Course Summary of English Correspondence

BUSINESS LETTER

GRAMMAR FOCUS: Command & RequestPossession of Adjectives

1. Social Letters

1.1 Employment letter1.2 Application letter1.3 Letter of invitation for an interview1.4 Reply to letter of invitation for an interview1.5 Acceptance letter1.6 Letter of refusal1.7 Letter of resignation1.8 Letter of ticket reservation1.9 Appreciation letter1.10 Letter of invitation1.11 Letter of congratulation1.12 letter of introduction1.13 Letter of condolence

LETTER CLASSIFICATION

2.1 Inquiry letter2.2 Reply to inquiry2.3 Order letter2.4 Reply to order2.5 Complaint letter2.6 Adjustment letter2.6 Collection letter2.7 Insurance letter2.8 Credit letter2.9 Banking letter

2. BUSINESS LETTER

LETTER CLASSIFICATION

1. Block Style

2. Full-Block Style

3. Semi-Block Style

4. Hanging Style

5. Indented Style

FORMS OF BUSINESS LETTER

Sample Letter of InquiryThe Virtual Community Group, Inc. 17 Park Road Rural Town, NH

May 23, 2012

Jane Smith, Executive Director Xavier Foundation 555 S. Smith St. Washington, D.C. 22222

Dear Ms. Smith,

I am writing to inquire whether the Xavier Foundation would invite a proposal from the Virtual Community Group, Inc., requesting an investment of $50,000 per year over two years to support our Enterprise 2000 initiative

We believe that broadly-implemented technical skills programs such as Enterprise 2000 have the potential to transform the lives of many struggling entrepreneurs, and change the economic landscape of impoverished rural communities. With your support, we can make that 10% difference in the lives of these hard-working people and the future of our rural communities.

Please feel free to call me with any questions. I look forward to hearing from you soon.

Sincerely,

Executive Director

Order letter sampleMay 13, 2012Mrs. Erlinda RamosMGT MarketingAbucay, Bataan

Dear Mrs. Ramos:

Enclosed is a money order for two hundred dollar ($200) in return for which please send me by parcel post:

1 piece bathing suit, navy blue and white, size 33, No. H61 – $60.001 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.001 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.001 grey sweater, V-neck, size 28, No. B25 – $55.00Please send these articles within five days.

Very truly yours,

Mr. Roderick Santos

Complaint letter sample65 Market StreetVal Haven, CT 95135

May 23, 2012

Customer ServiceCool Sports, LLC8423 Green Terrace RoadAsterville, WA 65435

Dear Sir or Madam:

I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. My order number is AF26168156.To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats.Thank you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.

Sincerely,

Ken Thomas

1. Heading/letterhead : The company and address for sender

2. Dateline

3. Reference Line : Initial the signaturer and the letter's typist

4. Inside Address : The name and address for receiver

5. Attention Line : The name or important thing

6. Salutation

7. Body of letter : Opening, content, and closing

8. Complimentary Close

9. Enclosure

Parts of English business letter

Reporting a question, command or request

In reporting a question, the indirect speech is introduced by verbs such as asked, inquired etc. When the question is not introduced by an interrogative word, the reporting verb is followed by if or whether.

Direct speech: He said to me, ‘Where are you going?’Indirect speech: He asked me where I was going. (NOT He asked me where was I

going.)Direct speech: The policeman said, ‘What are you doing?’Indirect speech: The policeman asked what I was doing. (NOT The policeman asked

what are you doing.)Direct speech: ‘Where do you live?’ said the stranger.Indirect speech: The stranger asked where I lived.Direct speech: He said, ‘Will you help me?’Indirect: He asked me if I would help him.Direct speech: ‘Do you think you know better than your father?’ jeered the angry

mother.Indirect speech: His angry mother jeered and asked him whether he thought he

knew better than his father.

Reporting commands and requests

When a command or request is reported, the indirect speech is introduced by a verb expressing command or request. We also change the imperative mood into the infinitive.

Direct speech: John said to Peter, ‘Go away.’Indirect speech: John ordered Peter to go away.

Direct speech: He said to me, ‘Please wait here till I return.’Indirect speech: He requested me to wait there till he returned.

Direct speech: ‘Don’t Call the next witness,’ ordered the judge.Indirect speech: The judge ordered them not to call the next witness.

Direct speech: He said, ‘Be quiet.’Indirect speech: He urged them to be quiet.

Direct speech: ‘Don’t be late for the course,’ asked the teacher.Indirect speech: The teacher asked me not to be late for the course.

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Using Possessive Pronouns

Use the possessive pronouns my, your, her, his, its, our, and their to modify the nouns that follow. These possessive pronouns function as adjectives in sentences.

His advice about avoiding e-mail viruses was valuable.We prefer to e-mail our company newsletter.Change your password by Friday.

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Using Possessive Pronouns

Do not use the possessive pronouns mine, yours, his, hers, ours, and theirs as modifiers before nouns. These pronouns stand alone and are separated from the nouns to which they refer.

The responsibility is yours if an attachment with a virus is opened.His was the only e-mail message that I read today.

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Thank youWarung. ChiPo