Formal communication. to persuade to inform to request to express thanks to remind to recommend to apologize to congratulate to reject a proposal or offer.

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Presentation transcript:

Formal communication

to persuade to inform to request to express thanks to remind to recommend to apologize to congratulate to reject a proposal or offer to introduce a person or policy to invite or welcome to follow up to formalize decisions

Plan before you write Tone Names Dates Be concise and clear Remember this word order principle: Who – Does – What – How – Where – When (Subject – Verb – Object – Manner – Place – Time)

Dear Mr. Powell, Dear Ms Mackenzie, Dear Frederick Hanson: Dear Editor-in-Chief Dear Valued Customer Dear Sir or Madam: Dear Madam Dear Sir, Dear Sirs, Gentlemen: To Whom It May Concern

I hope you are enjoying a fine summer. Thank you for your kind letter of January 5 th. I came across an ad for your company in The Star today. It was a pleasure meeting you at the conference this month. I appreciate your patience in waiting for a response. I’m writing to enquire about.... I’m interested in the job opening posted on your company website. We’d like to invite you to a members only luncheon on April 5 th. Following our conversation over the telephone…

We regret to inform you.... It is with great sadness that we..... After careful consideration we have decided.....

I look forward to.....(ing) Please respond at your earliest convenience. I should also remind you that the next board meeting is on February 5 th. For further details.... If you require more information.... Thank you for taking this into consideration. I appreciate any feedback you may have. Enclosed you will find.... Feel free to contact me by phone or .

Yours truly, Yours sincerely, Sincerely, Sincerely yours Thank you, Best wishes All the best, Best of luck Warm regards

Write a meaningful subject line Keep the message focused and readable Try to reduce the number of steps your recipient will need to take in order to act on your message Identify yourself clearly Proofread. Take the time to make your message look professional Distinguish between formal and informal situations Respond Promptly

Put the following phrases in the correct order:

Opening How you heard about the company you are writing to Ask for demonstrations, catalogues, price-lists, etc. Ask for details (specific) Suggest methods of payment, terms, discount Close the enquiry

I am writing to enquire/inquire about/whether... I am writing to you in connection with/with reference to... I was interested in you advertisement in “The Daily Times’ and I would like to have further information about... I should be grateful if you would send me (full) details of...

Could you please send me/let me know...? I would be most grateful if you could send me... I would be most grateful for your help. We are interested in knowing more about... I would like some information on/about... Could you please let me know... Please send me a copy of your (current brochure and details of...)

I look forward to hearing from you at your (earliest) convenience... With our thanks in advance... I would be grateful if you could contact me with a convenient time and date when we could meet. Thank you for your assistance in this matter. I would be grateful to receive any information you have as soon as possible. We look forward to receiving the information you can give us... Please accept our thanks in advance.