初级商务英语（11）

Unit 11
Business
Correspondence
Letter writing
1. Listening
First read the letters below. Then listen to the three telephone calls. As you listen, match the telephone calls with the letters. Letter A: Telephone call ____________

CONTAB
Dear George
Just a wste following our call. Sorry I couldn’t lay my hands on the address at the time. I’ve not found it:
Hotel Celeste
Sorreuto
5120 Italy
Tel: (020) 3981 6582
See you soon and best wishes to the family.
Gerladine

Letter B: Telephone call ___________

29 January 199-

Mr. R James
T F Consultancy
29 Lower Village Rd
LondonSE17 2ST

Reference: Financial Consultancy Contract

Dear Mr. James
We would be grateful if you could send us a quotation for the above-mentioned contract. Details of the contract are attached.
Since the work is due to start in December, we would appreciate a reply at your earliest convenience.

Yours sincerely
J Fish
J Fish
Corporate Finance Manager
HERITAGE FINANCE LIMITED
22 The Close Hanworth Middlesex TW13 5TB
Tel: 081 899 3642 Fax: 081 899 3644

Letter C: Telephone call _________

16 Transom Way
Cambridge CB2 5RM
1 February 199-
Ms C. Johnston
Falton Designs
11 The Narows
London E17

Subject : Post of Office Manager

Dear Ms Johnston
Further to our telephone call this morning. I am writing to inform you of my availability for the above post.
I am now free to take up the post from 1 April this year.
I look forward to hearing from you.

Yours faithfully
Edward Bronson
Edward Bronson

Listening Task
Call 1
A: I’m phoning a bout the letter I wrote to you.
B: Just a moment, I’ll get it ... the one dated 15 November?
A: That’s right. I asked for a quotation for a consultancy contract in December.
B: Yes, I see. Haven’t we replied to it?
A: No, and as I said in the letter, we need it urgently.
B: Right, I’m sorry. I don’t know why this has happened. I’ll get back to you this afternoon.

Call 2
A: I’m phoning a bout the job advertised in The Times for the post of Office Manager.
B: Yes, have you put your application in writing?
A: Yes, I sent in my application two weeks ago.
B: Fine, then you’ll be hearing from us in the near future.
A: I realize that. I just wanted to let you know my availability.
B: Right, go ahead.
A: Well, I can start the job from the beginning of April.
B: Right, I’ll make a note of that but can you put it in writing?
A: Yes, of course. I’ll get a letter in the post today.

Call 3
A: You know that hotel you recommended in your last letter?
B: Yes, you mean the one in Southern Italy?
A: Right. Well I’ve lost the letter and I wanted to book in for a couple of weeks this summer.
B: Just a moment, I’ll see if I can find the address… I’m sorry I can’t find it.
A: Doesn’t matter. Could you drop me a line?
B: Of course. I’ll do that later this week.
A: Great. Nice talking to you. Bye.
B: Bye.

2. Presentation
Business letters typically contain the following features (although they may not all appear in the same letter):
# opening and closing greetings
# stating the reference at the beginning of the letter
# requesting
# explaining the reason for writing
# thanking
# enclosing documents
# apologizing
# expressing urgency
# confirming
# ending the letter
Here is some of the language typical of business letters.

2.1 Opening and closing greetings
If you don’t have a contact name:
Dear Sir or Madam:
Yours faithfully
If you know the name of the person:
Dr Mr. Jones
  Mrs.
  Miss
  Ms
Yours sincerely
If you know the person as a friend or close business colleague:
Dear James
Best wishes/Regards

2.2 Stating the reference at the beginning of the letter
You can start with either:
Subject: ______________
Reference: ____________
Re: _______________
Or an expression like:
With reference to…
I thank you for your letter of 1 July.
Further to our telephone conversation,…

2.3 Requesting
I would be grateful if you could…
I would appreciate it if you could…
Could you please…? (more informal)

2.4 explaining the reason for writing