Main paragraph (typed) signature

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HEADED NOTEPAPER
Nearly all businesses, and many private individuals, have a printed letterheading on their paper. Like all other parts of the letter, the heading should present a suitable image, and give all the n

SETTING OUT YOUR LETTER
It is important to achieve a good balance between the size of the sheet of paper and what is to be written on it. It will detract from the overall appearance if the first sheet is closely spaced, a

Figure 2
1 Sender’s address Bredgade 51 DK 1260 Copenhagen K DENMARK   2Date 26 May 20—   3 Inside address

SURNAME KNOWN
As a guide to use of first names and/or initials, follow the recipient’s preferred style as indicated by past correspondence. Always use a courtesy title, and copy the spelling of names carefully.

DEPARTMENT KNOWN
Alternatively, you can address your letter to a particular department of the company, e.g. The Sales Department, The Accounts Department. In both these cases an organisation name s

ORDER OF INSIDE ADDRESS
This should be copied carefully from the previous correspondence if available and should be the same as the address to be used on the envelope. Avoid using abbreviations for road or town names, alt

BODY OF THR LETTER
Sometimes it is difficult to think of suitable words with which to start the letter. In general, you should always refer to any previous correspondence in the first paragraph and also try to get to

Table 1
TITLE STATUS COMPLIMENTARY CLOSE Mr married or unmarried male Yours sincerely

SIGNATURE
Letters will usually bear the signature of the writer. Always type your name and, if relevant, your job title, below your handwritten signature. This is known as the signature block. Even th

Figure 3
1 Letterhead Compuvision Ltd Warwick House Warwick Street Forest Hill London SE23 1JF   Telephone +44(0)20 8

PER PRO
The abbreviation p.p. sometimes appears in signature blocks. It means per pro, i.e. for and on behalf of, and is used by administrators or personal assistants when signing lett

DESPATCH METHOD
Sometimes it may be useful to indicate the despatch method to be used, such as: Recorded Delivery, Registered Post, Airmail, or Courier Delivery. Type this in capitals a

Figure 4
Compuvision Ltd Warwick House Warwick Street Forest Hill London SE23 1JF   Telephone +44(0)20 8566 1861 Facsim

Figure 6
42 Botley Close, Colebourn, RIPON, Yorks, R18 7QS.   Your Rcf: 5/12A   17th May 2000   Messrs Brown &

Figure 7
42 Botlcy Close, Colebourn, RIPON, Yorks, R18 7QS   Your ref: 5/12A 17th May 2000   Messrs Brown & Page (Bu

ADDRESSING ENVELOPES
Envelope addresses are written in a similar way to inside addresses. But in the case of letters within or for the UK, the name of the town and the country are written in capital letters, and the po

Figure 11
Dear Sir Thank you for your enquiry. We have a wide selection of watches which we are sure you will like. We will be sending a catalogue

Figure 13
Dear Sir / Madam We are interested in your security systems. We would like to know more about the prices and discounts you offer. A bus

SIMPLICITY
Check that all the words you have used mean what you intend them to mean. Think carefully whether they will be understood by the reader, and whether they are suitable for the type of letter you are

Figure 15
Dear Sir/Madam I beg to acknowledge receipt of your letter of the 15th inst. in connection with our not clearing our account, which was o

Figure 17
  Dear Mr Rohn I've already written to you concerning your debt of £1,994. This should have been cleared three months

Table 2
INAPPROPRIATE FORM PREFERRED ALTERNATIVE you’ve probably guessed you are probably aware you’ll ge

ABBREVIATIONS AND INITIALS
Abbreviations can be useful because they are quick to write and easy to read. But both correspondents need to know what the abbreviations stand for. The abbreviations CIF and FOB

TYPES OF ORGANIZATIONS
Industry, in a general sense, the production of goods and services in an economy. The term industry also refers to a group of enterprises (private businesses or government-operated corporations) th

PEPLIES TO ENQUIRIES
A reply to an enquiry from a regular customer is normally fairly brief, and does not need to be more than polite and direct. Provided the supplier is in a position to meet his correspondent’s requi

Catalogues and samples
M. Gerard wrote to R.G. Electronics to enquire about CDs (see Figure 20). He implied that his store was a large one, that he was only interested in high-quality products, and that

MARKING
There are 3 principal types of marking which may have to he done on export packages: 1. The consignees’ own distinctive marks. 2. Any official mark required by authorities.

Specimens of marks
1 K R LTV Durban X   Brisbane   FOREIGN PRODUCE OF SOUTH AFRICA Net weight 100 kg. Dimensions Gr

Figure 30
Exporter informs prospective customer of packing and marking procedures.     The buyer (

Figure 31
The buyer sends the instructions for packing and marking.        

Reply to the letter of instruction about packing
    When payment has been arranged and documents surrendered to the bank which confirms the credi

Figure 44
STATEMENT   Rather than requiring immediate payment of invoices, suppliers may offer credit in the fo

Figure 46
    1. Currency and value of the bill of exchange in figures. 2. Date the bill is comple

TYPES OF ORGANIZATIONS
  Exercise 17.Classify the following industries as primary, secondary, or tertiary. Agriculture; commercial fishing; government activity; hotel industries; mass media;

Rossomon PLC
         

LANGUAGE PRACTICE
1. Notice how you inform the company you are writing to how or where you heard about them:   We hav

Enclosed leaflet pleasure in production supply
  A.        

Took advantage
a. Wholesaler’s special offer of woollen blankets     b. An announcement

LANGUAGE PRACTICE
  1. Note these sentences : A cable or telex message would be the best method of communication, as/since we c

At your expense at your risk in full in response to
in touch with in (your/our) favour of assistance   Exercise 78. Complete the followin

LANGUAGE PRACTICE
  1. Note the use of ‘With the exception of …’, and ‘which …’ ‘ We can join these three sentences using them. The merchandise seems to be in good order. No. 9 is not.

Discrepancy negligence quantity up to standard
Complaints are often received by companies who ship consignments overseas. These complaints are sometimes about the (1) …… of goods received. Perhaps not enough goods were sent, perhaps too many. A

LANGUAGE PRACTICE
1. Notice how these sentences express regret: We are very/extremely sorry to hear that two filing cabinets of the wr

Due to prompt short-shipped
Letters of adjustment should always be (1) … , or polite. You should express regret for any (2) … caused by your mistake, and it is a good idea to (3) … the buyer that you will correct the mistake,

In advance up-to-date
  Exercise 94. The text of a letter replying to a complaint is given. Complete it, choosing from the alternativ

Column open submit
An invoice is a (1) …… , that is, a demand for payment. It can also be a (2) ……, a regular notice of a buyer’s account with a seller. The statement invoice is for buyers who have an (3) …… account

Talking about letters of credit
When an exporter and importer have done business for several years and there is a high degree oftrust(1) … between them security of payment is not an important issue. With a new cl

Dispatch v., n. (dispatch method)
38. DIY (Do It Yourself) 39. Doctor (Dr) 40. ea. (each) 41. enclose 42. enclosure (Enc./ Encl./ Enc/ Encs) 43. Esquire (Esq.) 44. etc. (et cete