Formal writing why? Formal writing
Date conversion 07.01.2017 Size 15,41 Kb.
FORMAL WRITING 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 ENQUIRIES Service Bargain Order Complaint Adjustment Trade Bargain Order Complaint Adjustment 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 wants to order some goods… B 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: wants to book a hotel, a trip… C 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 -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:
B. Acknowledging receipt of letters of enquiries – requiring information Purpose – Purpose Acknowledging receipt of the letter ( ready to supply information) Show standpoint - Purpose Acknowledging receipt of the letter ( ready to reject) – counter proposal OR Close – next contact
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) Explanation- Accept – how? Accept with reservation – what? Further enquiries before expressing preferences, before showing standpoint. Explanation- Reject – why? Close – thanks for enquiries -ask for reply Close – counter proposal OR – next contact Now go back to the notes again, and write relevant expression to each of the situations above.
B. Acknowledging receipt of letters of enquiries .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. 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? Let’s look at a letter written by D.K. Poon on his reasons of applying a university in Australia. Why study tertiary instiutions? Future career aspirations When do you need to write a similar essay? 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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