Practical Writing Letters

1. Practical Writing Letters 1. Personal Letters 2. Farewell Letters 3. Letters  of Complaint 4. Letters of Arrangements 5. Letters  of Inquiry and Request 6. Invitation letters

2. 1. Personal Letters • A personal letter usually has six parts: the heading, the date, the salutation, the body, the complimentary close and the signature. In most informal personal letters, the heading may be omitted. • Personal letters are used for social interactions. They are written for family concerns, thanks, congratulations, invitations, consolations, favors, condolences, apologies and so on.

3. A model personal letter

4. Example of a Family Letter 11 Dec., 2001 Dear Mom and Dad, It is difficult to believe but I have already been here at South China University of Technology for over four months! During the first few weeks I often found myself thinking of home and family. I guess you could say that I had a serious case of "homesickness". The longer I am here, however, the more I am enjoying my life and studies on the campus. The Chinese people here are all nice to me, and I have made many new friends who have come from all over China.

5. Example of a Family Letter (To continue) Even though I am very happy here, I still think of each of you often and appreciate so much all that you have been doing for me. How are you all at home? I hope you are all keeping well. See that Dad smokes less, so that he can enjoy better health. I feel very excited at the thought that in another week I shall be with you again on holiday. I am leaving here early on Thursday, the 23rd, and I shall arrive in Boston on Friday morning, so I shall be home somewhere about lunchtime.I've got some Christmas presents for you all. I'm not going to tell you what your present is, so it will be a surprise. I hope you will like it. I can't say how much I want to see you all again. The 23rd can't come too soon! Your grateful son, Jack

6. Task: Write a letter to your family, telling them about your life and studies at college Dear Mom, Thanks for your letter encouraging me to move forward when I feel homesick and blue. It is true that I am still adjusting to everything around me here on campus although it is already the beginning of the third month. I admire those of my classmates who seemingly need no adjustments at all and deal so well with everything around them. But don’t worry, Mom, I am catching up! I feel I’ve learned so much in the last couple of months. I am learning to do things by myself and feel great when I finish something independently. I have even learned to wash my own clothes!

7. Task: Write a letter to your family, telling them about your life and studies at college Mom, I applied for an email account with Hotmail yesterday and here it is: xgzhu@hotmail.com. You may send me a message on Dad’s laptop. I can receive it here in a couple of minutes. Amazing, isn’t it? We may ‘talk’ to each other via email now. Lovingly yours, Silvia

8. 2. Farewell Letters

9. Read the following two samples of farewell letters andlearn to write your own.Sample 1 July 30, 2002 Dear Mr. White,   Excuse my being unable to see you and your wife off. Every time I recollect our close friendship over the last few years, I am personally very sad to see you leave China.   I hope we shall keep in touch as you resume your work at your new post.   With very good wishes for the future and thanks for what you have done for us.   Yours sincerely, Li Li  

10. Sample August 12, 2002   Dear Mr. Johnson,   As you prepare to return to Oxford for your PhD degree, I take the greatest pleasure of sending to you, on behalf of all members of this organization and in my own name, our good wishes for the future.   I must also express our thanks to you for the personal interest you have shown in our affairs over the past years.   Sincerely,   Wang Yupeng  

11. Write a farewell letter according to the information given in Chinese. • 写 信 人： 艾沃力恩(Evelyne)   • 写信时间： 2002. 4. 8 • 国 籍： 瑞士   • 写信的目的： 回国时间已到，向朋友道别；感谢ABC 公司对他的帮助和与之结下的友情。在 中国呆 了6年；非常喜欢这里的生活。 尤其喜欢网球小组和自行车小组活动。 希望女士们锻 炼身体以保持饱满的精力。 欢迎各位朋友到瑞士。   • 电子邮件联系地址：messerli@hotmail.com

12. Reference Key • April 8, 2002   • Dear friends,   • I would like to say good-bye to all of you. After 6 years in China, it’s time for me to return to Switzerland. I enjoyed very much the life here and appreciated the friendship I found in ABC Co. was a great help and I specially enjoyed the activities of the tennis team and the bicycle team. Ladies, keep fit to be in good spirits!   • If anybody comes to Switzerland, you can contact me at: messerli@hotmail.com .   • Wish you all the best.   Faithfully yours,   Evelyne

13. Reference Key December 10, 2002   Dear Mr. Wang Our visit to China is drawing to a close and we are leaving for America shortly.   On the eve of our departure, it gives me a great deal of pleasure to write you to express our appreciation of the hospitality you showed to us and the time you spent with us during my stay at your university.   With every good wish for the future.   Robert Gates

14. Translate the following letter of farewell into Chinese, using the Data Bank in the Workbook for reference when necessary. December 17th, 2002   Dear Students,   As most of you have probably realized, I am no longer working at the dean’s office. December 14th was my last day at North Seattle Community College. On December 15th, I moved to Vancouver, to be closer to my family.   I had wonderful experience working with you at North and I hope I get the chance to work with international students again sometime. Again, I miss you all and I wish the best for each one of you.   Faithfully yours,   Carol  

15. Reference Key • 亲爱的学生们：   • 也许你们大多数人已经知道，我已不在系主任办公室工作。12月14日是我在北西雅图社区学院的最后一个工作日。12月15日我搬到温哥华，为了离家更近一些。   • 在北西雅图社区学院我和大家合作得非常愉快，我希望以后还有机会同外国学生合作。再说一遍，我很想念大家，希望各位一切都好。   • 卡诺尔谨启   • 2002年12月17日

16. 3. Letters  of Complaint

17. Letters  of Complaint • Writing a letter of complaint is a serious matter, which should sound much more formal than a personal letter, because it handles something that might hurt the good relations. Therefore, your letter should sound firm in giving a justified complaint while at the same time restrained and polite in using language.

18. A Sample letter of Complaint Dear Mr. Philip Flood, We are pleased to be offered a wide selection of e-household utensils from your company. After your salesman dwelt on the usage of the burglar alarm, we chose one in good faith because we were robbed last year. However, the burglar alarm has often activates when anyone shouts out nearby. So my grandchildren use it as their toy. Within two weeks, our neighbors visited five times and the policemen three times. Yesterday when I turned on the TV, it actually skirled again. In view of the above-mentioned facts, we request the following:1) Arrange a technician for repairs at once;2) Change a new one if beyond repair;3) Change another type if due to faulty manufacture. Kindly let us know your decision as soon as possible. Your prompt attention to this matter will be much appreciated. Yours sincerely Frank Hamilton

19. Write a letter about one fake commodity you bought there. Dear Mr. Li, On 12 May, I bought a MP3 Branded as Moon Box, Model P, Product No. oq3001528, made by Huafeng Information Technology Development Co. Ltd. at your shop.Unfortunately, when I came back home I found the product number printed on the box does match with the number printed on the back of the player. The number on the box is oq3001528, but the number on the player is od3001528. I could not get registered with the number on the Net. And the player can only play in Pop, Normal and Rock modes. It cannot play in Jazz and Classic modes as it claims. Therefore I’m sure the player I bought is a faked one. Sincerely, Zhang Yin

20. Write a letter about one fake commodity you bought there. To resolve the problem, I would appreciate if I could return the player and get my money back. Enclosed with the mail are copies of my records including receipts, guarantees, warranties, canceled checks.I look forward to your reply and a resolution to my problem, and will wait until 14 June before seeking help from the Local Consumer Protection Association. Please contact me at the above address or by phone at my office (023) 69367014.

21. Write a letter of complaint about 120 words to describe the pictures below. Some useful words or phrases are provided here to help you . You may start the passage with the sentence given below.

22. Useful Words and Phrases the title of the hotel’s ad: “Have a good time or get your money back.”; refund the money; a very unfriendly desk clerk; unable to find the reservation; wait almost for half an hour; led by another unfriendly bellboy to the room; a view of a parking lot, not the bay; poorly-cleaned room; dirty towels on the beds; cigarette ends on the floor; service not as expected; strongly insist

23. Dear Madam or Sir : On July 16 my friends and I arrived at your inn, hoping to spend on enjoyable weekends. _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

24. Useful Words and Phrases Dear Madam or Sir : On July 16 my friends and I arrived at your inn, hoping to spend on enjoyable weekends. Since your ad says”have a good time or get your money back,” a am requesting that you refund our money. From the moment we arrived , there were problems with the service. First, a very unfriendly desk clerk could not find our reservation. After waiting almost half an hour , we were led by another unfriendly clerk to our room. The room, which had a view of o parking lot instead of the bay, had not yet been cleaned, so we found dirty towels on the beds and cigarette ends on the floor. This was not the weekend we had been looking forward to . Service at your inn was not as I expected. So I strongly insist that you give me my refund. Your sincerely, XXX

25. Practical Writing 4. Letters  of Arrangements

26. Letters of Arrangements • Essential elements: • What we are planning or going to do. • At what time we will do it. • At what place we will do it.

27. Models • Model 1 • Note from husband to wife: Emma---meet you down at the corner shop 2.15 ----- love Tony • Model 2  • From a friend to friend: Dear Jenny “Star Wars” is on at Cine centre 2 at 7:30. We will meet you there at 7.15 for a drink first. It’ll probably go on for 2 hours. Pizza afterwards. Alison • Model 3. Zhang, The lecture has been put off to tomorrow evening at 6:30, the same room. I might be a few minutes late because I have an appointment with my teacher. Please save a seat for me. Chen Ning

28. Models • Model 4. • Nick                                                  • 3.15 p.m. • Mr. Park called. Wants a meeting tomorrow at 9. • Fox will call tomorrow at about 3 p.m. • Remember to call R&K. • Bessy • Model 5 •                                                                                     Green bank •                                                                                     Park Gardens •                                                                            Bath                                                                                    Avon BAI 2XP                                                                                    26 August, 2004 • Dear Aunt Mary and Jim,       I thought I’d drop you a line to confirm the arrangements for my trip over to Spain---I must say, I am really looking forward to it.     I should be leaving Heathrow Airport at 8 in the morning of 25th. The flight gets in at half-past nine or thereabouts. Could you meet me at the airport? I’d like to stay with you for three days, and then, on the 28th of may, I’m going across the border to lourders in France to see another old friend for a couple of days. I’ll be back with you on about the 3rd of June and then we can go off on our travels through southern Spain. I must be back in England on the 18th of June.     I hope these arrangements are Ok with you. Till then…Yours, Dan

29. Models • Model 6                                                                                        Drama Society                                                                                       Park Gardens                                                                            Beijing                                                                                                                                                                                2 March, 2005Dear Lily,      I am so glad to have your letter and know you are planning a trip to Beijing in your winter vacation. We’ll be able to see each other again.     You don’t have to book a hotel room for your stay in Beijing, because you can stay with us. My brother’s moved out (his company has rented an apartment for him near his office), so we now have a spare room and you can stay as long as you like.     I’ll have a ten-day holiday from Jan. 15th to 25th. I’ll be great if you can come at that time. Then, I’ll show your around the city. There’re a lot more new buildings and big shopping centers. When you have worked out details, let me know. I’ll meet you at the station     I’m looking forward  to your coming.Sincerely,Zhang Hong

30. Useful Words and Phrases • Arrangements:  I’ll be leaving /arrivingI should be getting in at aboutPlans and proposalsI’m spending….I’ve arranged to I’m planning to I’m going to I’m thinking of • Transport timetable:It gets in at……The flight leaves at….. • Hopes and desires: I’m hoping toI’d like to / I want to….One thing I ‘d like to do…… / to arrange is to

31. Useful Words and Phrases • Arrangements:  I’ll be leaving /arrivingI should be getting in at aboutPlans and proposalsI’m spending….I’ve arranged to I’m planning to I’m going to I’m thinking of • Transport timetable:It gets in at……The flight leaves at….. • Hopes and desires: I’m hoping toI’d like to / I want to….One thing I ‘d like to do…… / to arrange is to

32. Homework • You will have a trip of 25 days to England, make arrangements to your friends who are concerned • 1. Train to Ulan Bator enjoy the Mongolia Culture;2. Train to France, enjoy the scenery along the railway’3. Flight to London 4. Stay in London for a couple of days 5. Go to Portsmouth to meet a friend by ship6. Flight to Hongkong7. Back to Beijing. • You could select any 3 parts to arrange in a letter.

33. Practical Writing 5. Letters  of Inquiry and Request

34. Models • What circumstances:Ask question for informationAsk other people to do sth. for usUsually, ask question for information then address the request • General elements:Express clearly about your inquiry in detailsBe polite • Model 1 A request from a parent to a child • Tony– go down to the corner shop when you finish your homework to get some milk, please. Here is the money. Mum

35. Models • Model 2 An inquiry followed by a request made by one friend to another friend. • Jane —I was wondering if you still had two bikes– if you have, would I borrow one for two weeks? I’ve entered for a cycling tour around the city.. I’m sending this note with Clare.Liz

36. Models • Model 3A request from a colleague to another colleague • Dear Mark,       I understand that you’re on duty this Wednesday night from6 till midnight. I wonder if it would be possible fro you to do my duty  next  Tuesday night if I work your duty this week. My parents-in-law are calling in next Tuesday and I’ll be most grateful if a swap could be arranged.Charles Ford.

37. Models • Model 4 An inquiry addressed to the landlady who was out when the writer visitedDear Mrs. Hoad,Would you be so kind to tell me the name of the people who lived here before my family– someone has been asking about. Sorry to bother you.Mrs. Robertson

38. Models • Model 6Calle Amigo147Barcelona—32                                                                                                                       Spain14th June 1998 • Dear Marilyn,      I’ve just had some marvelous news. I’ve not only passed my final examinations, but got 3A’s; and my father was so pleased that he offered to pay for a holiday abroad. I’d like to come to England for five weeks or so  to improve my English  and naturally to see you again.       I wonder if you could do me a favor. Since I’ve left it too late to enroll at the language school where I studied last year, could you find out whether there are any summer courses in your area?

39. Models • Model 7 • What I ‘m really looking for is an advanced course, three or four hours a day, leaving the afternoon free. Moreover, could you find out if the school could fix up room for me. I know how generous your parents are, so I must say in advance that I wouldn’t dream of putting them to any trouble.      I imagine you’ll be on vacation yourself from the university so perhaps we could go out and see some of the places we didn’t have time to visit last year.         I am looking forward to hearing from you. Please let me know as soon as possible about the courses.        Please give your parents my kindest regards.  Sincerely  Carlos

40. Useful Words and Phrases • Request language: • Polite forms: Would it be possible to…./for you to                    Please could I …(possibly)                    Please could you….Formal forms: I ‘d be most/very grateful if you’d/I could…. • Informal forms: Can I / Could I … • Hesitant forms: Is there any chance of me /my coming to stay…                    I was wondering if I could / you could/ would

41. Useful Words and Phrases • Inquiry  language: • Polite forms: I wonder if you could tell me…                    Would it be possible to Formal forms: I ‘d like to know if ….                      Do you happen to know if… • Informal forms: Can you remember whether …                       Do you know…                       Can you tell me…

42. Revise the following notes • 1.Xiao Li,        I can’t find my Modern English Grammar anywhere. Can you help me? I’ll be back around 7 this morning.Xinxin 2. Lanlan,       I’ve just received an application from the University of California, but  not  sure how to fill it out. I’d like to know if you would be kind enough to advise me how to fill in the form. I bet you will. I’ll call you later.                                                                  Xiao Nan

43. Writing tasks •  1. Write to your friend in U.S. asking him how to apply for a university. • 2.Write to your travel agent to get an agenda and price.

44. Invitation letters • A sample invitation letter to an Alumni gathering. Notice that all the key facts the alumni must know to decide whether to attend the reunion are included, and that it’s very clear what they should do next if they decide to attend. They know who is invited to the reunion, who else is welcome, when the event will occur, how long it will last, how much it will cost, when and how to reply, and how to ask any further questions they may have.

45. Sample • 5th REUNION OF THE CLASS OF 1992 • Dear Classmates:Time certainly flies! It has now been five years since we graduated. As members of the Reunion Committee, it is our great pleasure to invite you to our Fifth Reunion the first weekend of June of the current year. You and your spouse, if you have one by now as we do, are cordially invited to join us on the campus and celebrate our friendships and successes. Free housing will be available in the dormitories, but if you would prefer off-campus housing, or if you have children, inexpensive housing will also be available at the Happy Valley Hotel. The only cost for those living on campus will be for the meals and the entertainments. The meals will include dinner on Friday, three meals on Saturday, and breakfast on Sunday. The entertainments include a folk music concert on Friday evening and a dance on Saturday evening to the lively music of our classmates’ band, The Happy Valley Rockers. Baby-sitting services will be available on Friday and Saturday evenings if you need them. Please fill out the enclosed registration card and return it to us by May 15th if you plan to come. Call us at 777-7777 or email us at jjjhvc@happynet.com if you have any questions. • Sincerely,John and Jane Jones, Reunion Committee,Happy Valley College, Happy Valley, USA

46. Task 2 • You are on the committee for the 10th reunion of the Class of 1992 at Happy Valley College. Most of your classmates will now be married and many of them will now have children. So you may want to have more family events at your reunion. Write a letter inviting your classmates to this event. Follow the advice provided before the sample letter for the 5th reunion. Try not to use the exact words of the above letter if you can think of different ones.

47. Key • 10th REUNION OF THE CLASS OF 1992 • Dear classmates:Five more years have gone by, and it’s time for our 10th reunion. Surely you all remember the great time we had at our 5th reunion. We’re still on the Reunion Committee and it’s our pleasure to invite you back to Happy Valley again for the first weekend in June. Some of the events will be the same, such as the meals and the dance on Saturday, when the Happy Valley Rockers will again entertain us. Instead of the concert on Friday we’ll have a magic act to appeal to the kids. Lunch on Saturday will be a family picnic followed by outdoor games if the weather is nice. If it rains we’ll move to the gymnasium. Baby-sitting services will still be provided in the evenings. We have also arranged a special family discount for the rooms at the Happy Valley Hotel. To register for the reunion please fill out the enclosed card and return it to us by May 15th. Call us at 777-7777 or email us at jjjhvc@happynet.com if you have any questions. • Sincerely,John and Jane Jones, Reunion Committee,Happy Valley College, Happy Valley, USA

48. Task 3 • Suppose you've received the invitation to the 5th Reunion at Happy Valley College. Either John or Jane Jones is your former roommate, so you 'd like to include a short note about recent events in your own life with the card accepting the reunion invitation. What will you say?

49. Key • Dear (John/Jane),You're right. It seems like only yesterday that we graduated together. I'm glad you're married, but I'm still single. At the reunion I must tell you about my own romantic experiences. Maybe you can help me decide whether there's a wedding on my horizon. Do you have any children yet? Can I meet them at the reunion? If not, please bring lots of photos. Give my regards to (Jane/John). Your old roommate,(Gabriel/Gabrielle)

50. Thank You