TOPIC:
BUSINESS LETTERS
MEMOS AND SHORT REPORTS
(Group: 5)
1. CASE STUDY
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
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
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
GOLDEN RULES :
COURTEOUS
4. Separate the idea
CORRECT
5. Short and popular words
PLANNING A LETTER
4. Write an Outline
5. Write an Draft
FURTHER REMARKS :
1. LANGUAGE :
- Use simple language.
FURTHER REMARKS :
2. SENTENCE STRUCTURE :
- Punctuation.
- Correct grammar.
3. PARAGRAPH STRUCTURE :
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
1. Listenning/ speaking:
About:
Letter are used to be impartable and communicable
information.
Fax
Photocopy
1. PRE-LEARNING ACTIVITIES
1.1 Memorandum:
- What is a memorandum?
Environment.
+ (pictuer)
- What are memoranda for?
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
- Organization’s procedures
Business English
Unit 5: Memos And Short Reports- Part 1: Memos Group 5: Unit 4 and 5
Prepare a subject line (6-12 words; tell readers what the memo is about)
Write simply
Make a subject line or heading clear and specific to the report’s purpose
Order the information from the most important to the least important
BUSINESS LETTERS
MEMOS AND SHORT REPORTS
THANKS YOUR!