cc unit 1, letter layout tc
TRANSCRIPT
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Commercial Correspondence
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COURSE INTRODUCTION
Instructor: NguynMai Hng, M.A.
Faculty of English for Specific Purposes, FTU
Handphone: 0912 726 217
Email:[email protected]
Duration: 13 Jan14 March 2012 Workload: 3 classes/week
Exam date: 16 March 2012
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CoURSE INTRODUCTION
Materials
The Language of BusinessCorrespondence in English
NguynTrngn
Oxford Handbook of CommercialCorrespondenceA. Ashley
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COURSE INTRODUCTION
Areas covered
Letter layout, content and style
Enquiries and replies to enquiries
Quotations /Offers
Orders
Complaints and adjustments
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Commercial CorrespondenceUnit 1
Letter Layout, Content and
Style
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Letter Layout1. Senders address2. References
3. Date
4. Inside address
5. Attention line
6. Salutation
7. Subject title
8. Body of the letter
9. Complimentary close
10. Senders identification11. Enclosures
12. Copies
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1 Senders
address
Usually: top right-
hand corner Less common :
top left-handcorner
No punctuation
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Bredgade 51
DK 1260
Copenhagen KDENMARK
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1 Senders
address
Compuvision Ltd Warwick HouseWarwick StreetForest HillLondon SE23 1JF
Telephone +44 (0) 20 8566 1861
Facsimile +44 (0) 20 8566 1385Email [email protected]
In companys
letterhead
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mailto:[email protected]:[email protected] -
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2 ReferencesBredgade 51
DK 1260Copenhagen K
DENMARK
Your ref. 6 May 20__Our ref. DS/MR
At least one blankline below the
senders address orletterhead
Right-hand side orleft-hand side ofthe page
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2 ReferencesELECTRICAL SUPPLIES LTD
29-31 Broad StreetBirmingham B1 2HE
Tel. 0121-542 6614
DS/MR Can show:
Initials of writer
and PA/secretaryDS/MRor DS/mr
Number of theletter or dept.134/17 orDR 306
The date or theorder number
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3 DateBredgade 51
DK 1260Copenhagen K
DENMARK
Your ref. 6 May 20__Our ref. DS/MR
Date 11 May 20__
At least one blankline below the
senders address orreference
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3 DateELECTRICAL SUPPLIES LTD
29-31 Broad StreetBirmingham B1 2HE
Tel. 0121-542 6614
DS/MR
12 November 20__
Right-hand side orleft-hand side
Always be shown infull:
14 August 20__;or
August 14, 20__
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4 Insideaddress
ELECTRICAL SUPPLIES LTD29-31 Broad StreetBirmingham B1 2HE
Tel. 0121-542 6614
DS/MR
12 November 20__
Mr Gordon WoodG Wood & Sons
36 Castle StreetBristol BS1 2BQ
One to ten blanklines below the
date and alwayson the left-handside
Should be on
separate lines as itwould appear onthe envelope
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4 Inside address
Surname known
Write it as first line of the inside address
Include: Courtesy title: Mr, Mrs, Miss, Ms, Dr, Prof.
The persons full name (or with initials for
given names):Mr John Smith or Mr J.E. Smith
NOT: Mr Smith (without initials or first name)
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4 Inside address
Name not known
If you only know the persons job title, you
can use that in the inside address, e.g.The Sales Manager, or The Finance Director
Alternatively, you can address to a particular
department: The Accounts Department Or you can address to the company itself:
Compuvision Ltd, or Messrs Collier
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5 Attention line
Alternative to the recipients name or job titlein the inside address.
Should be underlined or printed in boldorCAPITALS, e.g.
For the attention of the Sales Manager
ATTENTION: MS TERRY ROBERTS A blank line below the inside address.
Left-hand side or in the middle of the page.
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6 Salutation
Addressing people you do not know their names:
Dear Sir
Dear MadamDear Sir or Madam (or Dear Sir / Madam)
Dear Sirs
(to address a company, not a specific person)
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6 Salutation
Addressing people you know their names:
but do not know them well, use title & surname,
do not include initials or first names:Dear Mr Smith/ Dear Miss Brown
NOT Dear Mr J. SmithorDear Mr John Smith
and you know them well, use just first name:Dear John/ Dear Mary
Note: A comma after the salutation is optional.In American English, a colon is used instead.
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7 Subject title
A blank line below the salutation.
Left-hand side or in the middle
Can begin with or without Re: or Subject: Should be underlined or printed in boldor
CAPITALS
Dear Mrs Marshall
INTERNATIONAL CONFERENCE24 AUGUST 2011
or Re: ORDER NO. 8901/6
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8 Body of the Letter
The actual message of your letter
Leave a line space between paragraphs
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9 Complimentary close
Two most common closes:
Yours faithfully
Yours sincerely
Note: A comma after thecomplimentary close
is optional.
when letter begins:
Dear Sir
Dear SirsDear Madam
Dear Sir or Madam
Dear Mr SmithDear Mrs Bolan
Dear Caroline
Dear Sam
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10 Senders identification
Type name and job title below handwrittensignature.
Can give either your initials or full nameDAVID JENKINS D. JenkinsChairman General Manager
Add a title for a female in brackets beforeor after her name
Lesley Bolan (Mrs) (Ms) B. KaasenSales Manager Director
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10 Senders identification
Job title or department directly beneath name
When signing a letter on behalf of the sender,
write pp or p.p. or for in front of thesenders printed name, e.g.Yours faithfully
Shirley Johnsonpp Edward NathanChairman
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11 Enclosures
A line space below the senders identification Consisting of the word: Enc. or Encl.
followed by a list of the enclosed items, e.g.
Enc. Bill of Lading (3 copies)
Insurance certificate (1 copy)
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Continuationpages Page no. 2
12 November 20__
Mr Gordon Wood
Page number
Date
Name of addressee Leave 3 or 4 blank
lines beforecontinuing
Take at least 3 or 4lines of typing over toa continuation page.
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Letter Layout
Arrangement styles
Full-blocked
Blocked
Semi-blocked
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Structuring the body
4 Point Plan
1. Opening or Introduction
2. Central section (details)
3. Conclusion (Action or Response)
4. Close
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Structuring the body
1. Opening or Introduction(state the reason)
acknowledge previous correspondence
refer to a meeting or contact provide an introduction to the matter being
discussed.
E.g. Thank you for your letter of
Further to our telephone conversation today,
I am interested in holiday No. J/M/3, theSouth Vietnam tour.
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Structuring the body
2. Central section (details)
Give information to the recipient
Request information
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Structuring the body
3. Conclusion (Action or Response)
State the action expected from the recipient
State the action you will take as a result of thedetails provided
E.g.Please let me have full details of the costsinvolved.
If payment is not received within seven days,this matter will be placed in the hands of oursolicitor.
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Structuring the body
4. Close
Usually, a simple one-line closing sentence
E.g.I look forward to meeting you soon.A prompt reply would be appreciated.
Please let me know if you need any furtherinformation.
Incomplete sentences like these should notbe used:
Hopeto hear from you soon.
Lookingforward to hearing from you.32
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Content and Style
1. Remember your ABC
2. Be courteous and considerate
3. Include all relevant details
4. Use active, not passive voice, whenpossible
5. Be consistent
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1 Remember your ABC
Accurate
Check facts carefully (titles, names, dates,
references, prices, measurements) Proofread thoroughly (tenses, spelling,
grammar, punctuation, enclosures)
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1 Remember your ABC
Brief
Keep sentences short and use simple
expressions.Use the second way of expression in thefollowing examples.
o
We would like to ask you to Please
o I have pleasure in informing you I am pleased to tell you
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1 Remember your ABC
Briefo We do not anticipate any increase in prices
We do not expect prices to rise
o I should be grateful if you would be goodenough to advise us Please let me know
o We would like to express our regret at beingunable to fulfill your requirements. We are sorry we cannot meet your
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1 Remember your ABC
Clear
Plan before you start writing. Make sure you
say everything you want to say, and in aclear sequence.
Use simple English.
Avoid formality and familiarity.
Do not use abbreviations that your readermay not understand.
Write numbers in words as well as in figures.37
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2 Be courteous and considerate
Should not be so simple that it becomes rude.
Avoid using short forms like Ill or dont
Understand and respect the recipients point ofview.
If you feel some comments are unfair, be tactfuland try not to cause offence.
Reply promptly to all communications. If youcannot, write a brief note and explain why.
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2 Be courteous and considerate
Instead of
We cannot do anythingabout your problem.
Your televisions guaranteeis up, so you will have topay for it to be fixed.
youll get your money back
prices have gone throughthe roof
Write
Unfortunately we are unable tohelp you on this occasion.
Your televisions guarantee hasended, so unfortunately you mustbear the cost of any repairs.
the loan will be repaid
prices have increased rapidly
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3 Include all relevant details
Instead of
My flight arrives at 3.30on Wednesday.
Our Sales Manager willcontact you soon.
Write
My flight BA121 from LondonHeathrow should arrive atSingapore Changi Airport at1530 on Wednesday 12 June.
Mr John Matthews, our SalesManager, will contact yousoon.
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4 Use active, not passive voice
Active voice: more personal, natural andfocused: more interesting and clearer.
Passive voice: creates a distance
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4 Use active, not passive voice
Instead of
Arrangements have beenmade for a repeat order tobe despatched to youimmediately.
The cause of the complaint
has been investigated.
Sales of the X101 haveexceeded all expectations.
Write
I have arranged for arepeat order to be sent toyou today.
I have looked into this
matter.
X101 sales have gone skyhigh.
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4 Use active, not passive voice
Passive voice, however, would be moreappropriate in some occasions as follows.
Giving extra emphasis to a particularlyimportant noun.
Instead of:All the leading hotels in Singapore
recommend our service.Say: Our restaurant has been recommended by
all the leading hotels in Singapore.
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4 Use active, not passive voice
Passive voice, however, would be moreappropriate in some occasions as follows.
Placing focus on the action not the actor.
The noise was heard all over the island.
When you want to hide something or tact is
important.
An unfortunate mistake was made.
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5 Be consistent
In layout
In style
In details
Instead of: I confirm my reservation of a singleroom on 16/7 and a double room on 17 Oct.
Write: I confirm my reservation of a singleroom on 16 July and a double room on 17October.