Unit 2 Letters, faxes and memos

Objectives Focus Warming up 2.1 Communicating in writing 2.2 Names and addresses 2.3 Layout and style 2.4 Thinking about your reader 2.5 Sending messages Sum-up Assignment

Objectives When the learners finish learning this unit, they should be able to： acquire skills required in writing tasks

Focus How to lay out a business letter or memo Some ‘golden rules’ for writing letters, faxes and memos Practice in writing routine letters, e-mails. Faxes and memos 返回

Warming up Q: How do you contact with your friends? -- through e-mails, QQ, letters, massages, phones, …

2.1 Communicating in writing A Discussion B Listening & Reading C Discussion

A Discussion Q 1: Can you identify the different kinds of correspondence on the book? Q2： Which of the items would you attend to first?

Answers to A Q1: The different forms of correspondence shown are: fax airmail first class post handwritten letter typed letter internal memo postcard e-mail (on the computer screen) Post-It note magazine Q2: There is no ‘correct order’ for dealing with the correspondence, though one might open the airmail letter first and deal with the internal memo last of all!

B Reading & Listening 1.Reading Read the memo. Q 1: Who is “HGW”? Q 2: What is his or her job?

Answers to 1 `HGW’ seems to be in charge of staff training.

2 Listening Listen to the recording twice. Q 1: What are the differences between the two ways of communicating the information? memo phone call

Answer to 2 In the memo a lot more information is given and it's easier to follow, and you have a permanent record. In the conversation there is an opportunity for discussion and for questions to be answered. But the details would only be given if they were demanded.

C Discussion Work in groups Discuss the questions and try to add more points to the chart

FACE-TO-FACE communication Advantages & pleasures more personal, more interaction and feedback possible can make more impact cheaper if no travel involved you can smile Disadvantages & difficulties once you've said something it can't be unsaid saying something once may not be remembered

WRITING Advantages & pleasures a record can be kept for the files errors can be changed you can write or read when you're in the right mood you can take your time over planning and how you'll express complicated or delicate details Disadvantages & difficulties writing takes longer there is no feedback or the feedback is delayed no `personal touch' no smiles no handshakes

Assignment The discussion continues in groups of four or five. Some of these points may come up: memo e-mail fax

A Reading & discussion B Listening C Role play 2.2 Names & addresses A Reading & discussion B Listening C Role play

A Reading & discussion Look at the envelopes and discus the questions: Q 1: How are the addresses laid out differently from the way an address is written in your company? Q 2: How do you feel if you receive a letter with your name spelt wrong? Q 3: What impression is given if the addressee’s job title or address are incorrect on the envelope ?

B Listening Listen to the recording and take the dictation down. Check your work in File 57.

C Role play There are three difficult addresses with hard-to-spell names，which you must dictate to your partner. Student A looks at File 2, Student B looks at File 33. See Files 2 and 33 in the Student's Book for the text of this recording, which lasts 5 minutes 20 seconds.

Abbreviations PS postscript p.p. per pro (on behalf of) c.c. or cc carbon copy to (often now a photocopy) or cubic centimeters ref. Reference (number) Rd Road St Street or Saint Sq. Square No. (US＃) number c/o care of attn for the attention of POB Post Office Box eg or e.g. for example ie or i.e. that is / in other words etc. et cetera /and so on & Co. and Company plc or p.l.c. Public Limited Company Ltd Limited Corp. Corporation Inc. Incorporated

A Discussion B Reading & discussion 2.3 Layout and style A Discussion B Reading & discussion

A Discussion Discuss on the layout and stylistic conventions illustrated Q: What are the differences between the layout on the book and the layout that is commonly used in China?

B Reading & discussion Look at the ending of business letters: Q1: When would you use the different styles and phrases? Q2: What do the abbreviations mean? Q3: Which of the styles and phrases would you find in American correspondence? Q4: If you begin your letter “Dear Jim”, how do you end it? Q5: If you begin your letter “Dear Sir”, how do you end it?

Answer to B the typical American forms are: Sincerely Best regards While these are more typically British: Yours sincerely， Best wishes， Kind regards Yours faithfully

2.4 Thinking about your reader A Reading & discussion B Listening C Reading & discussion D Writing

A Reading & discussion Read the two letters Q 1: Which one is better? Q 2: Why?

Answers to A Some rather dull or old-fashioned phrases in the first letter are: `We enclose for your attention…， `Should you require further information…’ ‘…your esteemed order…’ Some rather effective phrases in the second letter are: `I am sure you will find plenty to interest you…， `This year, for the very first time, …’

B Listening Your will hear eight people talking about their methods when planning to write an important letter. Q：Which of them do you agree with?

C Reading & discussion The 7 Steps are from another piece of training material. This text can be referred back to again and again when letter-writing tasks are done in later units.

D Writing Find the mistakes Rewriting the extracts ．

Sum-up: In this unit, we dealt with Different forms of communications Layout and style

Assignment Practice spelling out the addresses (File 2 and File 33)