CHAPTER 1: THE STYLE AND STRUCTURE OF A BUSINESS LETTER

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I.#THE#BASIC#FORM#OF#A#BUSINESS#LETTER#
RELIANCE#HOLDING#FINANCE#GROUP#
88#Martin#Lane#London#EC2V#68H#United#Kingdom#
Telephone#and#Fax:#01#–#588#–#3782#
"
TOCONTAP"SAIGON" Your"ref:"LE/Inq.123"
125"Nguyen"Hue"Street" Our"ref:"SC/RP"
District"1"
Hochiminh"city"
Vietnam" 14"November"20"–"
Attention:"Mr."Nguyen"Hong,"Director"
"
Dear"Sirs"
Re:"UpRtoRdate"list"of"addresses"
We"thank"you"very"much"for"your"letter"of"11"November"20RR,"asking"for"an"upRtoRdate"list"of"addresses"
of"our"branches."
We"are"pleased"to"enclose"this"brochure,"showing"the"location"of"all"our"branches"and"agencies"at"home"
and"abroad."
We"look"forward"to"receiving"your"early"reply."
Yours"faithfully"
(For"RELIANCE"HOLDING)"
(Signed)"
"
S.S."Carson"(Mr.)"
Sales"Manager"
Encl."
+01"copy"of"brochure"
#
1.#Letter#head:"included"name,"address,"telephone"number"of"sender,"and"may"contain"a"description"of"
the"business,"trademark,"telegraphic"/"cable"address,"telex,"…,"name"of"the"country"(if"the"letter"is"sent"to"
another"country)"
2.#References:"initials,"numbers"or"both."
3.#Date:"Abbreviation"may"be"used"(Jan.,"Feb.,"),"using"the"comma:"“1"September,"2008”"
4.#Inside#address:"Name"of"the"receiver,"his/"her"position"(if"known),"name"of"his/her"company,"company"
address"(street,"district,"area,"city/province,"country)."
5.#Attention#line#
6.#Salutation:#
# British# American#
Formal"(unknown"person)" Dear"Sir"(unknown"man)" Dear"Sir:"
Dear"Madam"(unknown"woman)" Gentlemen:"
“Dear"Sir"or"madam”"or"“Dear"Sir/Madam”"
(unknown"sex)"
Dear"Sirs"(to"a"department"or"a"company)"
Less"formal"(known"person)" Dear"Mr./Mrs./Miss/Ms"+"Surname" Dear" Mr./Mrs./Miss/Ms" +"
Surname:"
7.#Subject#line#(heading):"
8.#Letter#body:"3"parts:"
R"Opening"
R"Main"
R"Ending"
9.#Complimentary#Close:#
Salutation# British# American#
Dear"Sir" Yours"faithfully"(formal)" Very"truly"yours"
Dear"Madam" Yours"very"truly"
Dear"Sir"or"madam"
Dear"Sir/Madam"
1"
 Dear"Sirs"
Dear"Mr./Mrs./Miss/Ms"+"Surname" Yours"sincerely"(informal)" Sincerely"yours"
Cordially"yours"
10.#For:"used"when"signing"on"behalf"of"an"employer."
11.#Signature#
12.#Type#signature:"John"Do"(Mr.)"
13.#Position#/#Title#
14.#Enclosure:#(Enc.#/#Encl.)#
15.#Copies#to#be#circulated:"cc,"bcc"
"
II.#RULES#OF#GOOD#WRITING#
!! Study"your"recipient’s"interests." !! Adopt"a"tone"suited"to"the"occasion."
!! Write"clearly"and"to"the"point." !! Write"naturally"and"sincerely"
!! Be"courteous"and"considerate." !! Avoid"wordiness."
1.#Capital#letters:#
R"Position"title:"the"Sales"Manager,"the"Personnel"Manager,"the"Financial"Controller,"…"
R"Specific"documents:"Invoice,"Packing"List,"…"
R"Name"of"items"/"services:"Coffee"Bean,"Grade"1,"…"
2.#Avoid#using#short#forms:#We’re"""We"are"
3.#Tense#used:#
R"Avoid"using"“going"to”"or"“present"continuous”"to"indicate"the"future."
R"Future"action:"use"of"future"continuous"(formal),"future"simple,"
R"Showing"polite"requests:"would,"should,"were,"was"(instead"of"am,"is,"are),"…"
4.#Avoid#using#passive#form#if#possible:#
However,"there"are"some"occasions"when"passive"voice"would"be"more"appropriate."
R"It"may"be"better"to"make"a"particularly"important"noun"the"subject"of"the"sentence,"thus"giving"it"extra"
emphasis."
R"When"you"want"to"place"the"focus"on"the"action,"not"the"actor."
R"When"you"want"to"hide"something"or"when"tact"is"important."
5.#The#use#of#personal#pronouns,#possessive#adjectives#/#pronouns:#
R"I"""referring"to"the"writer"himself"/"herself."
R"Our"company"""we"
6.#Write#naturally#and#avoid#using#old#–#fashioned#words#or#phrases.#
Instead"of" Say"
I"have"pleasuring"in"informing"you"…" I"am"pleased"to"tell"you"…"
I"should"be"grateful"if"you"would"be"good"enough"to"advise"us"…" Please"let"me"know…"
Please"favour"us"with"a"prompt"reply." I"hope"to"receive"a"prompt"reply."
7.#Using#Adj#+#Noun#instead#of#Verbs#+#Adverbs#
8.#Using#noun#phrases#to#shorten#the#sentence#
We"are"sending"our"offer"in"anticipation"of"your"agreement"with"our"terms"and"conditions."
9.#Emphasizing#the#idea,#comment,#suggestion#
R"Using"computer"techniques:"Underline,"Capital,"Uppercase,"Bold,"Italic,"…"
R"Using"conventional"emphasizers:"do,"does,"did,"…"
R"Question"forms"
R"Inversion"
R"Common"expression"used"to"emphasize"an"idea,"suggestion,"comment"…"(see"III.)"
10.#Avoid#using#Vaing#for#the#ending#
#
##Remember#your#ABC#
##KISS#principle#
#
*#PRESENTATION#IN#WRITING#WITH#CONNECTORS"
1.#To#signal#time#relationships"
Beginning"
$"First"/"first"of"all"/"Initially"/"To"start"with"/"The"first"step"/"At"the"first"stage"
$"Second"/"Secondly"/"The"second"step"/"At"the"second"stage"
$"Third"/"Thirdly"/"The"third"step"/"At"the"third"stage"…"
$"Then"/"After"that"

2"
$"Next"/"Subsequently"/"The"next"step"/"At"the"next"stage"
$"Finally"/"The"final"step"/"At"the"final"stage"
End"
2.#To#signal#logical#relationships"
(a)##Cause#
Thereforeg" sog" accordinglyg" " consequentlyg" " as" a" consequence/resultg" " hence(formal)g"
thus(formal)g""because"ofg"this/that’s"why(informal)"
(b)##Contrast#
Yetg"howeverg""neverthelessg"still"(informal)g""butg""even"sog""all"(just)"the"same"(informal)"
in"factg""actuallyg"as"a"matter"of"fact"
(c)##Condition#
Theng""in"that"caseg"provided"(that)"(very"formal)g"providing"…g"on"the"condition"(that)"…""
3.##To#signal#textual#relationships"
(a)##Addition#
Alsog""in"additiong""moreoverg""furthermoreg""besidesg"toog"as"well"asg"what’s"more"(informal)"
(b)##Summary"
to"sum"upg"theng""overallg"""in"brief/short"
(c)##Equivalence#
in"other"wordsg""that"meansg""namely"/"that"is"to"say"/"rather"(very"formal)"
(d)##Inclusion#
for"exampleg""for"instanceg""say"(informal)g""such"asg""as"follows"(written)g"e.g.(formal"and"written)"
(e)##Highlight#
in"particularg""in"detailg""especiallyg""notably"(formal)g""chieflyg""mainly"
(f)###Generalisation#
usually/normallyg""as"a"ruleg""in"generalg""for"the"most"partg"in"most"casesg""on"the"whole"
(g)#Stating#the#obvious#
Obviously,"naturally,"of"course"(informal),"clearly"(informal),"it’s"obvious"(formal)"
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III.#HELPFUL#EXPRESSIONS#
1.# Starting# the# reference,# explaining# the# 6.#Apologizing#and#expressing#regret#
reason#for#writing# R"We"regret"our"inability"to"………….."
R"With"reference"to"………" R" We" are" regretful" that" we" shall" not" be" able" to"
R"In"reply"to"…………" …………."
R"I"would"like"to"thank"you"for"………." R"I"regret"that"I"cannot…………"
R"I"am"writing"to"apply"/"inform"/"request"……………" R"I"am"afraid"that"……………"
2.#Acknowledging# R"We"are"sorry"that"……………."
R" We" acknowledge" (with" thanks)" the" receipt" of" R"Please"accept"our"many"apologies"for"……………."
……….." R"We"would"apologize"for"………………"
R"We"have"received"your"offer"………."for"which"we" 7.#Expressing#urgency#
thank"you." R"Would"you"please"place"your"order"…………….."at"
R"We"would"like"to"thank"you"for"…………" your"earliest"convenience."
R"We"are"pleased"to"receive"………." R"……………...."without"delay"/"at"the"minimum"of"
3.#Requesting# delay."
R" We" would" be" grateful" /" obliged" if" you" could" R"………………"as"soon"as"possible."
……………" R"……………….."prompt/promptly."
R" We" would" highly" appreciate" it" if" you" could" R"……………….."immediately."
………………" 8.#Confirming#
R"Could"/"Would"you"please"…….?"(More"informal)" R"I"am"pleased"to"confirm"that"……………"
R"I"shall"be"glad"if"you"will"…………….." R"I"confirm"that"………….."
R" We" shall" be" pleased" if" you" can" /" will" 9.#Emphasizing#
……………….…………." R"We"would"like"to"draw"your"attention"to"…….."
R"It"would"be"helpful"if"you"can"…….." R"Would"you"please"note"that"………."
4.#Thanking,#informing# R" Would" you" like" to" stress" the" importance" of"
R"Thank"you"for"………" ……………"
R"We"were"very"pleased"to"inform"you"that"………" R"We"would"point"out"that"………….."
R"We"have"much"pleasure"in"informing"about"……….." #
5.#Enclosing#documents# 10.#Ending#the#letter#
R"We"have"pleasure"in"enclosing"……." R"I"look"forward"to"meeting/"seeing"you"…….."

3"
 R"We"are"enclosing"a"catalogue"………….." R" Finally," I" would" like" to" thank" /" remind" you"
R"Please"find"enclosed"/"attached"…….." …………."
R"We"have"enclosed"our"price"list"…………." R"Once"again,"we"thank"you"for"your"…………"and"
R"From"the"enclosed"/"attached"…………." look"forward"to"your"early"reply."
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IV.#PRACTICE:#
1.#Fill#in#the#blanks#to#complete#the#following#letter:#
Dear"Mr."Lennon,""
____________________" (starting" a" reference)" your" letter" of" 10" August," ____________________"
(confirming)"my"participation"at"the"International"State"Workshop"in"October."
____________________" (requesting)" if" you" could" send" me" details" of" the" other" participants" and" the"
program."____________________"(enclosing"documents)"some"suggestions"for"contribution."
____________________"(apologizing)"that"I"will"not"have"the"chance"to"see"you"before"the"workshop"but"
____________________"(ending"the"letter)"very"much"to"meeting"you"in"October."
Yours"____________________"(closing"greeting)"
"
2.# The# following# advertisement# is# for# Adventure# Holidays# for# Managers.# Complete# the# text#
with#appropriate#words#/#phrases:#
ADVENTURE#HOLIDAYS#FOR#MANAGERS#
Stuck"in"a"rut?"Need"a"change?"
If"the"answer"is"YES,"(1)"____________________"our"ADVENTURE"HOLIDAYS"could"be"the"answer."
Our" weekend" programs" provide" opportunities" for" developing" leadership" qualities" within" a" tough" (2)"
____________________"supportive"group"environment."(3)"____________________,"we’ll"sharpen"you"
up"as"an"individual"(4)"____________________"making"you"into"a"top"class"team"player."
The" weekend" is" spent" at" our" trading" center" in" the" beautiful" Lake" District." (5)" ____________________,"
you’ll" want" some" comfort," (6)" __________," we’ve" taken" over" a" small" castle," but" (7)"
____________________" you’ll" have" to" get" the" hang" of" the" drawbridge." We" start" on" a" Friday" evening"
without"dinner."(8)"____________________"there"is"an"orientation"session."(9)"____________________"
it’s" down" to" business." You’ll" spend" most" of" your" weekend" outside," working" with" others" on" a" variety" of"
challenging" activities." (10)" ____________________" there" is" a" warm" bed" waiting" for" you" after" you" are"
finished"with"the"course."
You"can"expect"to"return"home"on"Sunday"evening"a"changed"person,"(11)"____________________,"ready"
to"face"any"new"challenges."
(12)"____________________"we"hope"you’ll"also"return"for"another"ADVENTURE"WEEKEND"at"some"future"
date."(13)"____________________"most"of"our"graduates"find"that"they"don’t"need"to."
For"more"information,"contact"Mike"Barker"on"071"556"8967"(phone)"or"071"457"0553"(fax)."
"
3.#Making#a#good#impression:#
3.1."Decide"what"parts"can"be"improved"to"give"a"better"impression."
3.2."Rewrite"the"letter"in"your"own"words."
"
Dear"Mr."Brown,""
What" an" unexpected" pleasure" to" hear" from" you" after" all" this" time!" We" thought" you" must" have"
forgotten"us"since"you"placed"your"previous"order"with"us"two"years"ago."
May"I"take"this"opportunity"of"enclosing"for"your"attention"our"new"catalogue"and"price"lists."One"
of"he"things"you’ll"probably"notice"is"that"all"the"prices"have"gone"up"by"15%"since"your"last"order"
but"still,"never"mind,"everyone"else’s"have"gone"up"too"–"even"yours"I"expect!"Nevertheless,"for"
your"current"order,"we"shall"be"delighted"to"supply"you"at"the"old"price,"so"you’re"quite"lucky."
Oh,"and"another"thing,"I"nearly"forgot:"you"can"contact"us"by"fax"if"you"feel"like"it."The"number"is"
998321,"all"right?"
So,"there"we"are,"nice"to"be"writing"to"you"again."
Yours"faithfully,"
A.! Burke"
Sales"Director"
"
" #

4"