Formal writing why? Formal writing



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FORMAL WRITING

  • WHY?

FORMAL WRITING

  • TO THANK
  • TO APOLOGISE
  • TO ENQUIRE
  • TO COMPLAIN
  • TO APPLY
  • TO INFORM
  • Thank you letters
  • Letters of apologies
  • Letters of enquiries
  • Letters of complaints
  • Application letters, forms
  • Notices, circulars, memos

Look at the notes on formal and informal English to revise the difference between the two.

  • Dear Collins,
  • We regret to inform you that we are unable to lend you the sum of £500 that you require, but it may be possible to grant you a loan of for part of the sum.
  • If you are still interested, would you like to contact our main office to arrange an appointment with the assistant manager. He will be happy to discuss the matter further.
  • Yours sincerely,
  • ___________
  • ABC
  • purpose
  • Explan-
  • ation
  • closing

ENQUIRIES

  • Service
  • Bargain
  • Order
  • Complaint
  • Adjustment
  • Trade
  • Bargain
  • Order
  • Complaint
  • Adjustment
  • Academics
  • Job
  • Application
  • Business
  • Acknow-
  • ledge
  • Letter of
  • Enquiries-
  • Counter
  • Enquiries-
  • *confirmation
  • *refusal

How does trade start? A wants to start a business…

  • Writes to Trade Development Council
  • Writes to some other companies
  • Co. writes back & A writes again to confirm
  • Co. write back & A writes again to bargain
  • Co writes back & A writes back to thank & asks for further contact
  • May not have enough
  • Money?
  • May not have enough
  • Expertise?
  • Yes, OK
  • Yes, but some
  • changes…
  • 3. NO!
  • -a letter to the Co.
  • introducing yourself
  • & potential partnership.
  • -lots of adjustment
  • letters
  • -end with
  • a confirmation letter

If B wants to order some goods…

  • Writes to various companies
  • Companies write back & quote
  • B writes again to bargain
  • B writes again to order
  • Co writes back & confirm & states the exact dates & way of deliveries
  • B gets the good, writes & thanks OR complains
  • May not be sure
  • of the price,
  • the insurance,
  • the deliveries…
  • -A letter to enquire about
  • quotation
  • -Reply letter of enquiries
  • -confirmation letters
  • -thank you letters
  • -letters of complaints

Same case dealing with services:C wants to book a hotel, a trip…

  • Writes and asks for information
  • Companies write back & inform(adjustment made sometimes)
  • C writes back to confirm
  • C writes back to ask for adjustments
  • Co writes back & confirm
  • C writes back to confirm
  • May not be sure
  • of what’s offering
  • -A letter to enquire about details
  • -Reply letter of enquiries
  • If C is not too happy
  • with the terms
  • 2. If C is OK
  • -letters of adjustments
  • -confirmation letters
  • -thank you letters
  • -letters of adjustments

Now go through the notes on letters of enquiries…

  • Identify the functions of each of the exemplar letters.

If we try to group the letters of enquiries, it could be as follows:

  • A. Letters of enquiries
  • B. Acknowledging receipt of letters of enquiries
  • Purpose – requiring information
  • Purpose
  • Acknowledging receipt of the letter ( ready to supply information)
  • Show standpoint
  • Purpose-
  • Acknowledging receipt of the letter ( ready to reject)
  • Close – further contact
  • Close – counter proposal OR
  • – next contact
  • A. Letters of enquiries
  • B. Acknowledging receipt of letters of enquiries
  • C. Letters of refusal
  • Purpose – requiring information
  • Purpose –
  • Acknowledging receipt of the letter ( ready to supply information)
  • Show standpoint
  • Purpose-
  • Acknowledging receipt of the letter ( ready to reject)
  • Explanation of request
  • Explanation-
  • Accept – how?
  • Accept with reservation – what?
  • Further enquiries before expressing preferences, before showing standpoint.
  • Explanation-
  • Reject – why?
  • Close – further contact
  • Close – thanks for enquiries
  • -ask for reply
  • Close – counter proposal OR
  • – next contact
  • 1
  • 2
  • 3
  • 4
  • 5a
  • 5b
  • 5c
  • 6
  • 7
  • 8
  • 9

Now go back to the notes again, and write relevant expression to each of the situations above.

  • A. Letters of enquiries
  • B. Acknowledging receipt of letters of enquiries
  • C. Letters of refusal
  • .Reservation:
  • In principal, we are interested…
  • Thank you for …. Unfortunately, we are unable to …
  • We are most interested in
  • (A) Accept - how?
  • 1.        After consideration/ we accept the details set in your proposal, and we would be most happy to proceed with following procedures:
  •  5. (B) Accept with reservation - what?
  • However, we are interested in your project… 
  • 5. (C) Further our enquiries before expressing preference, before showing standpoint (counter proposal)
  • -    In theory, your project is an exciting one but we fear that in practice …
  • -    I am in a rather difficult situation at the moment.
  • -         We would be grateful if you could …
  • -         We look forward to hearing from you.
  • Thank you for your kind attention.
  • -         A contract would be offered if deemed necessary
  • -         If you have further enquiries, please do not hesitate to contact the undersigned.

You are Damian, the Chairman of JSSE. You are finding a place for your exhibition for 1000 visitors. Write the series of letters between Damian and the venue he proposed until things got settled and confirmed. There should be at least 4 letters in the series; could be more!

Academic enquiries

  • WHY?
  • To study further:
  • Overseas,
  • Local institutions
  • WHAT DO YOU NEED TO KNOW?
  • General information about the institutions
  • Programme offered
  • Enrollment details & registration
  • Modes of studies
  • Assessment methods
  • Tuition fees
  • Accomodation
  • Financial assistance?

ORGANISATIONS OF A LETTER OF ACADEMIC ENQUIRIES

  • WHY? – WHERE DO YOU GET THE INFORMATION?
  • DETAILS OF YOUR ENQUIRES?
  • CLOSING – ASK FOR APPLICATION FORMS/ PROSPECTUS

Look at this advertisement and write an enquiry letter…

As simple as …

Once you decided to apply, then you’ll send in a cover letter and an application form…

Which part is the most important part for selecting an applicant?

  • Here!

Let’s look at a letter written by D.K. Poon on his reasons of applying a university in Australia.

  • Why study tertiary instiutions?
  • Why Australia?
  • Why Eng.Lit?
  • Any assets?
  • Future career aspirations
  • Ask for
  • further contact

When do you need to write a similar essay?

  • J U P A S
  • Joint
  • University
  • Programs
  • Admissions
  • System

Why do I have to write a Jupas essay? To be selected to universities… So what kind of students would they select?

  • Academic grades?
  • Personal qualities?
  • Activities: in the school? Outside school?

What should we pay attention when we write?

  • In content:
  • Expectation of tertiary education
  • Career aspirations
  • Areas of strength and weakness
  • Hobbies and interest
  • Past work experience
  • Affirmation
  • (relevant & related, truthful & unpretentious)
  • In language and style:
  • In English
  • Educated and formal
  • Don’t claim importance in qualities
  • that you don’t possess.

Now put yourselves in groups of 4 and write a short paragraph ( about 50 words) on one of the items listed above.



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