1.1
Layout 1
1.2
Layout 2
1.3
Layout 3
Sender’s address
Date
Inside address
Attention line
Salutation
Body of the letter
Complementary close
Signature
a.
b.
c.
d.
e.
f.
g.
h.
Sender’s address
Date
Inside address
Attention line
Salutation
Body of the letter
Complimentary close
Signature
a. Sender’s address
- Put in the top right-hand corner of the page/ top left-hand
corner (less common).
b. Date
- Written directly below the sender’s address, separated from it
by a space.
- Usually written on the right-hand side of the page.
- Month: not written in figures.
- Sequence:
• BrE: day – month – year (1 October 2021)
• AmE: month – day – year (October 1 2021)
- Written with or without abbreviation. E.g.:
• 1st October
• 1 October
c. Inside address
- It is written below the sender’s address and on the left-hand
side.
- It’s usually written in the order below:
• Name of house/ building
• Number of building/ name of street, road, avenue…
• Name of town or city and postcode
• Name of country
 Recipient’s address
d. Attention line
- It’s written below the recipient’s address and on the left-hand
side.
- It directs the letter to the specific person who is best qualified
to take care of it or the position.
- It includes the recipient’s name or job title.
- It’s optional.
e. Salutation
- It’s written below the attention line and on the left-hand side.
- If we don’t know the recipient well, it follows the form:
Dear + (Title) + Recipient’s surname.
Initials or first names are not used with courtesy titles
E.g.: Dear Mr Smith
Dear Mr J. Smith
Dear Mr John Smith
- If we know the recipient well, just use the first name.
E.g.: Dear John
- A comma after salutation is optional.
E.g.: Dear Mr Smith Dear Mr Smith,
Dear Mr Smith: (in AmE)
e. Salutation
f. Body of the letter
- You leave a line space between paragraphs.
g. Complementary close
- It’s usually placed on the left, aligned under the rest of the letter.
- A comma after complementary close is optional.
E.g.: Yours faithfully Yours faithfully,
- If you know the recipient well, use more informal language.
E.g.: Best wishes
Yours truly/ Truly yours (AmE)
- If you don’t know the recipient well, look at the next slide.
g. Complementary close
- If you don’t know the recipient well, look at the table below.
h. Signature
- Always type your name below your handwritten signature.
(including your job title if necessary).
1. Letter head
2. References
Inside address
Salutation
Body of the letter
Complementary close
3. Per pro
5. Enclosure
Signature
4. Job title
•
•
•
•
•
•
•
•
•
•
Letter head
References
Inside address
Salutation
Body of the letter
Complimentary close
Signature
Per pro
Job title
Enclosure
Letter head
- Give a lot of information about the company
+ Name of the sending company
+ Type of company:
 Ltd.: Limited company
 Plc.: Public limited company
 Jsc.: Joint stock company
 Inc.: Incorporated
+ Board of directors
+ Address
+ Registered number
References
- Are often quoted to indicate what the letter refers to (Your ref.)
and the correspondence to refer to when replying (Our ref.).
- Either appear in figures or in letters
E.g.:
 661/17, where 661 may refer to the number of the letter and 17
to the number of the department
 DS/MR, where DS stands for Donald Sampson, the writer, and
MR for his assistant, Mary Raynor.
Per pro
- The abbreviation p.p. sometimes appears in signature blocks.
- PER PRO means for and on behalf of.
- Is used by administrators or personal assistants when signing
letters on behalf of their managers.
Job title
- It is a good idea to include your job title in the signature block, especially if
your recipient has not dealt with you before.
Enclosures
- If there are any documents enclosed with a letter, although these may be
mentioned in the body of the letter, it is also common to write Enc. or Encl.
below the signature block.
- If there are a number of documents, these can be listed.
E.g.: Enc.
Bill of lading (3 copies)
Insurance certificate (1 copy)
Certificate of origin (1 copy)
Bill of exchange (1 copy)
Letter head
References
Inside address
1. Private and confidential
2. Subject title
Salutation
Body of the letter
Complementary close
Signature
Job title
3. Copies
•
•
•
•
•
•
•
•
•
•
•
Letter head
References
Inside address
Private and confidential
Salutation
Subject title
Body of the letter
Complimentary close
Signature
Job title
Copies
Private and confidential
- This phrase may be written at the head of a letter
- On the envelope, in cases where the letter is intended to be
read only by the addressee.
- There are many variations of this phrase,
E.g.: Confidential
Strictly confidential
Subject title
- Is at the beginning of a letter, directly after the salutation.
- Provides a further reference, saves introducing the subject in
the first paragraph, immediately draws attention to the topic of
the letter.
Copies
- C.C. (Carbon copy): is used when copies are sent to other
people other than the named recipient, usually at the end of the
letter before the name(s) of the recipient(s) of the copies.
- B. C. c. (BLIND CARBON copy): Is used when you don’t want
the named recipient to know that other people have received
copies.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Letter head
References
Date
Inside address
Private and confidential
Salutation
Subject title
Body of a letter
Complimentary closing
Signature
Per pro
Job title
Enclosure
Copies
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
If a letter begins with the recipient's name, e.g. Dear Mr Ross, it will close with
Yours faithfully.
The abbreviation c.c. stands for correct carbons.
If you were writing a letter to Mr Peter Smith, the salutation would be Dear Mr
Peter Smith.
The head of a company in the UK is known as the president.
In the USA, it is correct to open a letter with the salutation Gentlemen.
In the UK, a date written 2.6.05 means 6 February 2005.
If a secretary signs a letter and the signature is followed by p.p. Daniel Harris, it
means that the secretary is signing on behalf of Daniel Harris.
The term plc after a UK company' name. e.g. Hathaway plc, stands for Public
Limited Corporation.
The term Ltd after a UK company's name means limited liability.
If you do not know whether a female correspondent is married or not. It is correct
to use the courtesy title Ms instead of Miss or Mrs. e.g. Ms Tessa Groves.
This address is an example of blocked style.
Peter Voss
Oberlweinfeldweg 335
207 Switzerland
It is always impolite to close a letter Best wishes.
INTRODUCTION
•
Email (short for electronic mail) is a means of
sending messages between computers.
•
To send and receive email, you need access to the
Internet.
ADVANTAGES
•
It is personal and easy to use.
•
It is an effective way to communicate quickly and easily with
people all over the world.
•
It is useful for short messages and for everyday correspondence.
•
With compatible systems, you can access text and graphic
documents, and spreadsheets.
DISADVANTAGES
•
Technical problems which may result in the unexpected nondelivery of messages, or attachments arriving in unreadable form.
•
Receive large amounts of 'junk' and unnecessary communication,
which waste time.
•
It is sometimes said that an email message is like a postcard —
anyone can read what you have written.
-
+
Points to remember:
Differentiate
between
business
messages
and
personal
messages
+ Use correct grammar, spelling, punctuation and capitalization. Do
not use capital letters? WHY?
+ Keep email messages short and to the point.
+ Write a subject, especially for important emails
+ Check carefully before you send any email.

In this email, Terry Jordan, Manager of the Falcon
Grange Hotel, is responding to an enquiry about
conference facilities. If he sends it like this, he is in
danger of losing a valuable customer.

There are fourteen mistakes in it.

Check the email and correct the mistakes.