1、Other examples include: fax e-mail e-mail attachment (EA) memo reports in-house forms minutes of a meeting1. Applying for a job letter / e-mail attachment (EA)2. Booking a conference room at a hotel fax3. Telling colleagues to attend a meeting e-mail4. Ordering stationery fax / e-mail5. Telling coll
2、eagues about a new member of staff e-mail6. Complaining about a delivery service e-mail / EA / fax7. Thanking a customer e-mail / letter8. Sending out a meeting agenda e-mail9. Resigning letter10. Apologising to an important business contact letterMore and more business correspondence is being sent
3、by e-mail nowadays. It is possible to use e-mails for all the correspondence listed above: jobs are offered and accepted by e-mail, and you can a book hotel room by e-mail too. However, in future e-mil lessons you will consider whether or not this is appropriate.Many of the answers to this activity
4、can be found in the letter above in the previous activity. Look at it first before reading the answers below.True / False?1. It is normal to write Mr John Tan in the first line of the receivers address, and underneath to write Dear Mr Tan without the initial. true2. The subject heading usually comes
5、 after Dear Mr Tan. true3. In a modern business letters Dear Mrs Lee and Yours sincerely are followed by a comma. false4. Even if you know the persons name, you dont have to use it, you can still use Dear Sir/Madam.false, use the name if you know it 5. You should not use abbreviations in letters and
6、 emails. false6. Short, simple sentences are better than long complex ones. true7. Memos have a different structure to letters. true8. Bullets and numbers cant be used in letters, as theyre too informal. false9. Enc is used when you are sending something in addition to the letter e.g. a cheque. true
7、10. In modern business documents punctuation is not used in the receivers address. true11. You should always, when possible, copy someone elses letter or memo. It will save you time! falseHow you address somebody is also important. Look at the letters below to different people and decide what is the
8、 correct way to start the letter. The first one has been done for you as an example.Addressee British English American EnglishCompany Man (name unknown)Woman (name unknown)Name and sex unknownManMarried woman or widowUnmarried womanWoman (the modern way)Woman (marital status unknown)Married coupleUn
9、married coupleFriend / acquaintanceDear Sir or MadamDear GentlemenDear Mr / Mrs / Ms JonesDear JohnFamily and close friendsDear Sir or Madam Dear SirDear MadamDear Sir / MadamDear Mr BlairDear Mrs BlairDear Miss BlairDear Ms BlairDear Ms BlairDear Mr and Mrs BlairDear Mr Cain and Ms McAvoyDear Jacki
10、e Yours faithfullynot appropriateYours sincerely(With) Best wishes /regards (With) loveDear Gentlemen The rest is the same as British Englishnot appropriateSincerely yours(Very) Truly yoursYours sincerely / trulyThe rest is the same as BritishEnglish Note the modern use of Ms which is becoming incre
11、asingly popular. Also never write Dear Sir if you are unsure if the addressee is a man or a woman - a woman could be very offended!Differences Similarities Letters are usually written to just one person E-mails can be sent to many people, and both internally and externally at the same time Letters a
12、re usually external (but not always) Letters are usually more formal with complete sentences Letters are more appropriate as an official record E-mails can be very informal E-mails can be linked to internet services Letters have an original signature A fax is usually external Sending a fax is a lot
13、quicker than posting a letter but e-mails are immediate A fax is usually used to confirm or arrange a business transaction (reserving a hotel / ordering books / organising transport) E-mails can be used to do everything a letter or a fax does. How this is done makes the difference (and this is looke
14、d at in more detail in lesson 3)A letter1. What is the purpose of the letter? To ask Mr Conran to present awards at an annual conference 2. Which day is Mr Conran asked to attend the conference? October 15 3. Who should Mr Conran contact if he needs more information? Sara Hewson or Andrew McDonald 4
15、. Who does Andrew McDonald work for? CCB 5. What is his job? Conference organiser A fax1. Who is the fax to? The manager of the Hotel Cosmopolitan 2. What is the purpose of the fax? To ask for a quote3. Where is the conference taking place? The Riverside Conference Centre4. How many participants are
16、 there for the conference? 1505. How many nights are the participants staying at the hotel? OneAn e-mail 1. Who is Chris? Christopher Eames is a work colleague of Andrew McDonald 2. Who does Chris work for? CCB3. What does Chris have to do? To check if any of the participants have any special dietar
17、y requirements4. Who is Andy? Andrew McDonaldDear Ms Smith 4 July 2004I am writing to invite you to be the BWE guest speaker at our annual conference. Your expertise and professionalism in our field of work makes you an ideal choice.The conference takes place on September 27 at the Hotel Intercontin
18、ental. We would very much like you to be part of the opening ceremony which starts at 9.00 am.If you could let me know as soon as possible whether you can come or not that would be much appreciated. You can contact me, or my colleague Vinay Dudakia, for further details.I look forward to hearing from
19、 you.Yours sincerelySusan CainBWE Conference organiserA fax (10 mins, 70 words)To: Hotel Intercontinental From: Susan Cain BWEAttn: The manager Date: 4 July 2004Re: Conference booking Pages including this one: 1BWE are considering holding their annual conference at the Hotel Intercontinental. Detail
20、s as follows: Date 27 September 2004 Conference room big enough for 250 participants Time 8.30 am to 7.00 pm Buffet lunch at 12.30 two coffee breaksI would be very grateful if you could give me a quotation based on the above. Could you also tell me what facilities you provide (microphones, overhead
21、projector, white board etc).Best regardsSusan CainBWE Conference organizerAn e-mail (5 mins, 40 words)In this lesson you have:looked at the structure (layout and letter writing conventions) for a modern business letteridentified different letter types and considered their appropriacy for different tasks had model texts for letters, faxes and e-mailswritten three forms of correspondence (which you will keep for future lessons)The next e-mil lesson looks at writing styles - tone (formal and informal) and writing clearly.
