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Unit 8Unit 8

Business Business LettersLetters

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Reminder!

Don’t forget to register for an e-mail

before next week.

We will study fax and email in unit 10.

www.hotmail.com

www.gmail.com

www.mail.yahoo.com

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Parts of the Business Letters

1.Regular Parts จำ��เป็�นต้องมี letterhead/sender’s address, dates, receiver’s address, greeting, body, closing and signature.

2. Optional Parts ไมี�ต้องมี ก็�ได้references, attention line, subject line, company position, identification initials, carbon copy (CC) and enclosure.

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Receiver

Greeting

Body

Closing

signature

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Regular PartsRegular Parts- They are the major parts of business letters. - Most of business letters have these 7 parts- Each part must appear in its correct order.

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1. Letterheads / 1. Letterheads / sender’s address sender’s address

- Letterheads of the company include name, address, telephonenumber, and telex number, trademark.- If the sender is not a company it should be sender address.

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ExampleExampless

Letterheads

Mr. Ronnie LeeChief ExecutiveNovation Business

School2 Havelock Road#03-15 Apollo CenterSingapore 059763

Sender’s address

1417 Injaimee Road, Muang,Uttaradit 53000, Thailand

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Letterhead

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2. Date2. Date- It is below the sender’s address.

- It should be written in full.

British Style: 5th January 2007

5 January 2007

American Style: January 5, 2007

The fifth of January, Two thousand and seven

January the fifth, Two thousand and seven

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3.3. Inside address / receiver’s Inside address / receiver’s address / reader’s addressaddress / reader’s address

- It is typed flush with left margin of the paper below the sender’s address and the date.- The order of inside address is

1. Name of the person and/or the company receiving the letter2. Name of house, building, or company3. Name of building and name of street4. Name of town or city and postcode5. Name of the country

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ExamplesExamples

Roger WhiteIndustrial

House Collin StreetMelbourne, Victoria 3000Australia

Mr. Stephen WilliamsSales ManagerSales DepartmentKensington Wine

Company125 Madison StreetVictoria 3010Australia

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4. Salutation, greeting, 4. Salutation, greeting, opening salutation opening salutationIt is written on the left margin below the inside

address

Guidelines for salutation: ก็�รทั�ก็ทั�ยขึ้��นต้นจำด้หมี�ย1. ก็รณี ไมี�ทัร�บชื่��อผู้!ร�บ Use “ Dear Sir”

2. ก็รณี ทัร�บชื่��อผู้!ร�บ Use “Dear Mr/Ms Surname”

ขึ้อสั�งเก็ต้ ใหระบ&แต้� น�มีสัก็&ล ก็�พอ ไมี�ใสั�ชื่��อ“ ”จำร*ง

3. ก็รณี ผู้!ร�บเป็�นบร*ษั�ทั (ไมี�ระบ&คน) Use “ Dear Sirs” to

address a company

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Examples

British English

Dear Mr. Jackson,Dear Miss/Ms./Mrs. Lewis,

Dear Sir,Dear Madam, Dear Sirs,Dear Madams, Dear Sir or Madam,

American English

Dear Mr.Jackson:Dear Miss/Ms./Mrs. Lewis:

Gentlemen:Ladies:Ladies and Gentlemen:To Whom it May Concern:

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5. Body of the letter

- Body of the letter is the most important of the letter.- It is containing the message from the writer to the receiver.- It begins below the salutation.- The paragraph may be indented or not, depending on layout used.- When changing to the new subject, a

new paragraph should be started.

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6. Complimentary Closing

Guidelines for complimentary Guidelines for complimentary

closing:closing:

1. ไมี�ทัร�บชื่��อผู้!ร�บ: Use “Yours faithfully”

2. ทัร�บชื่��อผู้!ร�บ: Use “Yours sincerely”

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ExamplesExamples

SalutationSalutation

Dear Sir,Dear Sirs,Dear Madam, Dear Sir or Madam,

Dear Mr. James,Dear Miss Rosemary,

ClosingClosing

Yours faithfully,Yours truly,

Yours sincerely,Sincerely yours,

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7. Signature7. Signature- It is very important for every letter.- In commercial correspondence, thewriter’s name must be typed below thesignature.

Mr. for a man Mrs. for a married womanMiss. for an unmarried woman Ms. for a woman

Yours sincerely, Winston WongWinston Wong Chairman

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Optional Parts

- They are minor parts of the business letter.

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1. Reference They are written to indicate - what the letter refers to (Your Ref.) - the letter to refer to what it is replied (Our Ref.) They may be either in - figures (Your Ref. 472/10) the number of the number

of the letter the department - the letter (Our Ref. WW/CJ) Winston Chitraporn Wong Jaidee

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2. Attention Line

- Used to indicate that the letter should bedelivered to a particular person or department.- It is below the inside address.

Inside Address

Attention: Mr. Paul Franklin

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3. Subject Line- It is the topic of the letter.- Used to tell the reader what the letter is About.- It is placed between inside address and the salutation.

Inside Address Attention: Mr. Paul Franklin Subject: Ordering new

productsDear Sir,

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4. Identification Initials

- The initials of the writer and the typist.- They are usually typed at the left margin below the last line of the signature section.- The initials of the writer come first in all capital letters.- The initials of the typist are followed in small letter.

Yours sincerely, Winston WongWinston Wong Chairman

WW/cj

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5. Carbon Copy (c.c)

- It is written when copies letter are sent to the people other than the named receiver.- It is below the identification line at the left margin.

Yours sincerely, Winston WongWinston Wong Chairman

WW/cjc.c: Mr. Ian Smiths

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6. Enclosure- It is used when the writer sends documents

such as leaflets, catalogues etc.- Can be written “Enc.” or “Encl.”- It is at the bottom of the letter.- If the additional page is stapled or clipped to the letter, use “Attachment”.

Yours sincerely,

Winston WongWinston Wong Chairman

Enc.

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Comprehension Check P.151

1. This part consists of the message from the writer. body of the letter2. It is written to show that copies of the letter are sent to other people. carbon copy3. It is the place where the writer signs his name. signature4. It is the place where the writer writes his address. sender’s address5. This part is written before signing the name.complimentary closing

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6. It is used to greet the receiver. salutation 7. This shows that the writer sends documents with the letter. enclosure8. It is to show that the letter is sent to the particular person. attention9. It is the line for the topic of the letter.subject10. It is the place where the letter will be sent to. inside address

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แบบฟอร.มีขึ้องจำด้หมี�ยธุ&รก็*จำLetter Layout

There are 3 kinds of layout forms

เต็�ม1. Full Block Form ทุ�กอย่�างชิ�ดซ้�าย่หน้�ากระดาษ

(flush left)

2. Block Form ชิ�ดซ้�าย่บางส่�วน้3. Semi-block Form ชิ�ดซ้�าย่บางส่�วน้ และ ย่�น้ย่�อ

หน้�าใน้ส่�วน้ข้�อความ

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March 15, 2005

Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234

Dear Ms. Jones:

To simplify matters, we're demonstrating the block format on this page, one of the two most common formats.

When you use the block form, all the information is typed flush left, with one-inch margins all around. First provide your address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed.

If you are using letterhead that already provides your address, do not retype that information; just begin with the date.

Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name.

Sincerely,

J Doe

John Doe Administrative Assistant

Full blockform

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An example of the

full block form

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.

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March 15, 2005

Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234

Dear Ms. Jones:

To simplify matters, we're demonstrating the block format on this page, one of the two most common formats.

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date.

Skip another line before the salutation. Then write the body of your letter. Skip lines between paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name.

Sincerely,

J Doe

John Doe Administrative Assistant

Blockform

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15 March 2005

Ms. Helen Jones President Jones, Jones & Jones 123 International Lane Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format--there are block formats, and indented formats, and modified block formats .To simplify matters, we're demonstrating the indented format on this page, one of the two most common formats.

If you are using the indented form, place your address at the top, with the left edge of the address aligned with the center of the page. Skip a line and type the date so that it lines up underneath your address. Type the inside address and salutation flush left; the salutation should be followed by a colon. For formal letters, avoid abbreviations.

Indent the first line of each paragraph one-half inch. Skip lines between paragraphs.

Instead of placing the closing and signature lines flush left, type them in the center, even with the address and date above, as illustrated here.

Sincerely, J DOE

John Doe

Semi-Semi-blockblockformform

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ListeningA. Listen and Fill the words

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ListeningB. Listen and Answer

1. He does not understand some parts of a business letter.2. There are seven regular parts.3. Yes, it should be written in full.4. The body of the letter is the most important.5. According to the dialogue, signature is

the last part of a business letter.

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Writing P. 156: Writing Date

American British

1. The fifteenth of May nineteen eighty-nine.

May 15, 1989 15 May 1989

2. The eighteenth of January 1999.

January 18, 1999 18 January 1999

3. 31.10.98

October 31, 1998 31 October 1998

4.7/25/97

July 25, 1997 25 July 1997

5. Feb 20, 2000.

February 20, 2000 20 February 2000

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Writing salutation and complimentary closing

(P.157)

1. Wanchai and Friends Ltd.Salutation: Dear Sirs,Closing: Yours faithfully,

2. The Production Manager, Electronics International, Pathumthani

Salutation: Dear Sir,Closing: Yours faithfully,

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3. Ms. Britney White, the managerSalutation: Dear Ms. White,Complimentary closing: Yours

sincerely,

4. A letter addressed to a corporationSalutation: Dear Sirs,Complimentary closing: Yours faithfully,

5. A letter addressed to the ManagerSalutation: Dear Sir,Complimentary closing: Yours faithfully,

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Exercise- Do the writing exercise on page 158-159 in your book and hand me

before going home. (20 minutes)

Homework: Pair work:- Pick 1 business letter from your Book or anywhere. Then identify the 7 regular parts of the business letter.

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Example

Receiver

Greeting

Body

Closing

signature

Sender’s address

Date

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Passive form of modalModals e.g. can, could, will, would, shall,should, may, might, must can use in

passivevoice.

Modal + be + past participle(V3)

- Susan will be invited to the party.- The parcel will be sent to Australia.- The business letter may be written.- The documents must be signed.

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Exercise P.164

1. Your homework should be done by you.

2. A doghouse will be built by my father.3. Books must be read by the good boys before they go to bed.4. A phone call could be made by you.5. Computers can be repaired by that man.

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Cardinal Number ค!อ จำ#าน้วน้ต็$วเลข้ธรรมดา ทุ&'ไม�บอกล#าด$บทุ&' เชิ�น้ one, two, three, four, five…

Ordinal Number ค!อจำ#าน้วน้เลข้ทุ&'บอกล#าด$บทุ&' หร!อ

ต็#าแหน้�งทุ&' เชิ�น้ first, second, third, fourth, fifth...

การทุ#า cardinal number เป็*น้ ordinal number ค!อเต็�ม -th หล$ง cardinal number ย่กเว�น้ต็$วทุ&'ลงทุ�าย่

ด�วย่ one, two, three

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Exercise: Read these dates P.165

1. The twenty-first of November two thousand and one 2. January the twelfth, nineteen ninety-eight3. The eighth of March seventeen seventy-seven4. The thirtieth of October two thousand and four5. April the fifteen, eighteen seventy-five