Unit 2 Unit 2 Letters, faxes and memosLetters, faxes and memos

ObjectivesObjectives FocusFocus Warming upWarming up 2.1 Communicating in writing2.1 Communicating in writing 2.2 Names and addresses2.2 Names and addresses 2.3 Layout and style2.3 Layout and style 2.4 Thinking about your reader2.4 Thinking about your reader 2.5 Sending messages 2.5 Sending messages Sum-upSum-up AssignmentAssignment

ObjectivesObjectives

When the learners finish learning this unit, When the learners finish learning this unit, they should be able tothey should be able to ：：

acquire skills required in writing tasks acquire skills required in writing tasks

FocusFocus

How to lay out a business letter or How to lay out a business letter or memomemo

Some ‘golden rules’ for writing letters, Some ‘golden rules’ for writing letters, faxes and memosfaxes and memos

Practice in writing routine letters, e-Practice in writing routine letters, e-mails. Faxes and memosmails. Faxes and memos

Warming upWarming up

Q: How do you contact with your Q: How do you contact with your friends?friends?

-- through e-mails, QQ, letters, massages, -- through e-mails, QQ, letters, massages, phones, …phones, …

2.1 Communicating in writing2.1 Communicating in writing

A DiscussionA Discussion

B Listening & ReadingB Listening & Reading

C DiscussionC Discussion

A A DiscussionDiscussion

Q 1: Can you identify the different kinds of corresponQ 1: Can you identify the different kinds of correspondence on the book?dence on the book?

Q2Q2 ： ： Which of the items would you attend to first?Which of the items would you attend to first?

Answers to AAnswers to A Q1: The different forms of correspondence shown Q1: The different forms of correspondence shown

are:are: fax airmail first class post fax airmail first class post handwritten letter typed letter handwritten letter typed letter internal memo postcard internal memo postcard e-mail (on the computer screen) e-mail (on the computer screen) Post-It note magazine Post-It note magazine Q2: There is no ‘correct order’ for dealing with tQ2: There is no ‘correct order’ for dealing with t

he correspondence, though one might open the he correspondence, though one might open the airmail letter first and deal with the internal meairmail letter first and deal with the internal memo last of all!mo last of all!

Read the memo. Read the memo. Q 1: Who is “HGW”?Q 1: Who is “HGW”? Q 2: What is his or her job?Q 2: What is his or her job?

B Reading & ListeningB Reading & Listening

1.Reading 1.Reading

Answers to 1Answers to 1

`HGW’ seems to be in charg`HGW’ seems to be in charge of staff training.e of staff training.

2 Listening2 Listening

Listen to the recording twice. Listen to the recording twice.

Q 1: What are the differences between the two ways Q 1: What are the differences between the two ways of communicating the information?of communicating the information?

memo phone callmemo phone call

Answer to 2Answer to 2

In the memo a lot more information is given aIn the memo a lot more information is given and it's easier to follow, and you have a permannd it's easier to follow, and you have a permanent record. ent record.

In the conversation there is an opportunity for In the conversation there is an opportunity for discussion and for questions to be answered. discussion and for questions to be answered. But the details would only be given if they werBut the details would only be given if they were demanded.e demanded.

C DiscussionC Discussion

Work in groups Work in groups Discuss the questions and try to add Discuss the questions and try to add

more points to the chart more points to the chart

FACE-TO-FACE communicationFACE-TO-FACE communication

Advantages & pleasuresAdvantages & pleasures

more personal,more personal, more interaction and feemore interaction and fee

dback possibledback possible can make more impactcan make more impact cheaper if no travel involcheaper if no travel invol

ved ved you can smileyou can smile

Disadvantages & difficultiesDisadvantages & difficulties

once you've said something once you've said something it can't be unsaidit can't be unsaid

saying something once may saying something once may not be rememberednot be remembered

WRITINGWRITING

Advantages & pleasuresAdvantages & pleasures

a record can be kept for ta record can be kept for the files he files

errors can be changederrors can be changed you can write or read whyou can write or read wh

en you're in the right moen you're in the right moodod

you can take your time ovyou can take your time over planning and how yoer planning and how you'll express complicated u'll express complicated or delicate detailsor delicate details

Disadvantages & difficultiesDisadvantages & difficulties

writing takes longer writing takes longer there is no feedback or the fthere is no feedback or the f

eedback is delayedeedback is delayed no `personal touch' no `personal touch' no smiles no smiles no handshakesno handshakes

AssignmentAssignment

The discussion continues in groups of four The discussion continues in groups of four or five. or five.

Some of these points may come up:Some of these points may come up: memo memo e-mail e-mail fax fax

2.2 Names & addresses2.2 Names & addressesA Reading & discussionA Reading & discussion

B Listening B Listening

C Role playC Role play

A A Reading & discussionReading & discussion

Look at the envelopes and discus the questions: Look at the envelopes and discus the questions: Q 1: How are the addresses laid out differently Q 1: How are the addresses laid out differently

from the way an address is written in your from the way an address is written in your company?company?

Q 2: How do you feel if you receive a letter Q 2: How do you feel if you receive a letter with your name spelt wrong?with your name spelt wrong?

Q 3: What impression is given if the Q 3: What impression is given if the addressee’s job title or address are incorrect addressee’s job title or address are incorrect on the envelope ?on the envelope ?

B ListeningB Listening

Listen to the recording and take the dictListen to the recording and take the dictation down.ation down.

Check your work in File 57. Check your work in File 57.

C Role playC Role play

There are three difficult addresses with There are three difficult addresses with hard-to-spell nameshard-to-spell names ，， which you must which you must dictate to your partner. dictate to your partner.

Student A looks at File 2,Student A looks at File 2, Student B looks at File 33. Student B looks at File 33. See Files 2 and 33 in the Student's Book See Files 2 and 33 in the Student's Book

for the text of this recording, which lasts for the text of this recording, which lasts 5 minutes 20 seconds.5 minutes 20 seconds.

AbbreviationsAbbreviations

PS postscriptPS postscript p.p. per pro (on behalf of)p.p. per pro (on behalf of) c.c. or cc carbon copy to (often now a photocopy) or cubic centimeterc.c. or cc carbon copy to (often now a photocopy) or cubic centimeter

ss ref. Reference (number)ref. Reference (number) Rd RoadRd Road St Street or SaintSt Street or Saint Sq. SquareSq. Square No. (USNo. (US ＃＃ ) number) number c/o care ofc/o care of attn for the attention ofattn for the attention of POB Post Office BoxPOB Post Office Box eg or e.g. for exampleeg or e.g. for example ie or i.e. that is / in other wordsie or i.e. that is / in other words etc. et cetera /and so onetc. et cetera /and so on & Co. and Company& Co. and Company plc or p.l.c. Public Limited Companyplc or p.l.c. Public Limited Company Ltd LimitedLtd Limited Corp. CorporationCorp. Corporation Inc. IncorporatedInc. Incorporated

2.3 Layout and style2.3 Layout and style

A DiscussionA Discussion

B Reading & discussionB Reading & discussion

A DiscussionA Discussion

Discuss on the layout and stylistic Discuss on the layout and stylistic conventions illustratedconventions illustrated

Q: What are the differences between Q: What are the differences between the layout on the book and the layout the layout on the book and the layout that is commonly used in China?that is commonly used in China?

B Reading & discussionB Reading & discussionLook at the ending of business letters:Look at the ending of business letters:

Q1: When would you use the different styles Q1: When would you use the different styles and phrases?and phrases?

Q2: What do the abbreviations mean?Q2: What do the abbreviations mean?

Q3: Which of the styles and phrases would Q3: Which of the styles and phrases would you find in American correspondence?you find in American correspondence?

Q4: If you begin your letter “Dear Jim”, how Q4: If you begin your letter “Dear Jim”, how do you end it?do you end it?

Q5: If you begin your letter “Dear Sir”, how Q5: If you begin your letter “Dear Sir”, how do you end it?do you end it?

Answer to BAnswer to B

the typical American forms are:the typical American forms are: SincerelySincerely Best regardsBest regards While these are more typically British:While these are more typically British: Yours sincerelyYours sincerely ，， Best wishesBest wishes ，， Kind regardsKind regards Yours faithfullyYours faithfully

2.4 2.4 Thinking about your readerThinking about your reader

A Reading & discussionA Reading & discussion

B ListeningB Listening

C Reading & discussionC Reading & discussion

D WritingD Writing

A Reading & discussionA Reading & discussion

Read the two lettersRead the two letters Q 1: Which one is better? Q 1: Which one is better? Q 2: Why?Q 2: Why?

Answers to AAnswers to A

Some rather dull or old-fashioned phrases in the firstSome rather dull or old-fashioned phrases in the firstletter are:letter are: `We enclose for your attention…`We enclose for your attention… ，， `Should you require further information…’`Should you require further information…’ ‘… ‘…your esteemed order…’your esteemed order…’

Some rather effective phrases in the second letter are:Some rather effective phrases in the second letter are: `I am sure you will find plenty to interest you…`I am sure you will find plenty to interest you… ，， `This year, for the very first time, …’`This year, for the very first time, …’

B ListeningB Listening

Your will hear eight people talking about Your will hear eight people talking about their methods when planning to write atheir methods when planning to write an important letter.n important letter.

QQ ：： Which of them do you agree with?Which of them do you agree with?

C Reading & discussionC Reading & discussion

The 7 Steps are from another piece of trThe 7 Steps are from another piece of training material.aining material.

This text can be referred back to again aThis text can be referred back to again and again when letter-writing tasks are dnd again when letter-writing tasks are done in later units.one in later units.

D Writing D Writing

Find the mistakesFind the mistakes Rewriting the extracts Rewriting the extracts ．．

Sum-up:Sum-up:

In this unit, we dealt withIn this unit, we dealt with Different forms of communicationsDifferent forms of communications Layout and styleLayout and style

AssignmentAssignment

Practice spelling out the addresses Practice spelling out the addresses (File 2 and File 33)(File 2 and File 33)