Business writings

A- INVITATION LETTERS / EMAILS

When writing invitation letters or emails, you should include the following;
• Introduce yourself and mention the purpose of your email or letter.
• Mention the reason for the event. Give details about the venue ( place where the
event is taking place), the date and time when the event is going to be held, and
the event’s agenda
• Request for a reply ( ask the person to either accept or decline the invitation
within a reasonable deadline)
• End your email/ letter in catchy phrases to show that you appreciate his/ her
presence.
Practice: you are Amal Fadili (Afadili@gmail.com), the Human Resources Manager at
Microdata.Ltd. Write an email to Amine karam, expert on skills development at the
workplace( karam_34@gmail.com) to invite him to a conference to give tips to your
employees on how to develop soft skills.

From : Afadili@gmail.com
To: karam_34@gmail.com
Subject: invitation to a conference

Dear Mr.karam,
On behalf of Microdata Ltd, I would like to invite you to a conference on soft
skills development at the workplace.
The event is going to be held in the company’s conference room on April 18,
2021 at 9 am. The purpose of the conference is to give tips to our employees
on the importance of the soft skills and how to develop them at the
workplace. You will find enclosed an agenda of the event.
I would like to inform you that drinks and cookies will be provided and lunch
will be served in the honor of the guests.
Your presence is highly important and it would be a pleasure to count you
among our attendees. I would appreciate that you confirm your presence
before April 5, 2021.
I look forward to hearing from you. Please feel free to contact me for any
additional information.
Sincerely yours,
Amal Fadili
Human Resources Manager

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B- Applying for a training (internship)

To write an internship cover letter or email, you should include the

following:
• Introduce yourself and mention the reason why you are writing the letter/
email
• Provide information about your educational background and skills (details
are provided in the resume/cv)
• Describe what you will gain from the internship.

Practice
Sigma consulting is hosting Bts trainees
Requirements:
• knowledge of the basic computer skills
• having attended accountancy, marketing and management courses
• knowledge of French and English is compulsory

you are a Bts student, write an email to Batoul Kadiri, the human resources manager of
Sigma consulting( batoulk@gmail.com) to apply for a training from May 10 TH to JUNE
5TH 2021.

From : ……………..@............... .com

To : batoulk@gmail.com
Subject: applying for a traning

Dear Mrs. Kadiri,

I am writing to apply for a training in your company from May 10TH to JUNE 5TH
2021 as advertised on your website.
I am a Bts student majoring in management and accountancy. My coursework
has supplied me with numerous skills on management, marketing and
accountancy. I am also knowledgeable about the basic computer skills such as
Word, Excel, PowerPoint and Outlook. As far as languages are concerned, I am a
fluent speaker of French and I am quite good at English.
A training in your company will allow me to put into practice the theoretical
courses I had. It will also enable me to gain experience on the skills needed in the
workplace. I consider myself a dynamic person willing to learn and meet new
challenges, and I believe I can make a good contribution to your company.
You will find enclosed my resume for more details on my skills and educational
background. You can contact me by email on ……@.............. or by phone on
phone on 06……… for any additional information.
Thank you for considering my application.
Yours sincerely,
Name
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C- Applying for a job/ a vacancy

To write a job application, you should:

• Mention the job you are applying for and where you saw the job listing.
• List down the qualifications that you have (they should match the job requirements).
Include your resume as well.
• Thank the employer for considering your application; you can also offer follow-up
information.
• Sign off your email with a polite close, such as "Sincerely," followed by your name.

Useful expressions for writing an application letter/email

1. Reason for writing:

I am writing to apply for the position/post of ...

I am writing to apply for the job you advertised in ...

I am writing in connection with the job advertisement in ...

2. Education/Qualifications:

I graduated from ... in ...

In secondary school I majored in ... (Management/ computer systems….)

I hold a certificate/degree in ...

I have been working as ...

I am currrently (a student/employed) at ...

I have completed the following courses ...

I will graduate this year with ...(a Bachelor of Arts/….)

3. Work experience:

I have experience ……… ...

As my references show ...

I feel I have the necessary qualities for this job because ...

I am ... (ex. - friendly and hard-working-).

I am a motivated professional with a variety of skills and experience.

I would also like to add ...

4. Closing the letter:

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I would be happy to attend an interview at any time convenient to you.

I am available for the interview ...

Please contact me if you have any queries by phone at ……or by email

on…………

If you have any questions, you can reach me at ...

I enclose a ... (CV/my references).

I look forward to meeting you /hearing from you soon.

Thank you for reviewing my letter and my enclosed CV.

Yours faithfully/Yours sincerely,Letter content (example)

Sender’s address

Date

Recipient’s address

Dear (recipient name),

I am writing to apply for the position of…….. as advertised on………..

I am currently……………… I graduated from……….and I believe I have the

necessary skills and characteristics needed for the position. I am (list down the
various positive qualities/skills that you have here).

Working in your prestigious company would be a great boost to my career. It would

enable me to………………… I believe I have the necessary qualities to make a good
contribution to your organization.

Please find attached my resume to further support my application.

I look forward to hearing from you. You can reach me by phone on………….. or via
email on……………for any further information.

Thank you for your consideration.

Sincerely,

Name

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D- PLACING AN ORDER
To place an order you need to mention the following:

• Information about the items you would like to order ( reference, quantity.
Color…)
• Time of delivery, payment mode ( cash on delivery, cheque, money transfer….)

Practice

You are Zouhir Hilali, the CEO at top star company (hilaliz@yahoo.fr). Write an email to
Salma Abid, the sales manager of high Class Equipment (abid@gmail.com) to order
the following: 20 desks and armchairs, 20 desk lamps, 15 laptops, 15 printers.
Tell her that you will pay cash upon receipt
Ask for date of delivery, after sales services, etc…
From: hilaliz@yahoo.fr
To: abid@gmail.com
Subject: placing an order

Dear Mrs.abid

On behalf of Top Star Company, I would like to place an order of the following items
as displayed in your latest catalogue.

• 20 black desks and armchairs ref: L205

• 20 desk lamps ref: p103
• 15 laptops ref: HP 233
• 15 printers ref: K100

I would like to inform you that we will pay cash upon delivery as we usually do.
Please, I would appreciate that you inform me via email about the date of delivery
and the after sales services you offer.

Thank you for your kind and prompt services.

Yours sincerely,
Zouhir Hilali
CEO at Top Star Company

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E- Complaining about an order
To complain about an order (faulty, damaged items, late delivery….) you need
to mention the following:
• Information about the order ( reference, date of placing the order…)
• Details about the problems (faulty characteristics, late delivery,
damaged items, wrong number…)
• Suggest ways in which you would like the problem to be settled
(replacement, refund, discount…)

Practice

You are Rachid Amrani the CEO of ITF Corp. write a email to David Woods (
woods@gmail.com) manager at Netcom to complain about the following:
- Delay of delivery
- Damaged items
- Wrong quantity of the products delivered
Ask for:
- replacement or refund
- Free of charge delivery

From:amrani@yahoo.com
To: woods@gmail.com
Subject: complaining about an order

Dear Mr.Woods,

On February 13th , 2021, we placed an order of 15 Xeroxing machines

which we received on February 27 th.

We regret to bring to your notice that you dispatched the items 5 days later
than agreed. Moreover, we received 10 machines instead of 15, three of
which were partially damaged.

Please, I would appreciate that you offer either a replacement or a refund.

In case you opt for a replacement, we would like to get a free of charge
delivery of the products within the four coming days.

You are our main supplier and we believe you will remedy to the problem
soon.

Sincerely yours,
Rachid Amrani

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F- responding to business complaints

To respond to business complaints you should:

• Acknowledge the specific problem highlighted in the complaint.
• If they make several points, respond to each one in turn.
• Apologize sincerely for any mistakes you or your organization has made.
• Explain what you have done (or will do) to address the problem.
• Offer compensation (if applicable).
• Set out any precautions you will take to prevent similar problems arising.
Practice
YOU ARE Mehdi Ziadi, the sales manager at dreamstore, 67 Boulevard Nakhil ,
oujda. You received a letter dated 8 th March, 2015 from Saida Fernan, 43 rue
oasis, Berrchid, complaining about the damage caused during transport and
the late delivery. Write a letter to answer her including the following:
Mention reference/ apologise for the problem/ suggest a refund or
replacement/interesting discounts for future orders/immediate and free of
chardge delivery/ finish your letter with a thanking end.

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Mehdi Ziadi
67 Boulevard Nakhil
Oujda

8th march, 2015

Saida Fernan
43 rue oasis, Berrchid

Dear Mrs. Fernan,

Thank you for bringing to our notice the problems you encountered with your
order ref: 130b9. We take full responsibility and we sincerely apologise for the
inconvenience this might have caused.
We will be glad to offer either a replacement or a refund. In case you opt for a
replacement, you will get a free of charge delivery of your items immediately.
We are dedicated to providing the best services to our customers and we will
make sure these kinds of problems never happen again. We also promise to
offer interesting discounts on your future orders.
We sincerely thank you for your understanding and we apologise once again
for the damage we caused.
Sincerely yours,
Mehdi Ziadi

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G- Memorandum

A memo is a form of communication within a company. It includes the following information:

• State the reason why you are writing the memo.

• Give details about the subject of the memo
• End your memo by summarizing the main ideas of the memo/ giving
recommendations/ talking about actions or measures to take…etc.
Practice You are Fatima Chami, personnel manager at Microelectonics Ltd. Write a memo
to all employees concerning some problems and actions to take.
▪ Absenteeism.
▪ Employees arriving late.
▪ Warn them about possible dismissals.
▪ Urge them to respect the company’s regulations

Memorandum

To: all employees

From: Fatima Chami
Date: April 7, 2021
Subject: problems at work and actions to take

I am writing to tell you about some problems we have at the workplace and the
actions we decided to take to remedy to them.

I regret to bring to your notice that some employees get absent for no obvious
reasons, and others frequently arrive late to work. This certainly affects the
company’s productivity and reputation. It also influences our personnel’ motivation.
I deeply regret that the company might resort to dismissing employees who refuse
to abide by the rules.

Please, you are all invited to respect the company’s regulations and I highly
appreciate your dedication to maintain the company’s high standards.

Thank you for your cooperation

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 H- Writing a fax

A fax cover page should include the following information:

• The company name, address, phone number and email

• The receiver’s name and fax number
• The sender’s name and fax number
• The date
• The number of pages
• The subject
• The message

(No complimentary ending is needed)

Practice

You are Adil Mourih, the CEO of Atlanta travels. Write a fax to the advertising manager
of the company to inform him that his advertising plan has been approved by the
shareholders and that he can launch it on the company’s website on april 25 th, 2021.
Inform him that the company’ catalogue should be printed and sent to different travel
agencies as soon as possible.

FAX COVER PAGE

Atlanta Travels
18 rue les roches, Casablanca
022 1371220
Atlantatravels@gmail.fr

To : Ali Wassit, Advertising manager

02213691542

From: Adil Mourih, CEO OF Atlanta Travels

02213896547

Date: March 20th, 2021

Pages :1

Subject: Advertising plan approved

Congratulations! The advertising plan has been approved by the shareholders. You can
launch it on the company’s website on April 25, 2021.
Please, make sure to print the company’s latest catalogue and send it to different travel
agencies as soon as possible.

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