How To Write Business Letters in English - Philip Stokes.pdf - Business - simonrodnip55

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HOW TO WRITE

BUSINESS

LETTERS

IN ENGLISH

PHILIP STOKES

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1.1 Read letters A and B and answer the questions:

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

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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.”

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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

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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

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