Letters Writing Guide mgr Anna Waligórska – Kotfas PWSZ Konin

LettersLettersWritingWriting Guide Guide

mgr Anna Waligórska – Kotfas mgr Anna Waligórska – Kotfas PWSZ KoninPWSZ Konin

Fully Blocked Style with Open PunctuationFully Blocked Style with Open Punctuation Return Return AAddressddress

Date Date

Inside AddressInside Address

SalutationSalutation

Body Body

Closing Closing

Signature Signature Printed Name Printed Name

Enclosure Enclosure

Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 October 23, 2010 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Clancy With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely Kenneth Beare Kenneth Beare Director of Ken's Cheese House Enc

Return AddressReturn AddressNot needed if the letter is printed on paper with the company letterhead Not needed if the letter is printed on paper with the company letterhead already on it.already on it.

Inside AddressInside AddressThe address of the person you are writing to along with the name of the The address of the person you are writing to along with the name of the recipient, their title and company name.recipient, their title and company name.

SalutationSalutation Dear Ms Johnson / Dear Professor SmithDear Ms Johnson / Dear Professor SmithDear Sir or Madam / To Whom It May ConcernDear Sir or Madam / To Whom It May Concern (if recipient's name is (if recipient's name is unknown)unknown)

Subject LineSubject Line (optional) (optional) Re: Order No. 345Re: Order No. 345Makes it easier for the recipient to find out what the letter is about. Makes it easier for the recipient to find out what the letter is about.

BodyBody The body is where you write the content of the letter; the paragraphs should The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. be single spaced with a skipped line between each paragraph.

Good Opening LinesGood Opening Lines

With reference to your letter of 8 June, I ...With reference to your letter of 8 June, I ... I am writing to enquire about ... I am writing to enquire about ... After having seen your advertisement in ... , I would like After having seen your advertisement in ... , I would like

to to ... ... After having received your address from ... , I ...After having received your address from ... , I ... I received your address from ... and would like ...I received your address from ... and would like ... WeWe // I recently wrote to you about ... I recently wrote to you about ... Thank you for your letter of 8 May. Thank you for your letter of 8 May. Thank you for your letter regarding ... Thank you for your letter regarding ... Thank you for your letterThank you for your letter // e-mail about ...e-mail about ... In reply to your letter of 8 May, ...In reply to your letter of 8 May, ...

Useful PhrasesUseful Phrases The Reason for WritingThe Reason for Writing

I am writing to inquire about … I am writing to inquire about … I am writing to apologize for ... I am writing to apologize for ... I am writing to confirm … I am writing to confirm …

RequestingRequesting Could you possibly …? Could you possibly …? I would be grateful if you could …I would be grateful if you could … We We would appreciate it if you could …would appreciate it if you could …

Agreeing to RequestsAgreeing to Requests I would be delighted to …I would be delighted to …

Useful PhrasesUseful Phrases Giving Good NewsGiving Good News

I am pleased to inform that …I am pleased to inform that …I am delighted to tell you that …I am delighted to tell you that …

Giving Bad NewsGiving Bad News UnfortunatelyUnfortunately, …, … I am afraid that I am afraid that ……

Enclosing DocumentsEnclosing Documents I am enclosingI am enclosing … … Please find enclosed Please find enclosed ……Enclosed you will find Enclosed you will find ……

Useful phrasesUseful phrases ComplaintsComplaints

I am writing in order to complain aboutI am writing in order to complain about … …I am writing to complain aboutI am writing to complain about … …

Introducing the complaintIntroducing the complaintThe first thing I would like to draw your attention to isThe first thing I would like to draw your attention to is Not only …Not only … but alsobut also … …In addition to thisIn addition to this … …… … was also unacceptablewas also unacceptable

Demanding actionDemanding actionI suggest that you replace the item.I suggest that you replace the item.I would be grateful if you could give me a full refund.I would be grateful if you could give me a full refund.

Good Closing LinesGood Closing Lines If you require any further information, feel free to contact If you require any further information, feel free to contact

me.me. I look forward to your reply. I look forward to your reply. I look forward to hearing from you. I look forward to hearing from you. I look forward to seeing you. I look forward to seeing you. We look forward to a successful working relationship in We look forward to a successful working relationship in

the future.the future. Should you need any further information, please do not Should you need any further information, please do not

hesitate to contact me. hesitate to contact me. Once again, I apologise for any inconvenience. Once again, I apologise for any inconvenience. I would appreciate your immediate attention to this I would appreciate your immediate attention to this

matter.matter.

When When Yours sincerelyYours sincerely and when and when Yours faithfullyYours faithfully in in a business letter?a business letter?

Yours sincerelyYours sincerely when you know the recipient's when you know the recipient's name:name: Dear Ms HansonDear Ms Hanson Yours sincerelyYours sincerely

Yours faithfullyYours faithfully when the recipient's name is when the recipient's name is unknown to you: unknown to you: Dear Sir or MadamDear Sir or Madam Yours faithfullyYours faithfully Addressing whole departments:Addressing whole departments: Dear SirsDear Sirs Yours Yours faithfullyfaithfully

WWhen addressing a good friend or colleague:hen addressing a good friend or colleague: Dear JackDear Jack Best wishesBest wishes // Best regardsBest regards

SignatureSignature Your signature will go in this section, usually signed in Your signature will go in this section, usually signed in black or blue ink with a pen. black or blue ink with a pen.

Printed NamePrinted Name The printed version of your name, and if desired you can The printed version of your name, and if desired you can put your title or position on the line underneath it. put your title or position on the line underneath it.

EnclosureEnclosure If letter contains other document other than the letter If letter contains other document other than the letter itself, include itself, include EncEnc. If there is more than one, write the . If there is more than one, write the number of other documents enclosed that doesn't number of other documents enclosed that doesn't include the letter itself, e.g. include the letter itself, e.g. Enc 2Enc 2. .

Formal and informal emails Formal and informal emails (The Business Pre-int. 1.5 Writing)(The Business Pre-int. 1.5 Writing)

Ex. 2: Read the email and answer the questions.Read the email and answer the questions.

1.1. Lars OluffsonLars Oluffson2.2. Mr WatanabeMr Watanabe3333 arrange for somebody to meet him at the arrange for somebody to meet him at the

airportairport make a reservation at a hotelmake a reservation at a hotel and send copies of the agenda and latest and send copies of the agenda and latest sales figuressales figures

4.4. a conference in Singaporea conference in Singapore


Ex. 3: Find informal phrases to match formal onesEx. 3: Find informal phrases to match formal ones

Thank you for your email receivedThank you for your email received Thanks for your Thanks for your message.message.

With regard toWith regard to ReRe I would be very grateful ifI would be very grateful if Can youCan you Would it be possible for you toWould it be possible for you to Can youCan you Could you possiblyCould you possibly Can you pleaseCan you please Please accept my apologiesPlease accept my apologies I’m sorry butI’m sorry but I look forward to meeting youI look forward to meeting you See you next monthSee you next month With best regardsWith best regards All the bestAll the best


Ex. 4: Match wordsEx. 4: Match words

11.. CC 55. F. F

22. B. B 66. G. G

33. D. D 77.. HH

44. A. A 88. E. E

Formal and informal emails Formal and informal emails (The Business Pre-int. 1.5 Writing) Ex. 5(The Business Pre-int. 1.5 Writing) Ex. 5

Subject: Art and design conference Subject: Art and design conference Date: May 11thDate: May 11th

Dear Ms Della RoccaDear Ms Della RoccaThank you for your email received 9th May. With regard to next Thank you for your email received 9th May. With regard to next month’s arts and design conference, I need to inform you that it is month’s arts and design conference, I need to inform you that it is going to be held in Sao Paulo at the First Conference Centre from June going to be held in Sao Paulo at the First Conference Centre from June 18th to 21st. 18th to 21st. Please find the agenda attached. Could you possibly choose the Please find the agenda attached. Could you possibly choose the sessions that you would like to attend?sessions that you would like to attend?Please inform me if you require any further assistance regarding Please inform me if you require any further assistance regarding booking a hotel or meeting you at the airport. I would be grateful if you booking a hotel or meeting you at the airport. I would be grateful if you could notify me of it in the near future.could notify me of it in the near future.

I look forward to hearing from you.I look forward to hearing from you.With best regards,With best regards,Manuela CaloManuela Calo


Subject: Art and design conference Subject: Art and design conference Date: May 13thDate: May 13th

Dear Ms CaloDear Ms CaloThank you for your email received 11th May. With regard to my visit to SãoThank you for your email received 11th May. With regard to my visit to São Paolo, I need to tell you that I will not be able to stay for all three days of thePaolo, I need to tell you that I will not be able to stay for all three days of the conference. I will have to leave on the morning of 21st June.conference. I will have to leave on the morning of 21st June.Thank you very much for the agenda. Could you possibly book me into theThank you very much for the agenda. Could you possibly book me into the following two sessions: following two sessions: New design methods New design methods and and The future of artThe future of art? Many? Many thanks.thanks.II would also like to thank you for your kind offer to book a hotel. Would it bewould also like to thank you for your kind offer to book a hotel. Would it be possible for you to make a reservation for four nights, from 17th until 2possible for you to make a reservation for four nights, from 17th until 21st 1st June? June? I would really appreciate it.I would really appreciate it.I will arrive at the airport at 19.00 on 17th June. I would be very grateful ifI will arrive at the airport at 19.00 on 17th June. I would be very grateful if you you would arrange for a taxi to meet me at the airport as this will be my firstwould arrange for a taxi to meet me at the airport as this will be my first trip to trip to Brazil.Brazil.I do not believe I need any further assistance.I do not believe I need any further assistance.

I am very much looking forward to attending the conference.I am very much looking forward to attending the conference.With best regardsWith best regards,,Laura Della RoccaLaura Della Rocca

Write a letter …Write a letter … … … to Zap Electric Company, Redwood Park, Berks SL7 2RL, to Zap Electric Company, Redwood Park, Berks SL7 2RL,

explaining that you are returning a recently purchased toaster explaining that you are returning a recently purchased toaster because it is not working properly. Explain what the problem is and because it is not working properly. Explain what the problem is and whether you expect it to be repaired or replaced.whether you expect it to be repaired or replaced.

… … to Ms Martine Grange, 95 Gloucester Place, London W1A 5SP, to Ms Martine Grange, 95 Gloucester Place, London W1A 5SP, asking her if she would be willing to act as a consultant for the asking her if she would be willing to act as a consultant for the programme programme Food and drink in France. Food and drink in France. Describe briefly the aim and Describe briefly the aim and content of the series. Suggest a meeting to discuss the matter in content of the series. Suggest a meeting to discuss the matter in more detail.more detail.

… … to the Hotel Majestic, Passeig de Gracia 70, 08007 Barcelona, to the Hotel Majestic, Passeig de Gracia 70, 08007 Barcelona, confirming a reservation for Ms Lanson and Mr Carlin from 8 to 10 confirming a reservation for Ms Lanson and Mr Carlin from 8 to 10 May. Include all necessary information.May. Include all necessary information.

… … to Mr Mark Grady, Global Training,17 Barley Road, Chiswick, to Mr Mark Grady, Global Training,17 Barley Road, Chiswick, London W4 4 GH, requesting a copy of Global Training Brochure London W4 4 GH, requesting a copy of Global Training Brochure and information about cross-cultural seminars in your country.and information about cross-cultural seminars in your country.