Jackson Brothers 3487 23rd Street New York, NY 12009
Kenneth Beare Administrative Director English Learners Company 2520 Visita Avenue Olympia, WA 98501
September 12, 2000
Dear Mr Beare:
Thank you for your inquiry of 12 September asking for the latest edition of our catalogue.
We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at http:\\jacksonbros.com.
We look forward to welcoming you as our customer.
Yours sincerely
(Signature)
Dennis Jackson
Marketing Director
REMEMBER!
Written responses need to be the most carefully considered document which reflects a thorough application of the business context, a comprehensive knowledge of the subject (or sound research), and a realistic consideration of the requirements of the organization and the needs and feelings of the recipient. One of the best ways of appreciating the effect of anything you write is simply to ask yourself how you would react of you were the recipient.
Guidelines to written responses.
· Identify the general theme and assess the content.
· Decide specifically what the writer wants.
· Does the ‘background’ to the situation affect the way in which you will respond? (any previous communication, etc.)
· Are there a number of specific points to be answered? Can any be left out?
· Select and collate the information necessary for answering each point accurately, and as comprehensively as is practical.
· Decide in what order it is most appropriate to deal with the points raised: e.g. rank order, order of presentation, chronological or logical.
· Be as helpful and encouraging as possible. If you can’t be of direct help, recommend another contact or suggest an alternative route of action.
· Always try to end on a positive note. Try to hold out some hope and, as mentioned above, suggest an appropriate course of action if at all possible.
Language development
Exercise1. Replying
When you are writing in answer you will probably use the first sentence of your letter to acknowledge the one you have received, There are several ways of doing this, perhaps the most common being:
Thank you for your letter.
Think of some other forms of written communication which could replace 'letter' in the above sentence:
Thank you for your (a) .
(b) .
(c) .
(d) .
(e) .
(f) .
(g) .
Exercise 2. Tone
As we saw, letters can be formal or informal in tone. They can also be friendly or unfriendly! Instead of' thank you for your letter', we might use a more impersonal and less friendly beginning:
With reference to your letter ...
Use 'thank you for' and 'with reference to' to reply to the following, e.g.:
