business english.ppt

8/14/2019 Business English.ppt

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Welcome to the workshop on

Writing Business

Letters


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Letter example

INTERCITY BANK PLC

58 Jalan Thamrin Jakarta Indonesia

Telephone 021-6376018

Mr. S Basuki

Jakarta Furnishers

7 Jalan Arjuna

Jakarta

Your Ref: Our Ref: SB/sl Date: 06 May 2009

Dear Mr Basuki

We are expanding our offices in Jakarta and we will need extra desks, lights, chairs and filecabinets.

Please send us your catalogue with your prices, sizes, and colors for these items.

Yours Sincerely

Jenifer Long

Manager, Corporate Affairs


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UNIT1: Letter layout, the date, opening/closing

a letter, subjectheadline

Block style

The name and address of the addressee are at the top on

the left (The address is the person you are writing to)

The date is on the right

There is no punctuation in the address or after yours faithfully /sincerely or dear

The paragraphs start at the margin and there are lines spacesbetween them

The writers name and title are under the signature


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The dateIn Britain they write the day first but in the United States they write the month

first.

Example

12 May 2009 (UK)

May 12, 2009 (USA)

We will use ..


a letter, subject headline continued


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The Opening Address and Closing : Dear.. Yours

Some ways to open a Letter

Dear Sir or Madam - to a company

Dear Sir - to a man if you dont know his name

Dear Mr. Rashid - to a man

Dear Mrs. Azad - to a married woman

Dear Miss Nasrin - to an unmarried womanDear Ms Nasrin - to a married or unmarried woman

Dear Rafique - to a friend or someone you know well




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Some ways to close a Letter -

It depends on how you open the letter

Dear Sir or Madam - Yours faithfully

Dear Mr. / Ms. / Mrs. / Miss - Yours sincerely

Dear Name - Best wishes / Regards




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Exercise 1:


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Subject heading

Subject heading of a letter draws the target person(s)

attention to what the letter is about and helps to make

sure that it is and will go to the right person.




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Exercise 2:

Exercise 3:


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UNIT2: Parts of letter, beginning and ending

Parts of a letter:

Most letters have three parts -

Dear

An openingThis says what you are writing

The main messageThis gives the details

The closeThis usually talks about the future

Yours faithfully / sincerely


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Beginning a letter

Here are some ways to begin a letter

We are writing to enquire about

We are writing in connection with..

We are interested in and we would like to know.



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Exercise4

Exercise5


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Ending / closing a letter

Here are some ways to end a letter

I look forward to receiving you reply / order / products / etc.

Looking forward to hearing from you.

If you gave some information in the letter, you can close:

I hope that this information will help you.

Please contact me if you need any further information.

Please feel free to contact me if you have any further questions.

Please let me know if you need any further information.



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Exercise6

Exercise7


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UNIT3: Referring, giving good / bad news, saying

what you can and cannot do, giving reasons

Letters giving news

Read the attached letter in example 1 & 2 and find what do the

writers say when they want to -

Refer to the last time they contracted each other

Give some good or bad news

Give a reason


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Letter example1

Ms. Jennifer Long

Manager

Intercity Bank Plc.58 Jalan Thamrin

Your Ref JL/fh/246 Our Ref SB/sl

Dear Ms. Long

Order 2789

I am writing in connection with the above order for office furniture.

We regret to inform you that we are unable to deliver the Linton filling cabinets on time. This is as a result of

problems at our suppliers factory.

With regard to the lamps and decks. We will deliver the goods before 13 March, as agreed.

With apologies,

Yours Sincerely

S. Basuki

Manager


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Letter example2

Data Services DS

A division of Sontrat industries 2062 W HasingsChicago, II 60608

Mr. J Williams Tel 3126460793 Ace Secretarial Fax 3129277373

48 West 32nd Street Nal 8004443897New York, NY 100116928

January 24, 1995

Dear Mr. Williams

Further to our telephone discussion Thursday, I am delighted to tell you that we are now able to reducethe price of our new Peach Serious computers by 10%. This is due to the recent rise of the dollar.

We look forward to receiving your order. If you need any further information, please let me know.

Sincerely,

DATA Services

Jim Hutton


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Referring

Here are some ways to introduce the subject of the letter -

With reference to..

Further to

With regard to

I am writing in connection with.

UNIT3: Referring, giving good / bad news, saying what

you can and cannot do, giving reasons continued


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Exercise8


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Giving good / bad news

Good News I am

PleasedDelighted

happy

to

TellInformadvise

You that..

Bad newsI

We regret that

to

TellInformadvise

You that..


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Exercise9


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Saying what you can and cannot do

We are unable to .

We are able to ..

We have been forced to ..




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Giving reasons

This is

Owing to .

Due to..As a result of Because of ..

- Owing to is normally only used for bad news

- If you want to use a verb after the phrase due to add the factthat


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Exercise10


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UNIT4: Requesting action, apologizing, requesting

information

Requesting Action

Here are some ways to ask people to d o something fo r you

Starting the request

a.Please could you. (verb / action)b. We would be grateful if you could . (verb / action)c. We would appreciate it if you could (verb / action)

Finishing the requestIf it is urgent, add;As soon as possibleWithout delayImmediately


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Exercise11


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Apologizing

We must apologize for.

We apologize for .

We are extremely sorry for

Notes:

- Use the -ing after these phrase, e.g. We are extremely sorry for losing your order.

-You can also say we are extremely sorry that

e.g. we are extremely sorry that we lost your order

Usually it is polite to give the reason for the problem and then apologize again at theend of a letter.

Please accept our apologies once again

We hope that this has not caused you any inconvenience

With apologies once again


information continued


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Requesting Information

Please could youWe would be grateful if you could

We would appreciate it if you couldWe would like to know

give us some further details about let us know (about/if).. inform us (about/if) .

If you want specific information, say:

In part icu lar, + one of the phrases from the box


information continued


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Exercise12


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Exercise13


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UNIT5: Making a mild complaint, making a point,

warning

Making a mild complaint

To make a mild compliant you can:

-say that, un fortun ately, something is wrong, for example;

Unfortunately, we have not yet received the filling cabinets. andthen, request the same action

For example:

Please could youWe would be grateful if you couldWe would appreciate it if you could

Deliver them soon.


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Exercise14


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warning continued

Making a point

If you want someone to take note of something you can use phrases such as

I should like to draw your attention to (the fact that)I should like to point out that

If you are saying something that they already know (and you are a

little bit angry) you can write

I should like to remind you that.I hope that it is not necessary to remind you that


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Warning

One way to warn somebody is to say:

Unless .. If .. (not) We will be forced to


warning continued


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Exercise15


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Making a strong complaint

To make a strong compliant you can:

say exact ly wh at is wron g, e.g. it is now over nine months since we placed this orderand we are still waiting for the cabinets.

Make a point conn ected w ith this, e.g. I should like to point out that we have alreadypaid for these cabinets, and then

Demand imm ediate act ion, e.g.We must insist, therefore, that you deliver them

immediately. If you think that is necessary you can also

give a warninge.g. unless we hear from you within 7 days we will take legal action.


warning continued


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Exercise16


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THANK YOU

business english.ppt

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