- •Introduction
- •Unit 1 First impressions count!
- •Think quality
- •Paper quality
- •Paper size
- •Headed notepaper
- •Continuation sheets
- •Setting out your letter
- •Sender’s address / outside address
- •Inside address / receiver’s address / recipient’s address
- •Surname known
- •Job title known
- •Department known
- •Company known
- •Order of inside address
- •Attention line / ‘for the attention of’ line
- •Salutation / opening greeting
- •Body of thr letter
- •Complimentary close / complimentary ending
- •Signature
- •Sender’s name
- •Sender’s office or department
- •Type of company
- •Mary Raynor
- •Board of directors
- •Address
- •Registered number
- •Per pro
- •References / reference code
- •Job title
- •Enclosures
- •Despatch method
- •Private and confidential / classification line
- •Subject title / subject line
- •Copies / copies line
- •Postscripts
- •Common letter layouts
- •Fully blocked layout
- •John Smith
- •Semi-blocked layout
- •17Th May 2000
- •Quotation for extension at 42 Botlcy Close
- •John Smith
- •Fully indented layout
- •Quotation for extension at 42 Botley Close
- •John Smith
- •A few words about envelopes
- •Addressing envelopes
- •Kettering
- •Sender’s address addresses on the envelopes
- •Abbreviated forms on the envelope
- •Writing well length
- •Too long
- •Too short
- •The right length
- •Order and sequence
- •Unclear sequence
- •Clear sequence
- •Planning
- •First paragraph (introductory paragraph)
- •Courtesy
- •Idioms and colloquial language
- •Clarity
- •Abbreviations and initials
- •Numbers
- •Prepositions
- •Words to avoid foreign words
- •Ambiguous words
- •Vogue words
- •Titles, names and addresses
- •Unit 2 types of organizations
- •Organisational structure and communication
- •The purpose of organisation charts
- •Relationships in a business organisation
- •Rayco ltd
- •Unit 3 enquiry letters
- •Figure 19
- •Figure 21 Quotation of terms
- •Unit 5 follow-up and sales letters
- •Figure 23
- •Figure 24
- •Figure 25
- •Unit 6 orders and execution of orders
- •Figure 27 Order
- •Figure 28
- •Marking
- •Specimens of marks
- •Kent, clarke & co. Ltd
- •Figure 33 Advice of shipment to importer
- •Unit 8 letters of complaints
- •Unit 9 replies to complaints
- •Unit 10 overseas payments
- •Invoice
- •Figure 45
- •Bank draft
- •Bank transfer
- •Bill of exchange
- •Introductory paragraph (sender’s) address
- •Into English:
- •Hierarchy
- •Organization chart Rossomon plc
- •John sutton
- •Linda Gabbiadini
- •Padryg Burne
- •Unit 3 enquiry letters language practice
- •Unit 4 replies to enquiries language practice
- •Paper Products plc
- •16 Rushthorne Way, Bolton, Lancashire bl63 6sg
- •Unit 5 follow-up letters language practice
- •In stock out of stock under separate cover
- •Into effect (come into effect)
- •Unit 6 orders and execution of orders language practice
- •Inconvenience reference terms
- •In touch with in (your/our) favour of assistance
- •Unit 7 packing and despatch language practice
- •Packing
- •Goods and transport
- •International trade finance documents
- •In our/your own interest in due course on the way
- •In transit on arrival to the letter
- •Unit 8 letters of complaint language practice
- •In good time with the exception of on schedule
- •Issue passed reply
- •Unit 9 replies to complaints language practice
- •In advance up-to-date
- •Unit 10 overseas payments language practice
- •Talking about letters of credit
- •Importer
- •Importer’s bank
- •Barklays
- •Dispatch V., n.(dispatch method)
- •Receiver’s address
- •Recipient’s address
- •Unit 2
- •Unit 3
- •Unit 4
- •Unit 5
- •Unit 6
- •Unit 7
- •Unit 8
- •Unit 9
- •Unit 10
- •Post Office Giro (International Post Office Giro)
- •Postal order
- •Promissory note (p-note)
42 Botley Close
Colebourn
RIPON
Yorks
R18 7QS
Your Ref 5/12A
17 May 2000 Messrs
Brown & Page (Builders) 28A
Long Lane RIPON Yorks R12
1AN
Dear Sirs,
QUOTATION FOR EXTENSION AT 42 BOTLEY CLOSE
Thank you for your estimate dated 5 May 2000. I am sorry to have to tell you, however, that the
figure quoted is in excess of others that we have received and we
shall therefore not be pursuing the matter further with you.
Thank you for supplying the quotation, nevertheless.
Yours faithfully,
John Smith
John Smith
Semi-blocked layout
This represents a compromise between the ‘fully blocked’ and the ‘fully indented’ style, in that some indentation is used for the main body of text. It is considered a little old-fashioned, nevertheless many established companies in the UK and parts of Europe prefer it as their correspondence style, along with what is called ‘closed punctuation’. An example is shown below.
Figure 6
42
Botley Close,
Colebourn,
RIPON,
Yorks,
R18 7QS.
Your
Rcf: 5/12A
Messrs
Brown & Page (Builders), 28A
Long Lane, RIPON, Yorks,
R12
1AN
Dear
Sirs,
Thank you for your estimate dated 5th May 2000. I am sorry to have to tell you,
however, that the figure quoted is in excess of others that we have
received and we shall therefore not be pursuing the matter further
with you.
Thank you for supplying the quotation, nevertheless.
Yours
faithfully, John
Smith17Th May 2000
Quotation for extension at 42 Botlcy Close
John Smith
You will note that in the above example the paragraphs have been indented, but there is still a double line space between each paragraph. Punctuation has been added to the peripheral parts of the letter: the addresses all have commas at the end of each line; the reference has a colon to separate the number from the words; the date has -th added; and the salutation ‘Dear Sirs’ is followed by a comma. In the main body of the letter, the subject heading is in upper and lower case letters and is underlined, rather than being in capital letters only. The signature block has been moved away from the left-hand side of the page.
Fully indented layout
This style, which involves graded indentations of all the parts of the letter, has largely been abandoned since the advent of the electric typewriter, since it involved setting up lots of complicated tabs to create all the different indents. It is now primarily used for hand-written letters only, but it is worth looking at an example to show how it differs from the other layouts.
Figure 7