Figures

We saw, that the use of figures instead of words for dates can create problems.

Numerical expressions can also cause confusion. For example, the decimal point in British and US usage is a full point rather than a comma as used in most continental European countries, so that an English or American person would write 4.255 where a French person would write 4,255 (which to an English person would mean four thousand two hundred and fifty-five).

If there is a possibility of confusion, therefore, write out the expression in both figures and words, e.g. £10,575.90 (ten thousand five hundred and seventy-five pounds, ninety pence).

(Conversely, be wary of the words billion and trillion which mean different things in the UK and USA. For a full treatment of numerical expressions, see Appendix 4 in the Oxford Advanced Learner's Dictionary.)

Prepositions

Special care should be taken when using prepositions. There is a big difference between The price has been increased to £15.00, The price has been increased by £15.00, and The price has been increased from £15.00.

Accuracy

Careless mistakes in a letter can create a bad impression on your reader. Spelling, punctuation, and grammar should all be checked carefully, but there are some other ways in which inaccuracy may spoil your letter.

Titles, names, and addresses

Make quite sure that you use the correct title in the address and salutation, that you spell your correspondent's name correctly (nothing creates a worse impression than a mis-spelled name), and that you write his/her address accurately.

Do not make assumptions about your correspondent's sex if you do not know it. If you are writing, for example, to a Chief Buyer who you do not know, do not assume that he/she must be one sex or the other: use Dear Sir or Madam rather than Dear Sir or Dear Madam. If you know the person's name but not his/her sex (either because he/she only signs with an initial, or because his/her given name is new to you), then use Mr/ Mrs..., e.g. Dear Mr/Mrs Barron.

References

When replying to a letter, make sure you quote all references accurately. Your correspondent will not be pleased if it is not immediately clear which letter you are replying to.

Prices, measurements, etc.

Special care must be taken when quoting prices or giving specifications such as measurements, weights, etc. A wrongly quoted price in a letter can cause complications.

Enclosures

Always check that you have actually enclosed the documents you have mentioned in your letter. And check that you have enclosed the right documents: if, for example, you say in the body of the letter, that you are enclosing 'our leaflet PB/14', do not then enclose leaflet PB/15. Or, when sending a covering letter with an order, make sure you have quoted the order number accurately in your letter.

1 Include just the right amount of information in your letter. (But better to include too much than too little.)

2 Plan your letter before you start writing, to make sure it says everything you want to say and says it in a logical sequence.

3 Use a simple but polite style of language. Beware of idioms.

4 Your letter should be clear and unambiguous. Take care with abbreviations and figures.

5 Accuracy is important. Pay special attention to titles, names and addresses, references, prices and specifications, enclosures.

length

order and sequence

style and language

clarity

colloquial language

abbreviations

a statement

idioms

accuracy

to draw attention to something

to point out something

to make a point

to restate a point

to open a letter

to introduce oneself

to acknowledge an inquiry

to enclose a catalogue

to encourage further contact

to close a letter a sentence

a paragraph

simplicity

courtesy

UNIT 3

Letters on Business Situations

SOME "GOLDEN RULES" FOR WRITING LETTERS AND FAXES

• Decide what to say before you start to write. If you don't, the sentences are likely to go on and on until you can think of good way to finish. In other words, make sure that you plan ahead.

• 

  Put each separate idea in a separate paragraph.

• Use short sentences

• Use short words that everyone can understand. You may be writing to people whose English isn't as good as yours.

• Think about your reader. Your letters should be...

Clear - make sure the reader knows exactly what you mean

Complete - make sure you give the reader

all the necessary information.

Courteous - write in a sincere, polite tone.

Correct - the reader may be confused if the are too many mistakes in grammar, punctuation or spelling.

Check your letter through before you print it - and correct any mistakes you find, be sure that you have included all the necessary information: numbers, prices or dates.

Part 1

Request Letters

Letters requesting information

A letter requesting information usually is called as “an inquiry” (also could be spelt “enquiry”) is sent when a person/client wants some information:

• availability of goods/ services

• delivery times and deadlines

• method of transport

• insurance

• prices/ discounts

It will save unnecessary correspondence by giving full details that are relevant.

.

Er-could you please tell us the way to the nearest bus-stop?'