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Planning a Letter: 7 Steps

1. Write down your Aim: what is the purpose of this letter? 2. Assemble all the relevant information: copies of previous correspondence, reports, figures, etc. 3. Arrange the points in order of importance. Decide which points are irrelevant and can be left out. Make rough notes. 4. Write an Outline in note form. Check it through considering these questions:

- Have you left any important points out? - Can the order of presentation be made clearer? - Have you included anything that is not relevant?

5. Write a First Draft, leaving plenty of space for changes and revisions. 6. Revise your first considering these questions:

- Information: Does it cover all the essential points? Is the information Relevant, Correct and Complete?

- English: Are the grammar, spelling and punctuation correct?

- Style: Does it look attractive? Does it sound natural and sincere? Is it Clear, Concise and Courteous? Will it give the reader the right impression? Is it kind of letter you would like to receive yourself?

7. Write, type or dictate your Final Version.

Letter layout: block style

NAGAKURA Leaders in the manufacture of electrical equipment

Yoshomori Heights Kawasaki-shi Kanagava Ken 231 Japan Tel 81 44-932-2526 Fax 81 44-932-2884

Your ref

Our ref JM / st /43Z

The production Supervisor Leefung Plastics ( Singapore) Ltd Box 226 Brown Street PO Singapore

12 January 2005

Dear Sir or Madam

Visit to Singapore

I am now planning my forthcoming trip to South Asia and I would be very pleased

If we could meet to discuss the new range of Nagakura products.

I hope to be in Singapore on 9 and 10 March. Would it be convenient to visit you on March at 11.30 a.m.? I would also be grateful if, in your reply, you could tell me exactly where your offices are located.

I look forward to hearing from you.

Yours faithfully

(signature)

Jun Mizuno

Technical Sales