II. Read and translate the following information on writing a business letter.
Plan of a business letter:
1) The number of the house and the name of the street, e.g.;
7 Willcott Road (Rd) 88 By-The-Wood Square (Sq)
6 Dinas Street (St) 109 Cornwell Avenue (Av)
77 Haddington Place (Pl)
2) The town and the country:
The town, e.g.: London E.C.4, Edinburgh 9, Leeds 4. Except for the largest towns, the county follow the town, e.g.: Essex, Surrey.
3) For letters going abroad – the country, e.g.:
Great Britain, India.
If you haven’t got a permanent address and your letters are sent to someone else’s address C/O (care of) is used.
Firms may make use of a Post Office Box, e.g.: P.O. Box 82.
4) These are accepted forms of writing dates:
23rd August 2005, August 23rd 2005, 23.08.2005.
The abbreviations for days: 1st, 2nd, 3rd, 4th, 5th, etc.
for month: Jan., Feb., Mar., Apr., May, June, July, Aug., Sept., Oct., Nov., Dec..
5) The reference for which Ref. is abbreviation saves trouble.
You should always refer to it in your reply. Some firms make provisions for it in their printed forms, e.g.:
Our ref …………. GMF/6566/69
Your ref ………… MMD/4914/66
6,7,8) Our Correspondent’s name and address.
It is particularly advisable to put this on business letters, e.g.:
Morris Motors Ltd., Burthley & Son Co. Ltd.,
Oxford, P.O. Box No. 798,
England Dry Dock Building,
Liverpool.
9) The usual greetings to a person in a business letter is:
Dear Sir, or Dear Madam,
to a firm Dear Sirs or sometimes Gentlemen.
If we have had frequent business dealings we may begin:
Dear Mr.Naught or Dear Miss … .
10) Remember that paragraph is essential in the body of the letter. The paragraphs look best if they begin after the comma following the salutation.
In the opening paragraph if it is a reply there are some of the more frequent initial phrases:
Thank you for your letter of …
In reply to your inquiry of …
With reference to your letter of …
We are in receipt of … .
The body of the letter deals in detail with the subject matter and gives all the necessary information. It should be clear, concise, and courteous.
There are a few formal endings for the closing-paragraph of a letter:
We trust that you will make an effort to …
We are looking forward to hearing from you…
Awaiting your reply, we are … .
11) For a business letter the following closing forms areused:
Yours faithfully,
Yours very truly,
Yours sincerely (for more personal letters).
Signatures should be written though the letter itself andthe nameunder signature are typed.
Anglo - Dal Co. Ltd.
Ê. Curry Managing Director
For Anglo - Dal Co. Ltd.
S. Joker .Sales Manager per pro Export - Import Enterprise.
Notice: Instead of items 1, 2, 3, nowadays, you usually have a ready printed paper with the firm's heading.
Notes To The Heading.
1. The name of the firm.
2. The postal address and telephone number.
3. The code for telegrams and cables.
4. The reference letters may indicate the man whodictated, the typistand perhaps where the correspondence is filled.
5. The date. The Envelope
|
Mr W. J. Scarce, 79 Green Road, London N. W. 6, England.
Notes to the envelope:
1. The name of the man or firm.
2. The P.O. Box number or the number of the house and name of the street.
3. The town.
4. The county (Am. the state)
5. The country.