1. Formal business correspondence General guidelines
→ RB, p 91-92:
1 Layout 2 Cohesion & organization 3 Content 4 Register and style 5 Accuracy

2. 1 Layout: Block style → R, p 95
top bottom right left after under
The address of the sender (the person who is writing) is at the ____, on the ____.
The name and address of the addressee/recepient is at the ___ , on the ____.
The date us at the ___, on the ___, _____ the address.
The subject heading is _____ Dear ....
The paragraphs start at the ____ margin. Between the paragraphs, there is a space.
The signature is _____ Yours....
The name and title of the sender is at the _____ , _____ the signature.
There is no punctuation in the addresses or ____ Dear .... or ____Yours faithfully / sincerely.

3. 1 Layout: Block style → R, p 95
The address of the sender (the person who is writing) is at the top, on the right.
The name and address of the addressee/recepient is at the top , on the left.
The date us at the top , on the right, under the address.
The subject heading is under Dear ....
The paragraphs start at the left margin. Between the paragraphs, there is a space.
The signature is under Yours....
The name and title of the sender is at the bottom , under the signature.
There is no punctuation in the addresses or after Dear .... or after Yours faithfully / sincerely.

4. Letter vs. Email → RB, p 94: Compare!
→ RB, p 93: Read and answer the questions:
What’s the proper way to start your ?
What is cc, what is bcc?
What’s the purpose of Subject heading?
How is a message in upper case interpreted?
Do you copy parts of the original message when you reply?
Why is it important to mention what you are attaching?

5. 2-3 Content, cohesion & organization
Subject heading – CONTENT!
Three parts: 1) opening 2) main message 3) close (ending)
One topic per paragraph
Avoid long sentences and paragraphs
Avoid incomplete information
Present information in correct order
→ R, p 92

6. Divide into separate paragraphs
Dear Inge Good news! Following our conversation yesterday, I talked with our engineers. I am pleased to tell you that we can install your new wireless network one month earlier than we thought. Work can now begin January 23. With regard to the printers, I need to speak to our manager to see if we can revise the price. We can supply five free cartriges for each printer. I checked the price for the scanners, but unfortunately we are unable to reduce the price on those. This is because our suppliers recently increased the price by 15%. Please can you confirm that January 23 is a good date for you for the network installation? Best regards Rebecca Rebecca Ou Customer Service Desk Net2Net Services

7. Divide into separate paragraphs ¶
Dear Inge ¶ Good news! Following our conversation yesterday, I talked with our engineers. I am pleased to tell you that we can install your new wireless network one month earlier than we thought. Work can now begin January 23. ¶ With regard to the printers, I need to speak to our manager to see if we can revise the price. We can supply five free cartriges for each printer. I checked the price for the scanners, but unfortunately we are unable to reduce the price on those. This is because our suppliers recently increased the price by 15%. ¶ Please can you confirm that January 23 is a good date for you for the network installation? ¶ Best regards ¶ Rebecca ¶ Rebecca Ou ¶ Customer Service Desk ¶ Net2Net Services

8. Formal business correspondence General guidelines
1 Layout
block style
2 Cohesion & organization
1 topic per paragraph
avoid long sentences & paragraphs
logical order
present complete information
3 Content
subject heading
3 parts: opening, message, closing
And now:
4 Register and style
5 Accuracy

9. 4 Message style Use a natural style
Thank you for your letter, dated 14 June...
Do not use informal language, such as:
Hi! Hello! Ciao, John!
Do not use text-message abbreviations
I hope I can c u soon. Yr order is ready 4 u.
Do not use slang and emoticons
A guy here can help. ;-) ;-(
Write it correctly:
Thx for yr . I’m gld u recvd the pkt OK. Great 2 hear u like the pics 

10. Is this acceptable? BE MORE POLITE!
We got your order. The cost is $ 250 per box plus $50 for delivery (3-5 days).
Your prices are not acceptable.
Respond to my message straight away!
Can you call me on the phone?
You must have lost my address.
This is very unpleasant.
Say more, say please and thank you.
Avoid being very direct.
Ask rather than order!
Use indirect questions
Avoid blaming or accusing the addressee
Understate the point

11. REWRITE IN TEAMS:
We got your order. The cost is $ 250 per box plus $50 for delivery (3-5 days).
E.g. Thank you for your order for 10 boxes of Sunlight Wallpaper. Our price for each box is $ 250, plus an additional $50 for postage. Our normal delivery is 3-5 days.
1 Your prices are not acceptable.
2 Respond to my message straight away!
3 Can you call me on the phone?
4 You must have lost my address.
5 This is very unpleasant.

12. USE TYPICAL PHRASES ! Ways to start your message
Dear Sir or Madam
Dear Sir
Dear Madam
Dear Mr Smith
Dear Ms Smith
Dear Mrs Smith
Dear Miss Smith
Dear John Never: Dear Mr John

13. Ways to end your message
Best wishes - to someone you know well
Yours faithfully – not writing to a named person
Yours sincerely – to a named person
More useful phrases → RB, pp 105 & 106

14. TYPES OF LETTERS (in BE1)
1. Letter of application or covering letter
2. Letter of enquiry / inquiry
3. Letter of complaint
4. Letter of apology

15. Letter of enquiry / inquiry
→ RB, p 75 & 76
→ RB, p 81, exercises 1 – 6 (team work)
→ Exchange RB with colleagues and compare phrases used
TASK: Write a letter of inquiry to Ms Linda Bertich (p 101, bottom). Use phrases provided on p 105 & 106

16. Letter of complaint → RB, p 102 Check out phrases on p 105-106
P 108, exercises 11 & 12
Exchange readers and compare
TASK

17. Letter of apology → RB, p 103 p 108, exercises 13 & 14
Getting ready for the progress test:
Study RB pp 91 – 111
Do all tasks on pp
Revision: QUIZ (pp )