FORMAL WRITING WHY?

FORMAL WRITING TO THANK TO APOLOGISE TO ENQUIRE TO COMPLAIN TO APPLY TO INFORM Thank you letters Letters of apologies Letters of enquiries Letters of complaints Application letters, forms Notices, circulars, memos Formal English is more common is more common in writing than speaking in writing than speaking

Look at the notes on formal and informal English to revise the difference between the two. Dear Collins, We regret to inform you that we are unable to lend you the sum of £ 500 that you require, but it may be possible to grant you a loan of for part of the sum. If you are still interested, would you like to contact our main office to arrange an appointment with the assistant manager. He will be happy to discuss the matter further. Yours sincerely, ___________ ABC purpose Explan- ation closing

ENQUIRIES Service Bargain Order Complaint Adjustment Trade Trade Bargain Order Complaint Adjustment Academics Job Application Business Acknow- ledge Letter of Enquiries- Counter Enquiries- *confirmation *refusal

How does trade start? A wants to start a business … Writes to Trade Development Council Writes to Trade Development Council Writes to some other companies Writes to some other companies Co. writes back & A writes again to confirm Co. writes back & A writes again to confirm Co. write back & A writes again to bargain Co. write back & A writes again to bargain Co writes back & A writes back to thank & asks for further contact Co writes back & A writes back to thank & asks for further contact May not have enough Money? May not have enough Expertise? -A letter to enquire about Potential partners -Reply letter 1.Yes, OK 2.Yes, but some changes… 3. NO! -a letter to the Co. introducing yourself & potential partnership. -lots of adjustment letters -end with a confirmation letter

If B wants to order some goods … Writes to various companies Writes to various companies Companies write back & quote Companies write back & quote B writes again to bargain B writes again to bargain B writes again to order B writes again to order Co writes back & confirm & states the exact dates & way of deliveries Co writes back & confirm & states the exact dates & way of deliveries B gets the good, writes & thanks OR complains B gets the good, writes & thanks OR complains May not be sure of the price, the insurance, the deliveries… -A letter to enquire about quotation -Reply letter of enquiries 1.B is not too happy with the terms 2. if B is OK -letters of adjustments -ordering letters -confirmation letters -thank you letters -letters of complaints 1.If B is happy with her goods 2.If B is not happy with the goods

Same case dealing with services:C wants to book a hotel, a trip … Writes and asks for information Writes and asks for information Companies write back & inform(adjustment made sometimes) Companies write back & inform(adjustment made sometimes) C writes back to confirm C writes back to confirm C writes back to ask for adjustments C writes back to ask for adjustments Co writes back & confirm Co writes back & confirm C writes back to confirm C writes back to confirm May not be sure of what’s offering -A letter to enquire about details -Reply letter of enquiries 1.If C is not too happy with the terms 2. If C is OK -letters of adjustments -confirmation letters -thank you letters -letters of adjustments

Now go through the notes on letters of enquiries … Identify the functions of each of the exemplar letters.

If we try to group the letters of enquiries, it could be as follows: A. Letters of enquiries B. Acknowledging receipt of letters of enquiries C. Letters of refusal Purpose – requiring information Purpose – Acknowledging receipt of the letter ( ready to supply information) Show standpoint Purpose- Acknowledging receipt of the letter ( ready to reject) Close – further contact Close – thanks for enquiries -ask for reply Close – counter proposal OR – next contact

A. Letters of enquiries B. Acknowledging receipt of letters of enquiries C. Letters of refusal Purpose – Purpose – requiring information Purpose – Acknowledging receipt of the letter ( ready to supply information) Show standpointPurpose- Acknowledging receipt of the letter ( ready to reject) Explanation of request Explanation-  Accept – how?  Accept with reservation – what?  Further enquiries before expressing preferences, before showing standpoint. Explanation- Reject – why? Close – Close – further contact Close – Close – thanks for enquiries -ask for reply Close – Close – counter proposal OR – next contact

Now go back to the notes again, and write relevant expression to each of the situations above.

A. Letters of enquiries B. Acknowledging receipt of letters of enquiries C. Letters of refusal We wonder if you could help us … - We have heard of your firm.Reservation: In principal, we are interested … Thank you for …. Unfortunately, we are unable to … We are most interested in(A) Accept - how? 1. After consideration/ we accept the details set in your proposal, and we would be most happy to proceed with following procedures: 5. (B) Accept with reservation - what? However, we are interested in your project … 5. (C) Further our enquiries before expressing preference, before showing standpoint (counter proposal) - In theory, your project is an exciting one but we fear that in practice … - I am in a rather difficult situation at the moment. - We would be grateful if you could … - We look forward to hearing from you. Thank you for your kind attention. - A contract would be offered if deemed necessary - If you have further enquiries, please do not hesitate to contact the undersigned.

You are Damian, the Chairman of JSSE. You are finding a place for your exhibition for 1000 visitors. Write the series of letters between Damian and the venue he proposed until things got settled and confirmed. There should be at least 4 letters in the series; could be more!

Academic enquiries WHY? To study further: Overseas, Local institutions WHAT DO YOU NEED TO KNOW? General information about the institutions Programme offered Enrollment details & registration Modes of studies Assessment methods Tuition fees Accomodation Financial assistance?

ORGANISATIONS OF A LETTER OF ACADEMIC ENQUIRIES WHY? – WHERE DO YOU GET THE INFORMATION? DETAILS OF YOUR ENQUIRES? CLOSING – ASK FOR APPLICATION FORMS/ PROSPECTUS

Look at this advertisement and write an enquiry letter …

As simple as …

Once you decided to apply, then you ’ ll send in a cover letter and an application form … Refer to Giorgiou ’ s information on the notes, fill in the form for him. Refer to Giorgiou ’ s information on the notes, fill in the form for him.

Which part is the most important part for selecting an applicant?

Let ’ s look at a letter written by D.K. Poon on his reasons of applying a university in Australia. Why study tertiary instiutions? Why Australia? Why Eng.Lit? Any assets? Future career aspirations Ask for further contact

When do you need to write a similar essay? Joint University Programs Admissions System

Why do I have to write a Jupas essay? To be selected to universities … So what kind of students would they select? Academic grades? Academic grades? Personal qualities? Personal qualities? Activities: in the school? Outside school? Activities: in the school? Outside school?

What should we pay attention when we write? In content: Expectation of tertiary education Career aspirations Areas of strength and weakness Hobbies and interest Past work experience Affirmation (relevant & related, truthful & unpretentious) In language and style: In English Educated and formal Don’t claim importance in qualities that you don’t possess. that you don’t possess.

Now put yourselves in groups of 4 and write a short paragraph ( about 50 words) on one of the items listed above.