ENGLISH COMPUTING ACTIVITIES 4 ESO
Teachers: Claudia Jiménez and Pilar Arroyo
Activity nº15
Business Letters
Writing Rules
Format of a Business letter
Business Letters
A business letter is more formal than a personal letter.
It should have a margin on all four edges.
It is always written on unlined stationery.
There are six parts to a business letter.
There are three models
Look at the link
http://englishplus.com/grammar/00000150.htm
http://englishplus.com/grammar/00000149.htm
TASK One
Read the information and understand the structure of a business letter.
1. The Heading. This contains the return address (usually two or three lines) with the date on the last line.
Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.
A line is skipped between the address and date.
It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date.
2. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.
This is always on the left margin.
Skip a line after the heading before the inside address.
Skip another line after the inside address before the greeting.
3. The Greeting. Also called the salutation. The greeting in a business letter is always formal. It normally begins with the word "Dear" and always includes the person's last name.
It normally has a title. Use a first name only if the title is unclear--for example, you are writing to someone named "Leslie," but do not know whether the person is male or female.
Abbreviations with Names and Titles of People
Use the full name in standard writing unless the person uses an initial as part of his or her name. Initials may be used in lists and addresses if appropriate.
Correct: George Smith
Correct: Robert E. Lee
(The initial is fine here because that is the name he went by.)
Social titles:
Mr.= man
Mrs.=woman
Miss=unmarried
Ms. = married and unmarried
Those social titles that are abbreviated are abbreviated only in front of names.
Correct: Mr. Smith is not at home.
Incorrect: You'd better listen, Mr.
(Mr. is not in front of name; do not abbreviate.)
Correct: You'd better listen, Mister.
The greeting in a business letter always ends in a colon: / or a comma,
Eg: Dear Ms. Clinton,
4. The Body. The body is written as text.
A business letter is never hand written.
Skip a line between the greeting and the body.
Skip a line between the body and the close.
5. The Complimentary Close. This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the center, depending on the model that you use.
It begins at the same column as the heading .
If you are writing to someone whose name and title you do not know, use the greeting Dear Sir or Madam, and the ending Yours faithfully, signing yourself with your initials and surname.
If you are writing to a named person, address them as Dear Mr/Mrs/Miss/Ms, and end Yours sincerely, followed by your first name and surname.
6. The Signature Line.
Skip two lines
Type out the name to be signed. This customarily includes a middle initial, but does not have to. Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.
The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.
Some links to useful sentences
http://www.askoxford.com/betterwriting/letterwriting/usefulphrases/job/?view=uk
http://www.askoxford.com/betterwriting/letterwriting/usefulphrases/business/?view=uk
Task 2
Go to this link and have a look at the Working Life letters
http://www.askoxford.com/betterwriting/letterwriting/sampleletters/?view=uk
Once you have opened the different possibilities and you have understood them, organize the following letter.
Copy and paste on a word document and include it in your dossier
1-The Manager
Brown Fox Inn
Dawlish
Devon
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2-Dear Sir or Madam,
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3-15th February 2008
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4-Yours faithfully,
Geo, Sand.
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5-I noticed your hotel listed in the “Inns of Devon”guide for last year and wish to reserve a double (ortwin) room from August 2nd to 11th (nine nights). Iwould like a quiet room at the back of the Hotel, if one isavailable.
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6-If you have a room free for this period please let me
know the price, what this covers, and whether you
require a deposit.
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7-35 Prince Edward Road
Oxford OX7 3AA
Tel: 01865 322435
