Business correspondence Introduction

Task You want a new printer for your computer. You have seen an advertisement for the Solar EX43. The ad states that pensioners get a 50% discount on the price. Write a letter to Computer World and ask them if university students can also get a discount. Write a complete letter, with addresses, date, signature, etc. (Invent any details necessary.)

General guidelines Organization: Paragraphs: length, topic Information: order, completeness Register: Formal No colloquial language No contractions Do not use direct language Accuracy: Check spelling, grammar, punctuation

LETTER LAYOUT: BLOCK STYLE RB, p. 95 Where are the following in a business letter? The addressee’s name and address Writer’s address The date Dear ... Subject heading Yours ... The writer’s name, title, department How are the following written (punctuation, appearance)? Dear ... Subject heading Paragraphs Yours ... The date CORRECT 1ST LETTER

Dates What is this date: 11/04/2008? US: month/day/year: November 4, 2008 GB: day/month/year: 11 April 2008 Avoid confusion: write the month! April 11, 2008 OR 11 April 2008

PARTS OF A LETTER Dear…. OPENING: to say why you are writing MAIN MESSAGE: the details CLOSING: talks about the future Yours …

Greeting line Dear… NO COMMA!!! Dear Sir or Madam a company Dear Sir unknown man Dear Madam unknown woman Dear Mr Smith man you know Dear Ms Smith woman you know Dear Mrs Smith married woman Dear Miss Smith unmarried woman

Closing a letter Dear Sir or Madam Yours faithfully Dear Mr/Ms/Miss/Mrs Smith Yours sincerely Dear John Best wishes CORRECT 1ST LETTER

E-mail – General guidelines read p. 93 and write 1 sentence tips Opening and closing: Dear ... and Yours ... personalizes the message. Subject heading: Always write one! Upper/lower case: Avoid capitalizing whole words. Copying the original message: Avoid, unless you have a good reason to do so.

E-mail – General guidelines Attachment: Mention what you are attaching. Paragraphs: Organize text into paragraphs. Style: Semi-formal, no ‘emoticons’.

LETTER OF ENQUIRY Purpose: To get information Structure: p. 100

Opening phrases We are writing to enquire about/if… We are writing in connection with… We are interested in…and we would like to know… If you are replying to an earlier letter: Thank you for your letter/email/fax/call of (date) asking if.../ enquiring about…/ enclosing.../ concerning…

How would these messages start? You want to know the prices of some airconditioners. I am writing to enquire about the prices of your airconditioners. You want to know if the company you are writing to organises business conferences in Malaysia. I am writing in connection with business conferences that your company organizes and I would like to know if you organize conferences in Malaysia. A company sent you a fax on 3 June. They want to know if you are going to a sales exhibition in London. Thank you for your fax of 3 June asking about our attendance at the sales exhibition in London.

Ending phrases I look forward to receiving your reply/order… Looking forward to hearing from you. I hope that this information will help you. Please contact me if you need any further information. Please feel free to contact me if you have any further questions. CORRECT 1ST LETTER

Task: correct the mistakes in the letter you wrote at the beginning of the class You want a new printer for your computer. You have seen an advertisement for the Solar EX43. The ad states that pensioners get a 50% discount on the price. Write a letter to Computer World and ask them if university students can also get a discount. Write a complete letter, with addresses, date, signature, etc. (Invent any details necessary.)

Lindell’s address Computer World’s address 14 June 2010 Dear Sir or Madam I am writing in connection with your advertisement for the Solar EX43 printer in the Daily Paper of 20 April 2011. Could you please tell me if the advertised 50% discount is only offered to pensioners or to university students as well? I look forward to receiving your reply. Yours faithfully Steven Lindell

Firm, but polite language Say please and thank you. Avoid being direct: “Your prices are not acceptable.” We think your prices are rather high. Ask, rather than order: “You must send it straight away.” Please could you send it as soon as possible? Use indirect questions: “Can you reduce your prices?” I was wondering if you could reduce your prices. Avoid blaming or accusing: “You’ve made a mistake with my order.” I’m afraid there is a problem with the order. Understate the point: “There is a problem.” It seems we have a small problem. Introduce bad news with “I am afraid…” Unfortunately,..” Source: C-to-C, p. 12;

Rewrite these sentences to make them more polite. Your company delivered the goods very late. This is very bad service. I received your letter. I have sent the goods. You will get them on Tuesday. Send me your price list. I need it now, so send it immediately. Littlejohn, Company-to-company p. 13/exercise 1.9

Solutions 1) We have received the goods that we ordered from you (order no ...), but unfortunately these arrived very late. We would be grateful if, in future, you could ensure that our orders arrive on time. 2) Thank you for your letter. I have now sent the goods to the address you gave. You should receive them on Tuesday. 3) Could you please send me your price list for ... . I would be grateful if you could send it as soon as possible, as we need the goods urgently. Littlejohn, Company-to-company p. 13/exercise 1.9

Oral exams From 19 January onwards Starting with students who got more than 45 points in Progress test 1. More info to be put on my website.