OPENINGOPENING

This contains the following items: 1)INSIDE ADDRESS2)ATTENTION LINE3)SALUTATION

1) INSIDE ADDRESS1) INSIDE ADDRESS

It is the recipient’s address.

When you don’t know the name of theperson but are writing to the holder of thejob title, you use ‘the’: The Sales Manager

You omit ‘the’ when the name is included:Ms Jane Rolland, Sales Manager

1) INSIDE ADDRESS1) INSIDE ADDRESS

You use ‘Mr’ for a man and ‘Mrs’ for a womanyou know is married.

You use ‘Miss’ for a woman you know is single.

You use ‘Ms’ for a woman when you do not know her maritalstatus . ‘Ms’ is becoming increasingly common in businesscorrespondence and avoids unnecessary embarrassment.

When writing to a partnership or company with one or morepersonal names, you can use‘Messrs’. Nowadays this is often omitted.

2) ATTENTION LINE2) ATTENTION LINE

This is used if you want to address theletter to a specific member of the company. Remember that if you include an attentionline, you must not include the recipient’sname in the inside address. The attentionline should be easily visible – underlined ortyped in capitals. Attention: Miss Julia GreenATTENTION: MISS JULIA GREENATTN: THE IMPORT MANAGER

3) SALUTATION3) SALUTATION

This salutation follows the first line of the

inside address:

First line of the

inside address:

Messrs Jones & Smith

The Sales Manager

Mr John Smith

Ms Jane Rolland

Salutation:

Dear Sirs/Gentlemen(USA)

Dear Sir/Madam

Dear Mr Smith

Dear Ms Rolland

BODYBODY

This contains the following items:

1)SUBJECT LINE2)MAIN MESSAGE

1) SUBJECT LINE1) SUBJECT LINE

This states briefly and immediately whatthe subject of the letter is. It should behighlighted in some ways, for exampleunderlined or typed in capitals:

ORDER NUMBER 45Subject: Order number 45

2) MAIN MESSAGE2) MAIN MESSAGE

This should be structured in three sections: - opening section – introduces the letter and

states its purpose. If there has been previous correspondence, it mentions this immediately;

- middle section – gives further information or detail of the purpose;

- closing section – concludes the letter. It usually thanks the reader for their attention and includes intention for future correspondence.

CLOSECLOSE

This contains the following items:

1)COMPLIMENTARY CLOSE2)SIGNATURE – WRITER’S NAME AND JOB

STATUS3)ENCLOSURES

1) COMPLIMENTARY CLOSE1) COMPLIMENTARY CLOSE

This follows the salutation.

Salutation: Dear Sirs, Dear Sir/Madam

Dear Mr Smith/Ms Jones

Complimentary close:Yours faithfullyYours truly (USA)Truly yours (USA)Truly (USA)

Yours sincerelySincerely (USA)

1) COMPLIMENTARY CLOSE1) COMPLIMENTARY CLOSE

The following can be used with any type ofsalutation, and are the most commonlyused, especially in e-mails and faxes:

RegardsKind regardsBest wishesAll the best

2) SIGNATURE – 2) SIGNATURE – WRITER’S NAME AND JOB STATUSWRITER’S NAME AND JOB STATUS

The name of the writer and job status are typed under the handwritten signature. If a letter is signed by a secretary for the author of the letter, ‘p.p.’ (‘on the behalf of’) is inserted before the typed name:

(signature) (signature)Robert Weightman p.p. James ThompsonFinancial Controller Managing Director

3) ENCLOSURES3) ENCLOSURES

These can be shown as follows:

Enc.Encl.

2 Encs.Enclosures: 1 catalogue

Exercise 1Exercise 1

The parts of the letter on the next slide arein scrambled order.

Which of them belongs to the heading,which to the opening, which to the body,which to the close?

Exercise 1Exercise 1

Exercise 2Exercise 2Rewrite the scrambled components of these insideaddresses correctly.

1) 20124 MilanoLongman ItaliaVia G. Fara, 28

2) LA CA 90015Eros Travel117 W 9th Street # 307

3) 8 Baker Street Jones Patissery LtdLondon W1M 1DA

Exercise 3Exercise 3

Write these dates in full according to how theywould be interpreted in the UK and the USA.

Example: 5.10.200_ = 5th October 200_ (UK) May 10 200_ (USA)

1) 09.02.19992) 01.12.20013) 04.11.20004) 03.03.20045) 30.07.20086) 31.05.1998

Exercise 3Exercise 3Write the appropriate salutations and complimentary closesfor the following:

1 ATTN: Mr Gary Hutton ………………………………………………………………………………..2 Messrs T. Jones & B. McKenzie …………………………………………………………………………………3 Gleason’s Department Store 2243 Front Street Phoenix Arizona 99065 …………………………………………………………………………………4 The Sales Manager Soft Toys Ltd 21 Windsor Road Birmingham B2 5JT

…………………………………………………………………………………….

Exercise 4Exercise 4 Look at these three business letters with

sentences in scrambled order. Say whether the sentences belong to the opening section, middle section, or closing section.

LETTER 1a) We have enclosed our illustrated catalogue

and price list which will tell you more about our products.

b) Thank you for your letter requesting information about our products.

c) Please do not hesitate to contact us for any further information.

Exercise 4Exercise 4

LETTER 2a) We have received your reply and would

like to thank you for your promptness.

b) We look forward to your confirmation.

c) Please find enclosed our order number 24 which we hope you will execute within two weeks.

Exercise 4Exercise 4

LETTER 3a) We would appreciate a reply as soon as

possible.

b) As there is a steady demand in our country for the goods you manufacture, we would be grateful if you could send us your catalogue and export price list.

c) We have been given your name by the Chamber of Commerce in Milan.

Exercise 5Exercise 5Provide the reference codes for the following.

1 A letter typed by Mindy Stone, signed by Keith Smoth. This letter is a reply to a letter sent by Michael Stedman, whose secretary’s name is Joanne Miller.

2 A letter signed by Andrea Ceroni, typed by Anna Ciaschini. The file reference is 78.

3 A letter written by Laurie Parkinson dictated by

Brian Carroll. The letter is a reply to a letter signed by Isaac Gordon, typed by Sheila Howard. Its file reference is L42.

Exercise 6Exercise 6Design a suitable letterhead for the following letter andthen rewrite it using the capital letters whenappropriate, the correct layout and punctuation.

16 july 200_ ref kp/jt24 our ref ptg/jr s 162 mrs k preston sales manager sts ltd 10 west raod middleton southshire ms9 45k dear mrs preston order no 19/01 i was pleased to receive your letter of 12 july together with the enclosed brochure on your products and your current price list after having discussed the prices with both the senior and junior staff i have decided to place an initial order with you for 12 packs would you kindly make arrangements for the enclosed order to be processed as soon as possible yours sincerely pg truman chief buyer enc

Exercise 7Exercise 7

Work in groups of three or four. Study theletter, on the following slide, which containsmistakes.

Find the mistakes then rewrite the lettercorrectly.

Exercise 7Exercise 7