The guidelines of writing social correspondence:

Chapter Eighteen Other Letter Writing The guidelines of writing social correspondence: 1 Highlight the purpose of the gathering (meeting, conference, party, etc.). All social correspondence has a definite, specific purpose, so you should be to the point when you write it. 2 Don’t write even briefly about some unrelated subject when you write a social letter. Don’t make the mistake of combining business and social matters in one letter. 3 Provide all the details that the recipient needs in order to attend: the date, the time, the place, and the occasion when you write an invitation. 4 Make the reader feel his/her attendance is truly expected. 5 Ask for a response, by a specific date if necessary.

Section One Invitation 1 Formal Invitation P312 The guidelines of the formal: 1) If the occasion specifies the dress requirement of the guests, such information should be given on the lower right hand corner of the invitation card. 2) In case a reply is required, one of the following forms may be used, generally on the lower left hand corner of the card 3) The phraseology is standard. 4) This type of invitation may be: fully engraved, or partially engraved, or handwritten.

Specimen 1 P313 Specimen 2 P313

2 Informal Invitation P313 The form of personal letters varies, depending largely upon the degree of intimacy between the writer and the person addressed. Informal invitations are more personal and intimate. They usually have a heading, an inside address, a salutation, and a signature.

3 Letters of Acceptance P314 An invitation is a courtesy and must be promptly acknowledged. Whether a reply is called for or not, one must advise either an acceptance or refusal. A host should know how many guests to expect. A reply to an invitation must be a definite acceptance or refusal. An open ended or ambiguous acceptance is not satisfactory.

4 Letters of Decline P315 If you cannot accept an invitation, it is polite to give the reason for your refusal. The absence of an explanation could be considered very discourteous. The guidelines: 1. Thank the recipient for inviting you. 2. Tell the recipient why you are not able to accept the invitation. 3. If you feel so, tell the recipient that you would be glad to have another opportunity. 4. Express good will and thank the recipient again for the invitation.

Section Two Introduction Notes 1 To be short. 2 It is customary not to seal the envelope, if it is delivered by hand. • It can be delivered by mail, e-mail or presented personally.

Specimen 1 P 316 Specimen 2 P 316 Specimen 3 P 316 Specimen 4 P 316

Section Three Letter of Appointment The guidelines: 1. Starting with the request. 2. Stating the reason for the request. 3. Suggesting the place and time for the meeting. 4. Stressing the convenience of the correspondence. 5. Asking for confirmation.

Section Four Letters of Thanks Businessmen have many opportunities for writing “thank-you” letters to express appreciation and good will. They include letters to new customers for a first order, letters to established customers for a particularly large order or for regular business, letters to customers who give advice or perform a service. Every gift, every favor or courtesy requires sincere and gracious acknowledgement. In most cases in business a short, formal acknowledgement is all that is necessary.

Section Five Letters of congratulations The letter of congratulation indicates the writer’s profound interest in the success or good luck of the recipient. It would be better not to send such a letter if it fails to reveal a spontaneous personal enthusiasm and deep sincerity of the writer over the good fortune of the reader.

Section Six Letters of Reservation Letters making reservations need not be long, but they should be definite. It is well to specify the number of reservations wanted, the location or position preferred, the accommodations or appointments, preferred single or double bed—the date or dates of the reservations, and the price or rates.

Section Seven Notice and Announcement Here we discuss Business Notices only. Business Notices are sent to the people concerned by means of correspondence. Nowadays most of firms like taking the simple way – by means of postcards which carry the notice, which can save money and time. Specimen 1 P320 Specimen 2 P320

Section Eight Ineroffice Menos Business messages sent to people who work for the same company as the writer are called memorandums, Interoffice memorandums can be abbreviated to Memos. It serves as an exchanging of information between departments within a business or official agency or between agencies. It is a device very frequently used.

Memos are different from letters: • It is read only by colleagues and leaders inside a corporation. (2) The stationery carries the name of a corporation, no address. (3) Close without compliments. Specimen 1 P321 Specimen 2 P321

Section Nine Business Reports A business report is commonly regarded as a record of past or present conditions, activities, or accomplishment. Such a report should be based on verified facts. The validity of all reports rests on these facts. They are the basis for determining future action or plans. One of the most essential requisites for success as an officer in any organization is the ability to speak well and to write well. You should have confidence in your ability to prepare and read a report, be it a president’s report, a treasurer’s report, a secretary’s report, or a committee report.

Section Ten Agenda and Resolutions Specimen 1 P323 Specimen 2 P323

Section Eleven Letter of Notes Letter of Notes is a simple correspondence with the content very brief. Mostly they are temporary messages and requirements. Where there is urgent business to tell other people but can not find time for interview, we can write Notes, such as a note of asking-for-leave, short message, and so on. Generally these notes do not have addresses on and have the same characters with general correspondence. They have a character of a wide range of uses, simple forms, easy text. Sometimes Notes do not need to mail. Specimen 1 P324 Specimen 1 P324

The guidelines of writing social correspondence: