- •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)
Signature
Letters will usually bear the signature of the writer. Always type your name and, if relevant, your job title, below your handwritten signature. This is known as the signature block. Even though you may think your handwriting is easy to read, letters such as a, e, o, r, and v can easily be confused.
It is, to some extent, a matter of choice whether you sign with your initial/s, e.g. D. Jenkin, or your full given name, e.g. David Jenkins, and whether you include your courtesy title in your signature block. But if you include neither your given name nor your title, your correspondent will not be able to identify your sex and may give you the wrong title when he or she replies.
If the person signing is an authorised signatory of the business, the form ‘per pro’ or ‘pp G Jones & Co’ may be used.
However, sometimes other conventions are followed. A partner signing for his firm, for example, should use the firm’s name without adding his own name. This indicates that the letter is on behalf of the company as a whole, even though it has been written and signed by a certain individual. The business name should always be given here if the plural ‘we’ has been used in the main body of the letter. The company name is placed on the line immediately following the complimentary close and is usually in the form ‘G Jones & Co’ or ‘for G Jones & Co’. Sometimes a proxy signature may be necessary, for example when the writer is not available to sign urgent letters. In this case one of the expressions used below would probably be appropriate:
J. Jones
for Marketing Director
J. Jones
for E Reed,
Marketing Director
J. Jones
Secretary to Mr F. Reed
A firm’s rubber stamp in place of a signature is generally regarded as rather discourteous. Even for circular letters it is usually possible to include a printed or duplicated signature.
Sender’s name
Unless you are confident that your signature is readable, or it will be very familiar to your correspondent, it is as well to include your name immediately below the signature. This should match the signature in terms of use of first names or initials. If just initials are given the recipient will probably assume the writer is a man; in any case it is helpful if a woman adds Mrs, Miss or Ms to the name to show the style of address she prefers.
Sender’s office or department
This should be added, if appropriate, on the line following the name.
Type of company
The abbreviation Ltd after a company’s name indicates that it has limited liability. This means that the individuals who own the company, or part of it, i.e. the shareholders, are only responsible for their holding (i.e. the capital they have contributed) if the company goes bankrupt. In other words, it indicates to people giving the company credit that in bankruptcy they can only be paid back from what the company owns, and not from the personal funds of its shareholders. The abbreviation plc (public limited company) is used to show that a company’s shares can be bought and sold by the public, unlike the shares of private limited liability companies. In the USA the term inc. (incorporated) is used.
Compuvision Ltd
SP Wholesalers plc
Hartley-Mason Inc.
The abbreviation and (&) co. indicates that a company is a partnership between two or more people. (And is usually written as an ampersand (&) in English company names.) If the company is a family concern, Son/s, Bros (Brothers), or Daughter/s may be added. Partnerships may have limited liability or unlimited liability.
F. Lynch & Co. Ltd
R. Hughes & Son
If neither Ltd nor & Co. appear after a company’s name, then it may be a sole trader, i.e. a person who owns and runs a business on their own.
Below is the company’s reply to the letter from the prospective customer in Denmark. It shows some more features of a typical business letter.
Figure 3