FORMAL WRITINGFORMAL 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,
memosFormal EnglishFormal English is more commonis more common
in writing than speakingin writing than speaking
Look at the notes on formal Look at the notes on formal and informal English to revise and informal English to revise the difference between the two.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
closingclosing
ENQUIRIESENQUIRIESServiceService Bargain Order Complaint Adjustment
TradeTrade Bargain Order Complaint Adjustment
Academics JobApplicationApplication
BusinessAcknow-ledge
Letter ofEnquiries-Counter
Enquiries-*confirmation
*refusal
How does trade start?A wants to start a
business… Writes to Trade Writes to Trade
Development CouncilDevelopment Council Writes to some other Writes to some other
companiescompanies Co. writes back & Co. writes back & A A
writes again to writes again to confirmconfirm
Co. write back & Co. write back & AA writes again to writes again to bargainbargain
Co writes back &Co writes back & A A writes back to thank writes back to thank & asks for further & asks for further contactcontact
May not have enoughMoney?May not have enoughExpertise?
-A letter to enquire about
Potential partners
-Reply letter
1. Yes, OK2. 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 Writes to various companiescompanies
Companies write back Companies write back & quote& quote
BB writes again to writes again to bargainbargain
BB writes again to order writes again to order Co writes back &Co writes back &
confirm & states the confirm & states the exact dates & way of exact dates & way of deliveriesdeliveries
B B gets the good, gets the good, writes & thanks OR writes & thanks OR complainscomplains
May not be sure of the price, the insurance, the deliveries…
-A letter to enquire about
quotation
-Reply letter of enquiries
1. B is not too happy with the terms 2. if B is OK
-letters of adjustments-ordering letters
-confirmation letters-thank you letters
-letters of complaints
1. If B is happy with her goods2. If B is not happy with the goods
Same case dealing with services:C wants to book a hotel, a trip…
Writes and asks for Writes and asks for informationinformation
Companies write Companies write back & back & inform(adjustment inform(adjustment made sometimes)made sometimes)
C C writes back to writes back to confirmconfirm
C C writes back to ask writes back to ask for adjustmentsfor adjustments
Co writes back &Co writes back & confirm confirm
C C writes back to writes back to confirmconfirm
May not be sure of what’s offering
-A letter to enquire about details
-Reply letter of enquiries
1. 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 Identify the functions of each of the of each of the
exemplar letters.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
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)
Close – further contact
Close – thanks for enquiries-ask for reply
Close – counter proposal OR – next contact
A. Letters of A. Letters of enquiriesenquiries
B. Acknowledging B. Acknowledging receipt of letters of receipt of letters of enquiriesenquiries
C. Letters of refusalC. Letters of refusal
Purpose –Purpose – requiring information
Purpose – Purpose – Acknowledging receipt of the letter ( ready to supply information)Show standpoint
Purpose-Purpose-Acknowledging receipt of the letter ( ready to reject)
Explanation of request
Explanation-1. Accept –
how?2. Accept with
reservation – what?
3. Further enquiries before expressing preferences, before showing standpoint.
Explanation-Reject – why?
Close –Close – further contact
Close –Close – thanks for enquiries-ask for reply
Close –Close – counter proposal OR – next contact
Now go back to the Now go back to the notes again, and notes again, and
write relevant write relevant expression to each expression to each
of the situations of the situations above.above.
A. Letters of enquiriesA. Letters of enquiries B. Acknowledging receipt B. Acknowledging receipt of letters of enquiriesof letters of enquiries
C. Letters of C. Letters of refusalrefusal
We wonder if you could help us …- We have heard of your firm
.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 You are Damian, the Chairman of JSSE. You are finding a of JSSE. You are finding a place for your exhibition for place for your exhibition for 1000 visitors. Write the series 1000 visitors. Write the series of letters between Damian and of letters between Damian and the venue he proposed until the venue he proposed until things got settled and things got settled and confirmed. There should be at confirmed. There should be at least 4 letters in the series; least 4 letters in the series; could be more!could be more!
Academic enquiriesAcademic enquiries
WHY?WHY?To study further:Overseas, Local institutions
WHAT DO YOU NEED TO WHAT DO YOU NEED TO KNOW?KNOW?
General information about the institutions
Programme offeredEnrollment details &
registrationModes of studiesAssessment methodsTuition feesAccomodationFinancial assistance?
ORGANISATIONS OF A ORGANISATIONS OF A LETTER OF ACADEMIC LETTER OF ACADEMIC ENQUIRIESENQUIRIES 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, Once you decided to apply, then you’ll send in a cover then you’ll send in a cover letter and an application letter and an application form…form…
Refer to Giorgiou’s Refer to Giorgiou’s information on the information on the notes, fill in the form for notes, fill in the form for him.him.
Which part Which part is the most is the most important important part for part for selecting selecting an an applicant?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?
Why Australia?
Why Eng.Lit?
Any assets?Future career aspirations
Ask for further contact
When do you need to write a When do you need to write a similar essay?similar essay?
JointJointUniversityUniversity
ProgramsPrograms
AdmissionsAdmissionsSystemSystem
Why do I have to write a Jupas essay?To be selected to universities…So what kind of students would they select?
Academic grades?Academic grades? Personal qualities?Personal qualities? Activities: in the school? Outside Activities: in the school? Outside
school?school?
What should we pay attention when we write?
In content: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 language and style: In English Educated and formal
Don’t claim importance in qualitiesDon’t claim importance in qualities that you don’t possess.that you don’t possess.
Now put yourselves in Now put yourselves in groups of 4 and write a groups of 4 and write a short paragraph ( about short paragraph ( about 50 words) on one of the 50 words) on one of the
items listed above.items listed above.
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