Section I
Introduction
I. Give you own definition of a business letter.
II. Choose the best answers to complete the quiz about business letters.
1. Experts recommend that letters should use short sentences. More than _____ words in a sentence reduces clarity.
a) 10 b) 15 c) 25
2. Whenever possible, letters should fit on to ______ side(s) of a standard sheet of paper.
a) 3 b) 2 c) 1
3. It is not a good idea to include: colloquial expressions, _______ or jargon.
a) contractions b) grammar c) punctuation
4. If you start the letter with a contact name (e.g. Dear Ms Wells), then the closing expression used is Yours sincerely. If you do not use a contact name (e.g. Dear Sir or Madam) the letter ends with:
a) Yours truly b) Kind regards c) Yours faithfully
SECTION II
READING COMPREHENSION
TEXT 1
BUSINESS LETTERS IN ENGLISH
Business letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier. Business letters are sometimes called "snail-mail" (in contrast to email which is faster). This lesson concentrates on business letters but also looks at other business correspondence. It includes:
· letter
· memo
· fax
WHO WRITES BUSINESS LETTERS?
Most people who have an occupation have to write business letters. Some write many letters each day and others only write a few letters over the course of a career. Business people also read letters on a daily basis. Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient. Here are some examples of senders and recipients:
· business «» business
· business «» consumer
· job applicant «» company
· citizen «» government official
· employer «» employee
· staff member «» staff member
WHY WRITE BUSINESS LETTERS?
There are many reasons why you may need to write business letters or other correspondence:
· to persuade
· to inform
· to request
· to express thanks
· to remind
· to recommend
· to apologize
· to congratulate
· to reject a proposal or offer
· to introduce a person or policy
· to invite or welcome
· to follow up
· to formalize decisions
WHAT IS BUSINESS LETTER WRITING?
A business letter is a formal communication between people or organisers who are involved in trading — exchanging money for goods or services.
Writing a business letter is about developing that trade, so it is important to remember that a business letter is an official document. Of course there are many other communications between people and companies, for instance telephone conversations, e-mail, meetings, presentations, contracts, orders and invoices. A business letter is the most powerful communications tool for providing structured and considered information in a formal way.
Business letters are serious — completely different to your Christmas 'thank you' letters or postcards written on holiday. The chairman of ICI wouldn't write to his mother on company stationery and say he had a nice week at work.
In 1997 the Post Office estimated that of the 72 million items of post they delivered daily 80 per cent were business communications. Business letters are business tools—they are used to provide or request information, confirm less formal communications or highlight a problem that needs to be resolved. The business letter presented on company stationery is an official communication, and legally binding in disputes between companies and individuals.
WHY DO I NEED BUSINESS LETTER WRITING SKILLS?
A business letter is an important document.
• It deals with a trade issue
• It shows the professionalism of both the writer and the company
• It is likely to be saved and filed so it must be accurate.
So writing a business letter well helps you and your company be successful. Often a business letter is the first formal document a business contact receives — and the impression it gives creates opinions about the company and the writer. Think about how you feel when you read a restaurant menu that has not been translated well and has a lot of mistakes. Writing a business letter badly is worse than not sending one at all.
WHAT ARE THE KEY THINGS TO CONSIDER WHEN WRITING BUSINESS LETTERS?
To write a good business letter you must:
• Use appropriate layout—with all the formal elements, the right titles and addresses
• Ensure the content of your letter is correct and relevant
• Use clear English—the correct grammar, and the right vocabulary
• Make the style and tone of your writing appropriate for the reader, and the message you are sending.
The ability to write business letter well is necessary for career development into management or specialist positions. Could you imagine a government minister or a company director being successful if he or she couldn't write letters?
I. Answer the questions:
1. Who usually writes business letters?
2. What are the reasons for writing business letters?
3. Why are business writing skills important?
TEXT 2
