This document is a supplementary guide developed for intermediate students to enhance their skills in writing social and business letters. It covers letter types, layouts, and includes various exercises to practice writing different kinds of letters, such as social, acceptance, and apology letters. The material emphasizes the importance of style, structure, and effective communication in letter writing.

1. Supplementary Materials for Social
and Bussiness Letter Writing
Developed By:
1. Sayedah Zahra Firozabady (zozok1996@gmail.com)
2. Melina Abramian(melinaabramian@yahoo.com)
3. Niloofar Pourhossein(npourhossein2000@gmail.com)
Supervised By: Dr. Dehbashi sharif
Final Project of SMs in Islamic University Central Tehran branch

2. Supplementary Materials for Writing Social and Business Letters
supplementary material for students
to learn how to write letters
Topic
Intermediate
Students level of proficiency
Writing
Lesson focus
- Improving student’s knowledge
about letter writing.
- Style and layout for letters.
- Types of letters.
- practice writing many kinds of
letters.
Objectives

3. Introduction
This supplementary material is designed for intermediate-level
students to practice letter writing. In this supplementary material,
first, you will learn about letter writing and its types. Then you will
learn how should the letter look like (layout), each part of the
layout has a description, examples and even tasks. After that, it
describes two types of letters, and their different types, There are
many sample letters, followed by tasks for you to help you
improve your writing ability.

4. Social and business letters
- Social letters developed by Sayedah Zahra Firozabady
- Business letters part one developed by Melina Abramian
- Business letters part two developed by Niloofar Pourhossein
Letter Writing

5. Social Letters
Social Letters which cover social aspect of running a business
and where letters are written for special occasions. They are
not directly concerned with a business, but they are
important. A social letter lets the recipient know that he or
she is valued and appreciated. Such letters do wonders
towards improving and maintaining good relationships
between employers and employees as well as between
business contacts.

6. Example

7. Social Letters
-The Social Letters which are written to relations and intimate friends should be written in an
easy, conversational style.
-we can use colloquial expressions which would in formal essays be quite out of place. But this
does not mean that we can be careless and slovenly in dashing off our letters. For, it is insulting
to ask a friend to decipher a badly written, ill-composed and confusing scrawl.
- it must be for us to take care and preserve some order in expressing our thoughts. However,
free-and-easy may be our style, we are as much bound by the rules of spelling, punctuation,
grammar, and idiom in writing a letter as we are in writing the most formal letter.

8. Example

9. Layout
- Heading
- Inside Address
- Salutation
- Body
- Subscription
- Signature
- Postscript
- Enclosure

10. Layout
Heading: the sender’s address and the date.
-Address: includes -from minor to major- houseflat number, namenumber of the
street, namenumber of the citycountry, and zippostal code.
-Date: could be written in cardinal numbers (5,11,25….) , or ordinal numbers (1st,
2nd,15th).
Example:
23, Main St.,
Ablin, Texas,
USA, Zip Code AT203.
23rd Jan., 1989

11. Task 1
Arrange the following scrambled address and
dates into ordered headings according to social
letter style.
A- Mexico; 21 Calle Principal; Mexico 12, D.F.; 1995;1st, October
B- Manchester; U.K.; Weatherproof Co. Ltd.;103 Victoria Parade;
18th; 1991; Aug.
C- St. 24th; 1301; Nebraska; Lewington; U.S.A.; Jan.; 15th; 1990

12. The sendee’s name, position (post), name of the
institute, and the address. Thus the different items of
an introductory are:
- name of the recipient
- hisher position (post)
- name of the company
- address of the company
Inside Address of ‘Introductory’.
Layout
Example:
Mr. Sengundran,
12 - Seventh Street,
Thillai Nager,
Jayankondam.

13. Task 2
Arrange the following disordered inside addresses.
A- The Mackintosch Publishers; The Editor; Mr. L.G.
Robinson; Yorkshire; 15 Heathman Ave
B- London; E.C. 2; W. Jones and Sons, Ltd.; 28
Cheapside
C- The Director; Mrs. Perry Mason; South Africa;
Durban; The Ronsome Construction Co. Ltd.

14. Salutation: complimentary greeting.
The proper form of address is the name (without title) of the person
to whom you are writing, prefixed by such qualifying terms as Dear,
My Dear, Dearest etc…
- If you know the person, you would write: (Dear SirMadam)
- If the recipient is very well-known, or close friend, you would write:
(Dear Mr.Mrs.Miss.Ms.) or simply (Dear JohnMary)
- If you do not know the person but you know hisher post, you
would write: (Dear SirMadamManagerPrincipal)
- If you do know neither the name nor the the post, you would
write: (Dear SirGentlemanMaesdames)
Layout Example:
-Dear Mr. Smith,
-Dear John Smith,
-Dear John,

15. Task 3
Write the correct salutation for the following situations:
A- The recipient is very well-known
B- you do know neither the name nor the the post
C- the recipient is a close friend
D- you do not know the person but you know hisher post
E- you know the person

16. Body: It should be brief and easy to read.
Layout
-Reference: It is something that you refer to as an opening for the letter.
-Purpose: The reason why you have written the letter.
-Conclusion: You round off the letter and hope for an early reply, a prompt action.
Example:

17. Task 4
Read the following text and underline the reference, the purpose
and the conclusion of the text:

18. Layout
Subscription: Complimentary ending ,closing.
-In concluding letters to friends or acquaintances whom you address as
Mr. or Mrs., you should use the word sincerely or very sincerely in the
subscription.
Example:
-Yours sincerely
-Yours faithfully
-The word sincerely should not be used in letters beginning with Dear Sir
after which the proper word of subscription is faithfully or truly.

19. Task 5
Below, there is a column listing some salutations and a
column listing some subscriptions. Match each salutation
with that the appropriate subscription in a way thet one
corresponds with the other.

20. Layout
Postscript (P.S.)
-You should write or type your name and then either sign or put your initials there.
Enclosure (Enc.Encl.)
-This shows that the letter is accompanied by some documents.
Example:
-resume
-P.C.V.
Signature
Example:
-Liang Shan
-Your full name, Christian name or a nickname

21. Look at the following sample form:

22. Task 6
Below, there is a social letter layout. Fill in the blanks, provided in the
parentheses, with the appropriate terms used for different social letter
items.

23. Types of social letters:
-recommendation
-Sympathy
-Acceptance
-Anniversary
-Announcement
-Apology
-Appreciation
-Birthday
-Compliment
-Congratulations
-Death
-Depreciation
-Friendship
-Illness
-Invitation
-Legal Matters
-Marriage
-Mortgage
-Promotion
-Projection
-Speech
-Thank you
-Wedding
-Welcoming

24. Recommendation Letter
- As the dean or principal of a university or an institute,
or the manager of a company, you may be requested
by a firm or an institute to write a letter,
recommending a person for a job or further studies.

25. This is a sample
Recommendation
Letter given by a
University
Professor in
support of his
student.
19th June 2007
FROM :
Wong Teck Seng, Dr,
Department of Geology,
Universiti Malaya 5,
9200 Kuala Lumpur.
TO :
The Recruiting Officer,
Petrotech SDN BHD,
3020 Japan Raja Darat,
59900 Kuala Lumpur.
Abdul Ahab was one of my honors students last year. He graduated with a First Class Upper Honors Degree early this year.
As a student he was diligent and always showed keen interest in his studies. He helped me finish a very detailed study of a number of
limestone formations in the Kinta Valley, Perak. I can say when it comes to doing meticulous work for long hours under less than comfortable
conditions, Abdul Ahab rates as one of the best I have known. He is not one to give up when things get rough. He can be relied upon to
complete difficult tasks that a normal person would shun.
I recommend him high enough if your company requires a genuinely capable man to do field research and related work. He would be an
asset to any company. Give him a challenge and he literally thrives in it. that's Abdul Ahab. Furthermore his easygoing nature would always
enable him to work with anyone anywhere. I have confidence that he would be able to perform the most arduous of tasks that he is
entrusted with.
With thanks.
(Signature of Wong Teck Seng)
Wong Teck Seng B.Sc., Ph.D.
Example

26. Task 7
Choose one of the following letters and write it.
A- One of your friends wants to apply for a job that
involves working with foreign teenagers. Write a letter
of recommendation for him/her.
B- You eat at your college cafeteria at lunch time every
day.. However, you think it needs some improvements.
Write a letter to the college magazine.

27. Sympathy letters
- Because sympathy notes and letters are too
personal to follow a set form, one simple rule can
guide you: Say what you truly feel. A single
sincere line expressing the genuine feeling you
had for the deceased is all you need to write. As
you write, don’t dwell on the details of an illness
or the manner of death.

28. 2nd June - 2001
From :
Name,
Door Number with The Name of The Street,
Name of The Locality,
Name of The Town.
Phone: 0000 - 0000000
Mob: 0000000000000
E-mail: abcdefgh@jooahoo.com
To :
Mr. Sengundran,
12 - Seventh Street,
Thillai Nager,
Jayankondam.
Dear Friend,
Only today I learned from our colleague that you have lost your new car. I think you might have filed a police complaint. The
police will certainly do their duty. I know how dearly you loved your car TOYOTA – FIERA. The law and order in this country are
really bad to a miserable condition. We have to keep our items safe and secured. I too will do something on my part to find out
about your car. For all the good deeds that you have contributed to society, you will get your back in a few days. God will not
leave you in this condition.
With sympathy and love.
Yours lovingly,
Name
Example

29. Task 8
Choose one of the following letters and write it.
A- Sympathy Letter about MotherFather
B- Sympathy Letter for Death of Employee
C- Sympathy Letter about HusbandWife
D- Sympathy Letter for Divorce

30. Acceptance Letter
- A letter of acceptance, or acceptance letter, is a
written agreement to the terms of employment
offered by your new employer. While you may have
already accepted the job offer during a call or in-
person meeting with your employer, following up
with written acceptance is good practice and may
even be requested by the recruiter.

31. Here is a sample of
the Acceptance
Letter reply to the
Formal Invitation
Letter which invites a
person to a Grand
Opening Buffet
Dinner.
1762, Jalan Tmur Laut,
78234 Petaling Jaya,
Selangor,
Kuala Lumpur.
Telephone : 03-438 76512
Fax: 03-438 76514
16th November 1999
TO :
V. Rajalingam,
Organising Committee,
Jackson & Co SDN BHD,
7438 Jalan Maharaja,
45672 Kuala Lumpur.
Reference : Your Formal Invitation Letter to a Dinner
Mr. and Mrs. Chin Kam Fook have much pleasure in accepting the kind invitation of the Directors of Jackson & Co SDN BHD for the
Grand Opening Buffet Dinner on Saturday 30 November 1999.
With thanks.
Yours Cordially,
Signature of Chin Kam Fook
Chin Kam Fook
Example

32. Task 9
Choose one of the following letters and write it.
A- College Acceptance Letter
B- Acceptance Letter with Thank You Note
C- Job Offer Acceptance Letter
D- College Acceptance Letter for Admission

33. Letter of Congratulations
- A letter of congratulations is a formal message in
which you congratulate someone for a notable
achievement.

34. Example
191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX
Your ref : VGT / 0091
Our Ref : SAL / 6 / 1425
6 March - 19XX
To :
Mrs. Jennifer Loo,
543 Jalan Tengah,
30000 Ipoh.
Dear Mrs. Loo,
On behalf of the staff, I wish to extend my congratulations to you and Mr. Michael Loo on the occasion of your 20th Wedding
Anniversary on 10 May.
The staff is planning to hold a party for you and Mr. Loo on Saturday evening of 9 May. They asked me to inform (they meant ‘order’)
you to bring Mr. Loo along with you to the office on 9 May at 6 p.m. Is this okay with you? Please let me know.
Sincerely,
Gordon Tan
Managing Director
GT: set
Letter of
Congratulations
on Wedding
Anniversary

35. Task 10
Choose one of the following letters and write it.
A- a friend of yours has got a jobpromotion in a certain company. Write to
congratulate himher.
B- An annual event was recently held in your area. Now you want to write to the
organizers of this event congratulating them on a successful production.
C- Your best friend just had her first baby. You are currently overseas but will be
returning to your hometown in a week. congratulate your friend.
D- Your friend has had his/her first book published a few days ago. He/she has
recently sent you a copy of that book. congratulate him/her for having his/her
first book published.

36. Apology letter
- An apology letter is a physical document
or email that acknowledges a mistake,
expresses regret and asks for the letter
recipient's forgiveness or patience.

37. Letter Apologising
for Absence :
191 / N - Patricia Avenue
Liverpool – 600 020
Phone : 0011 - XXXXXXXX
Fax : 0011 - XXXXXXXX
Your ref : VGT / 0091
Our Ref : SAL / 6 / 1425
6 Jan - 19XX
To :
Mr. Johnny Koay,
Manager,
Centurion Enterprise Sdn Bhd,
849 Jalan Pantai Baru,
81000 Johor Bahru.
Dear Mr. Koay,
I wish to apologize for not being able to attend your company’s new year Eve’s Dinner even though I had said I would come.
Last 31 December, I suddenly received a telephone call at noon from my aunt in PJ saying that my uncle had met with an accident and
was seriously injured. So I had to rush up to PJ to see what I could do. I am like a son to them as they are childless. The following few
days saw me rushing back and forth between the hospital and my aunt’s house doing what I could for them. I am glad to say that my
uncle is out of danger now, but he has to stay in hospital for at least 3 months for his broken bones to mend.
Anyhow, I hope you all had a successful dinner. Perhaps I can attend the next one.
Thank you.
Yours Sincerely,
Tahir Bin Shamsudin
Sales Executive
Example

38. Task 11
Choose one of the following letters and write it.
A- You have planned to go traveling with one of your friends, but
have to cancel it. Write a letter, showing your apologies.
B- You missed an important meeting at work. Write a letter to your
manager, and apologize for not attending.
C- Your neighbors have recently written to you to complain about
the noise from your house flat. explain the reasons for the noise,
and apologize to him.
D- You have borrowed something from your friend and it has got
damaged. apologize for damaging the product/stuff

39. Invitation Letter
- Invitation letters are those letters that are
written to invite individuals to a specific event.
The main purpose of writing invitation letters is to
coordinate the number of guests coming a few
days before the date of the event.

40. Here is a sample
Formal Invitation
Letter that invites
a person to a
dinner organized
in honor of the
founder of a
company.
7438 Jalan Maharaja,
56800 Kuala Lumpur
Telephone : 03-438 78912
Fax: 03-438 78913
5th November 1999
TO :
Mr. & Mrs. Chin Kam Fook
Syarikat Pemiagaan Maju
1234 Jalan Timur Laut
48000 Petaling Jaya
Kuala Lumpur
Dear Mr. & Mrs. Chin,
Reference: Invitation to our Company's Dinner
You are cordially invited to a formal dinner in honor of our Founder, Jackson Wee on Saturday, 30 November 1999, at 8 p.m.
at the Shangri La Hotel, Kuala Lumpur.
Please reply with the names of those who will attend the dinner by 20th November 1999.
With thanks.
Yours Cordially,
Signature of Rajalingam
V.Rajalingam
Chairman Social Committee
Example

41. Task 12
Choose one of the following letters and write it.
A- New year is coming. Write a letter to your friend at another university,
inviting him or her to go to your hometown and spend the holiday with you.
B- Write a letter to your friend who lives in another town, and invite him/her to
a party you are going to organize.
C- You are planning to go to a music concert in your town and would like a
friend to accompany you. Write a letter to invite your friend to the concert you
are planning to go to.
D- Last year you met someone on holiday and became friends. He/she has
informed you that he/she will be traveling near your hometown on business in
a few months’ time.

42. Business letters
part 1

43. Introduction
This PowerPoint is a supplementary
material for letter writing that has been
prepared with the aim of progress in this
field.
This collection is designed for the level
of intermediate and for the age over 18
years, which we hope will be useful.
And this work was prepared by me,
who is a student of Islamic Azad University in
the field of English language teaching.

44. Content
1-The business letter
2-Uses of a business letter
3-Parts of a letter
4-Contact information
5-The date
6-Inside address (recipient’ s information)
7--Salutation
8-Text of the letter (body)
9-Complementary close
10-Signature
11- P.S.(Postscript)
12- Tasks
13-Examples
14-References

45. THE BUSINESS LETTER
We write business letters to ask for
information so we can get something done or
to solve a problem. We also use business
letters to offer opinions, to persuade
someone to act in our best interest or to
convey information.

46. USES of A BUSINESS LETTER
A business letter is a formal way of communication
between two or more parties.
Business letters can be informational, persuasive,
motivational, or promotional.
A business letter can…
Tell an employer why you want the job.
Tell a company that you don’t like their service.
Ask someone for information.
Tell someone in government what you think.

47. PARTS OF A LETTER
1-Address
2-Date line
3-Inside address
4-Salutation
5-Text of the letter (body)
6-Complementary close
7-Signature
8- P.S.(Postscript)

50. Step 1:Contact information
On the left-hand side of your business letter, you should
list your contact info:
First name Last name
Address
City, State Zip Code
Phone
It includes your name, your job title, your company,
address, phone number, Email address.
Address includes- from minor to major- house/flat number
of the street, name of the city/country, and zip/postal code.

51. Task 1
To practice, write your own address or another address
with the required details.
Task 2
What is wrong with this address?
Mr. Ahmad Pour
Firdausi Square
Nejat Ollahi No. 86
Tehran

52. Task 3
Arrange the following scrambled address and dates into ordered.
a-Mexico, 21 Callen Principal; Mexico 12, D.F.; 1995; 1st; October
b-Manchester; U.K.; Weatherproof Co. LTD.; 103 Victoria Parade,
18th;

53. Step 2:The date
Add a space after your contact information and then add the date of your
letter:
Month, Day Year
Date could be written cardinal -5,12, 27, -or ordinal 1st, 2nd, 16th, numbers.
We write the names of months in full from (September, August,) or
abbreviated form (sept. Aug.,) We may use only digits fore date, e.g. 21.11.92
or words and digits (21st Nov., 1991). The use of punctuation is rather
optional.
American Style
28 June,1990
August 1, 1989

54. EXAMPLE
March 5, 2020
21st. Nov., 1991
21.11.92
Task 4
Where is the date written in the letter?
Task 5
Which type of date do you choose?
Task 6
Write today's date in American and English style.

55. Step 3:Inside address (recipient’ s
information)
Then, you need to include the recipient’s information.
Add a space after the date of the business letter and
then add the recipient’s contact information:
Name of the recipient if, of course, known (either in
person or through business):
His/her position (post), if known, e.g. The Manager,
Dean, Secretary etc.
Name of the company, university, hotel, etc. you are
writing to (This should be known).
Address of the company, … (This, too, should be
known)

56. EXAMPLE
Oscar Lee
Managing Editor
Acme Graphic & Design
123 Business Rd.
Business City, CA 54321
Task 7
Where is the recipient's address located?
Task 8
Enter an address for the recipient. For example, a company or a government
organization or another official office.

57. Step 4:Opening salutation
Add a space after the recipient’s contact information and
then choose a salutation to open your business letter.
Common opening business letter salutations include:
 Dear [First name Last name],
 Dear [Ms., Mrs. or Mr. Last name],
 Dear [First name], (only use if you know the recipient)
 To Whom It May Concern (only use if you cannot find
a specific contact’s name)

58. Formal salutations
The most formal salutation is Mr., Ms. and Mrs., followed by the last
name of the person you refer to. It is perfect in any situation and
accepted in many different scenarios. If you are unsure of what
salutation you need to use, you can use that one. Note that for
women, it is safer to use Ms. unless you are sure that she prefers Miss
or Mrs. Here are formal salutations:
 Mr.
 Ms.
 Mrs.
 Dear
 Good morning
 Good evening
 Good afternoon
 Hello
 Sir
Example: Mr. Johnson

59. Task 9
Salutation is in which part of the letter.
Write examples of salutations.
Task 10
Write proper salutation:
For when you do not know if the other party is married and
unmarried and is a woman.
When the other side is a gentleman.
When a woman is not married.
When a woman is married.

60. Salutations for business letters
You can start a business letter with the salutation Dear followed by
the recipient's last or first name and a colon. Use the last name if
you don't know the person well or if it is the first contact and the
first name if you have a good relationship with them. The most
formal salutation is Dear, title, then the last name.
 Dear Mr. [Last name]:
 Dear Ms. [Last name]:
 Dear Mrs. [Last name]:
 Dear [First Name]:
 Dear Dr. [Last name]:
 Dear Judge [last name]:
 To [First Name]:
Example: Dear Ms. Parker: or Dear Nicole:

61. Task 11
You can start a business letter with the salutation
…………………………………………………………………
If you don't know the person well or if it is the first contact and the
first name
………………………………………………….………………
The most formal salutation is
…………………………………………………………………..

62. Salutations for unknown recipients in business letters
When you don't know the recipient's name or gender or you're
writing to an institution, you may use “To whom it may concern” or
use the job title. If you know the gender and not the name, you can
use Sir or Madam followed by a comma. If you know the name and
not the gender, type the full name.
 To Whom It May Concern,
 Dear [job title],
 Dear Sir,
 Dear Madam,
 Dear [first and last name],

63. Task 12
When you don't know the recipient's name or gender or you're writing
to an institution, you may use
…………………………………………………………………
If you know the gender and not the name, you can use
…………………………………………………………………
If you know the name and not the gender
………………………………………………………………….

64. Salutations for cover letter
When writing a cover letter, it is best to address the hiring
manager by using Dear followed by their name and a comma.
It should be on the job listing, but if it is not, you can look it up
on the company website or call the company to ask for the
name. However, you can use the below general salutations if
you don't have your contact person's name.
 Dear HR Team,
 Dear Team,
 HR Team,
 To The Marketing Team,
 Dear Hiring Manager,
 Dear Human Resources Manager,
 Hi, team,

65. Task 13
When do you use these titles?
Dear Hiring Manager
Dear Human Resources Manager
Task 14
When the Recipients are Male and Female?

66. Salutation When to use
Dear Mr. Singh When you are not well known to the Recipient
Dear Mr. and Mrs. Singh When the Recipients are a Couple
Dear Mr. Milano and Ms. Sharma When the Recipients are Male and Female
Dear Darcy Smith
Dear Jordan Taylor
When the gender of the Recipient isn’t obvious, use full name
(this happens with unisex names)
Dear Ms. Jane When you are well known to the Recipient
Dear Hiring Manager
Dear Human Resources Manager
When the name of the Recipient is not known but job title is
known
Dear Madam When the Recipient is Female and Name is not known
Dear Sir When the Recipient is Male and Name is not known
Dear Sirs When the Recipients are Male and Names are not known
My dear Father
My dear Mother
My dear Brother
When writing to blood relations
Dear Jai,
My dear Ajay
When writing to friends or with whom you are intimate
To whom it may concern When you are not sure who to address the letter
List of Salutations and their usage

67. Step 5: Body
The body of the letter is the focus point of the letter. It
contains the most important information in the letter. This
part of a letter requires creativity. The language of the
letter can be formal, informal or a bit of both depending
upon the type of the letter and the relationship of the
writer and the recipient.
The body of a business letter is where you express the
purpose of your communication and is typically no
longer than three to four paragraphs.
 Paragraph 1: Opening
 Paragraph 2: The argument
 Paragraph 3: Closing

68. The purpose which may be more than one paragraph. The
three main topics are:
Reference
It is something that you refer to as an opening for the letter. It
can be a letter received from the institute you are writing to,
an advertisement you have read recently, an exhibition just
visited.
Purpose
In this paragraph, you elaborate on the reason why you have
written the letter. What is you are asking for or you are
providing with?
Are you answering a query or are you asking for an answer?
Conclusion
In this paragraph you round off the letter and hope for an
early, a prompt action, etc.

69. Task 15
For the reference section, write a paragraph that refers to the job
advertisement of the company where you intend to work and
make this request for the same purpose.
Task 16
Write a paragraph stating the purpose of your request to write this
letter and other information.

70. Task 17
Write a paragraph and say that you are waiting for your reply and thank
and appreciate again.
Task 18
Below are some sentences put down at random. Arrange the sentences to
make three different letters. The sentences should be arranged according
to ‘reference’, ‘purpose’ and ‘conclusion’ concepts.
-I will be happy to call on you at almost any time by appointment.
-I would like to offer my services for the post advertised in today’s ‘The
sun’
-I, hereby, submit a summary of my qualifications and experiences
together with some testimonials.

71. Step 6:Closing Salutation
Add a space after the body of the letter and then choose a
salutation to close your business letter. Common closing
business letter salutations include:
 Respectfully yours,
 Respectfully,
 Cordially,
 Sincerely,
 Yours sincerely,
 Thank you,

72. Step 7:Signature
Add two lines and sign your full name. The following line, print your
first and last name.
Signature
First name Last name
Example
Signature
Best Regards
Farshad Bagheri

73. Task 19
Below are a column listing some salutation and a column listing
some subscriptions. Match each salutation with the appropriate
subscription.
Salutations Subscriptions
Dear Sirs Yours with love
Sir Yours cordially
Gentlemen Yours respectfully
My dear Faithfully yours
Dear Judy yours ever
Dear Mrs. Jones Yours affectionately
Jane dear Sincerely yours
Dear Mesdames Best regards

74. Step 8
P.S.(Postscript)
It is mentioned when the writer remembers that he/she has forgotten
something to say in the body of the letter. Then, he/she puts down P.S.
at the bottom of the page (the letter) and, right in front of it writers the
forgotten thing. It should be short and not overused.
Task 20
Write a paragraph In case you forgot to say that you have attached the
diplomas to the application appendix.

75. Select a professional font size and style
When deciding on which font to choose for your business letter, you should
pay attention to cleanliness and readability. While it may seem tempting to
select a stylistic font that personalized the letter, it might be difficult for your
audience to read. They should be able to get the information they need from
your letter as quickly as possible.
Here are a few examples of popular fonts used in professional documents:
 Arial- Avenair –Calibri –Corbel-Garamond-Georgia
 Gill Sans –Helvetica - Open Sans – Times New Roman
When selecting a font size, you should consider the smallest size in which
your document will still be easily readable. You should stay between 10 and
12 points for your font. Smaller than 10 point fonts will be difficult to read,
while fonts larger than 12 points might appear unprofessional.

76. Pay attention to spacing and margins
Spacing plays an important role in making your business letter appear readable and
professional. Be sure to put spaces between the elements at the top of your letter
(your contact information, the date and their contact information) followed by
another space to begin your letter.
In the body paragraphs, your letter should be single-spaced to create a clean yet
readable document. You should include a space between each paragraph and before
and after your closing. It is best practice to align your entire letter to the left side of
the page as opposed to centered or aligned right. This makes it easy to follow for
the audience.
Typically, a professional document has one-inch margins. It is appropriate for
margins to be a bit larger than usual (up to one and a quarter inches) for business
letters.

79. Answer key

80. Task 1
Cohn C. Mark stein,
The Manager,
Roseberry Four Star Hotel,
106, Ford St.,
Brighton, England
Tel- 0044-86698889
Mail: Mark stein@ yahoo. Com
Task 2
Tel: 0098-21-59877999
Mail: Shahmirzadi @yahoo.com

81. Task 3
a-
Mexico,
21 Callen Principal;
Mexico 12, D.F.;
1995; 1st; October
b-
Manchester; U.K.;
Weatherproof Co. LTD.;
103 Victoria Parade, 18th;
Task4
After the address of the sender of the letter

82. Task 5
American
Task 6
Write today's date in American and English style.
May 28, 2022
Task 7
After date
Task 8
Mr. Smith
Head of Sales
British Communications Ltd
14 Cook Street
Bedford
Bedfordshire
BD1 1AA

83. Task 9
After recipient address.
 Dear Mr. Safari
 Dear Ms. Kazemi
 Dear Mrs. Jalali
Task 10
Ms.
Miss.
Mrs.
Task 11
Dear Mr. Pejman
Dear Mr. Tabatabai
Dear Ms. Parker

84. Task 12
“To whom it may concern” or use the job title.
If you know the gender and not the name, you can
use Sir or Madam followed by a comma
If you know the name and not the gender, type the full name.
Task 13
When the name of the Recipient is not known but job title is
known.
Task 14
Dear Mr. Milano and Ms. Sharma

85. Task 15
According to the job advertisement that you published in
Hamshahri newspaper, in which you mentioned the need for a
chemical engineer and mentioned the conditions of this post, I
consider myself eligible and submit my application.
Task 16
have work experience and related education in this field. I can
bring a letter from my former workplace confirming my abilities.

86. Task 17
I will wait for your answer. I hope I am qualified among the applicants
and can work with you.
Thank you in advance for handling my request.
Task 18
-I would like to offer my services for the post advertised in today’s
‘The sun’
-I, hereby, submit a summary of my qualifications and experiences
together with some testimonials.
-I will be happy to call on you at almost any time by appointment.

87. Task 19
Salutation Subscriptions
Dear Sirs Yours with love
Sir Yours cordially
Gentlemen Yours respectfully
My dear Faithfully yours
Dear Judy yours ever
Dear Mrs. Jones Yours affectionately
Jane dear Sincerely yours
Dear Mesdames Best regards

88. Task 20
I also forgot to mention that the diplomas are attached to
this request that I am sending to your service.
Please let me know if any other information is needed
so that it can be sent as soon as possible.

89. Task 21
National Inspection Office
Tehran. No. 133, Hosseini Alley, Mirdamad St.
Postal Code 783887676007
Phone 9 - 48048767
Date 7.3.1401
Pegah milk Company
Tehran
Enghelab Square,
North Kargar Street,
Khoshnood Alley, No. 20
Postal Code 5998608080
Dear manager
According to the subject of inspection, referring to letter 2354, every 6 months, a group should visit the factory and
prepare a report on the quality of the product. Therefore, this visit will take place tomorrow at 11:00 AM.
Please make the necessary arrangements for the visit to take place.
If there are any problems to visit, please let us know so that the necessary coordination can be made for another day.
Yours sincerely
Farahzadi

90. Business
letters :part 2

91. Secretary
12 Main Street
Cronulla
NSW 2230
7 Jasmine Road
Sydney
NSW 2000
24th June 2016
I am writing this letter to complain to you about the poor parking facility provided by your association in our
locality (Jasmine).The parking lot is assigned for each individual living in the society. Still there are people who are
parking the vehicles in the lot assigned to them. It is causing other people difficulties to park their vehicles.
Sometimes even many of them don’t get parking space because of the extra vehicles parked. There have been
disputes between us and those people because of the same reason.
I therefore here request to ask all the people of the area to obey the rules as per instructed by the association.
And also there should be strict action to be taken for the rule-violators. I expect a resolution from you for the
present situation as soon as possible.
Dear Mr Wheeler,
Yours Faithfuly,
Jim Carrey

92. Dear Mrs Wison,
I am writing to complain about not receiving my salary for last month April.
I have been waiting for my salary for more than 10 days. But still is not credited into my account. It has been delayed by
the account department and I don’t know the reason for the same.
My last month attendance is also marked in the attendance portal and there is no leave or LOPs I have taken. You can
reverify for the same and kindly ask the account department to process my salary at the earliest, as I have many
dependencies.
Best Regards,
Matt Salvador
Subject: Complaint Letter for Salary Delay
Mark Wison
Manager
Colinhood Manufacturing
20 Oxford Road
London
SW11 2Bn
Matt Salvador
14 Cook Street
Bedford
BD1 1AA
13th May 2022

93. Now please take a look at examples again!
Can you guess what are the similarity of these two letters??
Yes! Exactly. They have some similarities.
In the both letters, the address of the receiver is on top, left of the letter. Also the address of the sender is on top,
right of it.
We start our letter with a kind of salutation. You can see that in the examples, salutation presents as “Dear
Wheeler” or “Dear Mrs Wison”. You can also write the salutation “Dear Sir/Madam” if you don’t know the exact
name of whom you are writing for.
As you can see, the next step is our body paragraph which we will analyze and explain it afterwards.
The last step is showing your regret. In this letters, they present it as “Yours Faithfuly” and “Best Regards”. Do you
know more subscription?? Exellent! Yes, we can use ( Yours Sincerely or Yours Truly) as subscription too.
After all these you have to sign you name.

94. date
name of organization you are writing to
their address line 1
their address line 2
their postcode
your address line 1
your address line 2
your postcode
Dear Sir/Madam,
Account number:[if you have]
---------------------------------------------------------------------------------------------------------------------------------------------
---------------------------------------------------------------------------------------------------------------------------------------------
--------------------- .
---------------------------------------------------------------------------------------------------------------------------------------------
----------- .
---------------------------------------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------- . (Body)
Subscription
Signature
This is the format of letters
of complaint.

95. Now, what do
letters of complaint
imply??
Let’s go to next page to
have an explanation.

96. Explain the details of your complaint. Set out the facts clearly and put things in date
order if possible. Say what you are not happy with and what you want the bailiff company
and the council to do about it. If you are complaining about the fees the bailiffs have
charged you, set out what fees have been charged and say why you think they are wrong.
Include a copy of any paperwork that you feel supports your complaint.

97. At this stage we can work on body paragraph.
After salutation we start the first paragraph of our body paragraph. In the first body
paragraph, we should clearly identifies the subject of the complaint. It is common to open
the paragraph with a sentence that immediately draws the reader's attention to the matter,
e.g.:
I am writing to complain about not receiving my salary for last month April.
Here is the first paragraph of the second example.
EX:
• I am writing this letter to complain to you about the poor parking facility provided
by your association in our locality.
• I am writing to complain about the faulty installation of my air conditioner.
• I wish to express my dissatisfaction with my stay at your hotel.

98. Moreover, you should clearly identify what the subject of your complaint is. Look at the
example below.
I wish to express my dissatisfaction with the above iron, which I purchased from The
Electrical Store in Newtown on 10 October, 2015. On using it for the first time, I found that the
temperature control was faulty; it was not possible to set it for any temperature apart from the
highest, for cotton.
EX:
As you can see in example above, the sender is indicating his/her dissatisfaction with a
broken iron. Also he informs the seller that what is the problem.

99. Now it is your turn. Write the first paragraph to complain about the situation in the picture.
In this situation you should show your dissatisfaction to the restaurant manager about the
quality of the food.
---------------------------------------------------------------
---------------------------------------------------------------
---------------------------------------------------------------
---------------------------------------------------------------
---------------------------------------------------------------
---------------------------------------------------------------
------------------------ .

100. Now compare your first paragraph which you wrote with this sample.
I am writing a complaint letter because of the terrible service we
received yesterday,1st June, 2017. It took about half an hour of our
time to get seated, and when we arrived, there were a lot of empty
tables! Behind us was a very impolite waiter, he gave us a dirty
look when we entered. He was even smoking in the restaurant.
How horrible it was!
Sample:

101. The next step is the second paragraph of body paragraph.
In this step you should follow the opening sentence with a summary of the events that
prompted your complaint. Be sure to include exact dates and times, and give all the
relevant information in a clear and logical sequence. Try to outline what steps you have
taken thus far to resolve the matter and describe the consequences of the faulty product or
service. Adding specific details, such as additional costs you have incurred to replace a
faulty product, will strengthen your complaint. If you have had previous communication
with the company, be sure to note it in your letter; include reference numbers where
applicable.

102. Look at this example of second paragraph below.
When I attempted to return the iron to the store, the cashier said
that the store was unable to replace it or offer me a refund but advised
me that it could be sent away for repair. As I need an iron on a daily
basis, and it was not clear how long a repair would take, this option
was unsatisfactory. As the iron clearly does not function as it should
and therefore does not comply with the legal standards of product
quality, I am writing to you to ask for a full refund of the £35.99 retail
price.
EX:

103. Now write a second paragraph of body paragraph for the first paragraph which is given
below.
I am writing to express my dissatisfaction with my recently purchase from your
website. I have recently purchased a wallet and bag from your website, my
order number is #12345548. My parcel is arrived this morning, unfortunately
there is some issue with my parcel.
-------------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------------
--------------------------------------- .

104. Now compare your paragraph with the sample below.
Firstly, the color I order was brown but my wallet is brown and may bag is
red. Secondly, the brand that I was order was Dior but my parcel is unknown
brand. Finally, I saw some scratch on wallet and also one of bag's rip does not
work.
Sample:
Is your paragraph similar to the sample? As it is mentioned, in the second paragraph we
should mention the details of our problem of complaint.

105. after your company moved our
we are most dissatisfied
have never before experienced this
It doesn’t in working order
It seemed to work well until
It should have been included
when the shipment arrived
order box
with your service
extensive damage
as its identical model
it broke with the second on and off
both hair and face products together
the packing was not intact
A B

106. The last part of body paragraph which is the third, is a conclusion and your
expectation from the receiver.
A conclusion that clearly states what actions are needed to remedy the problem. In this
paragraph of your letter, you should state your expectations of how the company should
resolve the matter, including specific actions and deadlines, e.g.:
• I therefore here request to ask all the people of the area to obey the rules.
• I would appreciate it if you could replace the missing part by next week.
• Please let me know as soon as possible what action you propose to take.
• I look forward to hearing from you within the next ten days.

107. Look at the letter of complaint below.
EX:
Dear Sir or Madam,
I wish to express my dissatisfaction with the above iron, which I purchased from The Electrical Store in
Newtown on 10 October, 2015. On using it for the first time, I found that the temperature control was
faulty; it was not possible to set it for any temperature apart from the highest, for cotton.
When I attempted to return the iron to the store, the cashier said that the store was unable to replace it
or offer me a refund but advised me that it could be sent away for repair. As I need an iron on a daily
basis, and it was not clear how long a repair would take, this option was unsatisfactory. As the iron
clearly does not function as it should and therefore does not comply with the legal standards of product
quality, I am writing to you to ask for a full refund of the £35.99 retail price.
I look forward to hearing from you within the next two weeks.
Yours faithfully,
Jenny Hawkins

108. In the last example in conclusion, the writer wrote her/his expectation or what he/she is
looking for. Now it’s your turn. Write a conclusion for the letter below.
Dear Sir or Madam,
I am writing this letter to express my disappointment with a recent purchase on your online store, order
number #7298883. I ordered a set of soccer equipments that were advertised on your site as a package
including 3 pairs of socks and a pair of soccer boots. However, on their arrival I found out that there were
only 2 pairs of socks. In addition, there were scratches on the boots that suggest that they had been used
before and returned to your store.
I have since found the same offer on another website and will be returning the packages to your office. I
have read the refund policy, and as I am dissatisfied with the product, I would like to request a return of all
fees paid, as well as the postal and packaging fees. Should you have any questions, you can contact me
via email, my address is raymond_squared@live.com.
------------------------------------------------------------------------------------------------------------------
------------------------------------------------------------------------------- .
Thanks for your time,
Raymond Jose

109. I look forward to
your reply and a
resolution to my
problem
To resolve the
problem, I would
appreciate a
[state the action
you want]
I look forward to
hearing from you
within the next
ten days.

110. EXERCISE 6
1- On June 2, we received a two-bag shipment of your whole grain flour. When it
arrived….
2- On March 3, we ordered a single-phase electric motor from your company. When
we received it on March 12, ……..
both of the bags had been ripped open, resulting in a loss of at least 20% of the flour we ordered.
3- On August 21, I purchased an external CD ROM drive at your downtown store.
When I unpacked it, I found that …..
4-Last week one of our subcontractors, Doe Security Systems, received twenty cases
of your wall-mounted motion detectors. When they opened the boxes to visually
inspect the detectors, they found that ….

111. EXERCISE 7
Online shopping supermarket Hair salon
1- about price
2- meat is too expensive
Hotel Cafe Airport
1- What complaint might you have?
2- What might you say to complain?

112. duration hopeful address booked report parcel
possible request reference documents delivery undelivered
I am writing this letter to --------- the non ---------- of my parcel. On November 5th,
2021, I had ----------- a parcel delivery from your New York center in the name of Mr.
Jack Brown, 88, Hedge Apartments, California.
As per the delivery ---------- promised by the company, the parcel should have gotten
delivered within a span of four days but it has been over a week and the --------- still
is-----------. Therefore, I am writing this letter to ---------- to kindly have the parcel
tracked and delivered to the recipient’s ------------ in California as earliest as ----------
as the parcel contains some important official----------.
For your -----------, I have attached with the letter the copy of the courier receipt. I am
--------- that you will look into the matter and have the parcel delivered at the
quickest.
(Continued on next page)

114. - Seyyed Hadi Jalali Chimeh Abbas Kasraeian, Ph.D. 2017; Letter
Writing, Qom, Golha.
- www.englishforstudent.com
- www.owl.purdue.edu.com
- www.effective-business-letters.com
- www.emilypost.com
- www.hrhelpboard.com
- https://uk.indeed.com
- www.ielts-mentor.com
• https://www.indeed.com/career-advice/career-development/business-
letter-format-and-example
• https://templatelab.com/formal-business-letter-format/
• www.nationaldebtline.org
• www.lexico.co
• www.write express,.com
• www.consumer.ftc.gov
• www.doctemplates.net
• www.answershark.com
• www.quizizz.com
• www.docformats.com
• www.templateroller.com
• www.u.k.indeed.com
• www.sampletemplates.com
• www.vacationalimpact.org
• www.cristinacabal.com
• www.thoughtco.com
• www.template.net
References