1. Basics of Writing Francis Bacon (1561-1626) 读书使人充实，讨论使人机智，写作使人精确。
Reading makes a full man, conference a ready man, and writing an exact man.
Francis Bacon ( )
读书使人充实，讨论使人机智，写作使人精确。
—— 弗兰西斯 • 培根

2. Writing the date How to write the date eighth of June (USA)
6/8/02: sixth of August (UK)
eighth of June (USA)
Standard: 6 August 2002
8 June 2000

3. Parts of a letter Dear… An opening This says why you are writing.
The main message
This gives the details.
The close
This usually talks about the future
Yours faithfully/sincerely etc.

4. Dear…/Yours Dear Sirs - to a company
Dear Sir / Madam - to a man/woman if you do not know his/her name
Dear Mr. Smith - to a man
Dear Mrs. Smith - to a married woman
Dear Miss Smith - to an unmarried woman
Dear Ms. Smith - to a married/unmarried woman
Dear John - to someone you know well

5. Dear…/Yours Dear Sirs/Sir/Madam - Yours faithfully
Dear Mr./Mrs./Miss/Ms. Smith
- Yours sincerely
Dear John
- Best wishes

6. Beginning a letter (1) We are writing to enquire about…
We are writing in connection with…
We are interested in … and would like to know…

7. How would you start these letters?
Beginning a letter (2)
How would you start these letters?
You want to know the prices of some air conditioners.
You saw an advertisement in the newspaper yesterday and you want further information.
You want to know if the company you are writing to organizes holidays to Thailand.

8. Beginning a letter (3)
Thank you for your letter of (date) asking if / enquiring about / enclosing / concerning …
We have received your letter of (date) asking if / enquiring about / enclosing / concerning …

9. How would you start these letters?
Beginning a letter (4)
How would you start these letters?
A company wrote to you on 23 July. They wanted to know if you sell digital cameras.
A man wrote to you on 18 November. He wanted employment with your company. He also sent his curriculum vitae.
A lady telephoned you this morning. She wanted to know if her order No. 599 had arrived.

10. Ending a letter (1)
I look forward to receiving your reply / order / products / etc.
Looking forward to hearing from you.

11. Ending a letter (2) I hope this information will help you.
If you give some information in the letter, you can close:
I hope this information will help you.
Please do not hesitate to contact me if you need any further information.
Please feel free to contact me if you have any further questions.

12. Business Correspondence
Referring
With reference to …,
Further to …,
With regard to …,
I am writing in connection with …

13. Business Correspondence
Giving good news
pleases tell
I am delighted to inform you that…
happy advise

14. Business Correspondence
Giving bad news
am sorry tell
I to inform you that…
regret advise
We regret that…

15. Business Correspondence
Giving reasons for what you can and cannot do.
1. Stating what you can and cannot do
We are able to…
We are unable to…
We have been forced to…

16. Business Correspondence
2. Giving reasons
This is owing to…
due to…
as a result of …
because of …
Notes:
- “owing to” is normally only used for bad news.
- If you want to use a verb after these phrases, add the fact that…

17. Business Correspondence
Write sentences by using the information given. Question 1 has been done as an example.
1. increase prices – fall of the dollar
We have been forced to increase our prices. This is owing to the fall of the dollar.
2. increase all salaries by 10% - rise in sales
3. cut all salaries by 10% - fall in sales
4. cannot deliver you order – having not received your payment for the last order

18. Business Correspondence
Requesting Action
Please could you…
We would be grateful if you could…
We would appreciate it if you could…
If it is urgent, add:
as soon as possible
without delay
immediately

19. Business Correspondence
What would you write in the following situations?
You want an application form from a company.
You want someone to repair the fax machine in you office quickly.
You want the post office to forward your mail to your new address.
You have written to a company and you want them to reply quickly.

20. Business Correspondence
Requesting information
Please could you let us know (about/if)…
We would be grateful if you could inform us (about/if)…
We would appreciate it if you could give us some further details about…
We would like to know (about/if)…

21. Business Correspondence
What would you write in these situations?
You wrote a letter to someone and they haven’t replied. You want to know if they received the letter.
A foreign businessman wants you to get a visa for him. You need all the details about his passport (his nationality, date of birth, when his passport was issued, and when it expires.

22. Business Correspondence
Apologizing
We must apologize for…
We apologize for…
We are extremely sorry for / that…

23. Business Correspondence
It is usually polite to give the reason and then
apologize again at the end of the letter.
Please accept our apologies once again.
With apologies once again.
We hope that this has not caused you any trouble.

24. Business Correspondence
Making a mild complaint
- say that, unfortunately, something is wrong
Unfortunately, we have not yet received the textbooks.
Unfortunately, you sent us a bill for the wrong goods.
- request some action
Please could you send us the books immediately.
Please could you send us a correct bill as soon as possible.

25. Business Correspondence
What would you write in these situations?
A company has sent you the goods you did not order.
You have not received the payment from your buyer.
A company did not mention the cost of their products.
Your new photocopier has broken down.
One of the machines you received was damaged.
A temporary secretary does not speak English.

26. Business Correspondence
Making a strong complaint
- say exactly what is wrong,
e.g. ‘It is now over six months since we placed the order and we are still waiting for the cabinets.’
- make a point connected with this,
e.g. ‘I should like to point out that we have already paid for these cabinets.’

27. Business Correspondence
- demand immediate action
e.g. ‘We really must insist, therefore, that you deliver them immediately.’
- give a warning if you think it is necessary
e.g. ‘Unless we hear from you, we will take legal action.”

28. Business Correspondence
The people who rent the office next to you play loud music all day, even though the contract for the offices says ‘no radios.’ It is impossible for you to work. Write a full letter to them, making a strong complaint.

29. Business Correspondence
You can follow this plan:
say what you are writing about (the noise)
say exactly what is wrong
make a point connected with this (the contract)
demand immediate action
give them a warning (you will contact the landlord)

30. Point for Attention: Clarity
Ambiguous:
Mr. Brown wrote to Mr. Thompson that he had accepted his proposal.
Clear:
Mr. Brown wrote to Mr. Thompson that he had accepted Mr. Thompson’s proposal.

31. Point for Attention: Clarity
Ambiguous:
To speak English well, practice is needed.
Clear:
To speak English well, one needs practice.

32. Point for Attention: Clarity
Ambiguous:
The company makes furniture for people of any size.
Clear:
The company makes furniture of any size for people.

33. Point for Attention: Clarity
Ambiguous:
We have developed some new products in one of our workshops which we are very proud of.
Clear:
In one of our workshops we have developed some new products which we are very proud of.

34. Point for Attention: Brevity
Wordy:
The reason why he left New York yesterday was that he had to attend a conference in Los Angeles.
Concise:
He left New York yesterday to attend a conference in Los Angeles.

35. Point for Attention: Brevity
Wordy:
There are several causes of malnutrition, one of which is vitamin deficiency.
Concise:
Vitamin deficiency is one cause of malnutrition.

36. Point for Attention: Brevity
Wordy:
A bridge stretched across the river, and the bridge was 2 kilometers long.
Concise:
A 2-kilometer-long bridge stretched across the river.

37. Point for Attention: Brevity
Wordy:
Allow us to take this opportunity to thank you for your letter which we have just received. In reply we wish to state that we shall be very glad to send you a copy of our catalog for home furnishing products in compliance with your request.

38. Point for Attention: Brevity
Concise:
We shall be glad to send you a copy of our catalog for home furnishing products as requested.

39. Point for Attention: Brevity
Wordy:
In your letter dated 23 July you enquired about our experience with Mr. Henry J. Clark. We are happy to tell you about his work for us. Mr. Henry J. Clark was a loyal and faithful worker during the two years he did accounting work for us.

40. Points for Attention: Brevity
Concise:
Mr. Henry J. Clark, about whom you enquired on 23 July, was a loyal and faithful accountant here for two years.

41. Point for Attention: Reader-centered
Self-centered:
I will dispatch your camera promptly.
Reader-centered:
Your camera will reach you promptly.

42. Point for Attention: Reader-centered
Self-centered:
We are going to ship your order by S. Maryland leaving our port in the middle of this month.
Reader-centered:
Your order will be shipped by S. Maryland reaching your port early next month.

43. Point for Attention: Reader-centered
Self-centered:
We have received your enquiry dated May 12 about samples, which we have referred to our factory.
Reader-centered:
You will be pleased to know that the samples you asked for in your letter of May 12 are being manufactured by our factory and should reach you no later than June 5.

44. Point for Attention: Reader-centered
Self-centered:
We have on our hand complete stocks of various qualities and we can ship practically any item you may need for shipment on short notice.
Reader-centered:
You may select from our complete stock of various qualities practically any item you may need for shipment on short notice.

45. Point for Attention: Be Active
Passive:
We hope this delay has not caused you inconvenience.
Active:
We are glad that we could send you merchandise today.

46. Point for Attention: Be Active
Passive:
Unfortunately we cannot fill your order because you failed to send your check.
Active:
We shall be glad to fill your order as soon as we receive your check.

47. Point for Attention: Be Active
Passive:
To avoid delay, we are sending the goods by express freight today.
Active:
To hasten shipment, we are sending the goods by express freight today.

48. Point for Attention: Be Active
Passive:
We are discouraged to learn that we were in fault.
Active:
Thank you for calling attention to the unfortunate incident.

49. Point for Attention: Revising
Dear Sirs,
We have recently developed a new kind of bicycle. The bicycle is selling very well on the home market. You will be very interested to hear that.

50. Point for Attention: Revising
Dear Sirs,
You will be interested to hear that we have recently developed a new kind of bicycle, which is selling very well on the home market.

51. Point for Attention: Revising
It is successful in this country. There might be a sales potential abroad, we thought. Could you find a market in your district? We would like to know that very much.

52. Point for Attention: Revising
Because of its success in this country, we thought there might be a sales potential abroad, and we would welcome your advice as to whether, in your opinion, there is a market in your district.

53. Point for Attention: Revising
It you agree, we shall be glad to supply you with our samples. You can show them to the customers. You may wish to make an immediate order. You will find enclosed an order form.
We look forward to hearing from you soon.

54. Point for Attention: Revising
If you agree we shall be glad to supply you with our samples for you to show to the customers. You will find enclosed an order form in case you wish to make an immediate order.
We look forward to hearing from you soon.

55. Basics of Writing
Thank you!