Business English

BUSINESS ENGLISH Group 5: Unit 4 and 5

TOPIC:
BUSINESS LETTERS
MEMOS AND SHORT REPORTS
(Group: 5)

12/08/21 Lecturer: Mr.Thanh Lan 1

 Business English

Agenda Group 5: Unit 4 and 5

Unit 4 Business Letter Unit 5 Memos and Short Reports

 Part 1: General Studies  Part 1: Menorandum
Ms. Nguyễn Thị Minh Hiếu
Mr.Tô Hoàng Cường
 Part 2: Language Work
 Part 2: Short Report
Ms. Tăng Việt Hương
Ms. Lê Thị Kim Thảo
 Part 3: Tips/Remarks
 Part 3: Production
Mr.Nguyễn Thanh Cường
 Part 4: Skills Work Mr.Hiep

Ms. Nguyễn Thị Diễm

 Part 5: Production
Ms. Lê Thị Thùy Dương

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 1:General Studies

1. CASE STUDY

Advantages of Communicating in speaking & Communicating in writing

Communicating in speaking Communicating in writing

- Face to face (body language - Internet or email

50%, tone of voice 40%, words - Subject that want to mention in
10%) the letter
- Easy to understand through - The gender or the position of
manner, behavior,… subject
- Make an appointment with - Not require to meet at the same
opponent. place or limit about the time.
- Must have logic in the letter.

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 1:General Studies

2. LAYOUT OF A BISINESS LETTER

1. References side
3. Addressee: on left side
2. Date: Date of writing put on left
4. Sender’s address: put address, telephone, fax number on right edge
4. Salutation
5. Subject of letter
6. Body of the letter
7. Complimentary close
8. Signature
9. Sender’s name and position
10. Enclosures

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 1:General Studies

3. SALUTATIONS AND COMPLIMENTARY CLOSING.

The Salutation is the
complimentary term used to begin
the letter
- Dear Sir – to a man whose name you
do not know
- Dear Sirs /Gentlemen – to a company
- Dear Madam – to a woman whose
name you do not know
- Dear Sir or Madam – to a person
whose name and sex you do not know
- Dear Mr Smith – to a person whose
name you know, but you do not know
the person very well
- Dear John – to a person you know well
The complimentary close is related
to the salutations
- If the letter begins Dear Sir / Sirs /
Madam / Sir or Madam, the
complimentary close should be Yours
faithfully
- If the letter begins with a personal
name, e.g. Dear Mr James, it
should be Yours sincerely
- A letter to someone you know well
may end with Best wishes.
A comma after the complimentary close
is optional.

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 1:General Studies

4. GENERAL PARTS IN THE BODY OF A LETTER.

a) Reference, reason for writing
b) Giving news in details
c) Closing remark

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 2: Language Work

1. LANGUAGE IN USE:
Situation What to write
Reason for writing Thank for your letter of January 23
We are writing to advise you of/to enquire about/ to
apologize for / to confirms
Stating a reference We are writing to advise you of/to enquire about/ to
apologize for / to confirms
Giving good news I am delighted to tell you that
You will be pleased to hear that
Giving bad news We regret to inform you that
Making a request Please
Would you like us to
Could you possibly
Agreeing to I am delighted to tell you that
request

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 2: Language Work

1. LANGUAGE IN USE:
Situation What to write
Offering help Would you like us to
If you wish, we would be happy to
Apologizing I am afraid that
I am sorry about the delay in replying.
Enclosing remark I would appreciate it if you could
We would be grateful if you could
Closing remark I am enclosing
Thank you for your help.
Referring to future I look forward to/ looking forward to hearing form you
contact soon / meeting you next week/ receiving your
comments in due course
Please contact us again if we can help in any way/
there are any prolems/you have any questions

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 2: Language Work

1. LANGUAGE STUDY: FORMAL AND INFORMAL LETTERS

a) Formal letter
A formal letter is a letter written to a business, a college,
or any professional that are not considered friends or
family.The business-letter format is very important for
communicating formally with a company
b) Informal letter
Use personal statements to make the letter less formal
Use contractions and conversational phrases to soften
the letter

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 3:TIPS/REMARKS

GOLDEN RULES :

1. Heading for the letter -> the purpose CLEAR

2. Make writing letter’s plan COMPLETE

3. Short sentences CONCISE

COURTEOUS
4. Separate the idea
CORRECT
5. Short and popular words

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 3:TIPS/REMARKS

PLANNING A LETTER

1. Aim ( the purpose)

2. Assemble (collect) the information and documents

3. Arrange the ideas in order of importance

4. Write an Outline

5. Write an Draft

6. Revise the draft

7. Make Final version (the letter)

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 3:TIPS/REMARKS

FURTHER REMARKS :

1. LANGUAGE :
- Use simple language.

- Replace unnecessary words and expressions.

Actual fact  real fact
- Choose concrete language. Wise of wisdom  intelligent ,smart
An old vehicle  a rusted green late seventies Toranta
- Avoid technical jargon.
Geothermal heat  heat inside the earth
- Use Active voice.

- Choose Non-discrimination Inclusive Language.

Mankind  humans, human race
- Use parallel languageWorkman  worker

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 Business English
Group 5: Unit 4 and 5
Unit 4: Business Letter- Part 3:TIPS/REMARKS

FURTHER REMARKS :

2. SENTENCE STRUCTURE :

- Keep sentence short.

- A simple sentence expresses one idea.

- Punctuation.

- Correct grammar.

3. PARAGRAPH STRUCTURE :

- Use a topic sentence : interpretation or inductive paragraph.

- Group sentences, paragraphs by linking words.

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 Business English
Unit 4: Business Letter- Part 3:TIPS/REMARKS Group 5: Unit 4 and 5

FURTHER REMARKS :

4. RHYTHM
 Let the reader follow a movement in the words easily
5. TONE
 Reflect your attitude to the receiver
6. ORDER OF INFORMATION
 In order of importance suiting the purpose
7. LAY OUT
 Create the first impression in the mind of the readers

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 Business English
Unit 4: Business Letter- Part 4:SKILL WORK Group 5: Unit 4 and 5

1. Listenning/ speaking:
 About:
 Letter  are used to be impartable and communicable
information.
 Fax
 Photocopy

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 Business English
Unit 4: Business Letter- Part 4:SKILL WORK Group 5: Unit 4 and 5

 2. Reading and writing:

The business-letter format is very important for communicating
formally with a company. You shouldn't write in the same voice as
when you write family or friends, a business letter needs to be more
formal. These steps describe the full block format, in which all lines
start at the left.
 Note:
+ Use words
+ Sentence
+ Spelling
 Eg:
Sorry for the delay.
I’m sorry for delay.
Thanks a lot for all your help. It is very kind of you.
 Thanks a lot for your help. You are very kind.

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 Business English
Unit 4: Business Letter- Part 4:PRODUCTION Group 5: Unit 4 and 5

Write an invitaion to your customers inviting them to your

company’s yearly customer party.

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 Business English
Unit 5: Memos And Short Reports- Part 1: Memos Group 5: Unit 4 and 5

1. PRE-LEARNING ACTIVITIES

1.1 Memorandum:

- What is a memorandum?

+ As one of the most common forms of communication within an office

Environment.

+ (pictuer)
- What are memoranda for?

+ Memorandum serves as a quick note to convey information from one

section of the company to another.

 Business English
Unit 5: Memos And Short Reports- Part 1: Memos Group 5: Unit 4 and 5

Who is the writer? Who is/are the What is it’s purpose?

receiver(s)?
Employees, partnership The anticipated
A memorandum may be
outcome, and the
drafted by management general terms and
conditions that will
and addressed to other
govern the business
employees or from arrangement.
a department head to
In many cases, the
the company at large. Memorandum of
Understanding serves as
a precursor to a
more formal contract.
 Business English
Unit 5: Memos And Short Reports- Part 1: Memos Group 5: Unit 4 and 5

2. GENERAL STUDIES

Format

MEMORANDUM

To:

From:

Date:

Subject:

(Body)
 Business English
Unit 5: Memos And Short Reports- Part 1: Memos Group 5: Unit 4 and 5

2.2 Some charateristics of a memorandum

- Under one page in length

- Less formal than a letter

- Clearly structured, short numbered paragraphs

2.3 Advandtages of a memorandum

- Reach a large number of people at the same time

- Provide a written record to refer to at any time or to place on file

- Coherently and accurately relayed

- Organization’s procedures
 Business English
Unit 5: Memos And Short Reports- Part 1: Memos Group 5: Unit 4 and 5

3. HOW TO PLAN AND WRITE A MEMORANDUM

Identify the subject

Decide the memorandum’s main purpose and topic

Prepare a subject line (6-12 words; tell readers what the memo is about)

Select and order information

Decide what do you want to say, make an appropriate order

Write simply

Clearly, coherently, short mumbered paragraphs

Use an Appropriate Tone

Express your ideas couteously and with an appropriate level of formality

 Business English
Unit 5: Memos - Short Reports- Part 2: Short Report Group 5: Unit 4 and 5

What is the purpose of a Main Parts of a Report

report?
1. Title or title page
The purpose of report writing is 2. Preface and
to tell some one or specific Acknowledgements
group of people about the facts 3. Summary or Abstract
that you have studied and give 4. Table of Contents
them summary of the fact and 5. Introduction
also the conclusion. 6. Analysis
7. Descriptions
8. Explanations
9. Conclusions And
recommendations
10. Appendix - Support Materials
 Business English
Unit 5: Memos - Short Reports- Part 2: Short Report Group 5: Unit 4 and 5

3. HOW TO PLAN AND WRITE A FORMAL SHORT REPORT

1. Identify your Purpose

Focus the reader’s attention

Make a subject line or heading clear and specific to the report’s purpose

State the purpose in a short introduction

2. Present your content

Prepare an outline (identifying the introduction, body with the main

points, the conclusion and recommendations)

Using business writing style, information must be accurate and objective

 Business English
Unit 5: Memos - Short Reports- Part 2: Short Report Group 5: Unit 4 and 5

3. HOW TO PLAN AND WRITE A FORMAL SHORT REPORT

3. Organize your information

Use heading to highlight each important matter.

Order the information from the most important to the least important

OR/ Choose an order based on logic

4. Consider your Order of Presentation

Conclusion and recommendations are based on the objective information

Conclusion and recommendations at the end of the reports

 Business English
Unit 5: Memos - Short Reports- Part 3: Production Group 5: Unit 4 and 5

2. Write the memorandum as an announcement to all staff

3. Write the report so the it sounds better

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 Business English

BUSINESS ENGLISH Group 5: Unit 4 and 5

BUSINESS LETTERS
MEMOS AND SHORT REPORTS

THANKS YOUR!

12/08/21 Lecturer: Mr. Thanh Lan 27