PLANNING FORMAL
LETTERS
1.
2.
3.
4.
The purpose? (to enquire/answer/order..)
The receiver? (formal/informal style)
The layout? (paragraphing: beginning
the message
ending)
Functional phrases?
(referring/requesting/apologising)
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Easy to understand (information)
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Appropriate (register, polite/impolite)
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Accurate (grammatical correctness)
PARTS OF A LETTER
1.
2.
3.
4.
3.
Opening
(Dear...)
Beginning (We are writing to...
Thank you for your letter of..)
The main message (This gives details)
The close (This usually talks about the
future)
Yours faithfully/sincerely
OPENING
Dear Sir or Madam
Yours faithfully,
Dear Mr Brown
Yours sincerely,
SUBJECT
Job Application
Trip to Split
Visit to your company
Meeting
Enquiry about washing machines
Complaint about washing machine
Apology
BEGINNING A LETTER
A) If you expect an answer:
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We are writing to enquire about...
We are writing in connection with...
We are interested in...and would like to know...
B) If you are answering:
Thank you for your letter of (date) asking if...
enquiring about...
enclosing...
concerning...
GOOD NEWS

We are pleased to inform / tell/ advise you
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I am glad / happy / delighted / pleased to….
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We are able to….
BAD NEWS

We regret to inform you that …
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We are sorry to tell you that…
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Unfortunately we are unable to….
GIVING REASONS
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This is due to…
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This is because of…../as a result of….
REQUESTING ACTION
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Could you please send me……..as soon as
possible
We would be grateful if you could let us
know about…
We would appreciate it if you could ….
Please could you send me….
ENDING A LETTER


I look forward to receiving your
reply/order/products...
Looking forward to hearing from you.
You can add:


I hope that this information will help you.
Please contact me if you need any further
information.
ATTACHMENTS


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I am attaching our catalogue to this
message.
I am attaching details…
If you have any problems opening this
file, please let me know.
I attach our price list and look forward
to hearing from you.
Please find attached our report.
PROBLEMS WITH
ATTACHMENTS
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I am afraid you forgot to attach the
report. Could you send your message
again, please?
Unfortunately, the attachment won’t
open on my computer.
Could you send it again in a different
format?
Sorry, I forgot to send the attachment.
ENCLOSURES

I am enclosing my CV

I enclose my CV
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Please find CV enclosed
ENDING
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We look forward to receiving your reply.
We look forward to doing business with
you in the future.
Please contact me if you need any
further information.
I hope that this information will help
you.
Looking forward to hearing from you.
TYPES OF LETTERS
1.
2.
3.
4.
5.
6.
7.
8.
Memo (within the organisation)
Email (short/direct)
Enquiry / inquiry
Offer
Order
Complaint/Claim
Apology/Adjustment
Reminder
MEMORANDUM (MEMO)
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Note within the same organisation
Own printed memo paper
Direct style (directly with the message)
Greetings and closings are not used
To/FAO
From
Re/Ref
File No
Date
(for the attention of)
EMAIL GUIDELINES
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Create a subject line with impact
Write short sentences
Keep paragraphs short
Do not trust your spell check
Put your signature on the message
Proofread the message before sending it
Use headings, bullets, numbering
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http://slideplayer.us/slide/762133/
LETTER OF APPLICATION
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1. REFER TO THE ADVERTISEMENT
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2. NAME THE POSITION AND APPLY FOR IT
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3. SAY WHY YOU ARE APPLYING, HIGHLIGHT
EDUCATION AND PERSONAL QUALITIES
4. ASK FOR A JOB INTERVIEW
Dear ……..
1. NAME THE JOB AND WHERE YOU FOUND ABOUT IT
I have seen your advertisement on the internet “MojPosao”. It states
that you are looking for several marketing trainees to add to your
marketing staff in Zagreb.
2. INCLUDE SOME INFORMATION ABOUT YOURSELF
I would like to apply for one of these positions, because I believe my
professional training and career objective are very much in line with
your requirements. I attended Zagreb University where I earned my
bachelor of science degree in Economics. I was awarded the master
of business administration degree last year.
You can see from my CV that I have some work experience in
marketing. I appreciate your time in reviewing my enclosed CV and I
would welcome the opportunity to meet and discuss my qualifications
and experience with you.
3. STATE THE TIME WHEN YOU WILL BE AVAILABLE FOR AN
ITERVIEW
I am available for an interview at your convenience.
Yours…..
CURRICULUM VITAE
ELEMENTS OF A CV
1.
2.
3.
4.
5.
6.
PERSONAL DETAILS
EDUCATION
EMPLOYMENT
SKILLS / HOBBIES
INTERESTS
REFERENCES
LETTER OF ENQUIRY
(asking for information)

Written in response to an advertisement

When interested in purchasing a product
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http://www.nvtc.ee/eoppe/abeljakov/aridokumendid/example_busi
ness_letter_of_enquiry.html
1. Start: Dear Sir or Madam / Dear Mr.......
2. Give reference:
With reference to your advertisement in....
We are writing to enquire about...
We are writing in connection with…
3. Request:
Could you ....send us....
We would be grateful if you could....
We would appreciate it if you could ...
4. Request further information:
Could you tell me whether...
We would also like to know if it is possible to...
5. End: Looking forward to hearing from you soon; ......
Yours faithfully / sincerely
6. Signature
RESPONDING TO
ENQUIRIES

Provide the materials or information
asked for
1. Start: Dear ...
2. Thank for interest:
Thank you for your letter of...enquiring / asking about
3. Provide requested materials:
We are pleased to enclose...
Enclosed you will find…
I am attaching...to this message
Please find attached....
4. Close the letter:
We look forward to receiving your reply/order
Yours sincerely/faithfully
5. Signature
LETTER OF COMPLAINT
1. Start: Dear Sir or Madam/Dear Mr.......
2. Say why you are writing:
We are writing to complain about...
We are writing in connection with…
3. Bad news:
Unfortunately,
(explain the problem)
4. Request action:
Could you ....send us....
We would be grateful if you could replace the faulty….
We would appreciate it if you could refund….
5. End: Looking forward to hearing from you soon; ......
Yours faithfully / sincerely
6. Signature
LETTER OF STRONG
COMPLAINT
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What made me particularly dissatisfied….
I should like to point out that…..
I should like to draw your attention to the
fact that…
We must insist, therefore, that you …..ASAP
Unless we hear from you within a week, we
will be forced to take legal action.
LETTER OF APOLOGY

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We are sorry for the delay / for not
replying…..
We must apologise for the
inconvenience….
We hope this has not caused you any
inconvenience
Please accept our apologies once again.
RB: p: 96 – II
104 – Revision 1
109 – I, II, III, IV, V
Fill in the missing words in the letter of application below. Use the
words below:
information, including, referee, interview, employer, newspaper,
recommend, phone, job
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Name the ___________ you are applying for and where you
found out about it. For example, name the ______________
where the ad appeared and the date when it was printed.
Include some ________________ about yourself. This is not
always necessary if you are ________________a CV.
Give the name, address and ________________number of two
people who will _____________________you to the potential
_________________ . It is best if one of these is a personal
_________________and one is a work referee.
State the time when you will be available for an
_____________________ .
http://www.youtube.com/watch?v=oiR3Uu5sbXw&feature=related
Write down the tips for writing a perfect cover letter or letter of
application.
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http://www.jobs.ac.uk/careers-advice/cvtemplates