How To Write Business Letters in English - Philip Stokes.pdf
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© Philip Stokes 2009
http://philipstokesel.blogspot.com
HOW TO WRITE
BUSINESS
LETTERS
IN ENGLISH
PHILIP STOKES
1
© Philip Stokes 2009
http://philipstokesel.blogspot.com
1.1 Read letters A and B and answer the questions:
A
Dear Sir or Madam
I am writing
in connection with
the Brainiak X-plus computer I bought
from your shop last week.
Unfortunately, when I got the computer home there was no mouse or
keyboard in the box.
I telephoned your store immediately and was told to make a
complaint in writing and to
enclose
a copy of my receipt.
I look forward to hearing from you
as soon as possible.
Yours faithfully
Jack Smith
1.1a Match the underlined expressions from A to the following meanings
and functions
:
i. ………………………..……………………………
means ‘
to send with’
ii………………………………….…………………
means ‘
concerning’
or ‘
about’
iii……………………………………………………
is used to show that
you want a reply
iv…………………………………………….............
is used to
close the letter
v…..
……………………………….…………………
is used when
you do not know the recipient’s name
2
© Philip Stokes 2009
http://philipstokesel.blogspot.com
B
Dear Mr Smith
Thank you for your letter of 14 February
concerning
the computer you
bought from our shop.
Please accept my apologies for the missing components.
I would like
to assure you that
we make every effort to ensure this sort of thing
does not occur.
I am sending you a replacement mouse and keyboard this morning. I
also enclose with this letter a 10% discount coupon which can be
redeemed
against your next purchase at our store.
Please accept my apologies once again.
Yours sincerely
Ms Amanda Howard
1.1b Match the
underlined
expressions from B to the following meanings
and functions
:
vi……………………………………………...
means ‘
about
’ or ‘
in connection with
’
vii……………………………………………...
means ‘
exchanged
’ or ‘
cashed in
’
viii……………………………………………...
is used when you know the recipient’s name
ix ……………………………………………...
is used to convince somebody of your sincerity
x……………………………………………..
is used to close a letter when you know the recipient’s name
Assure / Ensure
To
assure
means to promise that...
“
I can assure you
that
it is true!”
To
ensure
means to make certain...
“We
ensure
all our staff are well trained by sending them
on a 6-week training course.”
3
© Philip Stokes 2009
http://philipstokesel.blogspot.com
1.2 Opening a Letter:
When writing to a company use
–
Dear Sir or Madam
When writing to a man use
–
Dear Mr
(+surname)
e.g.
Dear Mr Brown
When writing to a married woman use
–
Dear Mrs
(+surname)
e.g.
Dear Mrs Lee
For an unmarried woman use
–
Dear Miss
(+surname)
e.g.
Dear Miss Croft
If you are not sure whether a woman is
married or not use
–
Dear Ms
(+surname)
e.g.
Dear Ms Taylor
In informal letters, where you know the recipient quite well, you may open
with their first name:
e.g.
Dear John
!
Never open a letter with
Mr
,
Mrs
or
Ms
and
a person’s first name
e.g.
Dear Mr John
1.2a Closing a Letter:
When you open with
Dear Sir or Madam
close with
Yours faithfully
When you open with
Dear Mr/Mrs/Ms
close with
Your sincerely
When you open with
Dear (
first name)
close with
Regards
4
© Philip Stokes 2009
http://philipstokesel.blogspot.com
1.2b Complete the gaps with a correct opening or closing:
Opening
Closing
Dear Mrs Steele
…………………………………….
Dear ……………………………….
Regards
Dear Sir or Madam
……………………………………
……….…Mr Greene
…………………………………….
Dear Ms Woodes
……………………………………
1.3 Beginning the message:
I am writing in connection with
…
when this is the first letter between you and the recipient
Further to my telephone call on
[+date]
Further to my previous letter of/dated
[+date]
Further to my email of
[+date]
when you have already contacted the recipient about the matter
Thank you for your letter of
[+date]
concerning
…
With reference to your letter of
[+ date]
when you are replying to a message from the recipient
1.3a Ending the message:
I look forward to hearing from you
when you want or expect a reply
If I can be of any further help, please do not hesitate to contact me.
when you do not want or expect a reply, but are willing to help if
necessary
5
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