Golden rules’ for writing letters

1. Give your letter a heading if it will make it easier for the reader to understand your purpose in writing.

2. Decide what you are going to say before you start to write or dictate a letter, because if you don't do this the sentences are likely to go on and on and on until you can think of a good way to finish. In other words you should always plan a-head.

3. Use short sentences.

4. Put each separate idea in a separate paragraph

5. Use short words that everyone can understand.

6. Think about your reader. Your reader ...

... must be able to see exactly what you mean:

- your letters should be CLEAR

... must be given all the necessary information:

- your letters should be COMPLETE

... is probably a busy person with no time to waste:

- your letters should be CONCISE

... must be written in a sincere, polite tone:

- your letters should be COURTEOUS

… should not be distracted by mistakes in grammar, punctuation, or spelling:

- your letter should be CORRECT

Reading check exercises

1. Consult a dictionary and practice the pronunciation of the following words. Pay attention to the stress

To estimate; typically; externally; internally; to those within…; whenever; salutation; purpose; to persuade; to propose; advertisements; to sign; resume; challenging; particularly; to analyze; to determine; to gather information, to be complete, to be concise, to be courteous.

2. Read the following letters. What is a purpose of each letter?

Who are the receivers?

Letter 1.

Dear Sir or Madam

……………………….

This year the Daily Observer newspaper will print a special report on travel agencies. We were wondering if your company would like to put an advertisement in it.

I enclose our price list and look forward to hearing from you.

……………………………….

Renate Makosh

Advertising Manager

Letter 2

Memo

GREEN SUPERMARKETS

To Purchasing Supervisor Date 15^th April 2004

From Stock Manager Subject Order 564

We sent an order for orange juice to Corona on 4^th January but we have still not had a delivery.

Please write to them and ask them when they can deliver the orange juice. Their address is Calle Mayor 340.28014 Madrid, Spain.

……………………………………….

Letter 3

Fax message

To: M. Russel Universal Books Ltd

Manager, Ashworth Bookshops PO ox 379 Jersey,

Fax: 01272 781422 Channel Islands

23 September 2004 …………………….

Dear Ms Russel

I regret to tell you that Niegel Westwood is no longer working for us and I can find no record of the money you say you have paid to him. Ihave passed your papers to the Jersey Police who are investigating a number of other cases concerning Mr Westwood. Mr Westwood himself seems to have disappeared, although the police believe he may be somewhere in France.

The police will no doubt contact you shortly.

Yours sincerely

( signature)