indeed
F it i/ tue that
F in any 3a/e / in any e"ent
Specify
F nota4ly
namely
F e/#e3ially
F /#e3i,i3ally
F in detail
F in3ludin&
F in #ati3ula
F that i/ ;i.e.<
"#clude
F e:3e#t ,o
F all e:3e#t
F all 4ut
F not in3ludin&H
F doe/ not a##ly to
F not a##li3a4le to
F neithe ... no
Repetition
F a/ I ha"e /aid
F a/ mentioned a4o"e
F in othe wod/
F on3e moe
F on3e a&ain
F yet a&ain
$ive e#amples
F ,o in/tan3e
F ,o e:am#le ;e.&.<
F to demon/tate thi/
F to illu/tate thi/
F a/ an illu/tation
F a 3a/e in #oint 4ein&H
F anothe 3a/e
Show purpose
F to do that we mu/t
F in ode to do that
F /o that
F ,o the #u#o/e o, ;in&<
F with thi/ in mind we willH
Summari%e&Conclude
F in 4ie,
F in /ummay
F on the whole
F to /um u#
F in othe wod/
F 4ie,ly
F in /hot
F in 3on3lu/ion
F to 3on3lude
,inally
F la/tly
13
14

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