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The three important requirements of envelope addressing are accuracy, legibility, and good appearance. Examples:
The secretary, Percy Astins&Co. Ltd. 18-22 King’s Avenue RICHMOND Surrey Confidential TW6 1SJ
The secret Percy Astins&Co. Ltd. 18-22 King’s Avenue RICHMOND Surrey
7. Type the name of the town in block capitals and add the name of the county of region. 9. Use the envelopes within the limits of the standard international sizes to help mechanical sorting. 5. Type in double line spacing using either indented or the blocked form of lay out. Begin the first line about half way down the envelope. leaving at least 40 mm of clear space for the post mark. . Type such words as Personal and Confidential in the bottom left hand corner. AVENUE. 6. It more helpful to the Post Office when they are typed in full. meaning “reply please” or "please respond". 8. 2. STREET. Type your correspondent’s name exactly as he uses it himself and be sure to spell it correctly. request for responses Etymology From the French RSVP. 4. RSVP may refer to: RSVP (invitations). Don’t abbreviate such word as ROAD. Add the postcode on a separate line at the end. répondez s'il vous plaît. but it may be omitted from addresses of large and well-known cities and towns. In general the name of county is necessary to facilitate sorting.1. 3.
obliging. and so on depending on the effect you want to produce. Write naturally Say what you want to say with sincerity and make sure that it sounds sincere.Some Rules of Good Writing 1. firm. Be yourself. Instead of Say . being persuasive. 2. Express your own words and in your own way. “put yourself in your reader‟s shoes” and try to imagine how he will feel about what you write. apologetic. The letters you send out must create a good first impression. 3. Adopt a tone suited to the occasion and the purpose of the letter What do I want this letter to do? Then. Think first of the reader and address yourself to his interest. Try to imagine that you are receiving rather than sending the letter and emphasize that You attitude rather that the I or We. To achieve this. express yourself accordingly.
Use no more words than are needed to make your meaning clear. Please tell (or inform) us.I have pleasure in informing you. 6. resist to answer the letter in a polite way. Answer the letters on the day you receive them if you can. but. We do not anticipate any increase in price Please favor us with an early expression of your views I am pleased to tell you (or to say) We do not expect prices to rise. If you do the same thing. Keep your sentence short and avoid the over frequent use of such conjunction as and. Please be good enough to advise us 4. Please let us have your opinion soon. however. Write clearly to the point. consequently. if his suggestions are stupid and his criticisms unfair. write and explain why and say when you will write again. It is the quality that enables us to refuse to perform a favor and in the same time keep a friend. Write courteously and make your letter sound friendly. Instead of Say . Courtesy consists not only in using polite phrases. it means you also lower your dignity. reply with polite manner without giving offence. To refuse a customer‟s request for credit without killing all hope of future business. Even if he sends you a rude or sharp letter. 5. Avoid wordiness. If you cannot answer at that time. Try to understand the correspondent‟s point of view. the effect of which is to make sentences long.
We are sorry we cannot meet your present order immediately. We are writing with reference to The information is needed in connection with We shall be in position to In the course of the next few days He was granted a loan of 50 poundsterling by us Please find out the reason. Avoid commercial jargon Instead of Adverting to your favor Re The writer wishes to acknowledge OR Say Referring to your letter Thank you for your letter We are in receipt of We beg to acknowledge We have received . Payment of their account will be made by Watsons next month 7. About For Able During He granted him a loan of 50 poundsterling Watsons will pay their account next month.Please see that an enquiry is conducted to determine the reason. We express our regret at being unable to fulfill your order on this occasion with our customary promptness.
We have to acknowledge We beg to inform you We beg to thank you Your esteemed favor to hand Your letter to hand Yours to hand We are writing to inform you We thank you We have received your letter The favor of your early reply will oblige I shall be glad to hear from you soon Miscellaneous As per At your earliest convenience Enclosed please find Idem. inst. ult It is within our power It will be our constant aim Of even date Only too pleased to Per according to as soon as you can I (We) enclose name of the month if we can we shall try of today very glad to by . prox.
because .prefer For the reason that ----------------.now Come to a decision -----------------decide Express a preference for ---------.use Prefer the single word to elaborate phrase Will you be good enough to -----. CLEAR and EASILY UNDERSTOOD.ask Require ------------.buy Request ------------.a style that is SIMPLE.please In the near future ------------------. Use simple language Business writing ---------. please tell us consider being dealt with you a.need Terminate -----------. Accomplish ----------. Write effectively.end Utilize ---------------.do Approximately ----------about Communication --------.Please be good enough to advise us Take into consideration Under consideration Your good self 8.a plain style.soon At the present time ----------------.letter Purchase ------------.
MISCELLANEOUS MATTERS IN A BUSINESS LETTER 1. Your ref : Our ref : It can be placed in: The upper left hand corner of the letter. Use concrete words Use concrete words ---.b. in the line with date In the lower left hand corner Examples: Your ref : Dep B/4 Our ref : LW/PB 526 It also can be placed in your letter: . Be consistent Avoid repeating in the same sentence an important word with different meaning. Avoid monotony. 12. Write to a plan 11. Check your letters. d. How do you account for the fact that the account is wrong? (say explain the fact) Please quote your best price for your best quality coal! (say lowest price) c.words that denote material things rather than abstract words 9. REFERENCES Reference numbers and letters enable replies to be linked with earlier correspondence and ensure that they reach the right person or department without delay. 10. Pay special attention to the opening and closing paragraph. Be precise.
Where your correspondent himself had used one (your reply should then carry the same heading) b. of 15th September. There are two cases in which a subject heading should always be used: a. Where correspondence on a subject is considerable. reference ALW/PS. SUBJECT HEADINGS It summarizes the theme of the letter and helps to ensure that the letter is passed without delay to the right person or department. “FOR ATTENTION” HEADINGS These headings are used when it desired to address a letter to a particular member of an organization.Dear Sir Thank you for your letter. The heading is typed immediately below the salutation: Dear Sir Alterations to Warehouse 3. Examples: The Secretary The Ajax Electrical Co Ltd Fernhall Drive REDBRIDGE Essex 1G4 5BN . 2. or likely to become so.
ENCLOSURES The method in using enclosure: a.For the attention of Mr. T Waterhouse Dear Sir 4. Type the word ENCLOSURE with a figure indicating the number of enclosure if there are more than one c. Write the „ENCLOSURE” label to the letter in the top or bottom left hand position b. Type horizontal line on the left hand margin immediately opposite the lines that mention the enclosure. .
As agreed. Rodney Giles Manager. Fred Johnson of your CRM group is to act as the meeting co-ordinator and recording secretary throughout the process. 2005. IL. until noon. As discussed at that meeting. Identify and document strengths weaknesses of the program. 1289 Luxor Station Rd. the first one to be convened here at Inter-Office on August 14. Determine the staff members who will make up the Phase 2 Team. meetings will be held every second Tuesday from 9:00 a.m. Cedar Springs. 34985 Dear Rodney: This is further to our meeting of last week at which we agreed to hold a series of meetings over the next two months to review your experiences with the pilot implementation of the 1to1 Customer Relationship Management Program. the objectives of our review sessions will be to: Review and assess the overall effectiveness of the program. . Propose customer-focused solutions to address areas of weakness.July 20. 2009 Mr. and the location will alternate between our two offices. Customer Support Inter-Office Solutions Inc. Develop an approach and action plan for Phase 2 of the project.
If you have any questions or would like to add anything please give me a call at 745-9878. I trust I have covered all of the points that we discussed. As you requested. a copy of her c. We look forward to seeing you at the August 14th meeting. Marilyn French Senior Consultant Enclosure . Sincerely. at the end of the process.As discussed. Deborah Buxton of Consultek will draft the summary report for review by the steering committee. has been enclosed.v.
2009 Mr. until noon. As you requested. Develop an approach and action plan for Phase 2 of the project. 2005. and the location will alternate between our two offices. Marilyn French Senior Consultant . 1289 Luxor Station Rd. at the end of the process. We look forward to seeing you at the August 14 th meeting.v. the first one to be convened here at Inter-Office on August 14. Cedar Springs. As agreed. As discussed. Fred Johnson of your CRM group is to act as the meeting co-ordinator and recording secretary throughout the process. has been enclosed. Propose customer-focused solutions to address areas of weakness. Sincerely. Deborah Buxton of Consultek will draft the summary report for review by the steering committee. IL. If you have any questions or would like to add anything please give me a call at 745-9878. Customer Support Inter-Office Solutions Inc.July 20. Determine the staff members who will make up the Phase 2 Team. Identify and document strengths weaknesses of the program. As discussed at that meeting.m. meetings will be held every second Tuesday from 9:00 a. the objectives of our review sessions will be to: Review and assess the overall effectiveness of the program. a copy of her c. I trust I have covered all of the points that we discussed. Rodney Giles Manager. 34985 Dear Rodney: This is further to our meeting of last week at which we agreed to hold a series of meetings over the next two months to review your experiences with the pilot implementation of the 1to1 Customer Relationship Management Program.
5. We believe that you will approve our proposal. Please favor us with an early expression of your views. I will be glad to meet you next Monday. I will send our latest catalogue today. Please give us your opinion soon. . Delivery of the goods can be made in three days’ time.EXERCISE: 1. We trust our proposal will meet with your approval. A copy of our latest catalogue is being sent to you today. 4. We believe our proposal will be approved. I can deliver the goods in three days. 3. 2. The writer will be glad to call on you next Monday.
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