Letters on Business Situations
SOME "GOLDEN RULES" FOR WRITING LETTERS AND FAXES
• Decide what to say before you start to write. If you don't, the sentences are likely to go on and on until you can think of good way to finish. In other words, make sure that you plan ahead.
•
Put
each separate idea in a separate paragraph.
• Use short sentences
• Use short words that everyone can understand. You may be writing to people whose English isn't as good as yours.
• Think about your reader. Your letters should
be...
Clear - make sure the reader knows
exactly what you mean
Complete - make sure you give the reader all the necessary information.
Courteous - write in a sincere, polite tone.
Correct - the reader may be confused if
there are too many mistakes in grammar, punctuation or
spelling.
Check your letter
through before you print it - and correct any mistakes you find, be sure that
you have included all the necessary information: numbers, prices or dates.
Part 1
Request Letters
Letters requesting information
A letter requesting information usually is called as “an inquiry” (also could be spelt “enquiry”) is sent when a person/client wants some information:
– availability of goods/ services
– delivery times and deadlines
– method of transport
– insurance
– prices/ discounts
It will save unnecessary correspondence by giving full details that are relevant.
.
Er-could you please tell us the way to the nearest bus-stop?'
Body of a Letter Requesting InformationThis type of letters generally has four parts.
Examples
In the May 23, New York
Times,
I read an article about your agency.
1. OPENING Tell how you heard about At the Holiday Trade the reader Exhibition, I met one of your representatives.
I was interested in your
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advertisement in ... |
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2. PURPOSE |
Tell why you want the |
I am planning to... |
information
I would like some
information ...
I would be grateful if you
3. ACTION Tell what you want could ...
Please send me a catalogue.
4. 
POLITE Thank
the reader _______ We look forward to hearing
EXPRESSIONS Be positive from you.
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44 Cedar Avenue London N3 1SR Skyways Holidays 30 October 200… The Manager Atlantic House,9 Hazelwick Avenue West Sussex HH10 1NP Dear Sir or Madam As an enthusiastic golfer I am very interested in combining a holiday abroad with the opportunity to receive expert tuition and improve my handicap. I would be grateful if you could send me a brochure on special interest golfing holidays, together with details of transport, accommodation and any special out-of-season offers. Thank you in advance. I look forward to hearing from you in the near future. Yours faithfully
Heather McSweeney (Mrs)
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421 Michigan Avenue Chicago, Ill. 60602 USA
Falcon Ltd. 15 February 200…
Publications Manager 1 Ligovsky Avenue St.Petersburg Russia
191119
Dear Sir or Madam
We found information about your company in the Where magazine, №1, 2006. The family tours you offer seem to be the most suitable for our family.
Would you kindly send us your programmes for summer and fall tours and recommend the best one in your opinion for our family. Our family consists of 5 persons: two adults and
Thank you for an early reply.
Faithfully yours,
Ann-Mary Wilson Inquiry to a tour agency (business)
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BUNBURY ESTATE BUILDERS 17 Fen Road London EC3 5AP
Falcon Ltd. 12 March, 200… Publications Manager 1 Ligovsky Avenue St.Petersburg Russia 191119
Dear Sirs,
With regard to your advertisement in the Where magazine of January, 2006, we would ask you to let us have more information about accommodation in
St.Petersburg.
We need 13 single rooms in a 3 star hotel for our engineers for 3 weeks 3rd May – 23rd May. It is very important to accommodate all our engineers in one hotel. The charge should be no more than $80-90 a day for one room.
We look forward to hearing from you soon.
Yours faithfully, Inquiry to a hotel (private) F.A. Morgan F.A.Morgan (Mr)
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421 Michigan Avenue Chicago, Ill. 60602
USA
Okhtinskaya Hotel 15 February 200… Manager
4 Bolsheokhtinsky Avenue St.Petersburg, Russia 195027
Dear Sir or Madam,
We found information about your hotel in the Where magazine, №1, 200… . We would like to know about your hotel the following:
- How far is the hotel from the city centre? - Our family consists of 2 adults and 3 kids – 12, 10 and 8 years old. What variants of accommodation can you offer us?
- We want to come 23-29 May 200….
Would you kindly send us your price-list?
Thank you for an early reply.
Faithfully yours, Inquiry to a hotel (business) A.-M. Wilson
Ann-Mary Wilson |
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BUNBURY ESTATE BUILDERS 17 Fen Road * London * EC3 5AP tel: (063) 124 38 44 * fax (063) 125 38 44
Okhtinskaya Hotel 12 March, 200… Manager 4 Bolsheokhtinsky Avenue St.Petersburg, Russia 195027
Dear Sirs,
With regard to your advertisement in the Where magazine of January, 200…, we would ask you to let us have more information about your hotel and availability of rooms. We need 13 single rooms for our engineers for 3 weeks (3rd – 23rd May). It is very important all rooms to be standard and recently redecorated. The charge should be no more than $80-90 a day for one room.
We look forward to hearing from you soon,
Yours faithfully,
F.A. Morgan F.A.Morgan (Mr) |
Letters requesting a service (orders)
Orders are usually written on a company’s official order form, which has a date and a reference number that should be quoted in any correspondence that refers to the order or they could be private. Even if the order is telephoned, it must be confirmed in writing.
A letter requesting a service generally has four parts.
Examples
I read your advertisement in the
newspaper,
(in the May 3, New
1. OPENING = Tell why you are York Times). writing.
This will confirm our telephone conversation.
We
will need the following:
2. PURPOSE = Describe your needs.
Can you provide the following:
………………………………...?
I would appreciate your answer
by early next week.
3. 
ACTION
= Give a deadline. We would like to have your answer by 6 October.
I look forward to hearing from you.
If you need more 4. POLITE = Thank the reader.
information, please call.
EXPRESSIONS
I appreciate your help.
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421 Michigan Avenue Chicago, Ill. 60602 USA
Falcon Ltd. 15 March 200… 1 Ligovsky Avenue St.Petersburg Russia 191119 Dear Ms Minina, Thank you for your letter of 28 February and the enclosed brochure. Our family have decided to follow your advice and choose the Imperial Petersburg tour. We would like to come to St.-Petersburg for 25-29 May 200… . We need one double and one triple room for 2 adults and 3 children – 12, 10 and 8 years old with accommodation, if possible, in Okhtinskaya Hotel and with visa support from your company. Please confirm this booking. Thank you in advance. I look forward to hearing from you in the near future. Sincerely yours,
A.-M. Wilson Reservation of a hotel accommodation Ann-Mary Wilson |
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17 Lime Avenue, York, YO2 1PB England The Manager 29th January 200… Hotel International Amager Boulevard 162 DK–2300 Copenhagen 5 Denmark Dear Sir, My family and I stayed at your hotel when we visited Copenhagen last year. We are now planning a second visit during May this year and hope |
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3 kids – 12, 10
and 8 years old.