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Make quite sure that you use the correct title in the address and salutation, that you spell your correspondent's name correctly (nothing creates a worse impression than a mis-spelled name), and that you write his/her address accurately.
Do not make assumptions about your correspondent's sex if you do not know it. If you are writing, for example, to a Chief Buyer who you do not know, do not assume that he/she must be one sex or the other: use Dear Sir or Madam rather than Dear Sir or Dear Madam. If you know the person's name but not his/her sex (either because he/she only signs with an initial, or because his/her given name is new to you), then use Mr/ Mrs..., e.g. Dear Mr/Mrs Barron.
References
When replying to a letter, make sure you quote all references accurately. Your correspondent will not be pleased if it is not immediately clear which letter you are replying to.
Prices, measurements, etc.
Special care must be taken when quoting prices or giving specifications such as measurements, weights, etc. A wrongly quoted price in a letter can cause complications.
Enclosures
Always check that you have actually enclosed the documents you have mentioned in your letter. And check that you have enclosed the right documents: if, for example, you say in the body of the letter, that you are enclosing 'our leaflet PB/14', do not then enclose leaflet PB/15. Or, when sending a covering letter with an order, make sure you have quoted the order number accurately in your letter.
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1 Include just the right amount of information in your letter. (But better to include too much than too little.)
2 Plan your letter before you start writing, to make sure it says everything you want to say and says it in a logical sequence.
3 Use a simple but polite style of language. Beware of idioms.
4 Your letter should be clear and unambiguous. Take care with abbreviations and figures.
5 Accuracy is important. Pay special attention to titles, names and addresses, references, prices and specifications, enclosures.
length
order and sequence
style and language
clarity
colloquial language
abbreviations
a statement
idioms
accuracy
to draw attention to something
to point out something
to make a point
to restate a point
to open a letter
to introduce oneself
to acknowledge an inquiry
to enclose a catalogue
to encourage further contact
to close a letter a sentence
a paragraph
simplicity
courtesy
UNIT 3
Letters on Business Situations
SOME "GOLDEN RULES" FOR WRITING LETTERS AND FAXES
• Decide what to say before you start to write. If you don't, the sentences are likely to go on and on until you can think of good way to finish. In other words, make sure that you plan ahead.
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• Put each separate idea in a separate
paragraph.
• Use short sentences
• Use short words that everyone can understand. You may be writing to people whose English isn't as good as yours.
• Think about your reader. Your letters should
be...
Clear - make sure the reader knows exactly what you mean
Complete - make sure you give the reader
all the necessary information.
Courteous - write in a sincere, polite tone.
Correct - the reader may be confused if the are too many mistakes in grammar, punctuation or spelling.
Check your letter through before you print it - and correct any mistakes you find, be sure that you have included all the necessary information: numbers, prices or dates.
Part 1
Request Letters
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