LETTER WRITING

1. OUTLOOK

– Layout (makes the letter easy to read)

– Formal style

2. BASIC REQUIREMENT

- Clear & concise

PREPARATIONS FOR WRITING

Draw out a scheme on what to say Define the purpose of your letter Assemble the necessary information and documentation Discard irrelevant items Put the events into logical sequence

WRITING

CHECKING THE DRAFT

– information level

– language

– style

LANGUAGE REQUIREMENTS

No mistakes in:

– grammar,

– spelling

– punctuation

LETTER PARTS /heading/ Elgato Seafaring Co. Inc. m.v. “Alberta T.”Monrovia

/date/ Belfast, 2nd August 1996 Messrs.

John Burke Co LtdAnchor House136Tory Road /inside address/BelfastBt15 1AB Northern Ireland

Dear Sirs, /salutation/

/letter body/

I would kindly ask you to request the local Port Authorities to grant permission for the immobilization of the main engine due to overhaul (routine maintenance) of the cylinder/piston unit. We intend to carry out the work on Monday 3 Aug 1996 from 0800 to 1700 hrs.

Thank you in advance for your good co-operation. Yours faithfully /complimetary close/Capt. N. Hornet /signature & title/ Master of the vessel /rank or position/

DATE

2nd August 1996 by putting the day before the month

2 August, 1996 by putting the day before the month, but omitting the letters (-st, -nd, -rd, -th) used to

indicate ordinal numbers.

August 2nd 1996 by putting the month before the day

August 2, 1996 by putting the month before the day, but omitting the letters (-st, -nd, -rd, -th) used to

indicate ordinal numbers.

SALUTATION-COMPLIMETARY CLOSE

Dear Sir(s) Yours faithfully, Dear Madam Dear Sir or Madam Dear Mr Jones Yours sincerely, Dear Mrs /Miss Best wishes, /

Ms. Fulham Best regards, Dear Jack Kind regards,

SERVICE LETTERS/BULLETINS (1)

ISSUED BY ENGINE MANUFACTURES AND THEIR LICENSEES

- revision of instructions regarding maintenance - change in overhaul intervals due to design modifications

- recommendations regarding engine operations in particular conditions - recommended modifications to be carried out by the ship's staff on engine components

- introduction of checking procedures in order to discover abnormal wear

SERVICE LETTERS/BULLETINS (2)

- usage of new tools designed to facilitate dismantling and avoid damage and injuries;

- information about the replaceability of older engine components with others of latest design;

- information about the replaceability of

older engine components with others of latest design;

- recommendations to engage only authorized repairers for maintenance and repair work

SERVICE LETTER INFORMATION

- what is to be done - Subject; - where it is to be done - Engine type; - why it is to be done - Purpose; - how it should be done - Description

MAN B&W Diesel A/S

Service Letter No: SL89-252/OG

October 1997

M.A.N.- B&W 20/27, 25/30, 40/4540/54, 52/52 and 52/55 Four-stroke EnginesPiston Skirts__________________________________________

To improve the running-in performance, the piston skirts of M.A.N- B&W four-stroke are graphited. This graphiting is recognisableby a dark-gray colour of the piston skirts.

It has sometimes happened that the engine personnel mistook thiscoating for an anti-corrosion layer and erroneously ground it offwith the aid of emery paper prior to the installation of thepiston.

We would ask you to point out to the engine personnel that thisgraphite must not be ground when installing the piston.

MAN B&W A/S

B&W ALPHA - SERVICE LETTER NO 144

Engine type:S/U28L.

Subject:High-pressure fuel pipes between the fuel injection pump and the fuel injectionvalve.(Continuation of Service Letter No. 133)

Purpose:Correct mounting of high-pressure fuel pipes.

Description: In some cases, leakage has arisen at the screwed connections of the high-

pressure fuel pipes due to wrong mounting. To avoid the leakage, it is necessary to follow the mounting procedure below for screwed connections, as shown on next page:

Tighten the union nut, item 1, to the bottom of the thread on the high-pressurepipe, item 2. Then loosen it, 1/4 of a turn, after which the screwed connection is

ready for assembling with the fuel injection pump or the fuel injection valve, by the union nut, item 3.

Furthermore, we can inform that the introduction of the reinforced high-ressure fuel pipes for engines operating on intermediate fuel (Service Letter No. 133), has resulted in so good operational experience that these high-pressure fuel pipes have also been introduced on engines for operation on diesel oil.

In future, spare parts supplies of high-pressure fuel pipes will be of the reinforced type.

B &W A L P H A - S E R V I C E L E T T E R N O . 1 4 4

TELEX STYLE

PLAIN TEXT

The m.v. “Aurelia” was delayed by an engine trouble in the port of Calais on October 10th from 06.30 to18.00 hours.

The vessel is now on her way to Rotterdam.

TELEX STYLE

Aurelia delayed engine trouble calais oct 10 0930-00.Vessel now way Rotterdam.

LETTER STYLE VS.TELEX STYLE

LETTER STYLE

Please be informed that today we have received the consignment of spares that you have arranged as a replacement for the damaged parts of the air compressor .....

TELEX STYLE

Today received air compressor spares

381461 NEWLN RH 354126 SYRN X

TLX NO 134/97 DATE: 19-NOV-1993 15:00:39 UTC FM: M.V. SYRINE TO: NEWLINE SHIPPING CO.LTD. ATTN: T/D SUPT. STONEY

RE: MAIN ENGINE RUNNING PARAMETERS

M.E. RUNNING PARAMETERS ON 18/11 AT 2100 HRS AS FOLLOWS: RPM 380 F.O.LEVER 3.75 GOVERNOR ADJ.8.6 C.W.TEMP.72/84 C.W.PRESS.2.3 SCAV.AIR. TEMP. 132/46 SCAV.AIR PRESS.1.25 F.O. TEMP.128 F.O.PRESS.3,7SEA TEMP.25 SEA WATER PRESS.2.1 T/C L.O TEMP.55 T/C L.O.PRESS. E.R.TEMP.38 EXH.GAS AVERAGE TEMP.400 SHIP’S SPEED 11.5 NO WIND SEA CALM CYL.NO. 1 2 3 4 5 6 7 EXH.GAS 400 390 390 400 395 415 415 RACK POS. 62 62 62 63 63 63 62 COMP.PRESS 68 70 69 71 74 70 73 FIRING PRESS. 85 87 84 91 89 90 91 REGARDS/CHENG

KKKK 381461 NEWLN RH 354126 SYRN X

Telex: - *** -** received on 19/11/93at 1600 duration: 02 m 43

TELEX ABBREVIATIONS

Kratica Puni engleski naziv Puni hrvatski nazivT/D Technical Department Tehnička službaSUPT. Superintendent InspektorM.E. Main Engine Glavni strojRPM Revolutions Per Minute Okretaji na minutuF.O. Fuel Oil GorivoADJ. Adjustment PodešavanjeC.W. Cooling Water Rashladna vodaTEMP. Temperature TemperaturaSCAV. Scavenging IspiranjePRESS. Pressure TlakE.R. Engine Room StrojarnicaEXH. Exhaust IspuhCYL. NO. Cylinder Number Cilindar brojPOS. Position PozicijaCHENG Chief Engineer Upravitelj stroja