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Business Correspondence

Business Correspondence. Writing e-mails.

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Business Correspondence

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  1. Business Correspondence Writing e-mails

  2. It’s Monday 7 May. You work for the Research and Development department of Modern Systems, a company which manufactures technical machines and equipment. Your boss, Thomas Bates, is ill and you will have to take over his work for the next 5 days. Look at the emails, telephone calls and text messages which Thomas has received. Work in groups and put the correspondence in the order in which you would deal with it(from high priority to low priority). • Who is the message from? Internal? External? Customer? Colleague? Supplier? • What impact does the subject of the message have on the organization? • Is there a deadline? Is there any flexibility? • What’s the best way to deal with each message? (write an e-mail, phone call…)

  3. Find phrases • Small talk • Referring to previous contact • Giving good news • Giving bad news • Offering help • Making requests • Apologizing • Referring to future contact

  4. Small Talk Referring to previous contact Thanks for your call yesterday. It was nice to see you at the fair last week. I hope you had a good journey back to... • How are things going at your end? • How’s business? • I hope you’re having a good week so far.

  5. Giving good news Giving bad news Unfortunately... I’m afraid (that)... I regret to tell you that... • I’m pleased to be able to tell you that... • I’m delighted to tell you that... • You’ll be pleased to hear that...

  6. Offering help Making requests Could I ask you to …? Would it be possible for you to…? Could you…? • Do you want me to...? • Would you like me to...? • Should I...?

  7. Apologizing Referring to future contact I look forward to receiving your response. I look forward to hearing from you. Speak to you soon. • I apologise (for any inconvenience caused). • I’m sorry about... • Sorry, but...

  8. Dear Mr/Ms + family nameDear + first nameDear Sir or Madam,Best wishes,Yours sincerely,Yours faithfully, Best regards/Kind regardsYour first name (and possibly your job title)Your full name and job title (2x)To Whom It May Concern

  9. Opening and closing phrases

  10. Structure • Suitable opening • Reason for writing (+ reference to a previous e-mail/letter etc.) e.g. I am writing to inform you… Following our meeting/phone conversation.. With reference to … Regarding our…. • Further details • Call for action • Suitable ending • Full name + job title

  11. Rewrite the sentences correctly, adding capital letters and punctuation where needed. • if get back any problems to me there are • week next I forward you seeing to look • report attachment you find the in the enclosed will • there is me know if anything can let do I • form complete the as soon as possible attached please return it and • hesitate not contact do me if points these want to discuss you to

  12. Useful phrases • Get back to me if there are any problems. • I look forward to seeing you next week. • You will find the report enclosed in the attachment. • Let me know if there’s anything I can do. • Please complete the form and return it attached as soon as possible. • Do not hesitate to contact me if you want to discuss these points.

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