- •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)
1LetterheadCompuvision
LtdWarwick House
Warwick
Street
Forest
Hill
London
SE23
1JF
Telephone
+44(0)20 8566 1861
Facsimile
+44(0)20 8566 1385
Email
staff@comvis.co.uk
www.comvis.co.uk
2 ReferencesYour
ref.6 May 20—
Our ref. DS/MR
Date11 May
20—
Ms B.
Kaasen
Bredgade
51
DK
1260 Copenhagen
K
DENMARK
Dear Ms Kaasen,
Thank you for your enquiry.
I enclose our catalogue and price-list for DVD
video equipment. You will find full details of the Omega range on
pages 31-35.
Please contact us if you have any further questions or would like to
place an order.
We look forward to hearing from you.
Yours sincerely,
p.p. Donald Sampson 3Per pro
Sales Manager 4Job title
Enc. 5Enclosures
Chairman John Franks O.B.E.
Directors S.B. Allen M.SC.
N. Ignot R. Lichens B.A.Mary Raynor
Board of directors
The name of the chairman (in the USA, the president), who runs the concern, may be given, as well as the names of the directors, who decide the overall policy of the company. The managing director (in the USA, and increasingly in the UK, termed the chief executive officer or ceo), who takes an active role in the day-to-day running of the company, may be mentioned if he or she is not the same person as the chairman. In the UK, the chairman runs the Board of Directors while the Chief Executive Officer runs the company.
Address
In addition to the address of the office from which the letter is being sent, the letterhead may also give the address of the head office or registered office, if different, and the addresses of any branches or other offices the company owns.
Telephone and fax numbers will also be included and, if relevant, email and website addresses. A cable (telegram) address may also be included. It is important to remember that although the majority of companies are connected to the Internet, there are many countries where fax and cable are still important ways of transmitting information or, where banks are concerned, money.
Registered number
This usually appears in small print, sometimes with the country or city in which the company is registered.
In the UK, the vat (value added tax) number may also be given.
Per pro
The abbreviation p.p. sometimes appears in signature blocks. It means per pro, i.e. for and on behalf of, and is used by administrators or personal assistants when signing letters on behalf of their managers.
References / reference code
references are often quoted in letters to help in filing or to indicate what the letter refers to (Your ref.) and the correspondence to refer to when replying (Our ref.). However, letters are often filed according to the recipient’s name or organisation, which is already included in the rest of the letter, and there is no point in adding a reference code just to make the letter look more businesslike.
The reference code is usually given in the form ‘Ref’, ‘Ref:’ or ‘Ref.’ and may either appear in figures, e.g. 661/17, where 661 may refer to the number of the letter and 17 to the number of the department, or in letters, e.g. ds/mr, as in the letter above, where ds stands for Donald Sampson, the writer, and mr for his assistant, Mary Raynor.
If you are replying to correspondence that included a reference code you should reply as follows:
Our ref:
Your ref:
Note that the Your Ref. in the letter above is a date, as Ms Kaasen did not give any reference in her original letter.
Job title
When sending a letter or email on behalf of your company, it is a good idea to include your job title in the signature block, especially if your recipient has not dealt with you before.