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GETTING IN TOUCH

Business Correspondence

Business Letter - Layout Components and Text Modules

Letterhead / Sender's AddressDate

1 July 2002Dr Thomas Miller

Recipient's Name

Chief Executing Officer

Recipient's Job Title

WestLife Consultants

Recipient's Address

411 East Main StreetMilton Keynes, ON L3B 3X6UKDear Dr. Miller,

Greeting / Salutation

RE: Library Services

Subject Heading / LineBody of Letter / Text body:Introduction

Thanking you for your letter of 28 May 2002 I am happy to let youhave an up-to-date leaflet of our library conditions and serviceswhich you will find enclosed.

Development

It contains details on the opening hours as well as serviceregulations with respect to lending services to non-universitycustomers.Coming back to your search query I also attach an informationrequest form for you to fill in. Please make sure that all detailsmarked with an asterisk are completed, since this information isthe basis for our search specialists to return quality information.Should you have Internet access at home you might prefer usingthe respective online form which is available via the Reference link

Can I help you? Cologne, 1 July 2002

Nannette Heyder, 2002

GETTING IN TOUCH

Business Correspondence

on our homepage. Our Reference Department will then performthe literature search on your behalf.

Conclusion

I you have further questions please do not hesitate to get back tome.Looking forward to your reply.

Complimentary Close

Yours sincerely

Signature LineWriter's Name / Sender's Name

Ms. Ypsilon

Enclosure Notation

Enclosure(s) / ENC(S)

Copy Notation

cc to Head of Reference Services

Practice: Group work - Following the standard components of a businessletter, please invent a positive/negative response addressed to a student who is interested in using the library facilities during his 6 months studies abroad. Feel free to make your choice from the list of text modules provided below and overleaf. Practice : Group work - Below and overleaf you will find a list of letter components as well as a collection of related formulations. You will of course realise that the whole table is in disorder. Can you please help torebuild the correct connections/relations?.

Can I help you? Cologne, 1 July 2002

Nannette Heyder, 2002

GETTING IN TOUCH

Business Correspondence

Dear Sir,Dear Madam,Dear Director,Dear Joe,Dear Mr X, /Ms Y,Dear Dr./Professor Smith,

Greeting Line, salutation

Confirmation of ...Request to (/for) ...Your email of...Our (/Your) telephone conversation of ...(with Mr/s X...)Your telephone enquiry regarding ...Enquiry regarding ...Your enquiryFYI (no reply expected)URGENT (to be followed by actualsubject)REQ (for, to be followed by request itrelates to)

Subject Line / Heading

Thank you for your letter of …Referring to your letter of …Thank you for your letter which waspassed on to me by a colleague.It was nice talking to you over the phone.It was nice meeting you the week before.Thank you for your recent email whichhas been referred to me by a colleague.

Introduction

I am writing to …We are writing to …This (letter/mail) is to …… enquire about…. confirm ..…..apologise for …..notify you of

Development - Text modules

I would be grateful if you could…Could you possibly ….Could you please kindly …

Asking, requesting something

I would be delighted to …We would be delighted toI am happy to …We are happy to …

Responding in a positive way,accepting

Unfortunately, …I am afraid that ….

Negative reply, refusal

Can I help you? Cologne, 1 July 2002

Nannette Heyder, 2002