Formalletterspresentation

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Writing formal letters

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Formalletterspresentation

  1. 1. F ORMAL L ETTERS by Piet van der Laan
  2. 2. T HE L AY- O UT British Airways 3 Euston Square London NW1 Great Britain Mr W de Ruiter General Manager Combidisk BV Bentveldsduinweg 4 2111 AK AERDENHOUT The Netherlands Dear Mr de Ruiter Your Order Bla Bla Bla ….………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… Yours sincerely Barbara Daniels (Ms) Manager Customer Service Department Enc. Our ref:BD/1234 Your ref:WdR/5678 23 July 2007
  3. 3. S ENDER’S A DDRESS <ul><li>Pharmacom </li></ul><ul><li>3 Euston Square </li></ul><ul><li>London NW1 </li></ul><ul><li>Great Britain </li></ul><ul><li>N ame of the company / no names of private individuals </li></ul><ul><li>O ften the letterhead will be pre-printed, containing much more information than just the name and the address of the company. </li></ul>
  4. 4. I NSIDE A DDRESS <ul><li>Mr W. de Ruiter </li></ul><ul><li>General Manager </li></ul><ul><li>Combidisk BV </li></ul><ul><li>Bentveldsduinweg 4 </li></ul><ul><li>2111 AK AERDENHOUT </li></ul><ul><li>The Netherlands </li></ul><ul><li>A ddressee’s courtesy title + name (private person),position in the company,company name, postal address. </li></ul><ul><li>W hen you’re not writing to one particular person the first two items that were mentioned are left out </li></ul>
  5. 5. I NSIDE A DDRESS (2) <ul><li>Mr W. de Ruiter </li></ul><ul><li>General Manager </li></ul><ul><li>Combidisk BV </li></ul><ul><li>Bentveldsduinweg 4 </li></ul><ul><li>2111 AK AERDENHOUT </li></ul><ul><li>The Netherlands </li></ul><ul><li>C ommon titles are Mr, Mrs, Miss (The unabbreviated ‘Mister’ should never be used.) </li></ul><ul><li>I nstead of Mrs or Miss you can also use the title Ms, which does not indicate her marital status. This is the safe option and should be used if the person doesn’t refer to herself as Miss or Mrs at the bottom of the letter. </li></ul>
  6. 6. I NSIDE A DDRESS (3) <ul><li>Mr W. de Ruiter </li></ul><ul><li>General Manager </li></ul><ul><li>Combidisk BV </li></ul><ul><li>Bentveldsduinweg 4 </li></ul><ul><li>2111 AK AERDENHOUT </li></ul><ul><li>The Netherlands </li></ul><ul><li>A bbreviations: A period should not be used if the abbreviation ends in the same letter as the word in full. </li></ul><ul><li>T hus: Mr, Prof.,Ltd, Co.,Ms </li></ul><ul><li>W hen the surname is known, it is written on the first line of the address, preceded by a courtesy title and either the person's initial(s) or his/her first given name, e.g. Mr J.E. Smith, Mr John Smith. (Use the first name or initials when you know them) </li></ul>
  7. 7. I NSIDE A DDRESS (4) <ul><ul><ul><li>The Sales Manager </li></ul></ul></ul><ul><ul><ul><li>Hartlepool Power Service </li></ul></ul></ul><ul><ul><ul><li>12 Sunnyside Road </li></ul></ul></ul><ul><ul><ul><li>HARTLEPOOL DH6 12P </li></ul></ul></ul><ul><li>The Purchasing Department </li></ul><ul><li>Hartlepool Power Service </li></ul><ul><li>12 Sunnyside Road </li></ul><ul><li>HARTLEPOOL DH6 12PE </li></ul><ul><li>I f you write to a particular position in the company and you do not know the name of the person you write to, then use the job title in the inside address. </li></ul><ul><li>I f you only know the department which would normally take care of matters dealt with in your letter, you mention the department in the inside address. </li></ul>
  8. 8. R EFERENCES <ul><li>Our ref:BD/1234 </li></ul><ul><li>Your ref:WdR/5678 </li></ul><ul><li>a llows the recipient of the letter to find the communication that was the starting point of the correspondence </li></ul><ul><li>m akes it easier to file correspondence and trace back the person involved in case a problem arises, follow-up is required etc. </li></ul><ul><li>R eferences usually consist of the writer and typist's initials, but can also contain numbers indicating department, the date or straightforward filing codes. </li></ul>
  9. 9. T HE D ATE <ul><li>23 July 2007 </li></ul><ul><li>T here are many ways of writing the date. Some people write 12th June 2008 or June 12, 2008. Although these forms are still in use, you may want to use the simplest, clearest of all the current forms in the English-speaking world. </li></ul><ul><li>D o not write the name of a town/city in front of the date. </li></ul><ul><li>E nglish names of months always start with a capital. </li></ul>
  10. 10. T HE S ALUTATION <ul><li>Dear Mr de Ruiter </li></ul><ul><li>T he exact form of the salutation is very much dependent on the inside address. </li></ul><ul><li>W hen writing to a company/department (a group of people) : Dear Sirs or Dear Sirs/Mesdames. </li></ul><ul><li>W hen writing to a position within the organisation (e.g. the Chief Buyer), or when effecting a mailing to a large number of male and female people: Dear Sir/Madam. </li></ul><ul><li>W hen writing to a person: Dear Mr Brown, Dear Mrs Brown, Dear Miss Brown, Dear Ms Brown, Dear Mr/Ms Brown </li></ul><ul><li>N otice that you do not use a person's initials or first name here. </li></ul>
  11. 11. T HE S UBJECT L INE <ul><li>Your Order </li></ul><ul><li>Y ou are required to use a subject line in all your commercial correspondence, for instance, to provide a further reference, to immediately draw attention to the topic of the letter and to allow the reader easy reference throughout the letter. You need not introduce the subject line by using: Subject:.... Occasionally this can be found on pre-printed company stationery, however. You may underline the subject line. </li></ul>
  12. 12. T HE B ODY <ul><li>Bla Bla Bla Bla di Bla Bla </li></ul><ul><li>Bla Bla Bla Bla di Bla Bla </li></ul><ul><li>Bla Bla Bla Bla di Bla Bla </li></ul><ul><li>Bla Bla Bla Bla di Bla Bla </li></ul><ul><li>Bla Bla Bla Bla di Bla Bla </li></ul><ul><li>Bla Bla Bla Bla di Bla Bla </li></ul><ul><li>T he body of the letter is subdivided into paragraphs. A new paragraph should always introduce a new idea. Do not indent a line when starting a new paragraph, but separate it from the previous one with a line space. </li></ul>
  13. 13. T O S UM U P <ul><li>E very paragraph starts at the left-hand margin, including the letterhead (when not pre-printed), inside address, salutation, complimentary close, signature, name, position, enclosure(s) etc. Not the date and the references. </li></ul><ul><li>Y ou skip a line between paragraphs. </li></ul>
  14. 14. C OMPLEMENTARY C LOSE <ul><li>T he complimentary close is dependent on the salutation. The general rules are: </li></ul><ul><ul><li>Dear Sirs/Mesdames Yours faithfully </li></ul></ul><ul><ul><li>Dear Sir/Madam Yours faithfully </li></ul></ul><ul><ul><li>Dear Mr/Ms/Miss/Mrs Jones Yours sincerely </li></ul></ul><ul><li>S o, if you use a name in the salutation, the formal ending is Yours sincerely. </li></ul><ul><li>M ind the capital letter in Yours. </li></ul>
  15. 15. Q UESTIONS?

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