1. Business correspondence Introduction

2. Task
You want a new printer for your computer. You have seen an advertisement for the Solar EX43. The ad states that pensioners get a 50% discount on the price. Write a letter to Computer World and ask them if university students can also get a discount.
Write a complete letter, with addresses, date, signature, etc. (Invent any details necessary.)

3. General guidelines Organization: Paragraphs: length, topic
Information: order, completeness
Register:
Formal
No colloquial language
No contractions
Do not use direct language
Accuracy:
Check spelling, grammar, punctuation

4. LETTER LAYOUT: BLOCK STYLE RB, p. 95
Where are the following in a business letter?
The addressee’s name and address
Writer’s address
The date
Dear ...
Subject heading
Yours ...
The writer’s name, title, department
How are the following written (punctuation, appearance)?
Dear ...
Subject heading
Paragraphs
Yours ...
The date
CORRECT 1ST LETTER

5. Dates What is this date: 11/04/2008?
US: month/day/year: November 4, 2008
GB: day/month/year: 11 April 2008
Avoid confusion: write the month!
April 11, OR April 2008

6. PARTS OF A LETTER Dear…. OPENING: to say why you are writing
MAIN MESSAGE: the details
CLOSING: talks about the future
Yours …

7. Greeting line Dear… NO COMMA!!! Dear Sir or Madam a company
Dear Sir unknown man
Dear Madam unknown woman
Dear Mr Smith man you know
Dear Ms Smith woman you know
Dear Mrs Smith married woman
Dear Miss Smith unmarried woman

8. Closing a letter Dear Sir or Madam Yours faithfully
Dear Mr/Ms/Miss/Mrs Smith
Yours sincerely
Dear John
Best wishes
CORRECT 1ST LETTER

9. E-mail – General guidelines read p. 93 and write 1 sentence tips
Opening and closing:
Dear ... and Yours ... personalizes the message.
Subject heading:
Always write one!
Upper/lower case:
Avoid capitalizing whole words.
Copying the original message:
Avoid, unless you have a good reason to do so.

10. E-mail – General guidelines
Attachment:
Mention what you are attaching.
Paragraphs:
Organize text into paragraphs.
Style:
Semi-formal, no ‘emoticons’.

11. LETTER OF ENQUIRY
Purpose: To get information
Structure: p. 100

12. Opening phrases We are writing to enquire about/if…
We are writing in connection with…
We are interested in…and we would like to know…
If you are replying to an earlier letter:
Thank you for your letter/ /fax/call of (date) asking if.../ enquiring about…/ enclosing.../ concerning…

13. How would these messages start?
You want to know the prices of some airconditioners.
I am writing to enquire about the prices of your airconditioners.
You want to know if the company you are writing to organises business conferences in Malaysia.
I am writing in connection with business conferences that your company organizes and I would like to know if you organize conferences in Malaysia.
A company sent you a fax on 3 June. They want to know if you are going to a sales exhibition in London.
Thank you for your fax of 3 June asking about our attendance at the sales exhibition in London.

14. Ending phrases I look forward to receiving your reply/order…
Looking forward to hearing from you.
I hope that this information will help you.
Please contact me if you need any further information.
Please feel free to contact me if you have any further questions.
CORRECT 1ST LETTER

15. Task: correct the mistakes in the letter you wrote at the beginning of the class
You want a new printer for your computer. You have seen an advertisement for the Solar EX43. The ad states that pensioners get a 50% discount on the price. Write a letter to Computer World and ask them if university students can also get a discount.
Write a complete letter, with addresses, date, signature, etc. (Invent any details necessary.)

16. Lindell’s address Computer World’s address 14 June 2010
Dear Sir or Madam
I am writing in connection with your advertisement for the Solar EX43 printer in the Daily Paper of 20 April 2011.
Could you please tell me if the advertised 50% discount is only offered to pensioners or to university students as well?
I look forward to receiving your reply.
Yours faithfully
Steven Lindell

17. Firm, but polite language
Say please and thank you.
Avoid being direct: “Your prices are not acceptable.”
We think your prices are rather high.
Ask, rather than order: “You must send it straight away.”
Please could you send it as soon as possible?
Use indirect questions: “Can you reduce your prices?”
I was wondering if you could reduce your prices.
Avoid blaming or accusing: “You’ve made a mistake with my order.”
I’m afraid there is a problem with the order.
Understate the point: “There is a problem.”
It seems we have a small problem.
Introduce bad news with “I am afraid…” Unfortunately,..”
Source: C-to-C, p. 12;

18. Rewrite these sentences to make them more polite.
Your company delivered the goods very late. This is very bad service.
I received your letter. I have sent the goods. You will get them on Tuesday.
Send me your price list. I need it now, so send it immediately.
Littlejohn, Company-to-company p. 13/exercise 1.9

19. Solutions
1) We have received the goods that we ordered from you (order no ...), but unfortunately these arrived very late. We would be grateful if, in future, you could ensure that our orders arrive on time.
2) Thank you for your letter. I have now sent the goods to the address you gave. You should receive them on Tuesday.
3) Could you please send me your price list for I would be grateful if you could send it as soon as possible, as we need the goods urgently.
Littlejohn, Company-to-company p. 13/exercise 1.9

20. Oral exams From 19 January onwards
Starting with students who got more than 45 points in Progress test 1.
More info to be put on my website.