Exam Focus: Business Letter

Objectives To familiarise Ss with the content of the Writing Test To provide useful tips To practise the Writing Test

How to succeed What is the examiner is looking for in the Writing Test? Grammatical accuracy Spelling Range of business vocabulary Organisation Appropriate language

Good advice Use grammar you are confident rather than taking risk. Demonstrate your range of vocabulary by not repeating the same word when alternative is available Use sequencer to organise your thoughts Use the typical format of memos, letters, etc Use the functional letter language

To: All staff From: The Production Manager We have recently received several large orders. As a result we will have to ask all staff to work a total of five hours overtime a week. Overtime will be introduced 8th April.

Business Letter Nine parts: 1. Company name 2. Address 3. Addressee 4. Date 5. Salutation 6. Body of letter 7. Finish 8. Signature 9. Enclosing

140 Weymouth Street Charlottetwon Price Edward Island Canada CIA 4z1 10 September 2004 Mr. F. Stokes Chief Engineer Macro Engineering Co. 600 Deepdale Drive Toronto. Ontario M5W4R9

I’m enclosing my CV and looking forward to hearing from you shortly. 10 September, 2004 Dear Mr. F Stokes, I’m applying for the senior position in your first-class Standards Laboratory advertised in your advertisement. I graduated from Pacific Rim College in 1998 and got a B.S. degree in Electrical Engineering. After graduation I have been working at the Electrical Engineering Laboratory of Pacific Rim College and have got much experience. And I trust I’m qualified to fill your position. I’m enclosing my CV and looking forward to hearing from you shortly. Yours Sincerely, Alex Gavin

Salutation 收信人称呼语一般在日期下面空两行处，用“Dear…”开始。称呼语后面应该用逗号“，”称呼语的写法大致分为3种情况：

1. 对于相识的人： Dear Mr. …, Dear Mrs. …,/ Dear Miss…,/ Dear Ms. …, 2. 不知道收信人的名字： Dear Sir/ Dear Gentleman, Dear Madam, Dear Sirs,/ Dear Gentlemen,/ Dear Ladies and Gentlemen, Dear Director, Dear Sales Manager, Dear manager, 3. 熟人或好朋友： Dear Merry,/ Dear David, Dear Friend, Dear Daddy (Mama, Brother) , Dear Uncle (Aunt) ,

Body Three parts: Beginning: (reference and reason) Main part: (request, apology, thanks…) Ending: sign off

Beginning Reference (有关…) 常用写法： 1. With reference to…（有关…） With reference to your letter of May 1, … With reference to your phone call yesterday, … With reference to your advertisement in Guangzhou Daily on September 9, …

Beginning Reference (有关…) 常用写法： 2. Thank you for…（谢谢你的…） Thank you for your fax of last Friday. Thank you for your invitation. Thank you for your enquiry.

Beginning Reference (有关…) 其他写法： Referring to…（关于…事） Referring to your order of the shredder, … Further to…（继续…；补充…） Further to our meeting this morning, … Regarding…（有关…） Regarding your recent enquiry, …

Advertisement on Evening News of July 20 Telephone call yesterday 根据下面提示，用前面的句型写出相应句子。 A letter of September 1 Advertisement on Evening News of July 20 Telephone call yesterday Memo I received last Monday Thanking for the invitation Thanking for the information Acknowledging receipt of his quotation About the leaflet you got last week Mentioning the advertisement on China Daily Giving thanks for the service

Beginning Reason for Writing (写信的原因) 可用现在进行时的句子。 写咨询信: I am writing to inquire about… 写道歉信: I am writing to apologize for… 写信确认某事: I am writing to confirm…

About the order of 1,000 color television 根据下面提示，用前面的句型写出相应句子。 About the order of 1,000 color television Applying for the job in your company Asking about the latest products Showing interests in the vacancy Confirming the delivery date Enquiry about the training course Apologizing for the mistake Asking the price of the computer Giving congratulations to the promotion Ordering electronic products

Main part 内容要直接 礼貌客气 注意句子之间结构 正确的语法词汇

Main part Requesting: Would it be possible to… Could you possibly…? I would be grateful if you could… I would like to I would appreciate it if… Would you like to… Inviting the sales manager to visit your company on July 14th Asking for an application form

Main part Agreeing to requests: I would be delighted to… Agreeing to give the talk at the meeting Accepting the offer of the post Giving good news: I am delighted to inform you that… I am pleased to tell you that… Telling Mr. Meter about his appointment of the regional director

Main part Giving bad news: Unfortunately, … I am afraid that … Saying you are not available to join the party Enclosing documents: I am enclosing… Please find enclosed … Enclosing a copy of the new catalogue

Main part Apologising: I apologise that…/ I apologise for… I am sorry that…/ I am sorry for… Apologising for not able to attend the meeting

Agreeing to offer him 10% discount for a big order 根据下面提示，用前面的句型写出相应句子。 Agreeing to offer him 10% discount for a big order Telling him you can not reduce the price and giving the reason Saying you want to meet him, suggest a time Apologising that you are busy on 15 July, suggest another time to give the lecture Asking him to tell you the direction to the Conference Hall Inviting him to the reception on 6th June Persuading him to lower their price about the photocopier Informing him he will be promoted as the manager Enclosing an application form with the letter Enquiring about the price for the First Aid training course

Ending 表示期盼： I look forward to… Hoping to receive the letter soon Saying you want to meet him as soon as possible 表示下一步的联系： Please contact me/us if… Please contact me if you need our help. Please contact us if there are any problem. 提出希望： I hope… Hoping he will satisfy with your arrangement Hoping the information will help her

Giving him your thanks for his kindness again 根据下面提示，用前面的句型写出相应句子。 Giving him your thanks for his kindness again Offering our help if he needs Letting us know if he has any problems Telling us if there are any requirements Hoping he is satisfied with the news Hoping to receive his invoice soon Asking to get his confirmation as soon as possible Expecting to meet him at your office on May 5th Wanting to give your regards to his wife Giving apologizes once again

I’m enclosing my CV and looking forward to hearing from you shortly. 10 September, 2004 Dear Mr. F Stokes, I’m applying for the senior position in your first-class Standards Laboratory advertised in your advertisement. I graduated from Pacific Rim College in 1998 and got a B.S. degree in Electrical Engineering. After graduation I have been working at the Electrical Engineering Laboratory of Pacific Rim College and have got much experience. And I trust I’m qualified to fill your position. I’m enclosing my CV and looking forward to hearing from you shortly. Yours Sincerely, Alex Gavin

Sequencer 连词 Time: and, before, after, while Reason: because, so that, so…that…, such a…that… Contrast: but, although 副词短语： Time: before that, after that, and then, during the time Reason: because of this, that is why, as a result, consequently Contrast: however, whatever 介词： Time: before, after, during Reason: because of, due to Contrast: in spite of

(5)_______________________________ (6)_______________ Jack COUNTER LTD Dear peter, (1)____________ your letter of July 13, (2) ____________to confirm that (3) ________________ come and speak at the meeting in Cambridge on July 20. (4)_______________ send me a map showing how to get to the Congress Hall? (5)_______________________________ (6)_______________ Jack 1) Reference, 2) Reason for writing, 3) Agreeing to a request, 4) Request, 5) Closing remarks, 6) Finish With reference to I am writing I would be delighted to Could you possibly I look forward to hearing from you soon. Best wishes

Dear Ms Yates I am writing to thank you for your letter of 12th July and the brochure you kindly enclosed. I would be very interested to receive a visit from one of your salespeople. I propose the morning of the 4th August at 10 am. Could you please telephone me to confirm this or suggest an alternative? I am interested in a new shredder and possibly a photocopier. I look forward to hearing from you. Yours sincerely