- •Introduction
- •Unit 1 First impressions count!
- •Think quality
- •Paper quality
- •Paper size
- •Headed notepaper
- •Continuation sheets
- •Setting out your letter
- •Sender’s address / outside address
- •Inside address / receiver’s address / recipient’s address
- •Surname known
- •Job title known
- •Department known
- •Company known
- •Order of inside address
- •Attention line / ‘for the attention of’ line
- •Salutation / opening greeting
- •Body of thr letter
- •Complimentary close / complimentary ending
- •Signature
- •Sender’s name
- •Sender’s office or department
- •Type of company
- •Mary Raynor
- •Board of directors
- •Address
- •Registered number
- •Per pro
- •References / reference code
- •Job title
- •Enclosures
- •Despatch method
- •Private and confidential / classification line
- •Subject title / subject line
- •Copies / copies line
- •Postscripts
- •Common letter layouts
- •Fully blocked layout
- •John Smith
- •Semi-blocked layout
- •17Th May 2000
- •Quotation for extension at 42 Botlcy Close
- •John Smith
- •Fully indented layout
- •Quotation for extension at 42 Botley Close
- •John Smith
- •A few words about envelopes
- •Addressing envelopes
- •Kettering
- •Sender’s address addresses on the envelopes
- •Abbreviated forms on the envelope
- •Writing well length
- •Too long
- •Too short
- •The right length
- •Order and sequence
- •Unclear sequence
- •Clear sequence
- •Planning
- •First paragraph (introductory paragraph)
- •Courtesy
- •Idioms and colloquial language
- •Clarity
- •Abbreviations and initials
- •Numbers
- •Prepositions
- •Words to avoid foreign words
- •Ambiguous words
- •Vogue words
- •Titles, names and addresses
- •Unit 2 types of organizations
- •Organisational structure and communication
- •The purpose of organisation charts
- •Relationships in a business organisation
- •Rayco ltd
- •Unit 3 enquiry letters
- •Figure 19
- •Figure 21 Quotation of terms
- •Unit 5 follow-up and sales letters
- •Figure 23
- •Figure 24
- •Figure 25
- •Unit 6 orders and execution of orders
- •Figure 27 Order
- •Figure 28
- •Marking
- •Specimens of marks
- •Kent, clarke & co. Ltd
- •Figure 33 Advice of shipment to importer
- •Unit 8 letters of complaints
- •Unit 9 replies to complaints
- •Unit 10 overseas payments
- •Invoice
- •Figure 45
- •Bank draft
- •Bank transfer
- •Bill of exchange
- •Introductory paragraph (sender’s) address
- •Into English:
- •Hierarchy
- •Organization chart Rossomon plc
- •John sutton
- •Linda Gabbiadini
- •Padryg Burne
- •Unit 3 enquiry letters language practice
- •Unit 4 replies to enquiries language practice
- •Paper Products plc
- •16 Rushthorne Way, Bolton, Lancashire bl63 6sg
- •Unit 5 follow-up letters language practice
- •In stock out of stock under separate cover
- •Into effect (come into effect)
- •Unit 6 orders and execution of orders language practice
- •Inconvenience reference terms
- •In touch with in (your/our) favour of assistance
- •Unit 7 packing and despatch language practice
- •Packing
- •Goods and transport
- •International trade finance documents
- •In our/your own interest in due course on the way
- •In transit on arrival to the letter
- •Unit 8 letters of complaint language practice
- •In good time with the exception of on schedule
- •Issue passed reply
- •Unit 9 replies to complaints language practice
- •In advance up-to-date
- •Unit 10 overseas payments language practice
- •Talking about letters of credit
- •Importer
- •Importer’s bank
- •Barklays
- •Dispatch V., n.(dispatch method)
- •Receiver’s address
- •Recipient’s address
- •Unit 2
- •Unit 3
- •Unit 4
- •Unit 5
- •Unit 6
- •Unit 7
- •Unit 8
- •Unit 9
- •Unit 10
- •Post Office Giro (International Post Office Giro)
- •Postal order
- •Promissory note (p-note)
Job title known
If you do not know the name of the person you are writing to, but know their job title, you can use that, e.g. The Sales Manager, The Finance Director, in the inside address.
Department known
Alternatively, you can address your letter to a particular department of the company, e.g. The Sales Department, The Accounts Department.
In both these cases an organisation name should be included as part of the address, as the address to which you are writing could be home to a several companies, situated in the same building and using a communal post room; therefore there could be several, say, personnel managers. So the correct form would be:
Mr John Smith
Personnel Manager
Avco Tools plc.
Company known
Finally, if you know nothing about the company and do not know which person or department your letter should go to, you can simply address the letter to the company itself, e.g. Compuvision Ltd, Messrs Collier, Clark & Co.
The organisation’s name should be given as the version used in your correspondent’s letterheading, including any designation of status, such as Ltdorplc. If writing to a partnership the form‘Messrs Price & Green’is correct.
Order of inside address
This should be copied carefully from the previous correspondence if available and should be the same as the address to be used on the envelope. Avoid using abbreviations for road or town names, although it is acceptable to use the standard county abbreviations. After the name of the person and/or company receiving the letter, the recommended order and style of addresses in the UK is as follows:
Name of house or building. Avoid using just a house name if possible, and do not use inverted commas round house names.
The house or building number (and a flat, chamber or office number if appropriate) and the name of street, road, avenue, etc. No comma is needed after the number.
The village name, or a district of a town if there are several streets of the same name in a town.
The postal town (officially called the post town). This is the town where letters are sorted for local delivery. The Post Town name should be given in capital letters.
The county – unless the town is a major city or shares the name with the county (for example: Gloucestershire should not follow Gloucester).
The postcode. This consists of two blocks of letters and numbers, the first block indicating a major area of the postal town, the second identifying the address down to a group of 15 or so houses, or even in some cases an individual firm’s offices. There should be no punctuation in postcodes.
If international, the country name, in English.
Each of these parts of an address is normally given an individual line and they should be given in the order listed above. However, inside the letter the district and town names, or town and county names may share a line (separated by a comma or extra space), or, more commonly, the postal town and postcode, or county and postcode, share a line (separated by between two and six spaces).
In foreign addresses both the postal town and the county/state are usually capitalised, and zip or postal codes should always, of course, be included.
Industrial House
34-41 Craig Road
Bolton
BL4 stf
uk
In other European countries, the number of the building may be placed after the name of the street. It is also common to substitute the name of the country with an initial before the district code number. These two examples are from Italy and Germany respectively.
Facoltà di Medicina
Via Gentile 182
1-70100 Bari
Lehrschule für Bodenkunde
Amalienstrasse
D-8oooo München 40
It is simplest to follow the above order and style, though variations are possible: for example the name of the county, e.g. Lancashire, may, if known, be included on the line below the name of the town or city; the postcode may be written on a separate line; the name of the town, as well as the country, may be in capital letters.