Business writing Meeting 3

True / False? 1.It is normal to write Mr John Tan in the first line of the receiver’s address, and underneath to write Dear Mr Tan without the initial. 2.The subject heading usually comes after Dear Mr Tan. 3. In a modern business letters Dear Mrs Lee and Yours sincerely are followed by a comma. 4.Even if you know the person’s name, you don’t have to use it, you can still use Dear Sir/Madam. use the name if you know it 5.You should not use abbreviations in letters and s. 6.Short, simple sentences are better than long complex ones. 7.Memos have a different structure to letters. 8.Bullets and numbers can’t be used in letters, as they’re too informal. 9.In modern business documents punctuation is not used in the receiver’s address. 10.You should always, when possible, copy someone else’s letter or memo. It will save you time!

AddresseeBritish /American Company Man (name unknown) Woman (name unknown) Name and sex unknown Man Married woman or widow Unmarried woman Woman (the modern way) Woman (marital status unknown) Married couple Unmarried couple Friend / acquaintance Dear Sir or Madam Dear Gentlemen Dear Mr / Mrs / Ms Jones Dear John Family and close friends Dear Sir or Madam Dear Sir Dear Madam Dear Sir / Madam Dear Mr Blair Dear Mrs Blair Dear Miss Blair Dear Ms Blair Dear Mr and Mrs Blair Dear Mr Cain and Ms McAvoy Dear Jackie Yours faithfully not appropriate Yours sincerely (With) Best wishes /regards (With) love

Letter of hotel reservation To: Hotel Intercontinental From: Susan Cain BWE Attn: The manager Date: 4 July 2004 Re: Conference booking BWE are considering holding their annual conference at the Hotel Intercontinental. Details as follows: a.Date: 27 September 2004 b.Conference room big enough for 250 participant c. Time 8.30 am to 7.00 pm d. Buffet lunch at two coffee breaks I would be very grateful if you could give me a quotation based on the above. Could you also tell me what facilities you provide (microphones, overhead projector, white board etc). Best regards Susan Cain BWE Conference organiser

Task 1: reservation letter Write a reservation letter Create date and name of conference/seminar Create addressee/hotel

Inviting for a conference

Task 2 Write a letter to invite someone on your conference

What are the differences and similarities between letters and Differences � Letters are usually written to just one person � s can be sent to many people, and both internally and externally at the same time � Letters are usually external (but not always) � Letters are usually more formal with complete sentences � Letters are more appropriate as an official record � s can be very informal � s can be linked to internet services � Letters have an original signature � A fax is usually external � Sending a fax is a lot quicker than posting � a letter but s are immediate � A fax is usually used to confirm or arrange � a business transaction (reserving a hotel / ordering books / organising transport) Similarities � s can be used to do everything a letter or a fax does. How this is done makes the difference (and this is looked at in more detail in lesson 3)