BUSINESS CORRESPONDENCE (Anh văn thư tín thương mại)

*What is Business Correspondence?

- Is a form of written communication used for business purposes.
- Is written in formal language.

- Can be letters, emails, memos, or faxes, usually made between organizations, within the
organization, or between clients and the organization.
*Business letter
- They are the most formal method of communication following specific formats.
- They are addressed to a particular person or organization.

4 considerations of a business letter

- Subject
- Audience
- Purpose
- Style/Organization
Style-7 “C”
1. Conversational (use language that is friendly, easy to be understood)
2. Clarity (be clear about your goal or message)
3. Concise (you stick to the point and keep it brief)
4. Complete (audience has everything they need to be informed)
5. Concrete (your audience has a clear picture of what you’re telling them)
6. Constructive (your letter are useful, intended to help)
7. Correct (error-free communication-using correct grammar, language, data, etc)
Parts of a business letter
1. Letterhead or Heading (return address/sender’s address)
- Is usually printed
- Contain sender’s name, title, company name, address, postal code, fax/email, phone number,
…
- Can be placed in the top right hand corner, in the top middle, or in the top left hand corner.
2. Date
- US: Month/date/year
- UK: Date/Month/year
3. File number (optional)
- Refer to the previous letters which are related to the current letter
- Abbreviation: Re/Ref
4. Confidential (optional)
- Type words PRIVATE AND CONFIDENTIAL on the left-hand side just above the
Recipient’s Address in capital fonts as written above.
- This means that the letter should be opened and read only by the addressee.
5. Inside address (recipient’s address)
- Contain recipient’s name, title, company name, address, postal code, phien number, fax,
email,..
- Is placed in the left hand side below the sender’s address and the date.
6. Attention line (optional)
- Direct a letter to a particular person or title, department in an organization we can use attention
line
- Attention:/Attn:/For the attention of…
7. Salutation
UK US
Not know the Dear Sir,/. Dear Sir:
name Dear Madam. ………….
Dear Sir or Madam (Sir/Madam) Gentlemen: (to the whole
Dear Sirs (to the whole department/company)
department/company)

Know the name Dear Mr/Mrs/Mss/Ms + surname Dear Mr/Mrs/Miss/Ms + surname

Dear +first name (less formal) if you Dear + first name (less formal) if
know the personal well you know the person well
*Dear Marketing Director,/Dear Marketing Department,…
8. Subject line (optional)
- Tell the reader about the subject of the letter. It’s usually between the salutation and the body.
- It should be short and specific.
9. Body of the letter
Contains the message, usually organized into three parts:
- An opening that states why you are writing
- A middle that gives readers the details they need
- A closing that focuses on what should happen next and thank the reader
10. Complimentary close
Salutation Complimentary close
Dear Sir./Dear Sir, Dear Madam, Dear Sir/Madam Your faithfully,/Faithfully yours. *
Dear Mr/Mrs + surname Your sincerely/Sincerely yours
- Less formal letter: Best wishes, regards/Best regards,…
*In US, “Your truly” or “Truly yours” are preffered
11. Signature
- Include the signature and followed with the name, position/ job title or company’s name
12. Added information (optional)
- If needed, this consists of the sender’s initials in capital letters followed by the typist’s initials in
small letters.
- You may also find the abbreviations “Enc” or “Encl” for enclosure and “cc” (carbin copy) for
copies sent, followed by names of persons receiving the copies.
13. Postscript (optional)
- A Postscript (P.S) means “written after”
- It accommodates an afterthought when you have already finished your letter, and don’t want to
retype or rewrite the whole letter again.
P.S: You can find additional information attached to this letter
14. Mailing instruction (optional)
 Use these to give the reader dealines or pertinents (correct) dealines or pertinent (correct
information on mailing a reply.
Explanation
- P.p means per pro/ for and for behalf of: used by personal assistants when signing letters on
behalf of their managers.
Format of a business letter: is the way it is organized and arranged
1. Block (Format)
- Also known as FULL BLOCK FORMAT
- Most commonly used
+ Block format features all elements of the letter aligned to the left margin of the page.
+ Paragraphs are separated by a line space
+ Paragraphs are not indented
2. Modified Block (Format)
Quite commonly used:
- In the modified block style the return address, date, complimentary closing and the signature
line are slightly to the right of the center of the paper are indented to the same position.
- Paragraphs are not indented.
- Paragraphs are separated by a line space.
3. Modified Semi-Block (Format)
Commonly used
- In the modified semi block style All elements are left-aligned, except for the return address,
date, complimentary closing and the signature line, which are slightly to the right of the center
of the paper and are indented in the same position.
- The beginning of each paragraph, which is indented
- Paragraphs are separated by a line space
4. Simplified (Format)
Rarely used:
- Like the block format the simplified format left-justifies every line except for the company logo
or letterhead
- Paragraphs are not indented
- Paragraphs are separated by a double line space
- There are no salutation and complimentary close
5. Hanging Indented
VERY rarely used:
- The first line of the paragraph begins at the left-hand margin. And the other lines of the same
paragraph are indented.
- Date complimentary close and the signature line are slightly to the right of the center of the
paper.
6. Memo (Format)
- A memorandum or “memo” is a written message used for internal communication in a business
organization.
-
RESUME & COVER LETTER
Similarities
 - CV and Resume are an overview of your accomplishments, and skills.
- They are used to get you an interview from the recruiter and make you the ideal candidate for
the vacancy.
Difference:
Resume CV
Content Provide a short summary of work Provide detailed information about
experience & skills relevant to the the whole course of career
job opening
Purpose Applying for common jobs Applying for academic positions
Length Usually 1-2 pages Multiple pages

Resume format
1. Name & Contact information
2. Career Objective
3. Work Experience
4. Education
5. Skills
6. Additonal sections (certificates/Awards/Courses/Languages/Personal interests)
7. References available upon request
How to write a successful Resume:
1. Choose a right resume format for your needs
2. Decide which information should be included according to the job required
3. Proofread the resume when it is done
*FORMAT OF A COVER LETTER
Body of a cover letter:
+ First paragraph: begin by stating the job for which you are applying.
+ Middle paragraph: in a paragraph or two, explain why you are interested in the job and why
you make an excellent candidate for the position. Mention your qualifications and skills that
match their requirements.
+ Final paragraph: conclude your letter of application by thanking the employer for
considering you for the post and state you would like to interview and discuss employment
opportunities.
Common language
1. Opening
- Be advertised:
+ I would like to apply for the post of Programmer advertised in this month’s edition of
Computers
+ I am writing concerning your advertisement in the Guardian of 12 May for a bilingual
secretary to work in your Export Department.
+ I am answering your advertisement for the post of bank trainee, which appeared in yesterday’s
Times.
- Not be advertised:
 + I am writing to ask if you might have a vacancy in your … department for a salesperson/an
accounts clerk.
- Be recommended:
+ I was recommended by …., who is currently working in your company/ who has had a
long association with your company, to contact you concerning a possible post in your….
Department.
2. Focus
- As you can see from the resume, I graduated from…, where I gained a good bachelor degree
in…
- I am … years old, and have recently graduated from … with a degree in..
- I am currently working for…, where I am employed as a … in the… Department
- During my employment with …, my work was specifically concerned with..
- During my time at…., I was responsible for…
- In my present position as…., I deal with….
- I worked for…. (3 months) at … where I gained experience in…
- I have a good command of…
- I am proficient in using basic office applications, including MS Office.
- I am friendly and professional/reliable/trusthworthy/hard-working responsible and have the
ability to communicate well with both staff and customers
- I am willing to learn and do what takes to get a job done well even under pressure or on far
mission.
- This opportunity is an excellent match to my qualificatiosn and experience.
- I believe that my experience, traning and language skills would prove useful to your
organization.
Writing a Cover Letter tips:
-Read the job advertisement carefully to identify the qualifications/ skills required for the
position.
-See whether your qualifications/ skills match the job requirements
Remember to just include the skills needed for the job and try to show that you are a good

*LETTER OF INQUIRY/ENQUIRY
Main Content
1. Definition
2. Common Format
3. Useful Language
4. Special Terms
5. Practice
Inquiry letter (also Enquiry)
What is it?
An inquiry letter is written to ask for specific or detailed information on a product or a service.
Common format of an enquiry letter
- Opening paragraph
+ Tell who you are or what sort of firm you are OR
+ How you heard about the firm you are writing to AND
+ Why you are writing (to ask information about a product or service)
-Focus paragraph
+ List specific information you need in the form of questions or a list od specific items (samples,
estimate, catalogues, discounts,..)
-Closing paragraph
+ Usually conclude the letter by thanking the recipient, promising the possibility of substantial
orders or futher business, or expressing a desire for a quick response.
Useful language
-Opening paragraph
Tell your supplier what sort of organization you are.
+ We are a co-operative wholesale society based in Zurich.
+ Our company is a subsidiary of Universal Business Machines and we specialize in…
+ We are one of the main producers of industrial chemicals in Germany, and we are interested in…
How did you hear about the company?
+ We were given your name by the Hoteliers’Association in Paris.
+ You were recommended to us by Mr John King, of Lawson & Davies, Merchant Bankers
+ We were advised by Spett.Marco Gennovisa of Milan that you are interested in supplying…
+ The British Consulate in Madrid has told us that you are looking for an agent in Spain to
represent you.
Other references
- We are interested in … you advertised in … of last week’s issue.
- Your advertisement in … has become to our attention
- I am replying to your advertisement in … I would like to know more about..
- We were impressed by the … that were displayed on your stand at this year’s.. .Exhibition.
Focus paragraph
Here are some suggestions used in polite requests:
Could you possibly…
If it isn’t too much trouble…
May I ask you to…
I would appreciate it if you would/could…
If possible, would/could you…
Would/Could you please…
I would be grateful if you would/could…
If you have the time….
Would/Could you possibly…
Would it be possible to…?
Please send us…
I would like to know…
Examples
- Please would you send me an up-to-date price list for your building materials.
- I am planning to come and study in London next autumn and would be grateful if you could send
me a prospectus and details of your fees. I am particularly interested in courses in computing.
- Could you please send your current catalogue and price list for exhibition stands? We are
particularly interested in stands suitable for displaying furniture.
- We would also appreciate it if you could send some samples of the material so that we can
examine the texture and quality
- I would like to discuss the problem of maintenance before deciding which model to install in my
factory. Therefore I would be grateful if you could arrange for one of your representatives to call
in me within the next two weeks.
- Please send me a prospectus, details of your fees, and information about accommodation in
London for the period July to December. If possible, I would like to stay with an English family.

Closing paragraph
Thank you for your attention. We hope to hear from you in the near future. We would be grateful
for an early reply.
Finally, we would like to point out that delivery before Christmas is essential and hope that you
can offer us that guarantee.
If the product is satisfactory, we will place further orders with you in the future.
If the prices quoted are competitive, and the quality up to standard, we will order on a regular basis
+ We hope to hear from you shortly (in the near future)
+ We would appreciate/would be grateful for/a prompt/early answer/reply
Special terms
Types of Discount/Concession
- Trade discount
- Cash discount
- Quantity discount
- Loyalty discount
- We usually deal on a 30% trade discount basic with an additional quantity discount for orders
over 1,000 units
- Could you let us know if you allow cash discounts?
- As we intend to place a substantial order, we would like to know what quantity discounts you
allow?