CONTENTS OF A BUSINESS LETTER
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'
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
4. Write the right grammar form of the words given:
5. Rearrange the fragments in the sentences:
2. Your signature . . . . . job title.
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:
"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) - .
Typical phrases for typical situations:
The parts of a letter (in a nut-shell)
· Reference line
· Inside address
· Subject line
· Body of the letter
® Opening line
® Conveying message
~ Agreement / Disagreement
~ Wish for cooperation
· Complimentary close
· Initials and postscripts
Pattern of a typical business letter
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