Addressing Envelopes

7/28/2019 Addressing Envelopes

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ADDRESSING ENVELOPES

The three important requirements of envelope addressing are accuracy, legibility, and

good appearance.

Examples:

40 mm

The secretary,

Percy Astins&Co. Ltd.

18-22 Kings Avenue

RICHMOND

Surrey

Confidential TW6 1SJ

40 mm

The secret

Percy Astins&Co. Ltd.

18-22 Kings Avenue

RICHMOND

Surrey


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1. Begin the first line about half way down the envelope, leaving at least 40 mm ofclear space for the post mark.

2. Type your correspondents name exactly as he uses it himself and be sure to spellit correctly.

3. Type in double line spacing using either indented or the blocked form of lay out.4. Dont abbreviate such word as ROAD, STREET, AVENUE. It more helpful to the

Post Office when they are typed in full.

5. Type the name of the town in block capitals and add the name of the county ofregion.

6. In general the name of county is necessary to facilitate sorting, but it may beomitted from addresses of large and well-known cities and towns.

7. Add the postcode on a separate line at the end.8. Type such words as Personal and Confidential in the bottom left hand corner.9. Use the envelopes within the limits of the standard international sizes to help

mechanical sorting.

RSVP may refer to:

RSVP (invitations), request for responses

Etymology

From the French RSVP, rpondez s'il vous plat,meaning reply please

or "please respond".
http://en.wikipedia.org/wiki/RSVP_%28invitations%29http://en.wikipedia.org/wiki/RSVP_%28invitations%29http://en.wikipedia.org/wiki/RSVP_%28invitations%29


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Some Rules of Good Writing

1. Think first of the reader and address yourself to his interest.The letters you send out must create a good first impression. To achieve this, put

yourself in your readers shoes and try to imagine how he will feel about what you

write. Try to imagine that you are receiving rather than sending the letter and emphasize

that You attitude rather that the I or We.

2. Adopt a tone suited to the occasion and the purpose of the letterWhat do I want this letter to do?

Then, express yourself accordingly, being persuasive, apologetic, obliging, firm, and so

on depending on the effect you want to produce.

3. Write naturally

Say what you want to say with sincerity and make sure that it sounds sincere.

Express your own words and in your own way.

Be yourself.

Instead of Say


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I have pleasure in informing you.

We do not anticipate any increase in price

Please favor us with an early expression ofyour views

Please be good enough to advise us

I am pleased to tell you (or to say)

We do not expect prices to rise.

Please let us have your opinion soon.

Please tell (or inform) us.

4. Write clearly to the point.Keep your sentence short and avoid the over frequent use of such conjunction as and, but,

however, consequently, the effect of which is to make sentences long.

5. Write courteously and make your letter sound friendly. Courtesy consists not only in using polite phrases. It is the quality that enables us

to refuse to perform a favor and in the same time keep a friend. To refuse a

customers request for credit without killing all hope of future business.

Answer the letters on the day you receive them if you can. If you cannot answer at that time, write and explain why and say when you will

write again.

Try to understand the correspondents point of view, if his suggestions are stupidand his criticisms unfair, reply with polite manner without giving offence.

Even if he sends you a rude or sharp letter, resist to answer the letter in a politeway. If you do the same thing, it means you also lower your dignity.

6. Avoid wordiness.Use no more words than are needed to make your meaning clear.

Instead of Say


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Please see that an enquiry is conducted to

determine the reason.

We express our regret at being unable to

fulfill your order on this occasion with our

customary promptness.

We are writing with reference to

The information is needed in connection

with

We shall be in position to

In the course ofthe next few days

He was granted a loan of 50 poundsterling

by us

Payment of their account will be made by

Watsons next month

Please find out the reason.

We are sorry we cannot meet your presentorder immediately.

About

For

Able

During

He granted him a loan of 50 poundsterling

Watsons will pay their account next month.

7. Avoid commercial jargon

Instead of Say

Adverting to your favor Referring to your letter

Re OR

The writer wishes to acknowledge Thank you for your letter

We are in receipt of

We beg to acknowledge We have received


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We have to acknowledge

We beg to inform you We are writing to inform you

We beg to thank you We thank you

Your esteemed favor to hand

Your letter to hand We have received your letter

Yours to hand

The favor of your early reply will oblige I shall be glad to hear from you soon

Miscellaneous

As per according to

At your earliest convenience as soon as you can

Enclosed please find I (We) enclose

Idem, inst, prox, ult name of the month

It is within our power if we can

It will be our constant aim we shall try

Of even date of today

Only too pleased to very glad to

Per by


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Please be good enough to advise us please tell us

Take into consideration consider

Under consideration being dealt with

Your good self you

8. Write effectively.

a. Use simple languageBusiness writing ---------- a plain style- a style that is SIMPLE, CLEAR and EASILY

UNDERSTOOD.

Accomplish ----------- do

Approximately ----------about

Communication --------- letter

Purchase ------------- buy

Request ------------- ask

Require ------------- need

Terminate ------------ end

Utilize ---------------- use

Prefer the single word to elaborate phrase

Will you be good enough to ------ please

In the near future ------------------- soon

At the present time ----------------- now

Come to a decision -----------------decide

Express a preference for ---------- prefer

For the reason that ----------------- because


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b. Be consistentAvoid repeating in the same sentence an important word with different meaning.

How do you account for the fact that the account is wrong? (say explain thefact)

Please quote yourbest price for yourbest quality coal! (say lowest price)c. Be precise.d. Use concrete words

Use concrete words ---- words that denote material things rather than abstract words

9. Avoid monotony.10.Write to a plan11.Pay special attention to the opening and closing paragraph.12.Check your letters.

MISCELLANEOUS MATTERS IN A BUSINESS LETTER

1. REFERENCESReference numbers and letters enable replies to be linked with earlier correspondenceand ensure that they reach the right person or department without delay.

Your ref :

Our ref :

It can be placed in:

The upper left hand corner of the letter, in the line with date In the lower left hand corner

Examples:

Your ref : Dep B/4

Our ref : LW/PB 526

It also can be placed in your letter:


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Dear Sir

Thank you for your letter, reference ALW/PS, of 15th

September.

2. SUBJECT HEADINGSIt summarizes the theme of the letter and helps to ensure that the letter is passed

without delay to the right person or department.

There are two cases in which a subject heading should always be used:

a. Where your correspondent himself had used one (your reply should then carrythe same heading)

b. Where correspondence on a subject is considerable, or likely to become so.

The heading is typed immediately below the salutation:

Dear Sir

Alterations to Warehouse

3. FOR ATTENTION HEADINGSThese headings are used when it desired to address a letter to a particular member of

an organization.

Examples:

The Secretary

The Ajax Electrical Co Ltd

Fernhall Drive

REDBRIDGE Essex

1G4 5BN


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For the attention of Mr. T Waterhouse

Dear Sir

4. ENCLOSURESThe method in using enclosure:

a. Write the ENCLOSURE label to the letter in the top or bottom left handposition

b. Type the word ENCLOSURE with a figure indicating the number ofenclosure if there are more than one

c. Type horizontal line on the left hand margin immediately opposite the linesthat mention the enclosure.


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July 20, 2009

Mr. Rodney Giles

Manager, Customer SupportInter-Office Solutions Inc.

1289 Luxor Station Rd.

Cedar Springs, IL, 34985

Dear Rodney:

This is further to our meeting of last week at which we agreed to hold a series of meetings over

the next two months to review your experiences with the pilot implementation of the 1to1

Customer Relationship Management Program.

As discussed at that meeting, the objectives of our review sessions will be to:

Review and assess the overall effectiveness of the program; Identify and document strengths weaknesses of the program; Propose customer-focused solutions to address areas of weakness; Develop an approach and action plan for Phase 2 of the project; Determine the staff members who will make up the Phase 2 Team.

As agreed, meetings will be held every second Tuesday from 9:00 a.m. until noon, and the

location will alternate between our two offices, the first one to be convened here at Inter-Office

on August 14, 2005. Fred Johnson of your CRM group is to act as the meeting co-ordinator andrecording secretary throughout the process.


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As discussed, at the end of the process, Deborah Buxton of Consultek will draft the summary

report for review by the steering committee. As you requested, a copy of her c.v. has been

enclosed.

I trust I have covered all of the points that we discussed. If you have any questions or would like

to add anything please give me a call at 745-9878.

We look forward to seeing you at the August 14th

meeting.

Sincerely,

Marilyn French

Senior Consultant

Enclosure


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July 20, 2009

Mr. Rodney Giles

Manager, Customer Support

Inter-Office Solutions Inc.

1289 Luxor Station Rd.

Cedar Springs, IL, 34985

Dear Rodney:

This is further to our meeting of last week at which we agreed to hold a series of meetings over

the next two months to review your experiences with the pilot implementation of the 1to1

Customer Relationship Management Program.

As discussed at that meeting, the objectives of our review sessions will be to:

Review and assess the overall effectiveness of the program; Identify and document strengths weaknesses of the program; Propose customer-focused solutions to address areas of weakness; Develop an approach and action plan for Phase 2 of the project; Determine the staff members who will make up the Phase 2 Team.As agreed, meetings will be held every second Tuesday from 9:00 a.m. until noon, and the

location will alternate between our two offices, the first one to be convened here at Inter-Office

on August 14, 2005. Fred Johnson of your CRM group is to act as the meeting co-ordinator and

recording secretary throughout the process.

As discussed, at the end of the process, Deborah Buxton of Consultek will draft the summary

report for review by the steering committee. As you requested, a copy of her c.v. has been

enclosed.

I trust I have covered all of the points that we discussed. If you have any questions or would

like to add anything please give me a call at 745-9878.

We look forward to seeing you at the August 14 th meeting.

Sincerely,

Marilyn French

Senior Consultant


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EXERCISE:

1.The writer will be glad to call on you next Monday.I will be glad to meet you next Monday.

2.A copy of our latest catalogue is being sent to youtoday.

I will send our latest catalogue today.

3.Delivery of the goods can be made in three daystime.

I can deliver the goods in three days.

4.We trust our proposal will meet with your approval.We believe our proposal will be approved.

We believe that you will approve our proposal.

5.Please favor us with an early expression of yourviews.

Please give us your opinion soon.


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Addressing Envelopes

Documents

Transcript of Addressing Envelopes