BUSINESS CORRESPONDENCE Based on A. Littlejohn: Company to Company, Fourth Edition, Cambridge University Press, 2005

LETTER LAYOUT (extra sheet: Letter of Application, T.Trappe: New Insights intoBusiness) LETTER ( ) WRITING CHECKLIST  Sender's address (letterhead?)  Recipient's (addressee’s) name and address  Date  Salutation: e.g. Dear...  Subject line (heading)  Opening: e.g. I am writing to..., Thank you for your letter...  Main part (Body of the letter/ )  Close: e.g. I look forward to...  Ending: e.g. Yours sincerely / Yours faithfully,...  Signature  Name in printed letters:John Smith  Job title (position): IT Department Manager

DATE *CC: ex. 4.3 (p.39)  CRO  UK 16 December 2011  US June 12, 2011  Say: the sixteenth of December two thousand and eleven» «December the sixteenth two thousand and eleven»  Prepositions: With reference to your letter December 2011; The order was received… a) Dec 2011; b) December; c) ; d) ….....the first week of December;

DATE  CRO  UK 16 December 2011  US June 12, 2011  Say: the sixteenth of December two thousand and elevene» «December the sixteenth two thousand and eleven»  Prepositions: With reference to your letter of 6 December 2011; The order was received…... on 6 Dec 2011;...in December; …in 2011; …in the first week of December; *Ex: C to C p.39 (4.3)

SALUTATION: Dear...?  to a company  to a man if you do not know his name  to a woman if you do not know her name  to a married or unmarried man  to a married or unmarried woman  to a married woman  to an unmarried woman  to a friend or someone you know well

SALUTATION (cont.)  Dear Ms Smith  Dear John  Dear Madam  Dear Sir or Madam  Dear Sir  Dear Miss Smith  Dear Mrs Smith  Dear Mr Smith

SALUTATION (cont.) 1.Dear Sir or Madam 2.Dear Sir 3.Dear Madam 4.Dear Mr Smith 5.Dear Ms Smith 6.Dear Mrs Smith 7.Dear Miss Smith 8.Dear John US: Dear Ms Smith : UK: Dear Ms Smith NO! Dear Mr John 1.to a company 2.to a man if you do not know his name 3.to a woman if you do not know her name 4.to a married or unmarried man 5.to a married or unmarried woman 6.to a married woman 7.to an unmarried woman 8.to a friend or someone you know well

Salutation and closing  Dear Sir or Madam /Yours faithfully  Dear Ms Jackson /Yours sincerely  Dear Mark/Best wishes (Best regards)  Dear Ms Gonzalez, Dear David, Dear Mrs Wilson, Dear Sir or Madam *CC: ex. 1.3 (p.9)

SUBJECT HEADING CC: ex.1.4, p.9-10, ex.3.2, p.28  key word(s)   lettersDear Mr Kane Order ref.no.2345Re: Late Delivery I am writing to enquire about... I am writing to complain about... 

PARTS OF A LETTER  beginning (opening)  main message (paragraphing!)  ending (close)

Beginning CC: ex.2.5, p.20  We are writing in connection with...  We are writing to enquire about...  Thank you for your letter of February 20 concerning …  Further to our telephone discussion …, we would like to inform you that...  With reference to your enquiry about…

Ending CC:ex. 2.7, p.21  I look forward to receiving your reply.  I look forward to hearing fom you soon.  We look forward to seeing you soon.  Please feel free to contact us if necessary. + CLOSE

BLOCK STYLE  punctuation?  no indentation  paragraphing and line spacing

I am writing to complain about a management motivation training course organised by your company that I attended on March 30th of this year. The main reason that I was not satisfied with the course is that the presenter was totally unprofessional. In the first place, he was fifteen minutes late and didn’t even apologise. Secondly, he was obviously unprepared and was unable to organise his graphics. On top of everything, he finished half an hour early and didn’t take any questions. I had spent a significant amount of money on this course and expected to gain some useful insight and tips on motivating my team. The only thing that I learned was how not to give a presentation. As a minimum, I expect a refund from your company to compensate me for the money and time I have wasted. If this is not forthcoming, I will take the matter up with the Professional Management Seminars Organisation. Source: courtesy of Mr Stephen Hindlaugh PARAGRAPHING EX. Source: Courtesy of Stephen Hindlaugh )

I am writing to complain about a management motivation training course organised by your company that I attended on March 30th of this year. The main reason that I was not satisfied with the course is that the presenter was totally unprofessional. In the first place, he was fifteen minutes late and didn’t even apologise. Secondly, he was obviously unprepared and was unable to organise his graphics. On top of everything, he finished half an hour early and didn’t take any questions. I had spent a significant amount of money on this course and expected to gain some useful insight and tips on motivating my team. The only thing that I learned was how not to give a presentation. As a minimum, I expect a refund from your company to compensate me for the money and time I have wasted. If this is not forthcoming, I will take the matter up with the Professional Management Seminars Organisation. Source: courtesy of Mr Stephen Hindlaugh PARAGRAPHING EX. (CC: ex.a-b, p.32.33)

STYLE  formal but natural  avoid contracted forms (I’m → I am)  polite, clear, accurate, concise CC: ex.1.5,1.6, 1.7, p.10-11)

CC:ex. a-c, p  expressions: cc, bcc, attach, forward,...  attachments: Please find attached the report. (I attach the report.)  Open and close your s  Do not write in capital letters  Do not send the original message back to the sender (sometimes ok?)  Use paragraphs – easy to read!