Part I.

• Old-fashioned expressions
• Keep it Short and Simple (KISS)
• Active instead of Passive
• Proper, not excessive, appreciation.
 I would like to bring to your attention…
 I should be very grateful if…
 With reference to your previous e-mail
 Enclosed herewith please find…
Reference: http://www.shirleytaylor.com/article_02.html

Consider this…
Subject: PBG Project Problem
Solved
Hi Jessie,
Thank you for your call in the morning.
I’m very glad that we were able to solve the PBG Project problem.
I’ll still be in the office until 3 p.m. when you decide how I can help you again. Good luck with you.
Subject: Problem solved!!
Jessie --we spoke earlier, and glad to note the problem is solved. If you need further information or assistance please revert .
Thanks & Regards.
Sara
Sara

5C
• Courtesy and Consideration
• Conciseness 簡潔
• Clearness 清晰
禮貌、 體貼
• Completeness and Concreteness
• Correctness 正確
完整、 具體

Part II.

• Personal letter --start with “well-being”
– “I hope you are well”
– “How‘s it going?”
• Business / Formal letter
– Straight to the point
– Be concise and relevant
• What need to be communicated
• Know what not to write

點出主題  說明  結語
• First Paragraph-- short purpose
• Subsequent Paragraphs
– Relevant information behind the writing
– Essentials and concentrate/clear and logical
• Last Paragraph– what you hope others to do
※ Proofread your letter ※

Dear Mr. Cheng,
Congratulations on your recent promotion to vice executive.
I know how hard you have worked to earn the recognition you presently enjoy at the company, and I feel that they are very wise in having made their choice.
Please accept our best wishes for your success in your new position.
Sincerely yours,
Ten Brown

• 希望早點得到對方的回信 :
• I am looking forward to your reply.
• Your early reply will be highly appreciated.
• 祝福他人好運 :
• I wish you every success in the coming year.
• I hope everything will be well with you.

Part III.

Before After
If there are any points on which you require explanation or further particulars we shall be glad to furnish such additional details as may be required by telephone.
If you have any questions please call.
It is important that you shall read the notes, advice and information detailed opposite then complete the form overleaf (all sections) prior to its immediate return to the Council by way of the envelope provided.
Please read the notes opposite before you fill in the form. Then send it back to us as soon as possible in the envelope provided.

Instead of in spite of the fact that come to a decision with regard to at the present moment in time conduct an investigation in view of the fact that in the event that in the very near future at a later date we would like to ask you to
I would appreciate it if you would
Say despite decide about now investigate as, since if soon later please please

Active Passive
The dog bit him.
He was bitten by the dog.
We will send your goods Your goods will be sent within 14 days.
by us within 14 days.

• Giving extra emphasis or hide something:
Passive Active
NOUN
VERB
TACT
Our restaurant has been recommended by all the leading hotels in Singapore.
All the leading hotels in
Singapore recommend our service.
• The rumor was spread all over the place.
• Your goods will be sent within 14 days.
• He spread the rumor around the place.
• We will send your goods within 14 days.
An unfortunate mistake was made .
We made an unfortunate mistake.

• Elements you should analyze before writing:
– your status
– the status of the reader
– the content of the message
– your relationship with the reader

• Consider the following expressions :
Before After
Problems of this type are quite common with this cheaper model.
Problems of this type are far less common with the more advanced
Next time I suggest you spend a bit model.
more money.
This problem would not have This problem may be resolved by happened if you had connected the connecting the wires as shown in the wires properly in the first place.
handbook.

• Avoid impoliteness: "Please ..."
Please see the attachment for more details.
• Avoid over-politeness or cliche: "I should be very grateful ..."
I should be very grateful if you could help me to...
• Soften the tone:
“Unfortunately ...” ， “However ...“ ， "I am sorry ..."
Unfortunately , the plane may not arrive in time.

From
Date sallyturner@rightway.com
25:7:03 16:06:29
To
CC johnwong@rightway.com
Subject REMINDER!!!
John
Appreciate if you would consider and bear in mind that I am no longer responsible for dealing with petty cash. Some of your staffs keep bringing their vouchers to me, but this responsibility has been taken over by Martin in Accounts, he is the one who should be contacted henceforth for all petty cash matters.
Your co-operation is appreciated in making sure all your staffs know about this.
BRgs/Sally

• Capital...
– “ I look forward to seeing you on SATURDAY and would appreciate it if you can bring me THE BOOK as well.”
– “TO ENSURE YOUR STAFF CLAIM IS PROCESSED AND PAID, PLEASE
DO FOLLOW THE BELOW CHECKLIST.”
• Squeeze into one paragraph
• Overload: Content & Subject (<35)
• Text language
• Is it necessary?