Tiếng anh thương mại Commercial correspondence

Commercial correspondence Vũ Thị Diễm Phúc Khoa Tiếng Anh Thương Mại 1 Letter layout Sender’s address • Top right-hand corner • No punctuation • Blocked style Letter layout • • • • • • Company’s name (type) Address Telephone Fax Email / Website Postal Code 6 • Initial of Company • Initial of Division / Deptartment • Initial of writer • Initial of typist (in lowercase) • Year issued • Filing reference number 7 – In full type of date US standard : month, date, year Europe standard : date, month, year – Avoid date in figures 8 • Below sender’s address • On the left-hand side 9 – With official title – Addressing personally 10 10 • The main part of the letter • points: Opening Purpose Action Closing / polite expression 16 16 A polite way of bringing the letter to close • Suit with the occasion • Match with the salutation 17 17 18 18 • • • • • After complimentary close (4-5 spaces) Type the name of the sender Sender’s designation/department Must not carry a title *) If signed by other, add: for Pp (per procurationem = on behalf of) 19 19 Attachment/ Enclosure 20 20 Carbon Copy/ Courtesy Copy / Copy Circulated 21 21 Blind Carbon Copy the recipient doesn’t know that the third person is receiving a copy Should be shown only on the file copy 22 22 and bcc copy/ies • Mr, Mrs, Miss • Messrs, Mmes (abbreviation of Messieurs & Mesdames) • Special title : use the title only 23 23 A woman writing to a stranger 24 24 25 True or false? If a letter begins with the recipient’s name, e.g Dear Mr Ross, it will close with Yours faithfully The abbreviation c.c stands for correct carbons If you were writing a letter to Mr Peter Smith, the salutation would be Dear Mr Peter Smith The head of a company in the UK is known as the president In the USA, it is correct to open a letter with the salutation Gentlemen 26 True or false? In the UK, a date written 2.6.05 means February 2005 If a secretary signs a letter and the signature is followed by p.p Daniel Harris, it means that the secretary is signing on behalf of Daniel Harris The term plc after a UK company’s name, e.g Hathaway plc stands for Public Limited Corporation The term Ltd after a UK company’s name means limited liability 27 True or false? 10.If you not know whether a female correspondent is married or not, it is correct to use the courtesy title Ms instead of Miss or Mrs 11.This address is an example of blocked style Peter Voss Obee 33 5207 Therwil Switzerland 12.It is always impolite to close a 28 letter Best wishes True or false? 13.Confidential information should not be sent by fax or email 14.If necessary, faxes can be used a substitutes for original documents 15.Fax is a short form of the word facts 16.Emails must end with Yours faithfully or Yours sincerely 17.Emoticons can be added to business emails to make them look friendlier 18.Using capital letters to write an email is the same as shouting 29 True or false? 19.@ in an email address means automatic 20.A letter or card is usually more suitable than an email for a personal message 21.In email header information, c.c stands for confidential copies 22.Emails are usually less formal than letters 23.It is not as important to use correct grammar and spelling in a business email as it is in a letter 24.The addressee’s name comes after the @ sign in an email address 30