Basic Rules of Letter Writing

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Business Correspondence

Overview

Capitalization

 I have contacted john smith from the ministry of education located at nemanjina street in belgrade regarding the problem of course books. He is due to speak to the education minister on monday. Afterwards, we will contact the politika newspaper, and advertise the publication of the new history course book on the middle ages in the balkans.

 I have contacted John Smith from the Ministry of Education located on Nemanjina Street in Belgrade, regarding the problem of course books. He is due to speak to the Education Minister on Monday. Afterwards, we will contact the Politika newspaper, and advertise the publication of the new History course book on the Middle Ages in the Balkans.

Capitalize:

 Proper Nouns  Titles of People  Titles of Publications and Artistic Works  Days, Months, Holidays  Courts  Abbreviations and Acronyms  Trademarks and Service Marks  Scientific terms

         

Punctuation

Comma (,) Semicolon (;) Colon (:) Apostrophe (‘) Exclamation Point (!) Hyphen (-) Brackets ( ) Period – Full stop (.) Question mark (?) Quotation Mark (“ “)

Punctuation

 Your secretary informed me that the meeting would be held on March 23 2012 at 9 00 am. Since it is holiday season neither will too many people attend nor will any important points be discussed. However we need to prepare a few things handouts a short concise presentation and the CEOs agenda. We need specific data the shorter the better. Let me know if you need further information please.

 Your secretary informed me that the meeting would be held on March 23, 2012 at 9:00 a.m. Since it is holiday season, neither will too many people attend, nor will any important points be discussed. However, we need to prepare a few things: handouts, a short, concise presentation and the CEO’s agenda. We need specific data; the shorter, the better. Let me know if you need further information, please.

*Date and Time

 Days, Months – capital letters  March 23 23 rd of March 23 March March 23 rd   23 rd March March the 23 rd 1988 – nineteen hundred and eighty-eight

or

nineteen eighty-eight 5 o’clock = 5 a.m. ≠ 5 p.m.

Half past ten Quarter to one Quarter past four Ten thirty Fifteen minutes to one Fifteen minutes past four

Possessives

     John’s book, Serbia’s nature, employee’s assignment students’ association Children’s playground One day’s notice, this morning’s meeting New Year’s Eve, Valentine’s Day

Numeral Use

 six applicants 23 applicants  Seventeen people applied.

But:

There were 17 applicants.

But:

1986 was a good year.

 50 percent (%)  Roman Numerals

Correct the mistakes in the following letter.

Dear Sir, Further to your letter, I would like to inform you on the agenda for next week in detail.

A meeting has been scheduled for June 26 2010 at five pm. Matters to be discussed are: recruitments, overall achievement and the companys income.

Our line manager will be the first to address the meeting the questions of the employees will follow.

Figures you should be informed about are Company’s income up to date: $2:3M - Overall achievement: 68% of the targeted - Three new employees to be recruited.

If you should have any questions, please do not hesitate to contacting me.

Yours faithfully, John Adams Senior Manager

Fill in the blank with the appropriate preposition.

1 We will contact you again ____ the near future.

2 I have been looking ____ your website and I am interested ____ ordering some office supplies.

3 I am writing to complain ____ the poor service we have received ____ your company.

4 ____ the meantime, please do not hesitate to contact me.

5 I would be grateful ____ any information you have on this.

6 Many thanks ____ your help.

7 I am writing ____ relation ____ job vacancy ref. no. 4200.

about to for for from at in in in in

Match the following phrases:

3.

4.

5.

6.

1.

2.

Further to… If I can offer any further assistance,… I am writing… I was wondering… It was a great pleasure… Please feel free to contact me…

a) b) c) d) e) f) to meet you in… please do not hesitate to contact me if you could… if you have any questions.

with regard to… our earlier conversation

3.

4.

5.

6.

1.

2.

Further to…

our earlier conversation

If I can offer any further assistance,…

please do not hesitate to contact me

I am writing…

with regard to…

I was wondering…

if you could…

It was a great pleasure…

to meet you in…

Please feel free to contact me…

if you have any questions.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Make the following sentences more formal.

I saw your ad for a PA in yesterday’s paper and I want to apply. I’m sending my CV together with his letter for you to look at.

I can’t wait for you invite me for an interview!

Mary’s great with all sorts of kids, and her German is OK, so I reckon she’ll do fine as a teacher in an Austrian school. If you want to know more, don’t be shy - go ahead and ask. Thanks for reading my application and I hope to see you soon. I’m sure I’m the best candidate for the post, as my CV also shows. I worked for ACD Company for a year or so, but they sacked all the middle management (including me) because they had money problems. My English is great and I can also use a computer well. To sum up, I’m sure my ex student Kelly Jones will be a big plus for your company.

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Suggested answers

I wish to apply for the position of Personal Assistant in your company advertised in Politika daily newspaper on June 23, 2013. Enclosed please find my CV for your attention. I am looking forward to an invitation for an interview / to attending an interview. Mary is excellent with children and has satisfactory German language skills. Therefore, I believe she will make an excellent teacher in an Austrian school. If you want to know more, please do not hesitate to ask. Thank you for your kind review of my application. I am looking forward to seeing you soon. I am confident that I am the most suitable candidate for the position, as my CV also confirms. I worked for ACD Company for approximately a year, but was made redundant as a member of the middle management due to the company’s financial difficulties. My English language and computer skills are proficient/ advanced. In conclusion, I am confident that my former student Kelly Jones would became a valuable asset in your company.

Write a letter using modified block format and the following information.

Jack Williams, Senior Manager, writing to his boss:

meeting with representatives of microsoft went well - we now have over 50% of shares on the market - still some unresolved issues concerning terms and conditions of the contract - have to prolong my stay for additional 2 days - someone from our stuff to has to give a presentation on new product on thursday - will be back on may 25 2015 - inform me on pending issues

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