letter writing in ti

Letter writing in English

Dr. Fatemeh Hemmati

English Language Department

University of Payame Noor

Features of the course

Features of the course are as follows.

Name: letter writing in English

Number of modules: 2

A compulsory main course for the BA students of English Language

Features of the course

Letter writing is usually taken in the fourth

semester of studying English language.

Prerequisites: Grammar and Writing 2, Developing Reading Proficiency 3

The assigned book

Letter Writing in English

Dr. Manoochehr Jafari Gohar

Payame Noor University

The aims of the course

Learners of English as a foreign /second

language need to become familiar with the

conventions of writing letters in order to be able

to communicate through written text.


Letters may be written to members of society

such as friends, colleagues, and relatives or they

may be sent to or received form businessmen

to play an essential role in industry and

commerce.


Each of these types of letters have their specific layout and format. Therefore, the aim of the course is to familiarize the students with these conventions.

Based on these aims, the book has been divided into three sections.

The main sections of the book

Major sections of the book:

1. Social correspondence

2. Business correspondence

3. Mechanics of writing

The design of the course

The first section, social correspondence, helps students keep in touch with those who are important to them.


Furthermore, it gives them the chance to respond to messages they receive. It can also be beneficial in writing letters with specific purposes.


The second section, business correspondence, plays an essential role in industry and commerce. A letter sent out of a company is considered the representative of the firm,


and thus its function is not limited to the transmission of information. Therefore, being familiar with the conventions of this type of correspondence can help students in making their future career.


The last part, the mechanics of writing, intends to help the writers to make effective use of the mechanical devices of the English writing system to convey the necessary information as clearly as possible.

The main sections of part 1

Part 1, Social correspondence:

1. The layout of the letter

2. Addressing the envelop

3. Social letters on different occasions

The layout

The Word “Layout” (or form) is used to refer to the general arrangement of the different parts of a letter.

Chapter 1, the layout

The Importance of the Layout

The layout is important because a well-arranged letter is more effective and appeals more favorably to the eye of the reader.


The layout Heading Personalized letterhead Inside address Salutation Body Complementary close Signature Postscript (P.S) Chapter 1, the layout

Heading

What does it include?

The writer’s address and the date.

Where does it appear?

It is written at the top right hand corner of the

first page of the letter. Chapter 1, the layout

Heading

Example (sent to another city inside the country)

250 commonwealth avenue

Boston, Massachusetts 02123

February 14, 1993 Chapter 1, the

layout

Heading

Example, (sent abroad)

Payame-Noor University

P.O.Box 19395- 4697

Tehran, Iran

May 9, 2006


Heading

In another style of writing a heading, there is a comma at the end of each line and a full stop is placed at the end of the last line. The day is given in ordinal form. Look at the following example:


Heading

Example:

Payame Noor University,

P.O. Box 19395-4697,

Tehran , Iran.

May 9th, 2005


Heading, exceptions

When the letter does not have an inside address, some writers prefer to place it at the top left hand corner.

In very informal letters, the heading may include the date only and not the address.


Personalized letterhead

Personalized letterhead consists of peoples’ initials or their full names and addresses printed at the top of letter papers, look at the following examples:


========Martha Riddenhaur=========

4723 West Niles road

New Haven , CT 06510

Personalized letterhead

Inside address

What does it contain?

The reader’s name, title (if any), company division or department or civic agency, and the mailing address of the receiver.


Inside address


At the top left hand corner of the letter single spaced, flush with the left margin and two lines above the salutation.


Inside address

Example:

Mr. James T. Farrell

Senior Partner

Barrows, Farrell, & Yarby, Inc

One East Madison

Chicago, IL 60603 Chapter 1, the layout

salutation

What does it mean?

The salutation is a greeting to the person to whom you are writing. (The written equivalent of the conversational ‘hello’ or ‘how do you do’)


salutation


Two lines down from the inside address (if any), or two lines up from the first sentence of your letter, flush with the left margin.


salutation

Why is it important to know the proper form of salutation?

There are two reasons:

salutation

1. It is good etiquette.

2. It can help to ensure that the recipient takes the letter more seriously.


salutation

How do you decide which form of salutation to use?

It depends on two factors:

salutation

1. The degree of formality of your letter

2. whether you know the recipient’s name or not


salutation

Example :Dear John: to a friendDear Mr. Smith: to a manDear Miss Smith: to an unmarried womanDear Mrs. Smith: to a married womanDear Ms. Smith: to a woman whose marital

status is not known Chapter 1, the layout

salutation

Attention

You can write : “Dear Reza” but NOT dear cousin Reza.

You can write : “Dear Mr. smith” but NOT dear Mr. John Smith.


Body

It begins two lines down from the salutation.

Paragraphs are typed single spaced with double space between them.

As a common practice, it is divided into three segments : opening, middle and closing.


Establishes the purpose of the letter.

Contains either the main point or important preliminary information.


Body, opening

It presents the purpose of writing as well as supporting, explaining and elaborating the main point.

It contains the points that need to be made, answers you wish to give or questions you want to ask.


Body, middle

You may repeat the main point(s) of the letter.

Inform the reader what action or response you expect.

Bring the letter to an end with a polite wish (depending on the degree of formality).


Body, closing

Body

Attention

In many letters, you may not be able to find the three sections (opening, middle and closing ) in separate paragraphs.


In all complimentary closes the first word is

capitalized and they are followed by a comma.

Formal and informal correspondences require

different complimentary closes.


Complimentary close

Complimentary close

Example: Very formal :

Respectfully yours, respectfully, Formal :

Yours Faithfully, very truly yours, Informal : Best wishes, regards, Chapter 1, the layout

Complimentary close

Attention

Do not forget that the way you close a letter depends on how you opened it.


The signature block contains your name and, in formal correspondence your title.

Your letter format determines where the

signature block is placed.


Signature Block

The postscript is typed two lines below the signature.

Postscript (P.S) is used when the writer decides to add something to the letter which has been closed.


Postscript (P.S)

Addressing the Envelope

The order for informal letters: Name ( including any titles ) Street address and suite or apartment number City and state plus Zip Code

Country (if sent abroad) Chapter 2, addressing the envelope

M.Korson

251 Morningside Dr.

Everest, in 46715

Ms. Surleen Ellis

14 Roundtree LN

Barton, WA 98015

Addressing the Envelope

Stamp

Addressing the envelope

The order for Formal Letters: Name of individual, company or agency

Title of individual

Department or division

Addressing the envelope

Company, agency or institutions name

Street address plus suite, room, floor number

Post office box number

City, State and Zip Code Chapter 2, addressing the envelope

Letters of social obligation

Letters of friendship

Letters of personal business

Chapter 3, social letters on different occasions

Social letters on different Occasions

Social letters on different Occasions

Letters of Social

Obligation

1) Invitations2) Replying to

invitations3) Congratulations4) Condolences5) Thank you notes

Invitations can be formal or informal. Certain rules should be followed in writing

invitations: Indicate the kind of occasion, the place, the

date and the time the guests are expected to arrive.


Invitations

Formal invitations are written in the third person.

If a reply is required, the abbreviations R.S.V.P is written in the lower left hand corner.


invitations

Replying to invitations

Give a prompt and definite answer. If accepting the invitation, imply a “thank

you” and convey the thought that you were pleased by the invitation.

Example:

We are delighted to accept…


Replying to invitations

If declining, a note of regret should give the reason for declining.

Example:

I am sincerely sorry that John and I cannot join your dinner party…


Congratulations

Write the letter as soon as you hear the good news.

Write sincerely and cheerfully.

Mention the occasion and focus on the special event.


Congratulations

Congratulations are sent on different occasions such as marriages, engagements, anniversaries, birth days, graduations and so on. Therefore, the words that you choose must be appropriate for each particular situation.


Congratulations

Almost all congratulation letters contain a phrase or sentence with “congratulations” or “congratulate”.

Example:

Congratulations on your birthday!

May an old friend congratulate you… Chapter 3, social letters on different occasions

Congratulations

In congratulations on marriages you either write to one of the married couple or to both of them. In the former case, send best wishes to one of them and ask her/him to give your congratulations to the other one.


Congratulations

In congratulation letters on graduation, comment on any special effort or achievement the graduate made during his or her school or college career.


Condolences

Write the letter as soon as you hear the news.

The best condolence letter is sincere and brief. People dealing with grief or shock are often unable to read long letters.


Condolences A condolence letter should be written simply

and clearly. First, express your feeling about the loss.

Example: We have just heard with profound regret the

sad news.


Condolences

Then, express your feeling about the deceased.

Example:

Everyone who knew Jim loved him.

At the end, offer your help (if you wish) and close your letter.


Thank you letters

They should be sent promptly and they should focus on the thank you message.

Example:

My thanks for your generous hospitality…


Letters of Friendship

While writing letters of friendship, imagine you are talking to the reader face to face.

Start the letter with an interesting sentence and close it with a cheerful and positive note.


Letters of personal business

Letters of

personal

Business

1. Letters of complaint

2. Letters of damage apology

3. Letters of recommendation

4. Letters of application

5. Letters of request

6. Letters of resignation

7. Resume

Letters of complaint

In letters of complaint you should write about the problem very precisely and clearly. Mention the date, the reference number, or any other information that can help the company to detect the problem.


A letter of damage apology

In a letter of damage apology, first you should apologize for the damage.

Then, move on to explain how you are going to compensate for the damage.

At the end, ensure the reader that it won’t happen again.

Letters of recommendation

Letters of recommendation are written when a company or a university asks you to provide references. These letters are considered confidential and they are not always in favor of the bearer.


A letter of application

An application letter carries the burden of attracting attention, creating interest and doing a substantial part of the job of convincing your prospective employer to accept you.


Letters of request

In your initial letter of request (i.e., to a university), you give a few facts about yourself and the education you have received. The more detailed you are, the better. Try to tell them what you want.


Letters of resignation

In a letter of resignation you start with writing about the time you have been with your employer.

Then, explain the reason for resignation.

At the end, thank them and wish for later collaboration.

Resumes (curriculum vitae)

The Resume is probably the most important personal business letter. It includes your name, address, telephone number, e-mail address, work experience, education and the name and address of your references.


Business correspondence

Part 2

Business correspondence

Business CorrespondenceThe layout :

1. Letterhead

2. Dateline

3. Inside address

4. Reference line

5. Salutations

6. Subject line

Business Correspondence

7. Body

8. Complimentary close

9. Company signature

10. Signers identification

11. Reference line

12. Enclosure reminder

13. “cc” notation

Letterhead

It consists of the name, the address and sometimes the telephone or fax number of the company printed at the top of the page.

Business correspondence, chapter 1

1

Letterhead

Attention:

If there is not a printed letterhead, the sender’s address is written on the top right hand corner of the page.


Dateline

Dateline appears a few lines below the letterhead on the right side of the page, otherwise, it is written below the senders address.


2

Dateline

The month of the date should not be written in figures because they might confuse the reader. For example, 12.2.1990 means 12th of February 1990 in the UK, but 2nd of December in the USA.


It consists of the reader’s name and address written below the senders address and on the opposite side of the page.

The order of the lines is the same as the social letters.


Inside address

3

Inside address

When the name of the receiver is not known, either his/her title or the name of the particular department of a company can be written.

Reference line

attention line

personal and confidential

other reference lines

Reference line

Attention line

Attention line is used to alert the person you are writing to or to make sure that your letter will be opened even if the recipient is absent.


4

Attention line

Attention line is typed two lines below the inside address and may be centered on the page or typed flush with the left. The word “Attention” is used with its first letter capitalized and followed by a colon.


Personal and confidential

Personal and confidential words are used for strictly personal matters, and they indicate that only the recipient should open the letter. They are placed four lines above the inside address and they are underlined.


Other reference lines

The function of other reference lines : to mention some document numbers, serial

numbers … The place of other reference lines : typed four lines below the date, flush with the

right margin, and on the same line as the first line of the inside address. Business correspondence, chapter 1

Business letters, salutation

The same as social letters, but in a more

formal manner.

Dear sirs: used to address a company in the UK

Gentlemen: used to address a company in the USA

5


Dear Sir or Madam or ladies and gentlemen: Used to address a person of whom you neither know the name or the gender

A colon or a comma usually follows a

salutation. Business correspondence, chapter 1


The salutation “to whom it may concern” is used when we do not know who should read our letter.


Business letters, subject line

The function of subject line :

Tells the reader what the letter is about, so that he can decide whether it needs immediate attention or not.

The place of subject line :

Below the salutation, underlined or typed in capitals.

6

Business letters, body

The function of the body :

The same as social letters, carries the actual message.

The place of the body :

Below the salutation or the subject line 7

Business letters, complementary close

The kind of complementary close depends on the general tone and the degree of formality of the letter.

Business correspondence, chapter 1 8

Business letters, Company signature

Company signature is used in cases when the signer of the letter is writing as the spokesperson for the company, and not as an individual.

9

Business letters, signer’s identification The signer’s identification includes the

signer’s name and any relevant title.

It is typed four lines below the

complementary close to provide enough space for the signature.

10

Business letters, reference initials

The function of reference initials:

shows who prepared the letter (the signer’s and the typist’s initials)

The position of reference initials:

usually at the bottom or sometimes on the top of the letter.

11

Business letters, enclosure reminder

The function of the enclosure reminder is to

help the reader not to discard the enclosed items by mistake.

It consists of the word enclosure followed by a list of enclosed items.

12

Business letters, ‘cc’ notation

‘cc’ notation stands for carbon copy and tells the reader who has been sent a copy of the letter.

13

Formats of Business letters

1. Full-Blocked

2. Blocked

3. Semi-Blocked

4. Square-Blocked

5. Simplified

Letter Formats


Full-Blocked Features:

All lines flush with the left margin, No paragraphs are indented.



Blocked

Features: Date line is flush with the right margin.

Heading or inside address, salutation,

reference lines and paragraphs are set flush with the left margin.



Complementary close and signature are aligned with the date.

The date line may ed at the right margin; the attention and subject lines may be centered or indented 5 or 10 spaces



Semi-BlockedFeatures: Date is flush with the right margin, heading or

inside address with the left margin.

Paragraphs are indented.

Complementary close and signature line are slightly to the right of the page’s center.


Square-Blocked

Features: The same as full-blocked with two

differences: The date is typed on the same line as the start

of the inside address. Reference initials and enclosure reminder are

typed on the same line as the signature.


Simplified

Features: No salutation or complementary close. All lines begin flush with the left margin. Date is six lines below the letterhead. Inside address is four or more lines below the

date line.


Subject line is typed in all capital letters three lines below the inside address and above the body.

Writer’s name and title are typed in capitals.


Business letters on different occasions

Business letters on different occasions:

1. Letters of inquiry and their replies

2. Letters of order

3. Letters of complains and their replies

4. Letters of credit and their replies

5. Letters of collection

Business letters, letters of inquiry

Letters of inquiry

The content of an inquiry letter depends on three things:

1. How well you know the supplier.

2. Whether your supplier is in your country or abroad.

3. The kind of goods you are inquiring about.


At the opening of an inquiry letter, tell the supplier what kind of firm you are and how you have come to his company.

Make it clear what exactly you want them to do for you.

Bring the letter to an end with a “thank you”.


Reply to inquiry letters Thank the inquirer, mention the date of his

letter and mention his name in your salutation!

Tell him if you can help him or not.

Encourage your prospective customer to do business with you.


Let the inquirer know whether you are enclosing what he has asked for or if he will receive them later.

At the end encourage more inquiries!



If a letter of inquiry asks for a product or service which is not presented by your company, let the inquirer know that and, if possible, refer him to another supplier.


Business letters, letters of order

Include complete, accurate information in your order letter because incomplete orders result in delayed delivery, and inaccurate facts result in receiving wrong goods.


Business letters, letters of complaint

Letters of complaint Write the letter as soon as you discover the

mistake. Do not apologize for your complaint! Write firmly, but politely. Avoid unnecessary threats, exaggerated

statements, and loss of temper.

Business letters, letters of complaint

Replies to letters of complaint Inform the writer that you have received the

complaint and thank your customer for telling you about the problem.

Tell him what you are going to do about the complaint.


Business letters, letters of complaint If you accept that a mistake has taken place,

explain how it has happened, but do not blame the staff of your company.

Tell the customer that you will put the matters right as soon as possible.


Business letters, letters of complaint In closing, assure the customer that the

mistake was an exception and apologize for the inconveniences.

If you are rejecting the complaint, be firm, but polite.


Business letters, letters of credit

Open your letter of credit by stating the point and the type of credit you want.

Convince the supplier to grant you the credit, mention your previous dealings (if any), your reputation and offer references.


Business letters, letters of credit

Replying to credit requests If you agree with the credit, you might ask for

more information or set your own conditions for granting the credit.

If rejecting, mention the reasons, but be careful not to offend the customer.


Business letters, letters of collection

Letters of collection The main purpose of a collection letter is to

ask you customers to pay the money they owe you.

Ask for payment without offending and, consequently, losing the customer.


Business letters, letters of collection The first letter of collection is the mildest and

most understanding. Because your customer might simply have made a mistake. The successive letters get stronger in tone.

The second request is sent if the customer does not answer the first request or acknowledge it but still fails to pay.

Business letters, letters of collection The last collection letter reviews the situation

since the account should have been paid. You can explain that you have been patient.

You may threaten to turn the matter over to a lawyer or a collection agency.


Part 3, The mechanics of writing

Part three

The mechanics of writing

1. Punctuation

2. Capitalization

3. Plurals

4. Abbreviations

5. numbers

Punctuation

Punctuation marks play an important role in the English writing system in clarifying the structure and meaning of sentences.

They separate groups of words for meaning and emphasis.

part 3, chapter 1

Punctuation

Punctuation marks indicate differences in pitch, volume, pauses, and intonation of the spoken language; and they help making the meaning of sentences unambiguous.

part 3, chapter 1

Punctuation

Remember that in some cases not all writers agree on using a fixed pattern of punctuation. Consequently, they might punctuate the same sentence quite differently.

part 3, chapter 1

Punctuation, ampersand

Ampersand (&) Ampersand is a symbol used instead of the

word “and”.

Use it when a shorter form is preferable, but not in regular texts in correspondence.

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Punctuation, ampersand

Use ampersand in the name of companies but not in the names of agencies that are part of the government:

Dow Jones & Company, Inc.Securities and exchange commission

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Punctuation, apostrophe

Apostrophe ( ’ )

The apostrophe is generally used in three different ways:

1. In the possessive forms: the boy’s mother, the boss’s desk, students’ books, the Cohen’s house

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Punctuation, apostrophe

2. In the contractions:

I’d = I would, it’s = it is

3. In making special plurals:

The A’s in the letterhead should be capitalized.

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Punctuation, brackets

Brackets ( [ ] )They are used as parentheses that are placed

within parentheses: The role of business in American life has often

been the subject of our fiction ( see, for example, the novels of Howells [1873-1920] ).

part 3, chapter 1


They are used to show the additional words within a quotation, editorial comments, corrections, clarifications, or other material inserted into a text:


Example: This was the first time since it became law that

the twenty-first amendment [outlining procedures for the replacement of a dead president] has been invoked.

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Punctuation, colon

Colon( : )The colon can be called the mark of introduction.

It shows the reader that what follows the colon is related to what has been used before it.

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Punctuation, colon

The colon is used to introduce a clause or phrase that explains, illustrates, amplifies, or restates what has been said before.

The paragraph was poorly constructed: it lacked both unity and coherence.

Punctuation, colon

A colon is used to introduce a list.

The conference was attended by representatives of five nations: England, France, Belgium, Spain and Italy.

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Punctuation, colon

A colon is used before a quotation, after the salutation of a formal letter and between a title and a subtitle.

ExampleWord processing: an introduction

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Punctuation, colon

A colon is used to separate the elements in a page reference.

Journal of the American Medical Association 48:356

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Punctuation, colon

Finally, a colon is used between the hour and the minute of a time reference.

11:20 A.M.

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Punctuation, comma

comma (,) Comma is used more than any other

punctuation mark in the English writing system.

A comma is used to separate main clauses joined by and, but, or …

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Punctuation, comma

The acoustics in this hall are very good, so every note is clear.

The comma is used to set off the adverbial clauses and phrases that come before a main clause.

Having made that decision, we turned our attention to other matters.

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Punctuation, comma

The comma is used to separate items in a series or list.

John has studied marketing, salesmanship, and advertising.

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Punctuation, comma

Commas are used to set off an interrupting expression in a sentence.

The chairman of the board, not the stockholders, made the decision.

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Punctuation, comma

A comma is used to separate the adjectives that are listed before a noun, provided that it is possible to put an ‘and’ between the adjectives.

Our company is going to employ courteous knowledgeable, helpful salespeople.

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Punctuation, comma

Commas are used to separate thousands, hundreds, hundred thousands, etc.

$8,765,543,321 Street numbers and zip codes, telephone

numbers, decimals, serial or account numbers and weights and measures are exceptions.

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Punctuation, comma

Commas are used to set of words in direct address.

We would like to discuss your account, Mrs. Reid.

A comma is used before a direct question.

I wonder, what is going on here?

Punctuation, comma

The comma is used between surnames and the academic, honorary, military, or religious degrees or titles.

Robert Menard, M.A., Ph.D.

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Punctuation, comma

In informal letters, the comma is used after the salutation, and in formal and informal letters after the complementary close.

When the coming together of two words or expressions may cause ambiguity, the comma can help.

Whatever will be, will be.part 3, chapter 1

Punctuation, comma

Situations where a comma SHOULD NOT be used:

1. To separate items in a series that are joined with conjunctions

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Punctuation, comma

2. To separate an adverb from the adjective or adverb that it modifies

3. To separate adjectives if the first one modifies the second one

4. With either…or, neither…nor, and not only… but also

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Punctuation, dash

Dash (-)

The dash can function like a comma, a colon, a pair of parentheses, or a pair of brackets. Therefore, it is not an obligatory punctuation mark.

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Punctuation, dash

The dash is used to show an abrupt change or break in the structure of a sentence.

The board of directors seem happy with the change, but the shareholders - there is the problem.

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Punctuation, dash

Dashes are also used to show:1. Interrupted speech,2. Emphasis on part of the sentence,3. Defining and enumerating phrases,4. Setting off the material introduced by such

phrases as for example.

Punctuation, exclamation mark

exclamation point (!) The main function of the exclamation point is

that of reinforcing the attitudes and emotions expressed in the sentence.

What an extraordinary invention!

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Punctuation, hyphen

hyphen (-) The hyphen is used to join two or more words

into a compound:

Do-it-yourself instruction booklet

The hyphen is used with compound numbers from 21 to 99 and with fractions:

Thirty-eight four-fifth

Punctuation, hyphen

The hyphen is used with such prefixes as ex-, all-, self-, and pro-.

Self-help

A hyphen may be used to divide a word at the end of a line. This should only be done between syllables.

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Punctuation, hyphen

A hyphen can be used as an equivalent to the phrase up to and including when placed between numbers and dashes.

35-40 years Hyphens indicate a word spelled out letter by

letter.-p-r-o-b-a-t-i-o-npart 3, chapter 1

Punctuation, parentheses

parentheses ( ) Parentheses are used to enclose the

supplementary material that is inserted into the main sentence.

Although we liked the applicant (her background, training, and experience were excellent), we were not ready to hire anyone at that point.


Phrases and clauses introduced by expressions such as namely, that is, e.g., and i.e., are placed within parentheses. Although this function can be performed by commas, dashes, and semicolons.

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Definitions or translations, abbreviations used after the full forms or spelled forms after abbreviations are placed within parentheses.

The hotel was located just a few blocks from San Antonio’s famous Paseo del Rio (river walk).

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She referred to a ruling by the Federal Communications Commission (FCC).

Parentheses are used to set off cross-references.

The diagram (fig. 3) illustrates the action of the pump.

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Parentheses are used for enumeration within a sentence.

You will need the following: (1) your resume, (2) letters of reference, and (3) an application form.

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Punctuation, period

period (.) A period is used at the end of a sentence or a

sentence fragment that is not a question or an exclamation.

A period is used to punctuate some abbreviations: e.g.

Punctuation, period

A period is used with a person’s initials:

F. Scott Fitzgrald

A period is used after Roman and Arabic numerals and also letters when they are used without parentheses in outlines and vertical enumerations:

Punctuation, period

I. Objectives A. Economy 1. Low initial cost 2. Low maintenance cost A period is placed within quotation marks

even when it does not punctuate the quoted material.

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Punctuation, period

Three spaced periods which is called ellipsis is used within a quotation to indicate omitted word or words:

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Punctuation, period

President Ross began his address to the directors by saying, “the age of the personal computer has just begun. This company … , we expect to sell thousands of them next year.

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Punctuation, period

Periods should not be used in the following situations:

1. After a heading or a title:Chapter one: verbs and subjects

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Punctuation, period

2. When the numbers or letters of a list have been enclosed in parentheses:

The following factors will be considered: (a) attendance, (b) punctuality, and (c) performance.

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Punctuation, period

3. After even amounts of dollars: your check for $40 has been received.

4. After a sentence ending in a punctuated abbreviation:

our gust speaker is Mark More. Ph.D.

Punctuation, question mark

Question Mark (?) It is used at the end of a direct question.

It is also used at the end of an interrogative element that is part of a sentence, but not at the end of an indirect question:


Interrogative element as part of a sentence:

She wondered, will it work?

Indirect question:

She wondered whether it would work.

part 3, chapter 1


The question mark is sometimes used to show that the writer is not sure about a fact:

Susan O’Hara, advertising vice president (?)of the corporation.

part 3, chapter 1

Punctuation, quotation marks

Quotation Marks (“ ”) Quotation marks enclose direct quotations:

She said: “I am leaving.”

Fragments of directly quoted matter are enclosed within quotation marks:


The agreement makes it clear that he “will be paid only on condition.”

Words borrowed from others, words used in a special way, and very informal words used in formal texts are enclosed within quotation marks.

part 3, chapter 1


Quotation marks are used to enclose translation of foreign or borrowed words. They are also used to enclose certain titles:

short stories, essays, articles poems, and chapters.

part 3, chapter 1


A quote within a quote is enclosed within single quotation marks:

He noted: “we all have at least one friend who brags, ‘I never buy anything of credit.’ don’t we?”

part 3, chapter 1

Punctuation, semicolon

Semicolon ( ; ) A semicolon is used between two independent

clauses that are not joined with a coordinating conjunction:

He thought very deeply for one or two hours; he couldn’t make up his mind.

part 3, chapter 1

Punctuation, semicolon

A semicolon joins two clauses when the second one begins with words or phrases like: accordingly, furthermore, as a result, therefore, …

It is not easy to deal with the problem; however, a decision must be made.

part 3, chapter 1

Punctuation, virgule or slash mark

Virgule or slash mark (/)A virgule presents the word per or to when used

with units of measure or when used to show the terms of a ratio:

40,000 tons/yearA 50/50 split

part 3, chapter 1

Punctuation, virgule or slash mark

Virgule is used to separate alternatives:

His/her A virgule is used instead of the word and in some

compound words and to punctuate some abbreviations:

In the May/June issue- A/Vpart 3, chapter 2

Capitalization

Capitalization

The first word of a sentence or a sentence fragment, the first word of a direct quotation, the first word of a sentence used within another sentence,

Capitalization

the first word in an outline heading, the first word of the salutation and the complementary close of a letter are capitalized.

part 3, chapter 2

Capitalization

The names and initials of persons, abbreviated forms of proper nouns and adjectives, names of awards, honors and prizes are capitalized.

part 3, chapter 2

Capitalization

The names of streets, monuments, parks, landmarks, well-known buildings and other public places, the full names of wars and revolutions, words of divisions of earth’s surface and district areas, regions, places or districts are capitalized.

part 3, chapter 2

Capitalization

Words designating the deity, and also personal pronouns referring to it, the names of the days of the week, months of the year, and holidays and holy days are capitalized.

part 3, chapter 2

Capitalization

The names of languages, nationalities, peoples, races, religious groups, and tribes are capitalized.

Words in titles of books, long poems, magazines, plays, movies and works of arts are capitalized (except for words like a, an, and …)

Plurals

Plurals You are already familiar with irregular forms

of plurals in English. Some famous examples are:

Foot feet

Child children

Life livespart 3, chapter 3

Plurals

Punctuated abbreviations of single words are made plural by adding s before the period:

figs.

Abbreviations that are not punctuated and stand for phrases or compound words are made plural by taking s.

part 3, chapter 3

Plurals

Punctuated abbreviations that stand for phrases or compounds are made plural by adding ’s after the last period:

Ph.D.’s

The units of measure have the same form for plural and singular:

24 ml

Plurals

In most compounds that are made up of two nouns, the final element should be made plural:

tree house tree houses

part 3, chapter 3

Plurals

In the compounds that consist of an er agent noun and an adverb, the noun element is plural:

Hanger-on hangers-on Nouns that consist of words that are not nouns,

form their plurals on the last element:

put-down put-downs

Plurals

Some compounds are separated by a preposition. These form their plurals on the first noun:

mother-in-law mothers-in-law

part 3, chapter 3

Plurals

Letters take an apostrophe and an s to become plurals:

Dot your I’s and j’s.

Numbers become plural by taking an s:

In twos and threespart 3, chapter 3

Abbreviations

Some generally agreed patterns governing the use of abbreviations are the following:

1. Titles such as Mr., Mrs., Dr., and St. are always abbreviated when they are used before a noun.

part 3, chapter 4

Abbreviations

2. Abbreviations such as Prof., Gov., Sen., and Rep. may be used before a full name. However, only if the last name is used, the title is spelled out:

Prof. Fred Farkes

Governor Barnes

part 3, chapter 4

Abbreviations

3. The titles that are used after names must be spelled out, except Esq., Jr., and Sr., and academic, professional and religious designations:

F. Farkes, Professor

Fred Farkes, Ph.D.

part 3, chapter 4

Abbreviations

4. The names of firms are abbreviated only when the company prefers it.

5. The designations A.D. and B.C. are always abbreviated.

6. The abbreviations A.M. and P.M. are always used in the abbreviated form.

part 3, chapter 4

Numbers

A writer’s major difficulty regarding numbers is whether to write out numbers or to express them in figures.

In the following cases numbers should be

spelled out:

part 3, chapter 4

Numbers

1. Numbers that begin a sentence2. Large round numbers3. Time expressed as a number alone or with

the word o’clock: four in the afternoon

However, with A.M. and P.M. figures are used: 4:00 P.M.

part 3, chapter 5

Numbers

In the following cases numbers should be indicated with figures:

- Addresses- Decimals

part 3, chapter 5

Numbers

When two numbers are used together, the first one is indicated in figures and the second one is spelled out.

2 five-dollar bills5 ten-meter pipes

part 3, chapter 5

Flanagan’s Department store

12207 sunset strip

Los Angeles, California 91417

June 7, 2006

Ketchum collection agency

1267 Hollywood Boulevard

Los Angeles, California 91401

ATTENTION: MS. TERRY ROBERTS

Gentlemen:

Subject: Mr. Gary Daniels, Account # 69 112 003

Sincerely yours,

FLANAGAN’S DEPARTMENT STORE

Martha Fayman

Credit manager

………………………………………………………………………………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

MF/wg

Enclosure

Cc Mr. Norman Hyman

1

2

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456

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9

Return

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