Lecture Commercial Correspondence: Unit 1 - Nguyễn Mai Hương

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Lecture "Commercial Correspondence - Unit 1: Letter layout, content and style" to give students the knowledge: Sender's address, references, date, inside address, attention line, salutation, complimentary close, sender's identification, ... Invite you to refer to the disclosures

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Nội dung Text: Lecture Commercial Correspondence: Unit 1 - Nguyễn Mai Hương

Commercial Correspondence
COURS E INTRODUCTION  Instructor: Nguyễn Mai Hương, M.A. Faculty of English for Specific Purposes, FTU Handphone: 0912 726 217 Email: nguyenmaihuong_ftu@yahoo.com  Duration: 13 Jan – 14 March 2012  Workload: 3 classes/week  Exam date: 16 March 2012
Co URS E INTRODUCTION Materials The Language of Business Correspondence in English Nguyễn Trọng Đàn Oxford Handbook of Commercial Correspondence – A. Ashley
COURS E INTRODUCTION Areas covered  Letter layout, content and style  Enquiries and replies to enquiries  Quotations /Offers  Orders  Complaints and adjustments
Commercial Correspondence Unit 1 Letter Layout, Content and Style
Letter Layout 1. Sender’s address 7. Subject title 2. References 8. Body of the letter 3. Date 9. Complimentary close 4. Inside address 10. Sender’s 5. Attention line identification 6. Salutation 11. Enclosures 12. Copies 6
1 Sender’s Bredgade 51 address DK 1260 Copenhagen K DENMARK Usually: top right hand corner Less common : top lefthand corner No punctuation 7
1 Sender’s Compuvision Ltd Warwick House Warwick Street address Forest Hill London SE23 1JF Telephone +44 (0) 20 8566 1861 Facsimile +44 (0) 20 8566 1385 Email staff@comvis.co.uk www.comvis.co.uk In company’s letterhead 8
2 References Bredgade 51 DK 1260 Copenhagen K DENMARK  At least one blank Your ref. 6 May 20__ line below the Our ref. DS/MR sender’s address or letterhead  Righthand side or lefthand side of the page 9
ELECTRICAL SUPPLIES LTD 2 References 2931 Broad Street Birmingham B1 2HE Tel. 0121542 6614  Can show: DS/MR • Initials of writer and PA/secretary DS/MR or DS/mr • Number of the letter or dept. 134/17 or DR 306 • The date or the order number 10
3 Date Bredgade 51 DK 1260 Copenhagen K DENMARK  At least one blank Your ref. 6 May 20__ line below the Our ref. DS/MR sender’s address or reference Date 11 May 20__ 11
ELECTRICAL SUPPLIES LTD 3 Date 2931 Broad Street Birmingham B1 2HE Tel. 0121542 6614  Righthand side or DS/MR lefthand side 12 November 20__  Always be shown in full: 14 August 20__; or August 14, 20__ 12
ELECTRICAL SUPPLIES LTD 4 Inside 2931 Broad Street address Birmingham B1 2HE Tel. 0121542 6614  One to ten blank DS/MR lines below the date and always 12 November 20__ on the lefthand side Mr Gordon Wood  Should be on G Wood & Sons 36 Castle Street separate lines as it Bristol BS1 2BQ would appear on the envelope 13
4 Inside address Surname known  Write it as first line of the inside address  Include: • Courtesy title: Mr, Mrs, Miss, Ms, Dr, Prof. • The person’s full name (or with initials for given names): Mr John Smith or Mr J.E. Smith NOT: Mr Smith (without initials or first name) 14
4 Inside address Name not known  If you only know the person’s job title, you can use that in the inside address, e.g. The Sales Manager, or The Finance Director  Alternatively, you can address to a particular department: The Accounts Department  Or you can address to the company itself: Compuvision Ltd, or Messrs Collier 15
5 Attention line  Alternative to the recipient’s name or job title in the inside address.  Should be underlined or printed in bold or CAPITALS, e.g. For the attention of the Sales Manager ATTENTION: MS TERRY ROBERTS  A blank line below the inside address.  Lefthand side or in the middle of the page. 16
6 Salutation Addressing people you do not know their names: Dear Sir Dear Madam Dear Sir or Madam (or Dear Sir / Madam) Dear Sirs (to address a company, not a specific person) 17
6 Salutation Addressing people you know their names:  but do not know them well, use title & surname, do not include initials or first names: Dear Mr Smith / Dear Miss Brown NOT Dear Mr J. Smith or Dear Mr John Smith  and you know them well, use just first name: Dear John / Dear Mary Note: A comma after the salutation is optional. In American English, a colon is used instead. 18
7 Subject title  A blank line below the salutation.  Lefthand side or in the middle  Can begin with or without “Re:” or “Subject:”  Should be underlined or printed in bold or CAPITALS Dear Mrs Marshall INTERNATIONAL CONFERENCE – 24 AUGUST 2011 or Re: ORDER NO. 8901/6 19
8 Body of the Letter  The actual message of your letter  Leave a line space between paragraphs 20