BUSINESS CORRESPONDENCE

INTRODUCTION Why is it important for business people to develop business correspondence skills? Can you think of concrete situations where business correspondence may affect business activities? Do you think e-mails will completely replace business letters one day? Why is it important to use standardised business formats, clear style and accurate language in business correspondence?

ASSESSMENT CRITERIA – Match the questions with the corresponding headings. CONTENT ACCURACY COHESION AND ORGANIZATION LAYOUT REGISTER AND STYLE Have you covered all the content points from the task and expanded on them? Have you clearly indicated the connections between your ideas, sentences and paragraphs? Does your letter/email include all the necessary and relevant information? Do you articulate your ideas clearly and concisely?

COHESION AND ORGANIZATION CONTENT ACCURACY COHESION AND ORGANIZATION LAYOUT REGISTER AND STYLE Have you made a lot of mistakes in grammar, spelling or punctuation? Do you use linking words as appropriate? Have you used vocabulary in a precise way? Does your letter/e-mail have the beginning, ending and the main body with paragraphs organised in a clear and logical way? Have you used the appropriate style? Does your writing have the right degree of formality or informality? Have you laid out you letter in the block style?

IN A NUTSHELL... Business correspondence should be: COMPLETE – contain all the necessary and relevant information CONCISE – brief and without unnecessary details or repetition CLEAR – articulate and easy to understand CORRECT – accurate in grammar, vocabulary, spelling and punctuation ... and laid out in BLOCK STYLE, using the appropriate REGISTER AND STYLE.

LAYOUT Compare the layout of a BUSINESS LETTER and and E-MAIL in RB, p 94. What is different? Which elements are the same? There are different ways to lay out a business letter. The most common way is the ‘BLOCK STYLE’: information is organised in ‘blocks’ separated by a line space. All lines begin at the left margin. Study the layout of the letter in RB, page 95 and answer the following questions: Where do you write the ADDRESSES? How do you write the DATE? How do you OPEN and CLOSE the letter? What is a SUBJECT HEADING? Which parts does the MAIN BODY consist of? How do you SIGN the letter?

REGISTER – FORMAL OR INFORMAL? Short sentences Direct expressions (Can you...? Give me... I can’t...) Slang and colloquial expressions Impersonal tone Polite phrases Contractions (I’m..., You’ve...) Avoiding familiarity Phrasal verbs rather than single-word verbs Leaving out certain words (pronouns) Indirect expressions (indirect questions): Could you tell me how long..., I would like to know if I have to...I was wondering if... I would appreciate it if you could...I am afraid I will not be able to...) Personal tone Formal linking phrases and set phrases Including familiarity

CONTENT- Match the functions with the corresponding parts of the letter. Decide on the order of points you wish to make and include some additional ideas of your own. Say why you are writing. Clearly state the subject or context. Make reference to the future: say how you expect the recipient to respond to your letter or request the necessary action. Organise all the essential information in a clear and logical way in the main paragraphs (usually two) of the letter. BEGINNING MAIN MESSAGE ENDING

ORGANIZATION OF THE CONTENT IN A NUTSHELL... Dear Sir or Madam - Dear Mr/Ms... Put a subject heading. Begin the letter by saying why you are writing. Organize the necessary information in paragraphs separated by a line space. End the letter by making a reference to the future. Yours faithfully – Yours sincerely Sign it with your name Write your name and the title below the signature

PUT THE FOLLOWING STEPS IN WRITING A LETTER IN THE RIGHT ORDER. Produce a final version. ☐ Make changes and corrections. ☐ Write a draft. ☐ Send a letter. ☐ Read carefully the letter you have received. ☐ Note down important/useful phrases. ☐ Check spelling, grammar, style and layout. ☐ Make a plan for the letter. ☐ Read the letter again. ☐

STEPS IN LETTER WRITING Read carefully the letter you have received. Make a plan for the letter. Note down important/useful phrases. Write a draft. Read the letter again. Check spelling, grammar, style and layout. Make changes and corrections. Produce a final version. Send a letter.

WRITING STEPS IN A NUTSHELL... W – Who is going to read your letter/email? R – What style and register would be appropriate? I – What particular points are you asked to include? T – What type of letter/email is required? E – Don't forget to read through and edit your letter in the end.

TYPES OF LETTERS - MATCHING LETTER OF ENQUIRY/INQUIRY LETTER OF APPLICATION LETTER OF COMPLAINT LETTER OF APOLOGY We hope that this has not caused you any inconvenience. We are writing to enquire about the above trip. I am writing in connection with your recent complaint. Unfortunately, the product you delivered is well below the standard I expected. I believe my professional training and career objectives meet your requirements.

TYPES OF LETTERS - MATCHING With reference to your advertisement in The Economist of 25 August 2008, I would like to apply for the position of Program Officer. Unless I hear from you within seven days, I will be forced to take legal action against your company. We would appreciate it if you could give us some further details about the trip. LETTER OF ENQUIRY/INQUIRY LETTER OF APPLICATION LETTER OF COMPLAINT LETTER OF APOLOGY

LETTER OF APPLICATION RECIPIENT – personnel manager of a company or other organisation; the director of a school or college PURPOSE - to apply for a position, or a scholarship or a course of study that has been advertised CONTENT – the letter should highlight the specific qualifications, accomplishments, and abilities or work experience that have special relevance for the position you are applying for

LETTER OF APPLICATION – Match the headings with the corresponding functions. Explain why you are suitable for the job (give reasons in support of your application). Say why you are writing. Express your hopes for a favourable answer to your letter. Name the position which you are applying for. Give relevant personal information (education , work experience, interests, etc.) OPENING BEGINNING MAIN MESSAGE ENDING CLOSING

LETTER OF APPLICATION – Match the headings with the corresponding functions. OPENING BEGINNING MAIN MESSAGE ENDING CLOSING Dear Sir/Madam – Dear Mr/Ms... Yours faithfully – Yours sincerely Refer to the advertisement (when and where you saw the advertisement). Conclude the letter by saying that you are available for an interview. Explain why you are interested in the position.

LETTER OF APPLICATION – ORGANISATION AND CONTENT Dear Sir or Madam - Dear Mr/Ms... Say why you are writing. Name the position which you are applying for. Refer to the advertisement (when and where you saw the advertisement). Explain why you are interested in the position. Give relevant personal information (education, work experience, interests, etc.) Explain why you are suitable for the job (give reasons in support of your application). Express your hopes for a favourable answer to your letter. Conclude the letter by saying that you are available for an interview. Yours faithfully – Yours sincerely

LETTER OF APPLICATION – USEFUL PHRASES – FILL IN THE MISSING WORDS. 1st PARAGRAPH - REASONS FOR WRITING I would like to a___________ for the job of... which was advertised in... on... I saw your a___________ in The Economist of 25 August 2015 for the position of... I am writing to apply for...as a ___________ in... I am i ___________ in applying for the position of... I am writing with regard/r ___________ to your job advertisement for the post of... I am writing in c ___________ with...

LETTER OF APPLICATION – USEFUL PHRASES 1st PARAGRAPH - REASONS FOR WRITING I would like to apply for the job of... which was advertised in... on... I saw your advertisement in The Economist of 25 August 2015 for the position of... I am writing to apply for...as advertised in... I am interested in applying for the position of... I am writing with regard/reference to your job advertisement for the post of... I am writing in connection with...

LETTER OF APPLICATION – USEFUL PHRASES – FILL IN THE MISSING WORDS. 2nd & 3rd PARAGRAPH – PROVIDING ARGUMENTS IN SUPPORT OF YOUR APPLICATION With regard to your r___________, I believe I meet all of them. I believe my p___________ training and career objectives meet your requirements. I would particularly w___________ the chance to work for your company and as you will n___________ in my curriculum vitae, the job you are offering m___________ both my personal and professional interests. I have just c___________ a three-year course in... I have just g___________ in...from the University of... I h___________ a Bachelor of Science degree in Economics from Bocconi University.

LETTER OF APPLICATION – USEFUL PHRASES 2nd & 3rd PARAGRAPH – PROVIDING ARGUMENTS IN SUPPORT OF YOUR APPLICATION With regard to your requirements, I believe I meet all of them. I believe my professional training and career objectives meet your requirements. I would particularly welcome the chance to work for your company and as you will notice in my curriculum vitae, the job you are offering matches both my personal and professional interests. I have just completed a three-year course in... I have just graduated in...from the University of... I hold a Bachelor of Science degree in Economics from Bocconi University.

LETTER OF APPLICATION – USEFUL PHRASES – FILL IN THE MISSING WORDS. 4th PARAGRAPH – CONCLUDING WITH POSITIVE COMMENTS ABOUT FUTURE CONTACT I would be p___________ to discuss my curriculum vitae with you in greater detail at an interview. I appreciate your time in r___________ my enclosed CV and I would welcome the o___________ to meet and discuss my qualifications and experience with you. I hope you will c___________ my application, and let me inform you that I am a___________ for interview at your convenience. Please do not h___________ to contact me if you need any further information. I look f___________ to hearing from you.

LETTER OF APPLICATION – USEFUL PHRASES 4th PARAGRAPH – CONCLUDING WITH POSITIVE COMMENTS ABOUT FUTURE CONTACT I would be pleased to discuss my curriculum vitae with you in greater detail at an interview. I appreciate your time in reviewing my enclosed CV and I would welcome the opportunity to meet and discuss my qualifications and experience with you. I hope you will consider my application, and let me inform you that I am available for interview at your convenience. Please do not hesitate to contact me if you need any further information. I look forward to hearing from you.