Business writing

Meeting 3

True / False?

1. It is normal to write Mr John Tan in the first line of the receiver’s address, and underneath to write Dear Mr Tan without the initial.

2. The subject heading usually comes after Dear Mr Tan. 3. In a modern business letters Dear Mrs Lee and Yours sincerely are

followed by a comma. 4. Even if you know the person’s name, you don’t have to use it, you can

still use Dear Sir/Madam. use the name if you know it 5. You should not use abbreviations in letters and emails. 6. Short, simple sentences are better than long complex ones. 7. Memos have a different structure to letters. 8. Bullets and numbers can’t be used in letters, as they’re too informal. 9. In modern business documents punctuation is not used in the receiver’s

address. 10. You should always, when possible, copy someone else’s letter or memo.

It will save you time!

Addressee British /AmericanCompany Man (name unknown)Woman (name unknown)Name and sex unknownManMarried woman or widowUnmarried womanWoman (the modern way)Woman (marital status unknown)Married coupleUnmarried couple

Friend / acquaintanceDear Sir or MadamDear GentlemenDear Mr / Mrs / Ms JonesDear JohnFamily and close friends

Dear Sir or Madam Dear SirDear MadamDear Sir / MadamDear Mr BlairDear Mrs BlairDear Miss BlairDear Ms BlairDear Ms BlairDear Mr and Mrs BlairDear Mr Cain and Ms McAvoy

Dear Jackie Yours faithfullynot appropriateYours sincerely(With) Best wishes /regards (With) love

Letter of hotel reservationTo: Hotel IntercontinentalFrom: Susan Cain BWEAttn: The manager

Date: 4 July 2004

Re: Conference booking

BWE are considering holding their annual conference at the Hotel Intercontinental. Details as follows:

a. Date: 27 September 2004b. Conference room big enough for 250 participantc. Time 8.30 am to 7.00 pmd. Buffet lunch at 12.30 two coffee breaks

I would be very grateful if you could give me a quotation based on the above. Could you also tell me what facilities you provide (microphones, overhead projector, white board etc).

Best regards

Susan CainBWE Conference organiser

Task 1: reservation letter

• Write a reservation letter• Create date and name of conference/seminar• Create addressee/hotel

Inviting for a conference

Task 2

• Write a letter to invite someone on your conference

What are the differences and similarities between letters and email

• Differences � Letters are usually written to just one person � E-mails can be sent to many people, and both internally and externally at the same time � Letters are usually external (but not always) � Letters are usually more formal with complete sentences � Letters are more appropriate as an official record � E-mails can be very informal � E-mails can be linked to internet services � Letters have an original signature � A fax is usually external � Sending a fax is a lot quicker than posting a letter but e-mails are immediate� � A fax is usually used to confirm or arrange a business transaction (reserving a hotel / �

ordering books / organising transport)

Similarities

� E-mails can be used to do everything a letter or a fax does. How this is done makes the difference (and this is looked at in more detail in lesson 3)