1. Letters
Writing Guide
mgr Anna Waligórska – Kotfas
PWSZ Konin

2. Fully Blocked Style with Open Punctuation
Return Address
Date
Inside Address
Salutation
Body
Closing
Signature
Printed Name
Enclosure

3. Return Address
Not needed if the letter is printed on paper with the company letterhead already on it.
Inside Address
The address of the person you are writing to along with the name of the recipient, their title and company name.
Salutation
Dear Ms Johnson / Dear Professor Smith
Dear Sir or Madam / To Whom It May Concern (if recipient's name is unknown)
Subject Line (optional)
Re: Order No. 345
Makes it easier for the recipient to find out what the letter is about.
Body
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph.

4. Good Opening Lines With reference to your letter of 8 June, I ...
I am writing to enquire about ...
After having seen your advertisement in ... , I would like to ...
After having received your address from ... , I ...
I received your address from ... and would like ...
We / I recently wrote to you about ...
Thank you for your letter of 8 May.
Thank you for your letter regarding ...
Thank you for your letter / about ...
In reply to your letter of 8 May, ...

5. Useful Phrases The Reason for Writing
I am writing to inquire about … I am writing to apologize for ... I am writing to confirm …
Requesting
Could you possibly …? I would be grateful if you could … We would appreciate it if you could …
Agreeing to Requests
I would be delighted to …

6. Useful Phrases Giving Good News I am pleased to inform that …
I am delighted to tell you that …
Giving Bad News
Unfortunately, … I am afraid that …
Enclosing Documents
I am enclosing … Please find enclosed … Enclosed you will find …

7. Useful phrases Complaints I am writing in order to complain about …
I am writing to complain about …
Introducing the complaint
The first thing I would like to draw your attention to is
Not only … but also …
In addition to this …
… was also unacceptable
Demanding action
I suggest that you replace the item.
I would be grateful if you could give me a full refund.

8. Good Closing Lines
If you require any further information, feel free to contact me.
I look forward to your reply.
I look forward to hearing from you.
I look forward to seeing you.
We look forward to a successful working relationship in the future.
Should you need any further information, please do not hesitate to contact me.
Once again, I apologise for any inconvenience.
I would appreciate your immediate attention to this matter.

9. When Yours sincerely and when Yours faithfully in a business letter?
Yours sincerely  when you know the recipient's name:
Dear Ms Hanson  Yours sincerely
Yours faithfully  when the recipient's name is unknown to you:
Dear Sir or Madam  Yours faithfully
Addressing whole departments: Dear Sirs  Yours faithfully
When addressing a good friend or colleague:
Dear Jack  Best wishes / Best regards

10. Signature
Your signature will go in this section, usually signed in black or blue ink with a pen.
Printed Name
The printed version of your name, and if desired you can put your title or position on the line underneath it.
Enclosure
If letter contains other document other than the letter itself, include Enc. If there is more than one, write the number of other documents enclosed that doesn't include the letter itself, e.g. Enc 2.

11. Formal and informal emails (The Business Pre-int. 1.5 Writing)
Ex. 2: Read the and answer the questions.
Lars Oluffson
Mr Watanabe
 arrange for somebody to meet him at the airport
 make a reservation at a hotel
 and send copies of the agenda and latest sales figures
a conference in Singapore

12. Formal and informal emails (The Business Pre-int. 1.5 Writing)
Ex. 3: Find informal phrases to match formal ones
Thank you for your received  Thanks for your message.
With regard to  Re
I would be very grateful if  Can you
Would it be possible for you to  Can you
Could you possibly  Can you please
Please accept my apologies  I’m sorry but
I look forward to meeting you  See you next month
With best regards  All the best

13. Formal and informal emails (The Business Pre-int. 1.5 Writing)
Ex. 4: Match words
1. C F
2. B G
3. D H
4. A E

14. Formal and informal emails (The Business Pre-int. 1.5 Writing) Ex. 5
Subject: Art and design conference
Date: May 11th
Dear Ms Della Rocca
Thank you for your received 9th May. With regard to next month’s arts and design conference, I need to inform you that it is going to be held in Sao Paulo at the First Conference Centre from June 18th to 21st.
Please find the agenda attached. Could you possibly choose the sessions that you would like to attend?
Please inform me if you require any further assistance regarding booking a hotel or meeting you at the airport. I would be grateful if you could notify me of it in the near future.
I look forward to hearing from you.
With best regards,
Manuela Calo

15. Formal and informal emails (The Business Pre-int. 1.5 Writing)
Subject: Art and design conference
Date: May 13th
Dear Ms Calo
Thank you for your received 11th May. With regard to my visit to São Paolo, I need to tell you that I will not be able to stay for all three days of the conference. I will have to leave on the morning of 21st June.
Thank you very much for the agenda. Could you possibly book me into the following two sessions: New design methods and The future of art? Many thanks.
I would also like to thank you for your kind offer to book a hotel. Would it be possible for you to make a reservation for four nights, from 17th until 21st June? I would really appreciate it.
I will arrive at the airport at on 17th June. I would be very grateful if you would arrange for a taxi to meet me at the airport as this will be my first trip to Brazil.
I do not believe I need any further assistance.
I am very much looking forward to attending the conference.
With best regards,
Laura Della Rocca

16. Write a letter …
… to Zap Electric Company, Redwood Park, Berks SL7 2RL, explaining that you are returning a recently purchased toaster because it is not working properly. Explain what the problem is and whether you expect it to be repaired or replaced.
… to Ms Martine Grange, 95 Gloucester Place, London W1A 5SP, asking her if she would be willing to act as a consultant for the programme Food and drink in France. Describe briefly the aim and content of the series. Suggest a meeting to discuss the matter in more detail.
… to the Hotel Majestic, Passeig de Gracia 70, Barcelona, confirming a reservation for Ms Lanson and Mr Carlin from 8 to 10 May. Include all necessary information.
… to Mr Mark Grady, Global Training,17 Barley Road, Chiswick, London W4 4 GH, requesting a copy of Global Training Brochure and information about cross-cultural seminars in your country.