Business correspondence - practice Source: A. Littlejohn, Company-to-Company

Common mistakes – Things to remember Dear Mr Smith – Yours sincerely Dear Sir or Madam – Yours faithfully Paragraphing!!! Don’t forget to say why you are writing. Keep it short. Write the date correctly: 10 January 2013

Make a strong complaint - put these sentences in the right order. We booked and paid for an advertisement on the front page of the Friday edition of The Times. I am writing to complain about our advertisement which appeared in your newspaper on 10 July. I would like to remind you that this is the third time that this has happened. If you do not do this, we will be forced to take all our advertising business to one of your competitors. As we are regular advertisers in your newspapers, I must insist that you repeat the advertisement this Saturday, on the front page, free of charge. However, the advertisement did not appear until Saturday, and only on page 4.

Making a strong complaint Say why you are writing: B. I am writing to complain about our advertisement which appeared in your newspaper on 10 July. Say exactly what is wrong: A. We booked and paid for an advertisement on the front page of the Friday edition of The Times. F. However, the advertisement did not appear until Saturday, and only on page 4. Make a point connected with this: C. I would like to remind you that this is the third time that this has happened.

Demand immediate action: E. As we are regular advertisers in your newspapers, I must insist that you repeat the advertisement this Saturday, on the front page, free of charge. Give a warning: D. If you do not do this, we will be forced to take all our advertising business to one of your competitors.

You work at Central Bank Consultants, 16 Hyde Towers, Hong Kong You work at Central Bank Consultants, 16 Hyde Towers, Hong Kong. The people who rent the offices next to you play very loud music all day, even though the contract says that ‘music is not allowed’. It is impossible for you to work. Write a full letter Dear Sir or Madam Put a heading Say what you are writing about (noise) Explain exactly what is wrong. Make a point connected with this (the contract) Demand immediate action. Give them a warning. Close the letter.

Solution Dear Sir or Madam Noise disturbance I am writing to complain about the loud noise from your office. We rent the office next door to you, and all day you play very loud music. It is impossible for us to work. I should like to remind you that the contract for the office says that ‘music is not allowed’. I really must insist, therefore, that you stop making this noise immediately. If you do not do this, I will be forced to contact the landlord. Yours faithfully Beth Saunders Central Business Consultants

How would you write these dates? Jan. 16th, 2006 23rd March 2007 6/11/08 (UK) 09-07-06 (USA) 16 January 2006 23 March 2007 6 November 2008 7 September 2006

Functions: Match the function with the appropriate sentence The reason for writing Giving good/ bad news Saying what you can/ cannot do Giving reasons Requesting action Apologising Requesting information Making a mild complaint Making a point I should like to point out that… We are (un)able to… This is as a result of… We would like to know if… We are extremely sorry for –ing/noun I am writing in connection with Unfortunately, we have not yet received the filing cabinets… Please could you… I am pleased to tell you that… 1f, 2i, 3b, 4c, 5h, 6e, 7d, 8g, 9a

Rewrite this letter so it sounds more polite. Mr Steven Jones! You haven’t paid my consultation fee. I worked for you 6 months ago and I still didn’t get the money. I already wrote to you once before, but you ignored me. I need to be paid because I also have bills to pay and my family needs to eat.  I want you to send me the money in 3 days. If you don’t put my money on my account within a week, I will sue you!!! Good bye, Peter Allen

Dear Mr Jones I am writing in connection with my unpaid consultation fee. I was contracted by your company 6 months ago, but I still have not received the agreed payment. I hope it is not necessary to remind you that I have already contacted you about this problem 2 months ago (6 September 2012), but so far I have not received a reply. I must, therefore, insist that your company transfers the payment to my account within 3 days. If no payment arrives within a week, I will be forced to take legal action against your company. Yours sincerely Peter Allen Big City Legal Consultants

Assessment in letter writing layout (address, date, greeting, ...) beginning/ending paragraphing (no indentation) appropriate words/expressions and phrases general language (e.g. spelling, basic grammar) content