Writing a formal letter or an e-mail - PowerPoint PPT Presentation

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Writing a formal letter or an e-mail

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  1. Writing a formal letter or an e-mail

  2. The structure of the letter There are 6 parts of the letter • Heading • The inside address • The greeting • The body • The complimentary close • The signature line There are skips between the paragraphs.

  3. Letter formats • Semiblock Modified block Block

  4. The heading • Contains the return adress with the date on the last line • Phone number, e-mail adress • Line is skiped between the address and the date. Laszló Kovács Budapest, 23 Eperjes St. 06-94-1455-345 lkovacs2@freemail.hu 23rd August, 2007.

  5. The inside address • The address you are sending the letter to. • Make it as complete as possible. • Include titles and names if you know • This is always on the left margin. Peter Ryder Personnal Manager Bradbury Public Library 34 Main St. Bradbury

  6. The greeting/salutation • Dear + always includes persons last name • Use Mr, Miss, Mrs, • Dear Sir, Madam, Sirs, Sir or Madam • Dear Mr Kovács: • Dear Mrs Kovács:

  7. The body of the letter • Business letter is never hand written. • Skip lines between paragraphs • Reference • Reason for writing • Requesting/Agreeing to requests • Enclosing documents • Closing remarks • Reference for future contact • The finish

  8. Reference • With reference to your advertisement in the Times/ your letter of 23rd March/ your phone call today…. • Thank you for your letter of March 23rd … • In reply to your letter of … • Regarding your inquiry about… • Under our agreement… • In accordance with our previous discussions… • The British Embassy in Budapest / Mr Zoltán Kovács has adviced me to get in touch with you in concerning

  9. The reason for writing • I am writing to • inquire about • apologize for • confirm

  10. Requesting/agreeing to requests • Could you possibly… • I would be grateful if you could … • I would be delighted to …

  11. Giving bad news • Unfortunately … • I am afraid that • Enclosing documents • I am enclosing … • Please find enclosed • Enclosed you will find …

  12. Closing remarks • I thank you in advance for you reply. • Thank you for attention. • Thank you very much for understanding the matter. • I would welcome a personal interview. • Reference to future contact • I look forward to …hearing from you soon/meeting you next Tuesday/seeing you next Thursday

  13. The finish • Yours faithfully, (no name of the person) • Yours sincerely, • Yours thuly • Very formal • Respectfully yours, • Very respectfully,

  14. Ken's Cheese House 34 Chatley Avenue Seattle, WA 98765 Tel: Fax: Email: kenny@cheese.com October 23, 2006 Fred Flintstone Sales Manager Cheese Specialists Inc. 456 Rubble Road Rockville, IL Dear Mr Flintstone: With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House