- •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)
Courtesy
Your style should not, however, be so simple that it becomes rude. Here is an example of a letter that is too short and simple.
Figure 17
Dear
Mr Rohn
I've already written to you concerning your debt of £1,994. This
should have been cleared three months ago. You seem unwilling to
co-operate in paying us. We'll sue you if you do not clear your debt
within the next ten days.
Yours, etc.
In the version of the same letter, notice the stylistic devices that are used to make it more polite: complex sentences, joined by conjunctions, rather than short sentences (e.g. … the balance of £1,194, which has been outstanding … rather than … your debt of £1,994. This should have been cleared …); the use of full rather than abbreviated forms (e.g. I shall have to consider … rather than We’ll sue …); and the use of passive forms and indirect language that avoids sounding aggressive (e.g. … for the account to be settled … rather than … if you do not clear your debt …).
Figure 18
Dear
Mr Rohn
I refer to our previous letter sent on 10 October in which you were
asked to clear the balance of £1,994 on your account, which has
been outstanding since July. As there has been no reply, I shall
have to consider handing over the matter to our solicitors.
However, I am reluctant to do this and am offering a further ten
days for the account to be settled.
Yours sincerely
Idioms and colloquial language
It is important to try to get the right ‘tone’ in your letter. This means that, generally speaking, you should aim for a neutral tone, avoiding pompous language on the one hand and language which is too informal or colloquial on the other.
You may set the wrong tone by using the wrong vocabulary or idioms, or using short forms inappropriately. Here are a few examples, together with a preferred alternative.
Table 2
INAPPROPRIATE FORM |
PREFERRED ALTERNATIVE |
you’ve probably guessed |
you are probably aware |
you’ll get your money back |
the loan will be repaid |
prices are at rock bottom |
prices are very low |
prices have gone through the roof |
prices have increased rapidly |
a copy of same |
a copy |
at this moment in time |
now |
at your earliest convenience |
as soon as possible or as soon as is convenient |
due to the fact |
because |
enclosed herewith |
enclosed |
inst., prox., ult. (Latin abbreviations used to refer to the current, next or previous month) |
name the month
|
in early course |
soon or as soon as possible |
in the course of |
during |
Re your letter of … |
I/We refer to your letter of … |
On the whole, it is better to avoid using colloquial language or slang. Apart from the danger of being misunderstood if your correspondent’s first language is not English, he or she may think you are being too familiar.