LETTER WRITING 4 1. OUTLOOK –Layout (makes the letter easy to read) –Formal style 4 2. BASIC REQUIREMENT - Clear & concise

PREPARATIONS FOR WRITING 4 Draw out a scheme on what to say 4 Define the purpose of your letter 4 Assemble the necessary information and documentation 4 Discard irrelevant items 4 Put the events into logical sequence

WRITING 4 CHECKING THE DRAFT –information level –language –style LANGUAGE REQUIREMENTS No mistakes in: – grammar, – spelling – punctuation

LETTER PARTS /heading/ Elgato Seafaring Co. Inc. m.v. “Alberta T.”Monrovia /date/ Belfast, 2nd August 1996 Messrs. John Burke Co Ltd Anchor House 136Tory Road /inside address/ BelfastBt15 1AB Northern Ireland Dear Sirs, /salutation/ /letter body/ I would kindly ask you to request the local Port Authorities to grant permission for the immobilization of the main engine due to overhaul (routine maintenance) of the cylinder/piston unit. We intend to carry out the work on Monday 3 Aug 1996 from 0800 to 1700 hrs. Thank you in advance for your good co-operation. Yours faithfully /complimetary close/ Capt. N. Hornet /signature & title/ Master of the vessel /rank or position/

DATE

SALUTATION-COMPLIMETARY CLOSE 4 Dear Sir(s)Yours faithfully, 4 Dear Madam 4 Dear Sir or Madam 4 Dear Mr Jones Yours sincerely, 4 Dear Mrs /Miss Best wishes, / Ms. Fulham Best regards, 4 Dear Jack Kind regards,

SERVICE LETTERS/BULLETINS (1) 4 ISSUED BY ENGINE MANUFACTURES AND THEIR LICENSEES - revision of instructions regarding maintenance - change in overhaul intervals due to design modifications - recommendations regarding engine operations in particular conditions - recommended modifications to be carried out by the ship's staff on engine components - introduction of checking procedures in order to discover abnormal wear

SERVICE LETTERS/BULLETINS (2) - usage of new tools designed to facilitate dismantling and avoid damage and injuries; - information about the replaceability of older engine components with others of latest design; - information about the replaceability of older engine components with others of latest design; - recommendations to engage only authorized repairers for maintenance and repair work

SERVICE LETTER INFORMATION 4 - what is to be done - Subject; 4 - where it is to be done - Engine type; 4 - why it is to be done - Purpose; 4 - how it should be done - Description

TELEX STYLE PLAIN TEXT The m.v. “Aurelia” was delayed by an engine trouble in the port of Calais on October 10th from to18.00 hours. The vessel is now on her way to Rotterdam. TELEX STYLE Aurelia delayed engine trouble calais oct Vessel now way Rotterdam.

LETTER STYLE VS.TELEX STYLE 4 LETTER STYLE 4 Please be informed that today we have received the consignment of spares that you have arranged as a replacement for the damaged parts of the air compressor..... TELEX STYLE Today received air compressor spares

TELEX ABBREVIATIONS