BUSINESS ENGLISH

UNIT 1

Created by : Dewi Habibah A (1001065047) Fitry Nurhadiah Salim (1001065083) Risqi Novitasari (1001065195) Sumarni (1001065217)

7G Muhammadiyah Prof. Dr Hamka University Jakarta

A. Formal and Informal Invitation

FORMAL INVITATION PJ Party 22 Yew Street, Cambridge, Ontario Tel: 416-223-8900 April 7th, 20-Dear Valued Customer: Our records show that you have been a customer of PJ Party Inc. since our grand opening last year. We would like to thank you for your business by inviting you to our preferred customer Spring Extravaganza this Saturday. Saturday's sales event is by invitation only. All of our stock, including pajamas and bedding will be marked down from 50-80% off.* Doors open at 9:00 AM sharp. Complimentary coffee and donuts will be served. Public admission will commence at noon. In addition, please accept the enclosed $10 gift certificate to use with your purchase of $75 or more. We look forward to seeing you at PJ's on Saturday. Please bring this invitation with you and present it at the door. Sincerely, Linda Lane Linda Lane Store Manager pjpartyinc@shoponline.com *All sales are final. No exchanges. Enclosure: Gift Certificate #345 (not redeemable for cash)

INFORMAL INVITATION Dear Anshul, I am very glad to inform you that my birthday falls on 26 December. I am planning to celebrate it with you. Our school will be closed for winter break. There is no problem in visiting our place. We have arranged a small tea party in the evening. There will be some refreshments there. There will be dance and music programmers. I have invited all my friends and relatives there. I wish that you should come on my birthday and grace the occasion with your presence.
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I hope you will come here to attend the party and add to my pleasure. Eagerly waiting for a confirmed reply from you. Sincerely yours, Nishant

Confirming Invitation (Acceptance Invitation) Dear Mr. and Mrs. Whitehead, Thank you for the invitation to the wedding of Janet and Roger. Mr. Wainwright and I accept the invitation, but unfortunately Kate will not be able to attend. We are looking forward to a beautiful and joyous celebration for the happy couple. Please advise if there is a wedding gift registry. Yours Sincerely,

Formal and Informal Letter Language FORMAL AND INFORMAL LETTERS FORMAL Name Dear Mr/Mrs/Ms Dupuis Dear Mary Thank you for your e-mail of... Further to your last e-mail,... I apologise for not getting in contact with you before now. INFORMAL Hi/Hello Mary Mary,....(or no name at all) Thanks for your e-mail. Re your e-mail,... Sorry, I haven't written for ages,but I've been really busy.

Previous contact

Reason for writing

Just a short note about... I am writing in connection with... I'm writing about... I am writing with regard to... Here's the...you wanted. In reply to your e-mail, here are... Your name was given to me by... I got your name from... We would like to point out that... Please note that... I'm writing to let you know that... We are able to confirm that... I am delighted to tell you that... We regret to inform you that... Just a note to say... We can confirm that... Good news! Unfortunately,...

Giving information

Attachments

Please find attached my report. I'm sending you ... as a pdf file. Could you give me some information about... I would like to know... I'm interested in receiving/finding out... I'd be greatful if you could... I wonder if you could... Do you think I could have...? Thank you in advance for your help in this matter. I will... I'll investigate the matter. I will contact you again shortly.

I've attached... Here is the...you wanted. Can you tell me a little more about... I'd like to know... Please send me... Please could you... Could you...? Can I have...? I'd appreciate your help on this. I'll... I'll look into it. I'll get back to you soon.

Asking for information

Requests

Promising action

Offering help

Would you like me to...? Do you want me to...? If you wish, I would be happy Shall I...? to... Let me know whether you would Let me know if you'd like me to... like me to... Thank you for your help. Do not hesitate to contact us again if you require any further information. Please feel free to contact me if you have any questions. My direct line is... I am looking forward to...(+ -ing) Give me regards to... Best wishes Regards Thanks again for... Let me know if you need anything else. Just give me a call if you have any questions. My number is... Looking forward to...(+ -ing) Best wishes to... Speak to/See you soon. Bye (for now) / All the best

Final comments

Close

B. Opening and closing phrases for different kinds of letters The opening and closing phrases are important as they establish the tone of your letter. The following examples would appear in a formal, impersonal letter. Note that the writer does not know the addressees name nor has he taken the trouble to find it. Unless we hear from .. Unless is sometimes followed by a threat.

Dear Madam,

Yours faithfully,

Yours faithfully is only written when the salutation is Dear Sir or Dear Madam. It is formal and distant.

B.1 Establishing the tone of a letter Look at the beginnings and endings of the following four letters and fill in the answer below. When you have decided the main purpose of the letter place a tick (,) to inform apologize threaten sympathize 1. Dear Mr. Craig, I am writing to advise you that your account is now . so that the situation can be rectified Yours sincerely, Note the formal language which creates distance even though the recipients name is used. 2. Dear Mrs. Ghosh, We were very sorry to receive your letter about in the meantime, please accept our sincere apologies for the inconvenience we may have caused. Yours sincerely. Note how this letter is formal but an effort has been made to sound friendly. (very sorry please accept we may have caused) 3. Dear Mr. Alexis, Are you aware that your car has been parked in front of .. I shall have to take the matter further Yours truly, Starting with a question makes this very blunt. The writer ends with a threat. By signing Yours truly, even though he knows Mr. Alexis, makes the letter very cold and formal. 1 2 3 4

Purpose of the letter:

4. Dear Mrs. Klein,

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Ive only just heard the sad news . Please let me know if there is anything I can do to help. Ill phone you next week. With our best wishes, By the use of contraction (Ive Ill) and the ending, the letter is informal and friendly. B2. Example of Letter Format (date line) LETTER OF CREDIT (GENERAL) (name of bank) (address) (city, state, zip) (country) Sir: We hereby agree to accept and pay at maturity any draft or drafts on us, at day's sight, issued by (name of individual) of your city, to the extent of (amount of limit) ($ ) Dollars, and negotiated through your bank. Most respectfully yours, _____________________ (Signature) DATED: _____________________ ____________________(ADDRESS)

I hereby guarantee the due acceptance of payment of any draft issued in pursuance of the above credit. ________________________ (SIGNATURE OF GUARANTOR) C. Memo Memorandum (also more commonly memo) is a brief written record of communication, used in office, whether business, government, education institution or legal office. Memorandum or inter-office memos differ from ordinary letters. They are written to people within one company. They follow the basic principles of letter-writing. They usually more direct, consise and less formal than letters. The opening and closing phrases are omitted.
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 The usual structure for a memo includes some or all of the following : MEMORANDUM TO FROM : the person or group receiving the memo (recipient). : the person writing the memo (sender).

C.C (Carbon Copy) : The person or group who should be informed about the memo. DATE SUBJECT : Usually a formal manner of writing the date (month/day/year). : a short specific topic discussed in the memo. This should be in bold.

Introduction : Explains why the memo has been written and what topic will discuss. You can start your idea of this introduction by responding this sentence, Im writing because ........ When the memo is long, the introduction is in a single paragraph as an executive summary of the memo itself. Body : Discusses the topic in detail. It explains a thing exactly and list items when possible. In a long memo, the body contains discussion of background information. You can use this phrase the facts are..... to develop the body part a memo. Conclusion : Explains what will or should happen next, when the follow up will occur and why date is important. In most memos, the conclusion is in form of actions. The main idea of this part is that I will or I propose that you ... Points to remembering writing memos : In short, begin your memo by stating the purpose and end it by letting the recipient know the action. Memos are concise and focus on a single purpose. Its usually not more than one page. If you have an attachment, put it separate sheet of paper. Use bullets in listing to highlight the items. Use 1 inch margins all around. Use block style paragraphs (left justified). Single space your memo, useless the memo is very short. Dont use complementary close (e.g. sincerely) and dont sign a memo at the bottom.

The example of memo

MEMO TO FROM DATE SUBJECT : Sales Staffs : Mr. Charles Chavez : December 1, 2008 : Annual Meeting

Im writing to remind you that our annual meeting will be on Tuesday, December 1. I want everyone to be ready with ideas, strategies, and sales forecast for next year. I will be out of town attending a conference on the new product of LCD projectors in Osaka, on Wednesday and Thursday of this week. Remember that next Monday is a holiday. Therefore, if you have something urgent to discuss, please see me on Friday, December 5.

Introduction Body

Conclusion

D. Telex Telex is one of the most efficent forms of business communication. It provides a written record, it is immediate, economical and can be sent even when the receiving office is shut. Rates are calculated according to the time taken to transimit the message. *HINTS* 1. When you wish to write a telex, make a draft of what you wish to say and underline the important words which carry the main points. 2. Group questions together. 3. Start a new line or a new paragraph when you change the subject. 4. Do not abbreviate if you doubt the recipients knowledge of English.

ATTN C IOANNOU THIS IS TO CFM DET IN YR LTR 18TH AUG. TKS FOR YR OFFER OF HOSPITALITY. WE ACCEPT WITH

References Beresford, Cynthia. 1984. Business Communication Practical Written English For The Modern Business World. London : BBC English. Eri, Kurniwan & Arief Kurniawan, 2008, Communication Builder English for Vocational School;For Intermediate Level (grade XII) . Jakarta : Pusat Perbukuan Departemen Pendidikan Nasional http://www.alternative.hu/formal_and_informal_letters http://www.preservearticles.com/201107159124/sample-letter-to-your-friend-inviting-him-toattend-your-birthday-party.html http://www.whitesmoke.com/how-to-accept-a-formal-invitation.html Suhermawan,dkk. 2008. English For SMK 1. Jakarta : Pusat Perbukuan Departemen Pendidikan Nasional.

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