Business English 04

Module: Business English 04 – How to write Business Letters and Emails training@el-translations.com Duration: 30’

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Πόροι & Σημειώσεις

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A Business letter in three steps: 1. Introduction The reason for writing The introduction makes the reader understand the reason you are writing. It could be a job interview inquiry, a business opportunity request, a complaint or anything else. Business English

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A Business letter in three steps: 2. Main Part-The details What you would like to accomplish This is where you present your requests and try to achieve your goals. Business English

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A Business letter in three steps: 3. Conclusion Next Steps - What you would like to happen It is very important for you to be clear about what you would like to happen next. Business English

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The Start You start a business letter by addressing the recipient. • Dear Personnel Director, • Dear Sir or Madam: (if you do not know who the person you are writing to is) • Dear Dr, Mr, Mrs, Miss or Ms Johnson: (if you know who you are writing to, and have a formal relationship with) • We use Ms for women unless we are asked to use Mrs or Miss) • Dear Paul: (if the person you are addressing is someone you know well)

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Do! • To be on the safe, side always choose a more formal form. For example, prefer “Dear Sir/Madam” over “Hi all!” • Writing to a specific person is always better. Business English

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The Reference Begin by referring to a specific conversation you had with the person you are writing to. If this is the first letter you are exchanging, then provide the reason for writing. • I am writing with reference to your letter of 20 th October or your phone call. Or • Thank you for your letter of October 20 th .

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The Reason for Writing I am writing to inquire about…, apologize for…, confirm…, comment on…, apply for the position of… When you have introduced the reason for writing your business letter, continue to state the purpose of your letter. Business English

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The Reason for Writing Requesting Could you possibly……? I would be grateful if you could…… When you agree to requests I would be delighted to…… When you give bad news Unfortunately, I am afraid that…… When you enclose documents Please find enclosed…… Business English

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Closing Remarks • Thank you for your help..... Please contact us again if we can help in any way…. or if there are any problems or if you have any questions. • Yours faithfully, (If you don't know the name of the person you're writing to) or • Yours sincerely, (If you know the name of the person you're writing to) • Best wishes, or Best regards, (If the person is a close business friend) Do not forget to sign in your name!

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BUSINESS EMAILS Similarities: • Layout (introduction, purpose, closing remarks) • Purpose (inform, accept, reject, request info, enclose) Differences: • Response time (You need to reply ASAP) • Register (Less formal and strict; you can use the recipient’s first name) • Length (emails are shorter) Remember! An email is less formal than a business letter, but you should still use proper spelling, grammar and syntax.

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SAMPLE EMAIL

To: XXX Subject: Interpretation event, May 28, 2019 Dear Anne, I hope this finds you well.

You may find attached the final agenda for the Interpretation event of May 28, 2019. Please note that we would need the additional info on your billing details and the signed quote by EOD tomorrow. If you need anything further, we remain at your disposal. Best regards, Yria Sfinia / Project Manager 09:00-17:00 (GMT + 3) / sales@el-translations.com Translation and Interpretation Services ISO 17100:2015 Certified L. Pentelis 2, 15234 Halandri, Athens, Greece /Office: +30 210 6801333 / Fax: +30 210 6815247 / Website: el-translations.com

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Do! • • • • •

TIPS!

Be brief Be clear Use an informative subject email Always use “Reply all” Remember to copy in (cc) the people necessary

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TIPS! Don’t • • • •

Be overly formal Talk at length Start a new thread for the same topic Confuse “cc” and “bcc”

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Closing remarks: • • • •

Regards, Kind regards, Best regards, With kind regards,

Do not forget to sign in with your full name, your company, and contact details! Business English

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Practice Time! Using the info below, please write a business email of approximately 100 words.

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Practice Time! Recipient: Yria Sfinia, training@el-trasnlations.com Goal: You company has asked you to have the translation of a technical document by the end of the month. You need to contact EL-Translations to get a quote by the end of the week. Business English

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