Business Letter

1. Business Letter Lecturer: Shaowen Su, Associate Professor Date: September 21, 2007 Email:shaowen_su@yahoo.com.tw http://stu.csu.edu.tw/～k0568

2. Pre-reading Questions • Do you write letters/email to your friends? • What do you usually write in your letters/email?

3. Formats of Business Communication • Business letter • Fax • Email • Memorandum (memo)

4. Functions of Business Communication 覆查詢信 • Enquiry & Replies to Enquiries • Request : 1.Payment 2.Payment Demands 3.Complaints & Replies to complaints • Sales of Correspondence • Orders • Job Applications • Memoranda and e-mail 詢問信 付款信 要求信 催款信 投訴信 覆投訴信 銷售信 訂購信 求職信 便箋、電子郵件

5. Layout of Business Letters (overview) • Letterhead • Body of Content • Closing 信頭 信文 信尾

6. Layout (Letterhead) 1.addresser (company’s name and address) 2.mailing date 3.addressee (receiver’s name, job title, and address) 4.greeting: “Dear Mr./Mrs/Miss/Ms.” “Dear Sir/Sir/Madam/Sirs” 5.subject (main purpose)

7. Layout (Body of Content) ＊The body of Content: different functions of business communication: • Enquiry & Replies to Enquiries • Request : 1.Payment 2.Payment Demands 3.Complaints & Replies to complaints • Sales of Correspondence • Orders • Job Applications • Memoranda and e-mail

8. Layout (Closing) 1.complimentary closing:“Yours sincerely” “Yours faithfully” 2.writer’s signature 3.writer’s name + position(position necessary only in the first letter) 4.writer’s name/typist’s notation(only the author’s initials capitalized) 5.enclosure: “price list/ catalogue” 6.carbon copy notation: “cc”/ “bcc”:blind carbon copy

9. Quick Takes, Inc. No. 188, Sec. 6, Nanking East RoadTaipei, Taiwan(02) 86422422 Date Letterhead Addressee August 25, 2006 Andrew Lingelbach, Sales Manager Dunn & Yang, Inc. 123 Main Street Boston, MA 02119 U.S.A Dear Mr. Lingelbach: Lightweight Video Camera We are considering buying a lightweight video camera. One of your regular customers, Wedding Ceremonies, highly recommended your company to us. What is the retail price of the MegaStar DLQ-700 Video Camera, including delivery? Does your company provide any training material, such as a videotape? Finally, we would appreciate receiving the price and a catalog, describing the camera’s features and specifications. Please send us the information we requested as soon as it is convenient for you. We plan to purchase a camera for our studio within the next five weeks. Thank you. Inside address Greeting Subject Content

10. Complimentary closing Writer’s signature Writer’s name Closing Your Sincerely, Fu-Ming Chen Fu-ming Chen Purchasing Director FMC/sh Enclosure CC: Jill Butler, Accounting Department Writer’s name/Typist’s notation (only the author’s initials capitalized) Carbon copy notation

11. Structure for the Content of “Enquiry” Letters We are considering buying a lightweight video camera. One of your regular customers, wedding Ceremonies, highly recommended your company to us. State the Overall Purpose Whatis the retail price of the MegaStar DLQ-700 Video Camera, including delivery? Does your company provide any training material, such as a videotape? Finally, we would appreciate receiving the price and a catalog, describing the camera’s features and specifications. Explain the Purpose in Detail Please send us the information we requested as soon as it is convenient for you. We plan to purchasea camera for our studio within the next five weeks. Request the Specific Action Thank you for your attention. Look forward to hearing from you soon. End with a Polite Expression

12. In-class Practice/Games • Identify different main parts in the layout. • Identify different subparts in the individual parts of “Letterhead”, “Content” and “Closing”. • Unscramble Game: Put the sentences in the Body of Content of the sample correspondence into the right order. And identify the corresponding structure for the Content.

13. addresser New China Language AcademyRm 3116, 3/F Cutforth Building128 Nathan Road, KowloonHong Kong SAR(Fax: 852 27886509, Tel: 852 23350039) 18 October 2006 Mr Sidney Wong Manager Trendburg International Audio Equipment (HK) 4/F Vicwood Plaza Des Voeux Road HONG KONG SAR Dear Mr Wong Re: Trendburg TX12 Cassette Decks I should appreciate your advice regarding some problems we have been experiencing here at the New China Language Academy with a number of Trendburg TX 12 portable cassette decks which the Academy purchased from you two years ago. Generally speaking, we have been extremely satisfied with the quality of these machines during this period, and they have had to withstand very heavy use by both staff and students. addressee Letterhead Content subject

14. content However, recently, we have noticed that more and more problems are Being encountered with them, and we should appreciate your help. i The recording quality of the cassette decks has deteriorated markedly in the last six months. ii. An increasing number of cassettes are breaking inside the machines. iii. A number of the buttons on the machines have started to stick. While I understand that these cassette decks are outside guarantee now. I hope that you will be able to give us some help in this matter. I look forward to hearing from you soon. Yours sincerely, Patricia Young Patricia Young Principal PY:hs cc Dr. Wong (Head of Language Center) Complimentary closing Signature Closing writer/typist Carbon copy

15. Unscramble Game • A deck of flash cards needed.

16. The End