asst. prof. pornsiri muangsamai, ph.d. faculty of ... writing letters of enquiryl ... letters of...
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Asst. Prof. Pornsiri Muangsamai, Ph.D. Faculty of Humanities, Kasetsart University
Focuses Page
1. English grammar and structures commonly used in writing -official letters and notes 2
2. Layout of formal letters 21
3. Letter writing Letters of Enquiryl'equest Letters of Invitation Letters of Apology Letters of Reply
4. Email writing
English grammar and structures wmmonly used in writing official letters and notes
Present simple facts, routine, schedule
Present continuous islamlare + Ving 1. the action right now 2. the action during a short period of time 3. the action in the near future
Present perfect hashave + V3 1. the action that begins in the past and continues to the present 2. the action that begins in the past and ends at the present
Past simple V2 the action that ends in the past and has no connection with the present.
Future will + V1 the action that occurs in the future
Study the following examples.
You fiom the enclosed catalogue that the range o include some highly efficient portable extinguishers for use on construction sites.
to our existing customers a 15% discount on orders of extinguishers
I e situation and at your specifications exactly the same as the design of a camera battery manufactured by a large Japanese electronics company.
We o quote prices and schedules you s with more detailed information.
ress courier to your store this
significant growth within the last ten years. Last year, NIA programs, including a community day care center, computer
training center, substance abuse program, and an alternative learning program for high school drop-outs.
in an effort to effectively administer our new programs as well as keep pace with our organization's growing administrative responsibilities.
Task: Complete the following letter with the correct form of verbs.
I me) to inform you that the products you
to us for inspection @!I! the documents that you enclosed.
On 15 June 2012, we to inspect your body lotions.
We ur products. However, they are not
lotions. They are body shampoos. We m s o r r y that we
have to cancel the whole process that we !I!$$ from the
beginning-
Please be advised that you have to start the process all over again if you
to request for our inspection of your body lotions.
If you need additional information, please @!% fie to
contact us. We delighted to render any assistance for
your further arrangements.
2. Appropriate Language Use
1. Useful expressions to show links
In connection with this matter, clause
In this regardlconnection, clause
With regard to + noun, clause
With respect t o h respect of + noun, clause
Concerning the issue, subject matter, event, + noun, clause
In connection with the workshop, we have arranged the equipment including the
computer, the LCD and the Internet as suggested.
With respect to your request, I am not yet able to agree.
Concerning the 5-year campaign against smoking in the ABC district, we found that
there was a considerable drop of expenses on health care.
As agreed,
As required
As discussed in the meeting, the agenda
As agreed, meetings will be held every second Tuesday fiom 9:00 a.m. until noon.
As discussed, at the end of the process, Mary Ball will draft the summary report for
review by the steering committee.
As required, both parties will exchange information on progress every six months.
2. Parallelism Equal structures are combined with connectors e.g. 'and', 'but', 'or', and 'so'.
As discussed at that meeting, the objectives of our review sessions will be to:
Review and assess the overall effectiveness of the program;
Identify and document strengths and weaknesses of the program; and
Propose customer-focused solutions to address areas of weakness;
It is necessary that we carry out the project step by step and evaluate each step
carefully.
I am pleased& honored by the invitation to participate in the . . . Conference
organized by your institution.
Our staff has doubled in an effort to effectively administer our new programs2
well as keep pace with our organization's growing administrative responsibilities.
There is no doubt that your recent achievements will be spoken of for some time
to come that the admiration for your accomplishments is felt by all of us
within the industry as well as the general public.
NIA has enjoyed a significant growth within the last ten years. Last year, NIA
launched five new programs, including a community day care center, computer
training center, substance abuse program, an alternative learning program
for high school drop-outs.
Task: Choose the correct sentences.
1. a. I am planning a trip to Jakarta and to arrange a meeting with you.
b. I am planning a trip to Jakarta and I would like to arrange a meeting with you.
2. a. I look forward to meet you and developing our close cooperation.
b. I look forward to meeting you and developing our close cooperation.
3. a We are seeking support fi-om the Foundation to enable us to develop a pilot
COMPUTER program and demonstrating its effectiveness to the Tech Ed.
b. We are seeking support from the Foundation to enable us to develop a pilot
COMPUTER program and demonstrate its effectiveness to the Tech Ed.
4. a. Thank you very much for your letter of 3rd May and the information on the
coming conference in September.
b. Thank you very much for your letter of 3rd May and you told me about the
information on the coming conference in September.
5. a. We hope that this workshop should reflect on where you have been and
where you are going.
b. We hope that this workshop should reflect on where you have been and
your next step.
6. a. Due to budget limitations, we are not able to offer any kind of honorarium
or reduced registration fee in return for your presentation.
b. Due to budget limitations, we are not able to offer any kind of honorarium
or reducing registration fee in return for your presentation.
7. a. The program looks very interesting, and includes technical papers,
exhibitions, three workshops, and seven tutorials.
b. The program looks very interesting, and including technical papers,
exhibitions, three workshops, and seven tutorials.
8. a I would highly appreciate your usual full cooperation and participate
towards the success of this activity.
b. I would highly appreciate your usual 111 cooperation and participation
towards the success of this activity.
3. Noun and its modifiers
Noun + Noun salt intake
Noun + V3 + Noun salt-filled potato chips
Noun + Ving + Noun policy-making bodies
V3 + Noun canned soup and h z e n pizza
Adj +Noun Dietary guidelines
Adj + Noun + Noun high blood pressure
Adj+ Noun+ Noun + Noun low-fat dairy products, lower blood pressure readings a growing public health problem
Noun + Present participial phrase 10 trials involving nearly 1,000 kids
Noun (human) + apostrophe s + Noun + Noun consumers' health protection
Change the following descriptions into noun phrases.
1. This is the device which is used to spread the ribs before an operation.
2. Many people buy foods which have been processed.
3. This person is an expert in studying nutrition.
4. The amount of sodium that we intake should be low
5. These are problems about health.
6. The report is produced each year and it is revised.
7. Health is deteriorating rapidly.
8. This is a call f h n another country and it is monitored.
9. This is the serum which coats hair.
10. 'Phe products have been tested with animals.
4. Adverb Clause
Condition: if, unless, provided that, inversion-if
We should be most gratell if you could kindly provide (fiunish) the authorities with
the necessary information.
I would appreciate it if you could keep us informed of the measures to be taken to
implement the recommendation.
It would be greatly appreciated if this request would receive your favorable support.
I would be most appreciated if you would extend a special thank you fiom me to Ms.
Stanford.
Should you accept this invitation, there is some flexibility we can use to accommodate
your own scheduling preferences.
Should you have any questions, please feel fiee to contact me.
Should you not wish to sign the contract, you must let them know before the end of
June.
Remarks: iflwhether
The goal of the research was to fimre out if what we eat affects blood pressure.
Kindly inform us if the appointment date and time is convenient for you.
Cause-Effect
Because. As, Since, Due to the fact that + clause (cause), clause (result)
clause (result) because, as. since. due to the fact that clause (cause)
I am sorry to inform you that I have to postpone my visit due to the fact that I am bound by the urgent office business.
Due to noun (cause), clause (result)
clause (result) due to noun (cause)
I am sorry to inform you that I have to postpone my visit due to the urgent office business.
clause (cause) ;therefore. thus, as a consequence. as a result, clause (result)
Sentence (cause) Therefore. Thus. As a consequence, As a result, clause (result)
Thailand is encountering great floods; therefore, we are forced to postpone our visit to Korea until further notice.
Thailand is encountering great floods. Therefore, we are forced to postpone our visit to Korea until fiuther notice.
Giving reasons
I highly recommend Chulalongkorn University Hospital due to the fact the institution
specializes in the area of your interest.
I highly recommend Chulalongkorn University Hospital due to the specialty of the
institution that matches the area of your interest.
Chulalongkorn University Hospital specializes in the area of your interest; therefore, I
highly recommend that you contact the institution for your research.
Chulalongkorn University Hospital specializes in the area of your interest. Therefore,
I highly recommend that you contact the institution for your research.
Due to the high costs of cancer treatment, many people with the disease cannot afford
it.
Because cancer treatment is very expensive, many people with the disease cannot
afford it.
Cancer treatment is very expensive; thus, many people with the disease cannot afford
it.
Task: Choose the appropriate choice for each sentence.
1. (Due to/Due to the fact that) circumstances unexpected, we cannot complete the
inspection as specified.
2. Please do not hesitate to inform us (if ---conditionlwhether) you wish to enquire
about the procedure.
3. We would like to study (if ---conditionlwhether) music therapy works well with
people with cancer.
4. Your company has obtained approval fiom the Thai FDA; (since, therefore), you
can launch your products in the market.
5. (AsAf) recommended, we have contacted the headquarter in Paris, France, for a
copy of their company establishment.
6. We regret that we have to postpone our meeting this quarter (because, due to) some
of our partners are engaged with relocating their offices after the great floods.
7. (Since, If) the medicine contains certain substances which can be used for addictive
drugs, we must ban it. We cannot give you approval of it.
8. Would you kindly make arrangements for our accommodation and international
transportation (thus, if) our university cannot afford the expenses?
9. (In view of the fact that/Because of) the rnamhdmhg process of Brand A has
been widely accepted, I would strongly recommend this brand.
10. (If ---condition/Whether) this powdered milk contains a poisonous ch&cal
requires a series of tests.
5. Abbreviations used in letter writing
The following abbreviations are widely used in letters:
asap = as soon as possible
cc = carbon copy
enc., encl., encls, enclosures = enclosure (when you include other documents with your letter)
ps = postscript (when you want to add something after you've finished and signed it)
RSVP = please reply
Rules when writinp a formal letter 1. Be in the correct format. 2. Be precise and concise. 3. Include relevant information. 4. Use formal language. 5. Check if there are any grammatical or spelling mistakes. 6. Do not use contractions. 7. Use 'I' to refer to the authority who signs the letter. However, 'We' is also
appropriate since it is used to represent the organization though a person signs the letter.
6. Polite Language
Don't use.. . I'm writing to . . . We'll inform you.. . . It's been ... I'd like to ...
Use.. . I am writing to . . . We will inform you. . . It has been ... I would like to ...
Don't use I have received your letter dated . . .
We regret that we must reject.. . We request that you send us.. . We would like to suggest to you that . . . To discuss the problem on . . . We are very busy and cannot attend the conference . . .
Please consider whether you can accept the offer. Please reply as soon as possible.
Use Thank you for your letter dated.. . Referring to your letter dated.. . We acknowledge with thanks the
receipt of your letter of.. . We regret that we are unable to.. . Please send us. . . Please be advised to.. ./that . . . To discuss the issue of. . . We are sorry that we cannot attend
the conference due to an urgent call for a meeting on ..
Kindly consider the offer.
.We are looking forward to hearing from you.
7. Numbers
1. Write the numbers 'one' to' nine' in letters.
. We would like to invite you and two representatives porn the
Department of ... to the worhhop on .... 2. When two sets of numbers are written nearby, one set should be written in
numbers and the other set in letters.
In 2002, twenty-two people died of HI NI.
3. The date in the letter is written: 16 June B.E. 2555 (2012).
Yet, inside the message, it can be December 25,2012 or 25 December 2012.
4. The time should be stated with 'a.m.' (after midnight but before mid day) and
'p.m.' (between noon and midnight).
The Minister of Public Health will have an opening speech at the conference
at 9.30 a.m.
8. British English and American English
British Programme honour behaviour apologise/ apologize organisel organize analyse realize centre metre gynaecology dialogue judgement ageing fulfil skilful travel travelled travelling
American Program honor behavior apologize organize analyze realize center meter g ~ n e c o l o ~ dialog judgment aging fuifill skillful travel traveled traveling
9. Common Errors and Inappropriate Language Use
1. Fragments
Referring to your letter dated 21 August 20 1 1 concerning the 12th
International Conference on HlNl in ASEAN countries. We are pleased to
participate in the conference. Because this is an opportunity for all of us to
share our experiences and investigate how to remove this life-threatening
disease fiom our region. The topic for the presentation (is) 'HlN1:
Preventative Measures' that Thailand will focus on. It is based on the study by
Dr. Supa Dhamrna and feel honored to introduce the findings.
1.1 Incomplete sentence
A lack of verb
A lack of subject
A lack of the main clause
1.2 Misplace of modifying clause
2. Run-on sentences
The purpose of this letter is to invite the representatives of Department ,of.. .. to attend a seminar on . . . during . . . at . . . and we would like you to consider giving a
presentation on. . . to our audience who are interested to learn fiom your experience in
. . ., in the hope of solving the problem of.. . in their countries.
'As per the information provided via the email dated . . .by Dr.. .., the project
coordinator, related to the request for a meeting between . . .Association of Thailand
and . . ..Administration of Cambodia, medicine price and medicine bidding
management are not under the responsibility of.. .Association of Thailand ; thus, such
meeting with . . . has not been arranged.
3. Wordiness
absolutely essential essential
consensus of opinion opinion
We are writing to you to thank you for.. .
Our website has made available many of the things you can use for making a
decision on the best migraine medicine.
Our website presents criteria for determining the best migraine medicine.
We are pleasedldelighted to inform you of our acceptance of your courtesy
call on ..
We are pleasedldelighted to accept your courtesy call on . . ..
In this connection, we would like to express our regret to inform you that, we,
unfortunately, are not able to arrange this workshop due to . . .
We regret to inform you that, we, unfortunately, are not able to arrange this
workshop due to . . ; .
Please refer to your invitation letter of January 3rd, 2013, inviting me to be the
keynote speaker at the conference. I am pleased to accept the invitation . . .
Letter Writing
Formal Letter Layout
There are three commonly used letter formats: block format, modified block format and indented format. Study their differences as follows.
Block Format 1. Start each part of the letter fiom the left. 2. Leave one blank line after each part. 3. After the closing part, leave three blank lines.
I
Return Address Line 1 Return Address Line 2
Date (Month Day, Year)
MrJMrsJMsJDr. Full name of recipient TitleIPosition of Recipient. Company Name Address Line 1 Address Line 2
Dear Ms./Mrs./Mr. Last Name:
Subject: Title of Subject
Closing (Sincerely yoursNours sincerely),
Signature
Your Name (Printed) Your Title
Modified Block Format 1. All text starts fkom the left margin except for the author's address, date,
and closing which are usually about three inches from the left margin. 2. Paragraphs are not indented.
Return Address Line 1 Return Address Line 2
Date Month Day, Year)
Company Name Address Line 1 Address Line 2
Dear Ms./Mrs./Mr. Last Name/ To Whom it May C o n c e d e a r Sirs~Madams:
Subject: Title of Subject
Bodyparagraph1 ....................................... ......................................................
Body Paragraph 2 ....................................... ......................................................
....................................... Body Paragraph 3 ......................................................
Signature
Your Name (Printed) Your Title
Closing (Sincerely yours, Yours sincerely, Faithfully, Faithfully yours, Yours faithfully)
Example
Semi-Block (Indented) Format 1. All text is aligned to the left margin, except for the author's address, date, and
closing 2. Paragraphs are indented. 3. The author's address, date, and closing are usually indented in same position.
.
Return Address Line 1 Return Address Line 2
Date (Month Day, Year)
TitleLfosition of Recipient Company Name Address Line 1 Address Line 2
Dear SirMadam:
Subject: Title of Subject
Body Paragraph 1 ................................. ......................................................
BodyParagraph2 ................................. ............................................
Body Paragraph 3 .................................. ....................................................... .................................................
Closing (Faithfully, Faithhlly yours, Yours faithfully)
Signature
Your Name (Printed) Your Title
Example
Thank yw far cgdering 15 cases d premium paperfroml~llperial Stalbeq Ld.Ymrwder~beenstppedan8shwldreadrpuwltfiinthenext~biness
Find emkdymrtata l ldfar~abOYeadaamoulingb,~.S!i.andihe ~fwlrjs5~yowrtrfindBewuseyaupaidinadvdncsl.weruegivbrgp3 percent cash d i and we a h ae paying faashippiq and hand!@-
Components of Letter
The letter consists of different parts:
1. The returning address to tell the recipient where to write a reply.
2. The date to tell when the writer issues the letter.
3. The recipient's name and address
4. Salutation
a. Use Dear Sir or Madam or To Whom It May Concern if you do
not know the recipient's name.
b. Use Dear Mr., Mrs., or Ms. and the family name if you know
their names.
c. Use Dear Sirs to address the organization.
5. Subject is the topic of the letter. A subject heading consists of the purpose
of the letter and its topic (what it is about). Usually it is short and
informative and written in the form of the noun phrase. The first letter of
each word, except article and preposition, is capitalized. The subject must
be in the bold face and without a period at the end. Study the following.
a. Complaint about ... (e.g. Lute Delivery of Order 1234)
b. Congratulations on . . . c. Request for.. . d. Enquiry about . . . e. Apology for.. . f. Invitation to.. .(give an opening speech on . . . conference)
6. The body mainly consists of:
a. the purpose of the letter e.g. making an enquiry, an invitation or a
complaint
b. information relevant to the purpose of the letter
c. action expected from the recipient e.g. giving information or
accepting the invitation.
7. The closing ends the letter. Normally it follows the salutation.
8. Signature, name in print and position are the next part after the closing.
Charan Chanjaroen
Deputy Director General
Acting Director General
Salutation
Excellency (President, Prime Minister,
Minister, Ambassador, UN Secretary
General)
Dear Sir, Madam or To Whom It May
Concern
Dear Mr., Mrs., or Ms. and the family
name
Dear Sirs/Madams
Charan Chanjaroen
Deputy Director General
for Director General -
Closing
Accept, Excellency, the assurances of my
highest consideration.
Yours faithfully or Faithfully yours
Yours sincerely or Sincerely yours
Yours faithfully or Faithfully yours
9. The enclosure is located on the bottom left, used to tell the reader that
there is an attachment. It can be written in many ways such as Enc., Encl.,
Encls (number of pages), Enclosures: (number of pages).
10. cc. (carbon copy) is used when the letter is also sent to another person for
acknowledgement.
A full block form letter with all the components
1-1 3- Marg In
v our Name]-l
Marg In .I" [Address] [Aadressl [Phone] [Datetodayl.2
1 line [Rodpbnrs Name]- 4 (Canpeny Name1
I nm Pd-1
Mention Recipient's Name]+ 7 1 line
bear [Rsclplsntk Name]: 8 I line I line WBJEcrl- g
The main chamdwistic of full bbtk I- k Utat evwything (except - l a maybe a preprinted letterhead) is L s h with the left margh. Full Mock leHwp are a l i e more fwmal Man modfed block letfern.
I line lfyuur letter is onlyone page, type the emliientary close and optional components as shown below aherwiw, type them on the last page of p r l W . Forthe components of cwrtinuabon pages, cCek on the fink below to go to pge 2 of this letter.
I line anam.+------------ 11
4 1 1 ~ ISlgnatuml4- 12
[Your Name, Mle] 1 llne
[ldentieation hiGals]+ 19 ulclosures: p4umbarl4- $4
1 line cc: Warns For C a p y l L 45
(Name For Copy] 7-
1-1.5'' Margin
(http://iobsearchtech.about.com/od/letters/l/bl block p.htm)
Writing Letter of Enquiry
1. Purpose To ask for information, assistance, support etc. 2. Subject Heading Enquiry about -
Query about - Request for -
3. 1st Paragraph State the purpose of the letter. The purpose of this letter is to ... I am writing to enquirehnquire iJ whether + Clause I am writing to enquire/inquire about
+ Noun I am writing to request for + Noun I would/should be gratefilg whether you could ...
(e.g. inform me ofprovide me with)
2nd Paragraph 1. State why you contact the organization or where you have heard
about it. I have been acknowledged that your institute specializes in ... I have learnedfiom the Bangkok Post, Business Section,
dated July 5, 201 2 that ... 2. Give details about your enquirylrequest.
Our dePartmentplanr to work on .... Since it is the area new to us, we would like to send our team to attend a workshop on... during ....
Last Paragraph Express thanks to the reader with a polite expression.
Thank you very much for your kindnesskind assistance/ consideration.
Thank you for your early attention to this matter.
Suggested Template of Letter of Enquiry / Request .
Subject: Request for . . .
I write / am writing to request for / enquire about + noun . . . The purpose of this letter is to . . .
We have been aclcnowledged that . . . (name of organization, the recipient of the letter)
has successfully implemented . . .(e.g. PQR technology) to enhance . . .(e.g. the
m a n u f m g process) 1 to develop . . .(e.g. the manufacturing process) /to solve the
problem of.. . which we are encountering.. . We wish to apply . . .(e.g. the PQR
technology) to . . .
I would appreciate it if you could kindly . . .. I am looking forward to hearing fiom
you
Example of Letter of Enquiry
Queen Ice-Cream Manufacturing Co., Ltd.
11 North High Street
Sydney, Australia
18 May 2012
Food and Drug Administration
Ministry of Public Health
Tivanond Road., Nonthaburi 1 1000
Thailand
Dear Sirs
Subject: Request for information on regulations concerning importing ice cream
toppings
I am writing to request for information on regulations concerning importing ice cream
toppings fiom Australia into Thailand.
As one of the most successful ice-cream businesses in Australia, we would like to
expand this business by introducing our dried fruit ice-cream toppings into Thai
markets. Our toppings are manufactured with the latest technology that can preserve
nutrients in the processed fruits with their tasty flavors. The products for ice-cream
have obtained approval fiom the FDA, Australia, and are very popular among
Australian ice-cream lovers. It would be great if we could obtain the information on
Thailand FDA regulations so that we would do our best to meet all of the
requirements.
I appreciate it if you would kindly send us necessary information onlabout this matter.
I am looking forward to hearing fiom you.
Yours f-aithfillly
Peter Covient
Manager
Acknowledging receipt of an inquirylrequest
Please refer to your letter /report ofldated . . . .
Further to your letter ofldated . . .. In fiutherance of your letter ofldated . . .. With reference to your letter ofldated . . . . Reference is made to your letter ofldated . . .. We have the honor to refer to your letter ofldated . . .. We have the pleasure to refer to your letter ovdated . . .. I am pleased to refer to your letter ofldated
In further reference to our conversation, luncheon,
meeting, discussion on (issue) . . . . In reply to your letter ofldated . . . . Noun
I would like to draw your attention to (issue). . . . I have the honor to draw your attention to (issue) . . ... Thank you for your letter of.. . regarding I concerning /
in connection with . . . I refer to your enquiry about 1 relating to . . . I have received your letter of . . . requesting information
about . . . This is to acknowledge receipt of your
letter of 1 dated.. .
March 21,2012
concernindregardinn +
Explaining action taken as a consequence of the enquiry
I have reviewed/enclosed . . . We held a meeting on 2 1 January to discuss ... I have checked/looked intolinvestigated . . .
Making suggestions
The best optionlsolution would be . . . since hecause.. . I highly recommend . . . as 1 since 1 due to the fact that . . . I suggest that you (should) . . . In view of the fact that . . ., I would strongly recommend . . . as . . .
Apologizing and rejecting proposals
While I appreciate your firm's need for this information, I regret that . . . It will not be possible to . . . for legal reasons. We are bound to . . . Your proposal is of interest to us, and we have had consultations about it. However,
we are concerned that . . .
Establishing goodwill and suggesting contact
I hope this suggestionlinformation will be useful to you.
I hope that this information will help you to make decisions on . . . . I look forward to hearing from you.
I look forward to receiving your confirmation of.. . Please feel free to contact me again if you have any further queries on . . . Please do not hesitate to contact me if I can be of further assistance.
Should you require any further details, please do not hesitate to contact me at . . . .
. . .
. . . Thailand
2 June B.E. 2555 (2012)
Mr. Peter Covent, Manager
Queen Ice-Cream Manufacturing Co., Ltd.
1 1 North High Street
Sydney, Australia
Dear Mr. Covent:
Subject: Request for information on regulations concerning importing ice cream
toppings
Reference is made to your letter dated 18 May 2012 regarding the
aforementioned caption.
Enclosed herewith please find the required documents. Please be advised that
detailed and accurate description of your products is necessary for our consideration.
We hope that you would find the information useful for your fiuther
arrangement.
Kitti Kanchana
Director
Enclosures. (3)
Yours sincerely,
Making/Paying/Requesting for a courtesy call/visit
Subject: Courtesy Call on the Secretary General
We would appreciate it if my team .and I muld call on your office at.. . We wish to pay a courtesy call on Mr.. .., Director General . . . I *odd appreciate it if you could confirm your availability or suggest another
time that is of more convenience for you.
We are pleasedfdelighted to inform you of our acceptance of your courtesy call on
. . .. It is our pleasure to . . .
Requesting for a courtesy call
Sender's address
. . . Thailand
25 July 2012
His Excellency
Mr. Roberts Frost
Minister of.. . . . .. Australia
Excellency
Mr. Deelerd Rakthai, the Minister of Public Health and the executives of Department
of Disease Control who are in charge of the healthy lifestyle strategic plan B.E. 2557-
2560, (201 4-201 7), will be visiting Australia during April 27-May 2,201 3. The visit
is aimed at paying a courtesy call on the Australian Department of Health and
Ageing and discussing matters of implementation of the Government's health and
hospital reforms.
On this occasion, I would like to request for an opportunity for the team under the
leadership of Mr. Deelerd Rakthai, the Minister of Public Health of Thailand, to pay a
courtesy call on Your Excellency on April 28,2013 at the Ministry of Public Health.
May I take this opportunity to wish Your Excellency good health, and I sincerely
hope that our countries will accomplish our plans to promote our people's healthy 4
lives.
Accept, Your Excellency, the assurances of my highest consideration.
Subject : Courtesy Call on Director General
Dear Mr. . . .,
Reference is made to your letter dated . . . concerning the request for the courtesy call
on the Director General, Department of . . ..
We are pleased to accept your courtesy call to be held on (date) at (place). Mr. . . ., the
Deputy Director General, will welcome you in this visit for I will represent Thailand
in the ASEAN Summit during . . ..
We look f m a r d to welcoming you and your team at the meeting.
Sincefely yours,
. . *
Requesting for a visa: How to revise it?
. . . . . . . . . Thailand
February 201 1
. . . Embassy
... Bangkok 10120
Subject : Thai participants attending the 21 st meeting on.. . in (city, country)
To Whom It May Concern:
The National Standardization Authority of (country) will organize the 2 1 st
meeting of in (city, country) during (dates).
In this regard, the . . ., Ministry of.. ., Thailand, would like to send two
officials to participate in the above mentioned meeting, namely:
1.. .. 2.. ..
Please kindly facilitate the visa i&mnce for these two officials.
Enclosed is the draft agenda.
Sincerely yours
Requesting for cooperation: How to revise it?
Well-Being National Institute of Thailand
58 Phaholyothin Rd.
Bangkhen, Bangkok 10900
Thailand
Tel.
Fax.
10 August B.E.2555 (2012)
Mr. Seong Jung Kim, Director
Well-Being National Institute of Korea
Kimji Road, Seoul
South Korea 12 122
Dear Mr. Kim,
Subject : The Well-Being National Institute of South Korea
First of all, let me express our appreciation to the Well-Being National
Institute and you, in particular, for strengthening activities under the Memorandum of
Cooperation (MOC) between the Well-Being National Institute of South Korea and
the Well-Being National Institute of Thailand.
Your success in applying the latest XYZ technology for detecting and
eliminating streptococcal viruses in hospitals is a model for us, of which it is one of
the activities stated in our action plan. We are very much interested in the latest XYZ
technology as it is suitable for our limited resources and our problems. Therefore, we
would like to propose a request for your kind consideration in sharing, to the extent
possible, the technology to Thai Well-Being National Institute. Consequently, we
could learn about it which would help us fasten the process to tackle the problems of
pharmaceutical products in a timely manner.
. I would like to express my gratitude to you for taking into eonsidaatm the
possibility of sharing the howledge to us.
Yours sincerely,
Requesting for a grant: How to revise it?
. *.
Thailand
Tel.
Fax.
January 2,201 1
John Doe, Executive Director
XYZ Foundation
1 0 Downing St.
London,'U.K.
Dear Mi. Doe,
I am writing to inquire whether the XYZ Foundation would kindly consider awarding
a grant for the proposal of the Department, Ministry of Public Health,
Thailand, on health care promotion among the minority groups along the border
between Thailand and Myanmar. This project requires an investment of $ per
year over two years to support local people health care training, provide the minority
groups with medical centers and medicine as well as equipment. We believe the
proposal falls well within your area of interest.
Health care is important for qualities of life, especially for those living along the
border between the two countries who have been suffering health problems,
transmissible diseases, in particular. Educating local people about healthy lifestyles
would enable them to take good care of themselves and their families, the results of
which are their well-being, and reduction of great amounts of expenses on medicine.
We believe that this project has the potential to transform the lives of people in the
area.
Thank you very much for your kind consideration. I am looking forward to receiving
your favorable reply.
Yours sincerely,
Surasak Sukmak
Executive Director
Invitation Letter
Purpose: Inviting a guest to a meeting, or an event
Parts: 1. introducing the host and the organization
2. extending the invitation
2. giving details about the event
3. showing his appreciation for the guest's attendance
Useful Expressions for Invitation Letter
Paragraph 1
We are pleased to extend our invitation to Mr./Ms./Dr.. ..to attend, participate in the
conference/meeting~workshop organized by . . . during . . . . We have great pleasure in informing you that + clause
We have the pleasure in inviting you to the formal cerernonylthe banquet to
cornmemoratelcelebrate . . . We are pleasddelighted to inform you that + clause
We are pleasddelighted to invite you to attendlparticipate in.. . It is our pleasure to inform you that + clause
It is our great pleasure to inform you that our new product line is ready for your
inspection.
You are cordially invited to attend a party given in honor of Mr.. .. Please let me know whether you can accept the invitation.
On behalf of.. .(institute), I am pleased to invite you to participate in . . . to be held ... (time) at . . . (place).
2nd paragraph
We would be delighted/honored if you would accept our invitation to speak on the
subject ". . ." on (date) from (time).
We have pleasure to support your registration fee, hotel accommodation and the
airfare (economy class) for the conference.
We would, of course, be prepared to pay you the fee of $350 and your travel
expenses.
Please be informed that we will support your registration fee, and the expenses for
accommodation and local transportation to the conference. However, due to our
limited resources, we are not able to support your international airfare.
Unfortunately, due to budget limitations, we are not able to offer any kind of
honorarium or reduced registration fee in return for your appearance on the
panel. Please accept my sincere regrets.
3rd paragraph
We look forward to hearing whether you can accept our invitation. Please let us
know if you will need any visual aids or other equipment.
As one of the prominent figures in the community, we would be honored by your
attendance.
I look forward to your participation and welcome you personally in . . . (Bangkok).
In closing, we would be pleased and honored if you would consent to be our
invited speaker at the . . . Conference.
I do hope you will be able to act as a speaker on the panel; your experience and
comments will add an important dimension to what is potentially a very
important discussion for the field.
In appreciation of your agreement to participate in the conference, we would
provide the cost of an economy class airfare from your home institution to the
conference, hotel accom&odations during the conference, and fiee registration
to the conference.
Suggested Template for Invitation Letter
Subject: Invitation to ....(F orum, Conference, Seminar)
On behalf of.. .(institute), I am pleased to invite you to participate in . . . (the
f o d t h e conferencelthe seminar) on . . . to be held ... (time) at . . . (place).
The f o d t h e conferencelthe seminar will invite representatives fi-om . . . (WHO,
FDA, universities , and pharmaceutical companies). Because of your prestige and
stature in the field of.. . , it is a great honor and pleasure to invite you to . . . (the
f o d t h e conferendthe seminar) . It is understood that alVIt should be noted that
the expenses during your participation in the forum will be covered by yourself.
Should you have any question, please . . . .
In closing, I would be pleased and honored if you would consent to be our invited
speaker at the . . . (the f o d t h e conferencelthe seminar).
Replying to the letter of invitation Thank you for your kind letter inviting me to speak at the conference on . . . Thank you very much for your letter of 3rd May and the information on the corning
conference in September.
I am pleased and honored by the invitation to participate in the conference organized
by . . ., which is to be held in (place), (dates).
I have much pleasure in accepting your invitation to . . . I look forward to meeting you and other members of your society at the conference
and wish you every success.
I must apologize for not being able to . . .. However, we regret that due to prior commitments, we will not be able to attend the
event at the time stated.
I very much regret to say that it will not be possible for me to make any trip owing to
bad healthfthe tight work schedulelprior engagements.
Thank you once more for honoring me with your invitation.
Example of Invitation Letter
Faculty of Science, Kasetsart University
50 Phaholyothin Rd. Bangkhen,
Bangkok 10900
June 17,2012
Professor David Brown
President
Mission Hospital
Burana St., Nonthaburi 1 1000
Dear Professor David Brown:
My name is Wiwat Prasert and I am writing on behalf of the pre-medical students at
the Faculty of Science, Kasetsart University. We are organizing the conference on
Thai Medical Students in the ASEAN Community in 201 5 and would like to invite
you to be our guest speaker on the subject of Paths towards International Medical
Education.
The conference will be held on December 15-16,2012 at Chakrabhan Auditorium.
The target audience includes medical students fiom all over the country who are
enthusiastic to gain insights into ASEAN's and Thailand's policies, and changes that
will affect their studies and future career.
As one of the prominent figures in the medical community, we would be honored by
your attendance. We look forward to your reply.
Sincerely,
Signature
Wiwat Prasert
Example of Reply to Invitation Letter
Dr. David Brown
President
Mission Hospital
1 Burana St., Nonthaburi 1 1000
July I, 2012
Wiwat Prasert
Faculty of Science, Kasetsart University
50 -Phaholyothin Rd. Bangkhen
Bangkok 10900
Dear Wiwat Prasert:
Thank you very much for inviting me to be a speaker in the conference on Thai
Medical Students in the ASEAN Community in 201 5.
' I am very pleased to accept this invitation and agree to talk on the topic suggested by
you.
I look forward to meeting you and other members of your society at the conference
and wish you every success.
Sincerely,
~i~nature
.David Brown
More examples of Invitation Letter
Dell- 2
We are pleased to inform you of the annual meeting of the Association for
Alteniative Treatments, to be held in Bangkok, Thailand, fiom April 4-6,2013. As
you may know, the AAT conference is the premier international conference of note in
the field of alternative treatments. I am writing to invite you to present a talk at the
conference which will be forty minutes long, including a 15 minute question-answer
session.
Should you accept this invitation, there is some flexibility we can use to
accommodate your own scheduling preferences. In appreciation of your agreement to
participate in the conference, we would provide the cost of an economy class airfare
fiom your home institution, hotel accommodations, and fiee registration to the
conference.
I do very much hope that you will be able to accept this invitation.
Yours sincerely
Dear ,
It gives me great to ask if you would be willing to appear on the panel
entitled . . . at the forthcoming XYZ conference in Beijing at the end of June next year.
The panel itself will last for 60 minutes on Friday, June 30. The other panelists being
invited are:
Professor Juan Mann, University of New South Wales, Australia
Dr. Mary Ball, University of Ashland, USA
Dr. Reiko Kachi, Tokyo University, Japan
While we cannot afford to pay the travel expenses of each invited panelist, we are
pleased to waive your registration fee for the conference.
You can find out all details about the conference at http://www.nhi.org. The program
includes technical papers, exhibitions, and five tutorials. In addition, there is a guided
tour of interesting and historical aspects of.. . (the host country e.g. Thailand,
People's Republic of China).
I hope you can attend the conference and share your ideas on this topic on the panel.
Please let me know whether you can accept the invitation.
Yours sincerely
Letter of Apology
1. Begin and end with your apo16gy.
2. Keep your apology letter short and to the point
3. Be specific about what happened and be clear about what you're sorry for.
4. End the letter with apology once again.
Expressions used in Letter of Apology
I would like to express my deep regrets for . .. and apologize for . . . . The purpose of this letter is to formally offer our deepest and most sincere apology for
the inconvenience that (issue) has caused you.
We do apologize for any inconvenience caused by the cancellation/postponement of
the workshop until further notice.
Please accept this letter as our formal letter of apology for the inconvenience (the
issue) has caused you.
Please let us apologize for the difficulties and inconvenience you experienced with
(issue).
Please accept our apologies for the inconvenience (the issue) has caused you.
Subject : Cancellation/Postponement of Workshop on . . .
Dear Dr. . . .
Please kindly refer to the letter dated . . ., regarding . . . Workshop on . . .. Product on (date), (place).
We regret to inform you that, we are not able to arrange this workshop due to
. . . (noun e.g. unforeseen circumstances/ great floods at the venue of the workshop)
due to the fact that (clause) . . ..
We do apologize for any inconvenience caused by the
catlcellation/postponement of the workshop until further notice.
Sincerely yours,
Suggested Template for Letter of Apology
Examples of Letter of Apology
Subject: Apology for Withdrawal from 8th International Conference on . . .
Dear Dr. . . .
I would like to express my deep regrets for not being able to attend the 8th
International Conference on . . .(title of the conference)and apologize for
inconvenience that this short notice cancellation has caused you.
Due to the fact that the Department of.. . has a limited budget to support me for the
participation, I have to withdraw &om this conference.
Please accept my apologies for difficulties that this may cause you and thank you for
your kind understanding.
... Thailand
5 Nov B.E. 2554 (201 1)
Mr. ... .... Singapore
Subject : Invitation for Thai . . . Contribution to the 2nd . . . Congress in
Sineauore 7-10 Jan 2013.
Dear Mr. .. .,
This is regard to your invitation letter for Dr. . . ., the Secretary-General of Office of
. . . as a speaker at the 2nd . ..Congress in Singapore during 7-10 Jan 201 3.
We highly appreciate your kind invitation and are pleased to accept it. However, due
to . . ., I am not able to attend the Congress. Mrs. . . ., the Deputy Secretary-General,
will represent the Office in the section "XYZ."
Thank you very much for the invitation. We look forward to attending the Congress
in Singapore and wish it a great success.
(Signature)
Secretary General
Writing an Itinerary
1. Divide the page into four parts: Date, Time, Activities, and Note.
2. Specie the time on 24-hour basis.
3. Use consistent language e.g. gerunds (V+ing) for Activities.
4. Be specific about Time and Activities, including essential details e.g. venue of
the meeting, name of hotel, its room number, telephone numbers, flight
numbers.
Tentative Itinerary
Study Visit of Nine Pharmacists
from . . . Organization, India
May 12-13,2013
May 12 9.00-9.30 Courtesy Call on Secretary General, Dr. . . ... 9.30-1 2.00 Meeting with Dr. . . ., Director
Department of.. .and Mr. . . . to discuss.. . Tel. 02579-1212
12.00-13.00 Lunch
13.00 Leaving for Nakhon Nayok to visit
ABC Herbal Medicine Laboratory Tel. 089222-3333
14.30-1 7.00 Observing herbal medicine manufacturing
17.00 Returning to Bangkok
Staying overnight at . . .Hotel, Rrn. No. . . . Tel. 02234-5678
May1 3 9.00-1 2.00 Attending the Seminar on . . . ., Conference Room, MNL Building,
Ministry of Public Health Tel. 02579-3223
12.00-1 3.00 Lunch
13 .OO-15.00 At leisure
20.30 Leaving for Suvarnabhumi
International Airport, Samutprakarn
22.15 Departing to India, Flight TG.. .
Writing Emails
1. Make the subject short and clear. Do not leave it blank.
2. Write the message concisely.
3. Use polite language; do not use contractions.
4. Skip a line when starting a new paragraph.
5. ' If you are sending an attachment, make note of it and describe what the
attachment is for in the body.
6. When you receive a message, reply to it as soon as possible.
7. Use threads when replying to keep the original subject line with "Re:" in fiont
of it.
8. Always leave a signature line.
9. The email message follows the letter guidelines.
Subject: Adjustment of the Meeting Date
Date: Tue, 16 Jun 2012 10: 16:19 +0800
From: sirim@fda.ac.th
To: yko. 1 @fda.sg
Dear Ms. Koh
Please refer to the schedule of the meeting between . . ., Singapore and . . ., Thailand to
discuss our regulatory systems of pharmaceutical and other controlled products on 28
November 2012.
Due to an urgent call for a ministerial meeting, we are not able to meet with you on
the day. We would like to postpone it to 12 December 2012.
You kind consideration in this matter is very much appreciated.
Yours sincerely
Siri Charoen
Director, Department of.. .
Address
Subject: Re: Adjustment of the Meeting Date
Date: Tue, 10 Jul2012 10: 16: 19 +0800
From: vko.l@,f~sg
To: sirim@f&ac.th
Dear Mr. Siri
Please be infonned that we have no objection to the adjustment.
Looking forward to meeting you on 12 December 2012. . .
Sincerely
Yao Jing Koh
Director, . . . Director, Department of . . . Address
Email: How to Revise It?
Subject: Re: schedule of.. . visit to Beijing
Date: Tue, 10 Jul2012 10:16:19 +0800
From: vko. 1 @,fda.sq
To: sirirn@f&ac.th
Your letter has been received. We are very busy this week and my boss
is having meetings outside of our office. I will try to give you the
invitation letter soon.
regarding your namelist, there will be 9 or 10 people fiom your office? Please give us
the tittle of Mr. . . .. and who is the "officer"?
The working language for our meeting will be English, right? Please find a interpretor
for your side and we will have our interpretor for our side.
Waiting for your confirmation.
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