Letters on Business Situations some "Golden rules" for writing letters and faxes

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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

advertisement in ...

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.

Inquiry to a tour agency (private)

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)

Inquiry to a tour agency (private)

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

3 kids – 12, 10 and 8 years old.          

Thank you for an early reply.

Faithfully yours,

 

Ann-Mary Wilson                           

Inquiry to a tour agency (business)

 

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)               

 

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                 

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. 

Body of a Letter Requesting a Service

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.

Reservation of a tour

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

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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