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The following phrases provide a frame and introduction to the content of business letters:

The Start: the start of any business letter begins by addressing the recipient of the letter:

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Dear Frank: (use if the person is a close business contact or friend)

Note: If you are unsure how formal you should be, always choose a more formal form. Writing to a specific person is always preferred if at all possible.

The Reference:

Begin by referencing a specific conversation or other contact means. If this is the first letter in a conversation, you can also provide the reason for writing:

With reference to your advertisement in the Times / your letter of 23 rd March / your phone call today,…

Thank you for your letter of March 5 th …

The Reason for Writing:

I am writing to...

... inquire about

... apologize for

... confirm

... comment on

... apply for

I am writing to apologize for the difficulties you experienced last week at our branch.

Once you have introduced the reason for writing your business letter, move on to stating more specifically the purpose of your letter. Here are a number of possibilities:

Requesting:

Could you possibly?

I would be grateful if you could…

Agreeing to Requests:

I would be delighted to…

Giving Bad News:

Unfortunately… I am afraid that…

I would be delighted to give you a tour of our facility this coming month.

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Enclosing Documents:

I am enclosing… Please find enclosed… Enclosed you will find…

Closing Remarks:

Thank you for your help. Please contact us again if we can help in any way.

…if there are any problems. …if you have any questions.

Reference to Future Contact:

I look forward to ...

…hearing from you soon. …meeting you next Tuesday. …seeing you next Thursday.

The Finish:

Yours faithfully, (If you don't know the name of the person you're writing to) Yours sincerely, (If you know the name of the person you're writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

2.Sample Business Letters

Letter Requesting Information: How to ask somebody to send you information.

Dreamtime Movies Universal Ltd

54 Oxford Road, Skagnes SK3 4RG Tel: 0223 123 4567 Fax: 0223 765 4321 Email: info@dreamtimemovies.com.uk

Date

Lingua Services Galactic Ltd

69 Milk Street

LONDON SW7 6AW

Dear Sirs,

I should be grateful if you would send us your brochure and price list about your translation services.

We are currently developing our sales literature and web sites and are interested in translating these into five languages apart from English.

I look forward to hearing from you.

Yours faithfully,

Andrea Philips

Andrea Philips,

Marketing Manager

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Letter Sending Information: What to say when you send information.

Lingua Services Galactic Ltd

69 Milk Street, LONDON SW7 6AW, UK Tel: +44 20 123 4567 Fax: +44 20 765 4321 Email: info@linguaservicesgalactic.com

Date

Ms Andrea Philips

Dreamtime Movies Universal Ltd

54 Oxford Road

Skagnes

SK3 4RG

Dear Ms Philips,

Thank you for your letter of 22 January enquiring about our translation services.

Lingua Services Galactic offer a full range of translation services to help you in the development of sales literature and web sites. I have pleasure in enclosing our latest brochures and price list from which you can see that our prices are highly competitive.

I look forward to calling you in a few days.

Yours sincerely,

James Brown

James T Brown,

Sales Manager

Enc: 3

Letter Changing Information: When a person or company changes important information, such as an address, price, or date, it is necessary to send valued customers a letter with the new information. This letter informs customers of a change in price.

Symphony of Sound

12 Main Street, Arrington, Tennessee, 37014

Tel: (615) 395-8765

November 21st, 20--

Alicia Hathoway

14 Sparks Rd

Arrington, Tennessee, 37014

Dear Ms. Hathoway:

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Season tickets for this year's symphony are going on sale next month and we wanted you to be among the first to know.

As you probably know, rental prices have skyrocketed throughout Tennessee this year. Due to our increase in rent at the Arrington Forum, we are finding it necessary to raise the price of our season tickets from $228 to $275. Single viewing tickets will also be subject to a price increase.

We hope that you will consider purchasing season tickets for next year despite this change. The Arrington Symphony has been together for 23 years, and relies on season-ticket holders to fill 25% of the seating at each event. Without your support the Arrington Symphony could be forced into retirement before its 25th anniversary.

To purchase tickets for the 20-- season, please visit our website at www.arringtonsymphony.net, or call the ticket agent representative at (615) 3958750.

We look forward to having you in our audience again next year.

Yours truly,

Colin Fairchild

Colin Fairchild,

Promotional Director

Letter of Reference: Companies and other organizations often ask for a letter of reference. This is a character reference written by someone such as an ex-employer who knows the subject personally.

A.N.Y. Company Ltd

69 Any Street, Anyville, Anystate

Tel: 0123456789

Date

To Whom It May Concern:

Reference for Mr James Blond

James Blond joined the A.N.Y. Company in July 1998. Since then he has proved to be a most reliable and effective member of the sales team.

James is professional and efficient in his approach to work and very wellliked by his colleagues and executive clients. He is well-presented and able to work both independently and as part of a team.

His contribution to all areas of company activity in which he has been involved have been much appreciated.

I believe that James will make a valuable addition to any organization that he may join. We deeply regret his decision to move on and I recommend him without hesitation.

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I would gladly answer any request for further information.

Sincerely,

Penny Farthing

Penny Farthing,

Managing Director

penny.farthing@a-n-y.com

Letter of Resignation: Though it is not necessary to give a reason, it is standard business procedure to send written notice informing your employer that you are planning to quit your job.

22 Tufton Street

London, SW1P 3TL

Tel: 020 7593 1760

November 1st, 2012

Josie Waters

Fielders Pharmacy

14 Broadway

London, SE1 7DG

Dear Mrs. Waters,

I am writing to provide formal notice of my resignation from Fielders Pharmacy. My last day will be November 14th, 2012.

I trust that two weeks is sufficient notice for you to find a replacement for my position. I would be pleased to help train the individual you choose to take my place.

Thank you for employing me for the past three years. My experience as clerk, supervisor, and floor manager has been very positive and I'm confident that I will use many of the skills I have learned at Fielders in the future.

If you have any concerns, please contact me at my personal email address.

All the best, Annie Wright Annie Wright awright@homemail.com

Lay-off Notice: Companies and other organizations are usually required by law to present a written notice to employees informing them of a lay-off. This letter usually cites reasons for the lay-off, and acts as a formal apology. Employee rights may be included.

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Pino's Pizzaria

Viale Silvani

10, 2345 Bologna, Italy

Tel:051 520799

November 30th, 20--

Joanne Montague

Via Belmeloro 18

40123 Bologna

Dear Ms Montague,

As you are probably aware, the recent smoking ban has had a profound impact on our business. Our sales have dropped 40 percent in the last six months. Though we do not expect this to be a long-term concern for our business, we don't expect sales to return to normal until the summer when our patio opens for the tourist season.

Due to the loss in business we regret to inform you that we are laying-off all of our hosts and hostesses for the winter and spring. With business being so slow our servers can handle the task of greeting and seating customers on their own.

You are entitled to two week's severance pay, which will be paid in full on your next paycheck. Please come in for any scheduled shifts next week.

Thank you for your hard work and dedication at Pino's Pizzaria. Please apply again for our next summer season.

Sincerely,

Franco Bellini

Franco Bellini, Owner pinopizza@italia.com

Letter of Invitation: It is often necessary in business to send an invitation to a person or group requesting their attendance at a special event.

PJ Party

22 Yew Street, Cambridge, Ontario

Tel: 416-223-8900

April 7th, 20—

Dear Valued Customer:

Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting

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you to our preferred customer Spring Extravaganza this Saturday.

Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding will be marked down from 50-80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence at noon.

In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more.

We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door.

Sincerely,

Linda Lane

Linda Lane

Store Manager

pjpartyinc@shoponline.com

*All sales are final. No exchanges.

Enclosure: Gift Certificate #345 (not redeemable for cash)

Letter of Request for Payment: Sometimes it is necessary to remind customers that they owe you money.

Sampson's Stationary

30 Silverstone Ave

Kamloops, BC

V2A 8B1

Tel:250-429-0002

February 21st, 20--

Mr. Ken Davis

Hanson's Montessori School

15 Main St.

Kamloops, BC

V2A 7B5

Our ref: №223

Dear Mr. Davis:

Our records show that you have an outstanding balance dating back to January, 200-. Your January invoice was for $445.00 and we have yet to receive this payment. Please find a copy of the invoice enclosed.

If this amount has already been paid, please disregard this notice. Otherwise, please forward us the amount owed in full by March 1st, 20--. As our

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contract indicates, we begin charging 5% interest for any outstanding balances after 30 days.

Thank you in advance for your cooperation. We hope to continue doing business with you in the future.

Sincerely,

Maria McPhee

Maria McPhee,

Accountant

Enclosure: Invoice №223

Internal Memo or Memorandum: Memos are sometimes used internally to inform an entire company or department of something. This is an example of a memo referring to a staff Christmas party.

CHOCOLATE HEAVEN EMPORIUM

MEMORANDUM

TO: All Staff

FROM: Management T.C.

DATE: November 9th, 20--

SUBJECT: STAFF CHRISTMAS PARTY

It's that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This year, we have decided to postpone the Christmas party until after our busy season.

Party Details

Date: Second or third Saturday in January (T.B.A)

Theme: Beach

Food: Caribbean

Special events: Karaoke and belly dancing

We apologize that the celebration will have to wait until the new year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 222-3098. Please contact Lucy outside of business hours regarding this matter.

Thank you.

T.C.

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Welcome Email: It is a common business practice to welcome new staff members to a company. This is usually an informal note expressing best wishes and may contain contact information. Companies may also send welcome letters to other companies that move into a shared office building, or to visiting guest speakers and business travellers.

To: "Adrienne Moore" <amoore@kcelectronics.com>

Cc: All Staff

From: "Jackie Morris" <jmorris@kcelectronics.com>

Subject: Welcome to our Team!

Dear Adrienne, Welcome to our Team!

It is a pleasure to welcome you to the staff of KC Electronics. We are excited to have you join our team, and we hope that you will enjoy working with our company.

On the first Monday of each month we hold a special staff lunch to welcome any new employees. Please be sure to come next week to meet all of our senior staff and any other new staff members who have joined us this month. Alice Peters will e-mail you with further details.

If you have any questions during your training period, please do not hesitate to contact me. You can reach me at my email address or on my office line at 3402222.

Warm regards,

Jackie.

Jackie Morris,

Sales Manager jmorris@kcelectronics.com

Tel: 340-2222

QUESTIONS:

1.Revise the rules for basic business letters writing.

2.What are the main business letter writing steps?

3.Using the given business letters samples try to make a business letter to your own purpose.

4.Make a memo for the members of your groupe.

5.Send a welcome email to a new staff-member.

LECTURE 7: Resumes and CVs in English (1)

1.A Resume or CV

2.A Covering Letter for your Resume

3.Content and Format of a Resume

4.How to Write a Resume

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A resume or CV is a summary of your educational qualifications and work experience. Companies usually want to see your resume when you apply for a job. A covering letter is the letter that accompanies your resume when you send it to a company. Both of the documents are vitally important in the job application process.

And don‟t forget: You never get a second chance to make a first impression!

When you apply for a job, most employers want to have 2 important documents from you:

1.A CV or resume

2.A covering letter

First impressions are important. Your CV and letter are usually the first impression that an employer has of you. And because an employer may have hundreds of job applications to consider, you have about 15 seconds to make sure that first impression is a good one.

1.A Resume or CV: Why you need a good CV?

Your CV's job is to get you an interview. Your CV or resume is your visiting card, your ambassador, your shop window. It represents you and it has a specific purpose: to get you an interview! To do this, it must:

attract

inform

persuade

sell

A good CV is one of your most important tools in the search for employment.

2.A Covering Letter: Why you need a good covering letter?

Before even looking at your CV, an employer usually reads your covering letter. If it is badly-written, or untidy, or difficult to read, your CV will probably go into the nearest bin. If it is well-written, attractive, easy to read and persuasive, the employer will turn to your CV.

Your covering letter must sell your CV. Your covering letter is a sales letter. So, covering letter: short letter sent with another document; cover letter (US)

When you send your CV to apply for a position, you should also include a short letter. This letter is called a covering letter or (in American English) a cover letter.

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