Types of business letters - PowerPoint Presentation

Slide1

Types of business letters Slide2

Recommendation letter

Congratulation

letter Enquiry and Request Letters Letters regarding employment (job applications, meetings, promotions, resignations, retirement, etc.)Thank you letter

Types Slide3

Recommendation letter Slide4

Introductory paragraph

Say what the purpose of the letter is.

2nd paragraph:Indicate the nature and length of your relationship with the candidate, when you met, what course of yours he attended.3rd paragraph:Central part – use specific examples to illustrate the candidate’s skills.List what you know about his/her academic success.Point out any specific projects, research, seminars, etc. the candidate participated in.List positive characteristics of the candidate you noted during the time he/she attended your classes.Conclusion

Repeat your overall recommendation and offer further help if needed

Recommendation letter Slide5

Fill

in the missing parts of the

recommendationletter with the following words:advanced hesitate recommend further concern position rapport

skills

literate accomplishes

Recommendation

letter Slide6

To Whom it May ___________:

I highly _________Michelle Johnson as a candidate for a

teaching _______. I have worked with Michelle in my position as Principal of St. Paul's School. Michelle has a wonderful__________ with people of all

ages

, especially children. Her ability to connect with

her

students and her talent at teaching simple

concepts

, as well as more __________topics, are both

truly

superior. She has excellent written and verbal

communication

_______, is extremely organized, reliable

and

computer_______. Michelle can work independently

and

is able to follow through to ensure that the job

gets

done. She ___________these tasks with great

initiative

and with a very positive attitude.

If

you have any ___________questions with regard to her

background

or qualifications, please do not

__________

to

contact me.

Sincerely,

Mary

Haddock

PrincipalSlide7

To Whom it May

Concern:

I highly recommend Michelle Johnson as a candidate for a teaching position. I have worked with Michelle in my position as Principal of St. Paul's School.

Michelle

has a wonderful

rapport

with people of all

ages

, especially children. Her ability to connect with

her

students and her talent at teaching simple concepts,

as

well as more

advanced

topics, are both truly superior.

She

has excellent written and verbal communication

skills

,

is extremely organized, reliable and computer

literate

. Michelle can work independently and is able to

follow

through to ensure that the job gets done. She

accomplishes

these tasks with great initiative and with a

very

positive attitude.

If

you have any

further

questions with regard to her

background

or qualifications, please do not

hesitate

to

contact

me.

Sincerely,

Mary

Haddock

PrincipalSlide8

Congratulation letterSlide9

to congratulate a person or a company on a number of

occasions:

awards, honors, prizes, speeches, publications, anniversaries, years of service, a new job, etc. Congratulation letter Purpose Slide10

Introductory paragraph

Mention

the specific occasion and say “congratulations”Middle paragraph(s)Tell how you learned about the good news (depending on the occasion it can be through a friend, colleague, newspaper, internet, etc)Express your feelings regarding the occasion, without exaggeratingIf this is a significant event, say what kind of effect it has on the person’s life or environment

Conclusion

Close

with assurances of best wishes, love, admiration, warmth,

interest, affection

, delight, pleasure, etc.

Congratulation letter

Structure

Slide11

Letters of Enquiry and RequestSlide12

When you want to know about something, you write letters of enquiry. When you want

to ask

for something, you write a letter of request.Occasions for writing such letters are: asking for price/samples/information/brochures of goods and services; payments; learning about any job openings; introductions; information/explanations, instructions; fundraising, etc.

Letters of Enquiry and RequestSlide13

Introductory paragraph

Introduce

yourself (and your company) briefly and give your reason for writing. Let them know of what you are interested in.2nd paragraphSay how you heard about the company you are contacting.If appropriate, use the opportunity to point out the success, influence, etc. of the company on the market.3rd paragraphAsk for specific information.Be precise when asking questions or making requests.

Conclusion

Use

a polite expression of thanks and/or indicate further cooperation.

Letters of Enquiry and RequestSlide14

Dear Sir/ Madam,

I am a student

1___ psychology 2___the University 3____ Hanover in Germany. I am writing to enquire 4___ career opportunities 5___ your company. I have

seen

6 ___ your website that you have an innovative

approach 7___

the recruitment and management

8___

personnel. I am

9___

my final year

10____

studies and am particularly interested

1____

working 12____

the area of personnel recruitment.

I would be most grateful if you could send me

information 13___

what opportunities exist

14____

your

company 15___ an internship

16___

the near

future. Thank you 17___ advance.Yours faithfully, …

Complete the following enquiry letter with correct prepositions:Slide15

Of

At

Of / in About InOn

To

Of

on

10

. Of

11. In

12. In

13. On / about

14. In

15. For

16. In

17. In

Correct answers:Slide16

“Thank you” lettersSlide17

Occasions for writing these types of letters can be various – outstanding efforts,

well-done

jobs, various kinds of favours, advice or help; gifts, bonuses, loans; hospitality, etc.These letters are often not very long, but should contain the following:“Thank you” letterSlide18

Introductory paragraph

You

should mention what you are grateful for and express it in an appreciative wayMiddle paragraph(s)Elaborate in detail why you are grateful for, describe the details of the event or occasion; express your feelings regarding the situation, but be careful not to exaggerate;If the occasion or event have a positive effect on your present state, feel free to point it out

Conclusion

Close

with a promise to either see the person soon or by sending greetings to

the members

of the family or close associates

“Thank you” letterSlide19

“Thank you” letter

Rearrange

the order of paragraphs inthe following thank you letter:Slide20

A

It was very enjoyable to speak with you about the assistant account executive position at the Smith Agency. The job, as you presented it, seems to be a very good match for my skills and interests. B I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you about this position. C I

understand your need for administrative support. My detail orientation and organizational skills will help to free you to deal with larger issues. I neglected to mention during my interview that I had worked for two summers as a temporary office worker.

D

In

addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness and the ability to encourage others to work cooperatively with the department. My artistic background will help me to work with artists on staff and provide me with an understanding of the visual aspects of our work.

E

Sincerely,

F

Dear Mr Jonson

: Slide21

3. KEY

F

Dear Mr.Jonson: A It was very enjoyable to speak with you about the assistant account executive position at the Smith Agency. The job, as you presented it, seems to be a very good match for my skills and interests.

C

I

understand your need for administrative support. My detail orientation and organizational skills will help to free you to deal with larger issues. I neglected to mention during my interview that I had worked for two summers as a temporary office worker.

D

In

addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness and the ability to encourage others to work cooperatively with the department. My artistic background will help me to work with artists on staff and provide me with an understanding of the visual aspects of our work.

B

I

appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you about this position.

E

Sincerely

,

Slide22

Miscellaneous exercises Slide23

Fill in the missing word/ words and say which type of letter you could use the sentence in:Slide24

Accept

my heartiest

C__________ on your promotion.It is with R___________ that we accept your resignation, E__________ April 23.

I

hope that you will give the

E

___________

resume

F

___________

consideration. Thank you.

Please

do not

H

__________ to

contact me if you need any

A

___________

information.

I

K

_________ your

kind invitation to the conference. Thank you for the

O

__________ to be among such distinguished invitees.I look forward to R_________ your reply soon.Please accept this as F________ notice of my R________ from the position of Marketing Manager, E_______ 12 June 2008.Slide25

I

would hereby like to

R_________ Mr. George Black for the Internship USA Program.I am deeply A__________ of your kind support in this regard. Many T_________.Should you wish to F________ discuss anything R__________ this recommendation please do not H_______ to

contact me.

I

would like to A________ for the position of a Personal Assistant A

_________ in

The Times on 3 May 2008.

C____________ on your accomplishment.

Please

find E________ my CV for your R__________.

The

Board of Directors R

________ accepts

your resignation.Slide26

congratulations

regret / effective

enclosed / favorablehesitate / additionalaccept / opportunityreceivingformal / resignation / effective

recommend

appreciative

/ thanks

further

/ related / hesitate

apply

/ advertised

congratulations

attached

/ review

regretfully

Key

(there may be other correct answers, too)

Slide27

Make

the following sentences more formal. Slide28

I saw your ad for a PA in yesterday’s paper and I want to apply.

I’m sending my CV together with his letter for you to look at.

I can’t wait for you invite me for an interview!Mary’s great with all sorts of kids, and her German is OK, so I reckon she’ll do fine as a teacher in an Austrian school. If you want to know more, don’t be shy - go ahead and ask.

Thanks for reading my application and I hope to see you soon.

I’m sure I’m the best candidate for the post, as my CV also shows.

I worked for ACD Company for a year or so, but they sacked all the middle management (including me) because they had money problems.

My English is great and I can also use a computer well.

My ex student Kelly Jones finished school

To sum up, I’m sure my ex student Kelly Jones will be a big plus for your company. Slide29

You

are a student who wants to apply for a

Master’s degree program at a foreign university. Write a LETTER OF ENQUIRY asking about the terms and conditions, requirements, etc. Mention your previous education and experience. Use between 80 and 100 words

and

SEMI-BLOCK FORMAT

You HAVE TO use the following words:

PLEASURE

BACKGROUND

RECOMMEND

RESPONSIBILITY

SKILLS

Write a letter