UNIT 1.

BUSINESS CORRESPONDENCE

Activity 1. Answer the following questions about the text.

a. Where can business letters be sent?
They can be sent externally and internally; to companies or businesspeople.
b. Why can written documents be preferred to other forms of communication?
These documents can serve as contracts. They can make a formal impression or
even they may be required legally.
Additional answer: Because you want to stand out from the flood of electronic
messages. (not in the text but it can be added as a comment).
c. What is the general purpose of a business letter?
To inform readers of specific information.
d. Can business letters have other purposes?
Yes, they can. They can persuade, propose or advertise.
e. Among the three steps to write a message, which one you consider the most important
and why?
(Free answer)
f. Name the 5 C principles.
Conciseness, Correctness, Courtesy, Clarity, and Completeness
g. How do you express persuasion in a business letter?
Planning according to the reader’s reaction; writing with the ‘you’ attitude;
adjusting the language to the reader; and writing positively and with
confidence.

Activity 2. Find out words in the text that could explain the following words or
expressions. The numbers correspond to the paragraphs in the text.
a. Calculate the cost, value, size estimate
b. Day which is not a Sunday or a holiday workday
c. A document produced on paper (a) printed (document)
d. State of being recorded or preserved in writing, as evidence on record
e. Make a message ready to be published by correcting the mistakes and making other
changes edit (comment: ‘proofread’ is just marking the mistakes)

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f. Whatever, without considering regardless of
g. Polite, especially in a formal way courteous
h. Successfully done accomplished

Activity 3. Use words from the text to complete the following sentences. Notice the
first letter has been provided.
a. I would like to emphasize the importance of this technique.
b. When he speaks to me, he always gets to the point as soon as he can.
c. Our company has been doing business with SET Ltd. for ten years, now we rely on
them.
d. Everyone needs a few guidelines when they start a new job.

Activity 4. Include the following parts of a letter in their right place.

RIWON CLOSETS
123 SE Lancaster Blvd
Tigard, OR 97225
U.S.A.

J. Right
President
JR Construction Our ref.: WS/cg
238 NW Turner Blvd
Tigard, OR 97225
U.S.A.
August 29, 2020

Dear Ms Right,

Are you having trouble organizing your tools into your existing closets? If your company
is like most companies your employees may have trouble finding the right tool when you
need it. This is why it is important to have an organized closet system.

At Riwon Closets we have the skills and experience to help you with your closet needs.
May we stop by and offer you a FREE estimate at how much it would cost you to rebuild
your closets? If so, give us a call at 555-1212 and set up an appointment with one of our
friendly operators. We enclose a catalogue showing some samples of our work.

Yours sincerely,
Will Stevens
Will Stevens
President 2

Enc. (1)
Activity 5. Answer the following questions.
a. What kind of document is an e-mail, formal or informal?
It tends to be less formal than other documents, such as letters, memos or fax
messages, but the style depends on the message itself or the audience, among
others.
b. As the e-mail message is a quick system of communication, do you need to pay
attention to the way you write it?
Yes, you do.
c. Which are the two main aspects to consider when deciding how formal an e-mail should
be?
Audience and purpose.
d. What is important about the subject line?
It helps the reader identify the topic, it tells the reader what information to expect
in the message.
e. How should you start and finish your e-mail messages?
Adding a greeting and a closing and your (electronic) signature at the end.
f. Try to find more examples (at least a couple) of emoticons and abbreviations. In which
situations do you think you can use them?
Smileys Abbreviations
:-X.......My lips are sealed CUL.......See you later
0:-).......I'm an angel F2F.......Face-to-face
}:->.......I'm a devil GMTA.......Great minds think alike
*<+:-).......I'm Santa Claus OIC.......Oh, I see
=:-).......I'm a punk rocker OTOH.......On the other hand
:-))).......I'm overweight TOL.......Tons of love

Activity 6. Find out in the previous text words that match the following definitions.
a. Considered carefully, conscientiously Thoughtfully
b. Standard, generally accepted Conventional
c. Carried out without delay, quickly Promptly
d. Included, attached, inserted into the same message Enclosed

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 e. Using as few words as possible Concisely
f. Send a document, propose Submit
g. Lean, incline Tilt

Activity 7. Fill in the gaps of the following e-mail.

     
Send Cut Copy Paste Undo Attach
 To: (1) norman_flint@deutel.de
 From: (2) yugo.r@ykoe.es
Subject: Confirmation visit to Spain

CC:
BCC:
Attachment:
 
-
Arial 10 N K S
---------- ------- ------- ----------
-------- ---------- ---------- ----------
------- ------- ------- ----------

Dear Norman,

This is just to confirm (3) you that I have booked (4) 3 single rooms for Tuesday 22 nd and
Wednesday 23rd June at the hotel Startlight, as you suggested.

The price (5) confirmed was 60 euros per room, and they also know you will arrive late at
the hotel. The reservation is under the name DüsselTiles Ltd.

As for the visits to the factories, I can confirm all of them, so that we will have a lot of work
to do when you come.

Remember that I need (6) to receive the details of your arrival flight (7) at Valencia airport
so that I can pick (8) you up and drive (9) you to the hotel.

Please confirm you agree (10) with all this ASAP.

Best regards,

Rodrigo Yugo
Activity 8. Say which type of business letter you would write in the following
situations.
a. Your company has run out of ink, one of the components of your product. Order
letter
b. You have seen a job in a newspaper advertisement that suits your qualifications.

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 Application letter
c. You have seen MYERS catalogue of bicycles and you may be interested in some of
their products, but you need to know more about them. Inquiry letter
d. RUBBER’S last delivery of goods has arrived two weeks later than agreed and only
half of the units have been received. Claim letter

Activity 9. Match the sentences below with the steps presented above. Some steps
may be matched with more than one sentence.
a. 5 b. 4 c. 6 d. 4/3 e. 1

f. 3 g.2 h. 4 i. 4 j. 3

Avda. Quevedo, 30
48013 Soria, España
e-mail: sl_inquiry@solana.es
Blarney Woolen Mills Our ref.: AA/mn
web: www.solo_lanasa.es
Blarney Woolen Mills Our ref.: AA/mn
21/22 Nassau Str.
21/22 Nassau Str.
Dublin 2
Dublin 2
Ireland
Ireland
15 September 2020
15 September 2020
Dear Sirs,
Dear Sirs,
We have seen/read (1) your advertisement in (2) this month’s edition/issue (3) of
We have seen/read (1) your advertisement in (2) this month’s edition/issue (3) of
‘Visitor’ magazine.
‘Visitor’ magazine.
We are a retail company which (4) specialises in (5) woolen goods and clothing. We
We are a retail company which (4) specialises in (5) woolen goods and clothing. We
have heard (6) about the high quality of (7) Irish wool and your products (8) seem
have heard (6) about the high quality of (7) Irish wool and your products (8) seem
to suit our (9) needs.
to suit our (9) needs.
We would therefore appreciate (10) it if you could/ would (11) send us your
We would therefore appreciate (10) it if you could/ would (11) send us your
latest/current (12) catalogues and price lists.
Activity
latest/current
10. Complete
(12) catalogues
the following
and letter.
price lists.
We look forward to hearing (13) from you.
We look forward to hearing (13) from you.
Yours faithfully (14),
Yours faithfully (14),
A. Albert
A. Albert
Angeles Albert
Angeles Albert
Director
Director 5
Activity 11. Find out words in the previous letter for the following definitions.
a. Public announcement with the objective of selling a product: advertisement
b. Business that sells goods to the general public: retail company
c. Products made of the soft hair of sheep or other animals: woolen goods
d. Satisfy, meet the needs: suit our needs
e. Think about something that will happen in the future (usually with pleasure): look
forward to

Activity 12. Match the sentences below with the steps proposed above.

a. 4/2 b. 5/2 c. 1 d. 6

e. 4/2 f. 3 g. 4/3 h. 5/6

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Activity 13. Write a reply to the letter in exercise 10 using the following sentences
in the right place, and complete it with the missing information.

Blarney Woolen Mills

21/22 Nassau Str.
Dublin 2
Ireland
Ms. A. Albert Your ref.:
AA/mn
Director Our ref.: TM/xx
Sólo Lana
Avda. Quevedo, 30
48013 Soria
España
28 September 2020

Dear Ms. Albert,

Thank you for your letter of 15 September inquiring about our woolen goods and
clothing. We have pleasure in enclosing our latest brochures and price list. Our
prices do not include insurance and delivery. Please note that we offer a 10%
discount on bulk orders.

If you wish we can send a sample of some of our products. If you would like any
further information, please do not hesitate to contact us.

Yours sincerely,

Thomas Bloomfield
Thomas Bloomfield
Sales Manager
Communicative Situation 1
Free answer

Communicative Situation 2
Free answer

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Communicative Situation 3
Free Answer

Communicative Situation 4
Free Answer