Unit 2
Social Correspondence
Lesson 3
Introduction to Letters
By Chen Xidong
Contents
• Section 1 Getting Started
• Section 2 Sample Study
• Section 3 Composing Your Message
• Section 4 Writing Your Message
• Section 5 Letter Practice
• Section 6 Supplementary Materials
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By Chen Xidong
Section 1 Getting Started
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1 Have you ever received or written any letters in English? How many
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parts does a letter include?
2 Can you tell the difference between letters in English and in Chinese
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in terms of the format?
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SEC 6
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By Chen Xidong
Section 2 Sample Study
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Sample 1
August 8, 2006
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Dear Mr. and Mrs. Webb,
Welcome to Groves Corners. We sincerely hope you’ll enjoy
living in this friendly community. We at Thornton Furniture offer you a
special welcome and invite you to come in and say hello to our
friendly, courteous salespeople who are eager to serve you. To make
your shopping even more convenient and enjoyable, we are pleased
to extend credit privileges to you. Just fill out an application form the
next time you are in the store.
We are always happy to answer questions, help you find what
you need, or place special orders. Don’t hesitate to ask.
We pride ourselves on satisfying our customers!
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Yours sincerely,
Alice Sanderson
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填写申请表
别犹豫，尽管问
我们以令顾客满
意而自豪
Translate
By Chen Xidong
Section 2 Sample Study
SEC 1
Sample 1
Translate
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尊敬的韦伯夫妇：
欢迎来到格里弗斯社区！我们真心地希望你们能在这个社区过得开心。我们
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桑顿家具城欢迎你，并诚邀你们光临，与我们友好、礼貌的销售人员见面，他们
很渴望接待你们。为了使你们的购物更加便利愉悦，我们愿意为你们提供更多的
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信用权利，你们只需在下次光临时填一张申请表即可。我们乐于解答你们的问题，
帮你们找到所需产品或者特殊订单。赶快行动吧！我们一直以能满足客人需求而
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自豪。
爱丽丝·桑德森
2006年8月8日
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By Chen Xidong
Section 2 Sample Study
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Sample 2 (1)
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Ben & Jerry’s Homemade Holdings, Inc.
30 Community Drive
South Burlington, VT 05403-6828
November 1, 2006
Ms. Ella Shore, Professor
Department of Journalism
Burlington College
North Canyon Drive
South Burlington, VT 05403
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By Chen Xidong
Section 2 Sample Study
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SEC 2
Sample 2 (2)
Dear Ms. Shore:
Subject: Newspaper Advertising
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Thank you for thinking of Ben & Jerry’s when you were planning the
advertising for the back-to-school edition of your campus newspaper
at Burlington College. We
the
wide acceptance your
appreciate
students and faculty give our products, and we are proud to be
represented in the Mountain Lark. We are happy to purchase a
quarter-page advertisement,
. as follows
感激
如下
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By Chen Xidong
Section 2 Sample Study
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Sample 2 (3)
● The advertisement should include our standard logo and the
words “Welcome to Ben & Jerry’s”. Please note the use of the
ampersand instead of the word “and” in our name. Note also
that “Jerry’s” contains an apostrophe.
● We would prefer that our advertisement appear in the top right
corner of a right-facing page, if possible.
标准的标识语
Our logo is enclosed for you to duplicate. I am also enclosing a
check for $375 to cover the cost of the advertisement. Best wishes
as you publish this special edition of your newspaper.
随信附上
支付/承担…费用
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By Chen Xidong
Section 2 Sample Study
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Sample 2 (4)
Sincerely yours,
Joseph W. Dye
Joseph W. Dye
Sales Manager
Enclosures
cc: Advertising Supervisor
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Translate
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By Chen Xidong
Section 2 Sample Study
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Sample 2
Translate
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佛蒙特州南伯灵顿市
北峡谷路
伯灵顿学院
新闻系
埃拉·肖教授
邮编05403
亲爱的肖女士：
主题：报纸广告
感谢您在计划为伯灵顿学院的校刊重返校
园版面作广告的时候选择了Ben and
Jerry’s公司！感谢贵校的学生和教职工对
我们产品的广泛接受并且非常自豪能够出
现在Mountain Lark音乐专辑中。我们很
高兴能买下四分之一版面的广告权。具体
内容如下：
· 广告应该包括我们的商标和如下字样
“欢迎来到Ben & Jerry’s”。请注意在我们的
名字里用了&，而不是and，还有Jerry’s中的
撇点（’）。
· 如果可能的话，希望我们的广告出现在
右边页面的右上角。
为了复制方便，信中已附上了商标和一张
375美元的支票作为广告费。祝您在出版这
期特刊中一切顺利。
约瑟夫·W·戴
销售部经理
2006年11月1日
见随函附件
抄送:广告部总监
By Chen Xidong
Section 2 Sample Study
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Parts of a letter (1)
1. Return address: Writer’s address.
Note: Business letters usually have a printed letterhead, which has all of
the company’s information, including address, phone number, fax number,
company Web site and personal e-mail address.
2. Date: The US style format is “month/day/year” while non-US style format
is “day/month/year.” The month is spelled out in a business letter.
3. Inside address: The address you are sending the letter to.
4. Subject line: A phrase indicating the subject of the letter (“Subject” or
“Re” in the letter).
5. Salutation: A word or phrase used at the beginning of a letter. Use a
colon at the end of the name in a business letter and a comma in a
personal letter.
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By Chen Xidong
Section 2 Sample Study
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Parts of a letter (2)
6. Body of the letter: The actual communication that you are sending out.
Depending on the letter style you choose, paragraphs may be indented.
Regardless of format, skip a line between paragraphs.
7. Complimentary close: The phrase you use after you end the body of the
letter and before you sign your name.
8. Signature: Handwritten name and printed name and job title.
9. Identification line (or Reference line): Initials of the person who typed
the letter (if other than the signer).
10. Enclosure line: Use “Encl.” or “Enclosures” followed by the number of
items enclosed.
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By Chen Xidong
Section 2 Sample Study
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Parts of a letter (3)
11. Copies line: After “cc:” (“carbon copy”) list those receiving copies of the
letter in an alphabetical order, either by their full name, first name and last
name, or title and last name only. If you don’t want the recipient of the
letter to know that copies were sent, indicate “bcc:” (blind carbon copy)
with the names of those receiving copies on the office copy of the letter
(but not on the copies sent to recipients).
Punctuation style
OPEN: No punctuation is used, except in the body, which follows the
general rules of punctuation.
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By Chen Xidong
Section 2 Sample Study
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Parts of a letter (4)
STANDARD: The salutation is followed by a colon; the complimentary
closing is followed by a comma. Within the body, the general rules of
punctuation apply.
Format: There is no best way to arrange the elements of a letter.
However, the format should be consistent and the layout must be readable
and appealing. Two formats, modified-blocked (Sample 1) and full-blocked
(Sample 2) are widely used today.
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By Chen Xidong
Section 3 Composing your Messages
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Template (1)
Personal letter (in semi block style)
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Date ↓ 2
Salutation ↓ 2
Paragraph 1 (Indent each paragraph) ↓ 2
Paragraph 2 (optional)...
Complimentary close ↓ 1
Signature ↓ 2
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Enc
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注：箭头旁的数字表示按回车键的次数, 如4 表示要按四下回车。
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By Chen Xidong
Section 3 Composing your Messages
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Template (2)
Business letter (in full block style)
Return address ↓ 2
Date ↓ 2
Inside address ↓ 2
Salutation ↓ 2
Subject line ↓ 2
Paragraph 1 ↓ 2
Paragraph 2 ↓ 2 (optional)
Complimentary close ↓ 4
Writer’s handwritten signature
Writer’s Printed name ↓ 1
Job title ↓ 2
Encl: ↓ 1
Cc:
By Chen Xidong
Section 3 Composing your Messages
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Practice 1
Which part (s) is (are) missing in the following letter?
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Dear Cathy,
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I am writing to you about the letter to my old friend Shally, which has been
returned to me from the post office with a notice that she has gone away
leaving no new address. I believe she keeps you informed of her new address.
As the subject of the letter is of importance, please pass it on directly to her.
Thanks.
SEC 5
Helen
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Missing parts：
Date and Complimentary close
By Chen Xidong
Section 3 Composing your Messages
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Practice 2 (1)
Read the following letter and identify the names of the colored parts, the
format and punctuation style.
NORP
NATIONAL ORGANIZATION OF RETIRED PERSONS
Freeport High School, Freeport, Vermont 66622 ①
Return address
(letterhead)
October 20, 2006 ②
Date
Ms. Iva Stravinsky
Attorney-at-Law
200 Center Street
Freeport, Vermont 66621③
Inside address
Dear Ms. Stravinsky:④
Salutation
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By Chen Xidong
Section 3 Composing your Messages
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Practice 2 (2)
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Subject: Guest Lecture⑤
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Subject line
The members of the Freeport Chapter of the National Organization
of Retired Persons would indeed be interested in a lecture on
“Proposed Changes in the Financing of Medicare.” Therefore, with
much appreciation, I accept your offer to address our club. The
NORP meets every Tuesday at 8:00 p.m. in the auditorium of
Freeport High School. The programs for our meetings through
November 20 have already been established. However, I will call
you in a few days to schedule a date for your lecture for the first
Tuesday after the 20th that meets your convenience.
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By Chen Xidong
Section 3 Composing your Messages
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Practice 2 (3)
SEC 2
The membership and I look forward to your lecture on a topic so
important to us all.
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Sincerely yours,⑥
Complimentary close
Henry Purcell⑦
Writer’s handwritten
signature
Henry Purcell⑧
Writer’s printed name
President⑨
Job title
HP/bm⑩
Identification line
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SEC 6
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By Chen Xidong
Section 4 Writing Your Message
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Practice 3 (1)
Arrange the following addresses in a correct order.
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1. 2 Bank Street
Lee’s Bicycles
Birmingham, BM2 3JD
England
Answer
2________________________
Bank Street (street address)
______________
Birmingham, BM2__________
3JD
_
______
(city, zip__________
code)
_________
_____________
England (country
__________
)
__
Answer
Martha Fashions Limited
________________________
______________
(company
name) __________
14 Thames_
______
Road
(street
__________
address)
_________
London,
_____________
SW14
3MT (city,__________
zip code) __
________________________
England
(country )
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2. London, SW14 3MT
Martha Fashions Limited
England
14 Thames Road
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By Chen Xidong
Section 4 Writing Your Message
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SEC 2
Practice 3 (2)
3. Mr. Sandy Hill
New Haven, CT 06540
999 Pine Avenue
Answer
___________________________
Mr. Sandy Hill (recipient’s name)
___________________________
999 Pine Avenue (street address)
___________________________
New Haven, CT 06540 (city, zip
___________________________
code)
4. Channing Furniture
Rental
Huntly, WI 53597
USA
1927 James Avenue
Answer
___________________________
Channing Furniture Rental
___________________________
(company name)
___________________________
1927 James Avenue (street
___________________________
address)
___________________________
Huntly, WI 53597 (city, zip code)
___________________________
USA (country)
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By Chen Xidong
Section 4 Writing Your Message
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Practice 3 (3)
5. USA
520 12th Ave.
The Chinese Consul
General New York, NY
10036
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6. NO.1 Haier Road
Haier Group Company
China, 266101
Qingdao Hi-tech Zone
Answer
Answer
___________________________
The Chinese Consul General
___________________________
(organization name)
___________________________
520 12th Ave. (street address)
___________________________
New York, NY 10036 (city, zip code)
___________________________
USA (country)
___________________________
Haier Group Company
___________________________
(company name)
___________________________
NO.1 Haier Road, Qingdao Hi___________________________
tech Zone (street address)
___________________________
Qingdao, 266101 (city, zip code)
___________________________
China (country)
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By Chen Xidong
Section 4 Writing Your Message
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SEC 2
Practice 3 (4)
7. President
Yorke Furniture Rental
1862 Wood Street
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Henry Purcell
Huntly, WI 53597
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USA
Answer
Henry Purcell (recipient’s name)
___________________________
President (job title)
___________________________
Yorke Furniture Rental (company
___________________________
name)
___________________________
1862 Wood Street (street address)
___________________________
Huntly, WI 53597 (city, zip code)
___________________________
USA (country)
___________________________
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By Chen Xidong
Section 4 Writing Your Message
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Practice 3 (5)
8. Los Angeles, CA 91401
Answer
Ms. Iva Stravinsky
USA
1267 Hollywood Boulevard
Sales Manager
Ketchum Collection Agency
Ms. Iva Stravinsky (recipient’s
___________________________
name)
___________________________
Sales Manager (job title)
___________________________
Ketchum Collection Agency
___________________________
(company name)
___________________________
1267 Hollywood Boulevard
___________________________
(street address)
___________________________
Los Angeles, CA 91401 (city, zip
___________________________
code)
___________________________
USA (country)
___________________________
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By Chen Xidong
Section 4 Writing Your Message
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Practice 4 (1)
You (Janet Jones) are the Assistant Maintenance Manager for Benwell’s
Garden Supplies. Write appropriate salutation, complimentary close and
signature for the following situations.
Situation
Salutation
Complimentary
Close
Signature
______________
Dear Sir/Madam
A letter to the
Dear Senior
Senior Accountant ______________
______________
Accountant
at Brands Ltd.
______________
Yours sincerely
______________
Yours faithfully
______________
Yours truly
____________
Janet Jones
A reply to a letter
______________
Dear Helena
from Helena
Moore
Moore at A1 Films ______________
______________
Yours sincerely
______________
Yours faithfully
______________
Yours truly
____________
Janet Jones
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 4 (2)
SEC 2
Situation
Salutation
A Letter of thanks
to Rex Lee
____________
Yours sincerely
Dear Rex Lee ______________
____________
Janet Jones
A letter to John in
Your community
______________
Yours sincerely
______________
Best regards
____________
Dear John
______________
Best wishes
____________
Janet
A letter to Ms.
Ellwood at Bristol
Engineering
______________
Yours sincerely
____________
______________
Yours faithfully
Dear Ms.
______________
Yours truly
____________
Ellwood
____________
Janet Jones
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SEC 4
SEC 5
Complimentary Close
Signature
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By Chen Xidong
Section 4 Writing Your Message
SEC 1
Practice 5
Read the letter in Practice 2 and finish the chart below.
SEC 2
Main subject of the letter
Guest Lecture
Opening sentence (s)
_____________________________________
The members of the Freeport Chapter of the
_____________________________________
National Organization of Retired Persons
_____________________________________
would indeed be interested in a lecture on
_____________________________________
“Proposed Changes in the Financing of
_____________________________________
Medicare”.
Closing sentence (s)
Tone (Writer/recipient relationship)
_____________________________________
The membership and I look forward to your
_____________________________________
lecture on a topic so important to us all.
_____________________________________
President of the club and a guest speaker
Purpose of the letter
_____________________________________
To arrange the lecture by Ms. Stravingsky
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SEC 6
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By Chen Xidong
Section 5 Letter Practice
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SEC 6
Practice 6 (1)
Fill in the blanks with appropriate information according to the situation
given.
Your manager at Continental Furnishings, 4 Rupert Street, Bolton, BL4 6JH,
has asked you (Randy Burnel) to reserve display space at the Summer
Furniture Exhibition in Augsburg, Germany. This takes place over a 3-day
period at the Conference and Exhibition Center in the city. You need to book:
● Five display areas
● An office area to accommodate three staff
● The services of a lighting technician
● Overnight accommodation for two staff for two nights.
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By Chen Xidong
Section 5 Letter Practice
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Practice 6 (2)
The letter is written to the Exhibition Secretary, Mr. Gerhard Strauss, asking
for early confirmation of the booking and for the invoice to be sent to your
Accounts Department. The address of the center is:
Bahnhofstrasse 77, 88399 Augsburg, Germany
（1）_________________________
Continental Furnishing
4 Ruppert Street
Bolton
BL4 6JH
（2）_________________________
May 4, 2006
SEC 6
Mr. Gerhard Strauss
（3）_________________________
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By Chen Xidong
Section 5 Letter Practice
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Practice 6 (3)
Bahnhofstrasse 77
（4）_________________________
88399 Augsburg
Germany
Mr. Gerhard Strauss
Dear （5）_________________________
:
（6）__________________
display space and accommodation for the
I wish to reserve
summer exhibition at the Conference and Exhibition Center.
This year we shall require （7）_______________
5 display areas . We intend to use 3 of
these for a display of living areas and 2 for bedrooms. As well as the 5
display areas we also need an office area for 3 people to work in, and the
services of a lighting technician. In addition, will you please reserve for our
use accommodation for 2 persons for 2 nights?
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By Chen Xidong
Section 5 Letter Practice
SEC 1
Practice 6 (4)
SEC 3
As you know we attended last year’s exhibition. I am pleased to tell you that
we found it most enjoyable. We took several orders at the exhibition and a
few more afterwards. This year we are looking for more customers and, we
hope, more orders from German firms.
SEC 4
Accounts Department directly for the
Will you please invoice our （8）____________________
cost of all our reservations?
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（9）_______________
I look forward to your early confirmation of our booking.
Yours sincerely,
Randy Burnell
Randy Burnell
Assistant Manager (appropriate job title)
（10）___________________________________
By Chen Xidong
Section 5 Letter Practice
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Practice 7 (1)
The colored parts are the places where the writer made errors. Write the
correct word（s）.
Acme vacuum cleaner company①
Fall Birch Road
Henbury
Gloucester
GL2 5ER
England
November 9, 2006
Acme Vacuum Cleaner
Company
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By Chen Xidong
Section 5 Letter Practice
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SEC 4
Practice 7 (2)
Ms. Janet②
District Education Officer
Atlas House
The Wellsprings
Henbury
Gloucester
GL1 3LD
Ms. Janet Duxbury/
Ms. Duxbury
Ms. Duxbury:③
Dear Ms. Duxbury:/Dear
Janet Duxbury：
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SEC 6
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By Chen Xidong
Section 5 Letter Practice
SEC 1
Practice 7 (3)
SEC 2
I am writing to ask permission for our company
for using④ the car park at the James North
High School for a 2-week period starting on
December 22.
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SEC 4
SEC 5
The reason of ⑤ this request is that our own
car park is due to be resurfaced
and redesign⑥.
to use
for
redesigned
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By Chen Xidong
Section 5 Letter Practice
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SEC 3
Practice 7 (4)
The work will take 2 weeks to complete, and we
need a suitable car park nearby which can take
a hundred cars. The school car park, which is
across the road from our factory, would be
perfect.
SEC 4
SEC 5
I understand that the school is on holiday during
the period that we need it while the work
is done⑦ .
is being done
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By Chen Xidong
Section 5 Letter Practice
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Practice 7 (5)
I have spoken to the head of the school, Ms.
Anne Legge, who says she is happy to help us.
You may know that our company employs
several James North pupils every year when
they leave school. Ms. Legge did ask me to
contact you, however, for official permission to
use the school’s car park.
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SEC 6
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By Chen Xidong
Section 5 Letter Practice
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SEC 2
Practice 7 (6)
I hope you will be able to give your permission,
and I look forward to hear⑧ from you.
to hearing
SEC 3
SEC 4
Sincerely your:⑨
Martha Reeve
Martha Reeve
Sincerely yours,
Office manager⑩
Office Manager
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By Chen Xidong
Section 5 Letter Practice
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Practice 8
Compose a letter with the information given an in appropriate format. Pay
attention to the layout of the letter.
1. March 15, 2006
2. Yorke Furniture Rental
3. Dear Constance Yorke:
4. Hamish Channing
5. President
6. 1862 Wood Street
7. Huntly, WI 53597
8. Re: bad checks
9. Yours truly,
10. Encl: list
11. I will look forward to receiving your reply.
12. As decided at the Huntly Business Association meeting last month, I am
forwarding to other stores a list of my customers who have given me at
least three unbankable checks.
By Chen Xidong
Section 5 Letter Practice
CHANNING FURNITURE RENTAL
1927 James Avenue
Huntly, WI53597
March 15, 2006
Yorke Furniture Rental
1862 Wood Street
Huntly, WI 53597
Subject: Re: bad checks
Dear Constance Yorke:
As decided at the Huntly Business Association meeting last month, I am forwarding to
other stores a list of my customers who have given me at least three unbankable checks.
I will look forward to receiving your reply.
Yours truly,
Hamish Channing
Hamish Channing
President
Encl: list
By Chen Xidong
Section 6 Supplementary Materials
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SEC 6
Useful Expressions (1)
(1) Your letter came to me this morning.
今早是收到你的来信。
(2) I have received your letter of July 20.
已收到7月20日的来信。
(3) I’m writing to you about...
今写信是关于……
(4) I’m writing to ask if you can come next week.
我写信是想问你下周是否能来。
(5) Thank you for your letter.
感谢你的来信。
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By Chen Xidong
Section 6 Supplementary Materials
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SEC 6
Useful Expressions (2)
(6) In reply to your letter about...
就关于……的来信作出答复。
(7) Please remember me to your whole family.
代我向你全家问好。
(8) Give my best regards (wishes) to your mother.
带我向你母亲问好。
(9) Best wishes.
致以良好的祝愿。
(10) Wish you a pleasant journey.
祝旅行愉快。
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By Chen Xidong
Section 6 Supplementary Materials
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SEC 4
SEC 5
Useful Expressions (3)
(11) Wish you success.
祝你成功。
(12) I am looking forward to your early reply.
盼望早日收到你的回信。
(13) I am looking forward to hearing from you as soon as possible.
盼望早日收到你的来信。
(14) Allow us to thank you for the kindness extended to us.
对贵方之盛情，不胜感谢。
SEC 6
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By Chen Xidong
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