The document provides guidance on writing formal business letters in English. It discusses the standard structure and sections of a business letter, including the salutation, introduction, body, closing, and signature. It also lists common purposes of business letters such as providing information, apologizing, or responding to inquiries. Sample letters are given as examples for writing letters of inquiry, quotation requests, and replies. Key points about focusing on important details, acknowledging previous correspondence, stating actions, and inviting further questions are presented for structuring reply letters.

2. I. Salutation: “Dear Mr/Mrs…”
1. Body of the letter:
 Opening or introduction paragraph:
- Thank your correspondent
- Introduce yourself and your company, state the
subject and purpose of the letter
- Thank you for your letter of 19 August which I
received yesterday.
- We are writing to you concerning your order
No.CU 154 which you placed four weeks ago.

3.  The middle paragraph:
- Concern the points, answers you wish to
give or questions to ask.
- Most important, your points should be clear,
full and logical.
 The closing paragraph:
- Thank the person for writing if it is a reply
letter
- Encourage further enquiries or
correspondence, look forward to hearing
from your correspondent soon.
 Ending: “Yours faithfully”

4.  1. Starting a letter (referring to previous
meetings or correspondence)
 2. Explaining the reason for writing
 3. Giving bad news
 4. Giving good news
 5. Giving information
 6. Apologizing
 7. Ending a letter

5.  A
 B
 C
 D
 E
 F
 G
 H
 I
 J
 K
 L
 M
 N
7
2
5
7
4
5
5
6
7
1
1
1
1
3

6. A. Letter of Enquiry and Reply

7. ENQUIIRY

8. REQUEST FOR QUOTATION

9. ENQUIRY

10. REPLY TO AN INQUIRY

11. REQUEST FOR QUOTATION

12. LETTER ACCOMPANYING QUOTE

13. 3. Here are the functions which appear in a Reply to an
enquiry. Rearrange them in the right order.
1. Focus attention on important information
2. Acknowledge the letter.
3. Close the letter and add the appropriate ending.
4. State what action you are taking.
5. Answer any specific questions the enquirer asked, for
example about prices and deliver.
6. Invite the enquirer to ask for further information.
4. What should you write to represent these functions?
2-4-1-5-3-6

14. - You, XYZ company, would like to place an
order of windows for new office from ABC
company, who is the partner of your
business partner.
- You would like to know more about
catalogue, price list, discount and delivery
time

15. - You are ABC, the supplier of windows. You
are writing to reply to a customer’s enquiry
letter.
- You enclose in your letter the catalogue,
price list and other terms.
- You specify that the discount of 10% is only
available for quantity of more than 100
windows. Delivery time is 1 week without
delay

16. - You are XYZ company, now you write the
request for quotation for ABC company.
- First you thank you for the catalogue and price
list they sent you.
- You would like to quote for: 50 windows
catalogue 12/09, 20 windows catalogue 05/02
and 30 windows catalogue 18/14.
- You hope to receive discount of 12% instead of
10% for 100 windows.
- Reconfirm that delivery time must be 1 week.

17.  You are ABC company, now you write the letter
accompanying quotation.
 You explain that 12% discount is only available
if XYZ places monthly orders of 100 windows
from now to the end of the year.
 You’re sorry that there could be a delay for
delivery due to the pandemic of novel
coronavirus and the trucks cannot move under
the nationwide lockdown rules
 You would like to reduce $100 of total price for
late delivery

18. …………………………….. (Salute)
We have been authorised by a multinational firm which owns a
chain of hotels to negotiate the purchase of furniture and fittings
for a new hotel to be opened in Alexandria in the autumn of this
year.
Your name has been given to us by the British Chamber of
Commerce in Cairo who informs us that you
……………………………… (supply/us) with the following items:
beds, tables, chairs, wardrobes. We would hope to place a
substantial order if ……………………... (price/competitive)
…………………………. (grateful/send) your catalogue and price
list by return. ……………………… (would like/know) the
approximate period of delay before any order would be
despatched.
……………………………... (look/forward/hear)
……………………………..