Business Correspondence Guidelines
Technical layout of a letter:
1. Rearrange the letters in the following elements which will constitute the formal outlay of a letter:
§ enam and sesdrad
§ stejcub temart
2. Fill in the texts with the words given:
a. 'if, on, name, email, telephone, for, include, number, of, may, your'
This will _____________ your company's _____________, address, _____________ number, fax _____________ and _____________ address. Include your web address _____________ available. Other information _____________ be required depending _____________ the legal status _____________ your business formation. Contact _____________ legal adviser _____________ exact details.
b. 'have, and, of, code, that, the, job'
Name and address:
Always include ________ recipient's name, address ________ postal _________. Add ________ title if appropriate. Double check ________ you ________ the correct spelling ________ the recipient 's name .
3. Place the vowels in the right position to get the three nouns and write them in the appropriate gap in the text:
enam omnth eltetr
Always date your _______s and do not abbreviate the _______s of the _________s.
4. Write the right grammar form of the words given:
Again this is optional, but its _____________ can help the recipient in dealing _____________ with the aims of your letter. _____________the subject sentence is _____________ by the word 'Re'. It should be _____________ one line below the _____________.
5. Rearrange the fragments in the sentences:
a) dealing with
b) and one point
c) of paragraphs,
d) one point
e) contain a number
f) each paragraph
This will . . . . . . only.
a) you are interested
b) should be clear
c) and consequently
d) and legible-showing
e) in the letter
a) of your name
b) be followed underneath
c) should also
d) and your
e) by a typed version
1. The signature . . . . . the recipient.
2. Your signature . . . . . job title.
If you include other material in the letter, put 'Enclosure', 'Enc', or ' Encs ', as appropriate, two lines below the last entry.
The address of the person receiving the letter, the date and the references are all on the left.
There is no "th" after "5" in the date. It is not necessary, so leave it out. Always, however, write out the month in full. For example: 5 March 1998 (British English) or March 5, 1998 (American English). If you write 5/3/98, this is confusing: in British English, it means 5 March; in American English, it means 3 May. Less importantly, note that there is no full stop after the day of the month: 5 March is correct, not 5. March.
There is no punctuation after the opening greeting
("Dear Mr Harper") or the closing greeting ("Yours
The paragraphs start at the left margin, and there is a line space between each of them.
There are a number of small but important differences between letters in English and other languages. In English, the first letter after the opening address is capitalized ("Thank you ...").
It is acceptable to start a paragraph with "I". Only an egomaniac, however, would start every sentence with "I". It is also common to use "we" instead of "I".
Commas are much less common.
"p.p." (or "pp) before the signature
stands for the Latin "per procurationem", meaning "through
the agency of". This simply means that the sender of the letter was not
available to sign it. Unlike, for eg.., the German p.P. (per Prokura), p.p.
does not imply that the person who signed the letter has any special legal
authority in the company. Very often "p.p." is written before the
name of the person the letter is from, although this is not strictly speaking
correct. Less formally, and particularly in
1.Choose the word that best fits in the blanks:
1. a) of b) on c) for d) -
2. a) a b) the c) an d) any
3. a) a b) another c) any d) an
4. a) are b) is c) been d) be
5. a) an b) a c) end d) and
6. a) into b) instead c) indeed d)in
7. a) are b) have c) has d) am
8. a) those b) this c) that d) the
9. a) through b) though c) throughout d) thus
10. a) also b) although c) all d) so
11. a)more b) much c)many d) or
12. a) at b)to c) on d) in
A lot __1__ time is wasted discussing __2__ differences between a letter and __3__fax. The main difference __4__ simple: a letter is put in an envelope __5__ posted; a fax is fed __6__ a fax machine. The content and layout __7__ often identical - many faxes are simply letters __8__ are then faxed. Some faxes, __9__, are shorter and less formal. E-mails __10__ tend to be __11__ less formal both __12__ content and layout.
2. Identify the eight spelling mistakes in the text and write the words correctly:
How formal should busines letters be? That deppends on the person to whom you are writting. If it is someone you have never delt before - or you have no conntact name - you shuld be more formal than if it is someone whith whom you do business regullarly and have perhaps met personally.
___________, ___________, ___________, ___________, ___________, ___________, ___________, ____________.
3. Fill in each gap with one word only:
Looking at some _______ the most common phrases, "Thank you" is _______ formal than "Thanks"; "Yours sincerely" _______ more formal than "Best wishes" or "Best regards"; and "I look forward to ..." is slightly more formal _______ "I am looking forward to ...". Don't forget, however, that in both of these last two cases, if a _______ follows, it must be in the "-ing" form:
"I look _______ to seeing you soon."
"I _______ looking forward _______ seeing you at the conference next week."
Not putting this "-ing" on the verb is _______ very common mistake made _______ non native speakers. Another common mistake _______ forgetting the "it" in structures as "I would appreciate it if ...".
Even in formal letters, there is no need to be old-fashioned. For example, when you have no contact name, "Dear Sirs" and "Dear Gentlemen" are now considered sexist by many people. "Dear Sir or Madam" or "Dear Madam or Sir" is better. (Note also the use of "or" here, in contrast to the expression with 'and' more common in other languages, e.g. the German: Sehr geehrte Damen und Herren.)
If you are writing to a woman, use the neutral title "Ms", unless she herself has used either of the more traditional forms: "Mrs" for a married woman or "Miss" for an unmarried woman. Titles such as Mrs, Ms, Dr, and Mr are usually written without full stops in British English and with full stops (periods) in American English.
If you are unsure whether to address someone by their first name or with their title (Mr, Mrs, etc.), a useful compromise is to use both the first name and the surname; e.g. Dear Peter Smith, Dear Susan Brown.
" Match the beginnings of the following sentences with their endings: 1) - . 2) - . 3) - . 4) - . 5) - .
1) There are lots of books that give advice on
2) Many provide long, detailed lists of phrases needed for various
3) This can be very useful if you
4) The detail in these books,
5) So, don't forget the basic points and
a) areas of business, such as importing and exporting.
b) don't forget to learn and use the standard phrases.
c) how to write and lay out business letters.
d) however, is also their danger.
e) work in a specialized area.
STARTING A LETTER
Thank you for your letter
of 28 January, in which you enquired about our ...
We are pleased to inform
you that your order no. ... for ... has been dispatched.
We regret to inform you
that the goods have been delayed owing to ...
Could you please inform us
whether you can deliver these items within seven days?
enclosed/attached a copy of the following documents:
I am writing to complain
about the delay in our order of 1 May.
Please accept our
apologies for any inconvenience this has caused to you.
We can quote you a unit
price of £7.29 for orders of 50 units or more.
With reference to our
invoice no. ... for £557, we would like to advise you that we still have not
received your remittance for this amount.
We will be in
If you have any further
questions, please do not hesitate to contact us.
Courtney & Co. LTD
3. Reference Line
For the attention of the Secretary
Acknowledgement of letter and printed matters
We acknowledge receipt of your letter of May 10th 1992, and we thank you very much for the 10 copies of the newspaper "Furniture Today" which are really interesting and helpful to us.
We would appreciate if you would kindly continue to send us these newspaper in the future.
With best regards,
Courtney & Co. LTD.
Per pro. John Brown
6. Subject line
7. Body of letter
8. Complimentary close
Grey Cat Real Estate
July 23, 2001
Ms. Hannah Smith
Big City Productions
Dear Ms. Smith:
Subject: Finalized Leasing Agreement
Congratulations on your recent grand opening!
We are delighted that you chose to lease facilities from us and hope that your venture is a successful one.
As requested, I have enclosed a signed copy of a lease agreement which will extend your lease an additional six months beyond the original lease signed.
Please sign and date the document and return it to my attention.
If you have any questions or concerns regarding the enclosed lease please feel free to call at anytime. I can be reached at (212) 777-5523 or feel free to stop by our office.
If there are any additional services that we can provide now or in the future, please do not hesitate to call on us. We would welcome the opportunity to work with you again in the future.
All of us at Grey Cat Real Estate thoroughly enjoyed working with you and your team.
Best of luck on your new venture!
Encl 2001 Lease Copy
cc Mr. Martin Toll