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Definition Of English Business
Business English is English language especially related to international trade. It is a part of English for Specific Purposes and can be considered a specialism within English language learning and teaching; for example, the teachers’ organisation IATEFL has a special interest group called BESIG. Many non-native English speakers study the subject with the goal of doing business with English-speaking countries, or with companies located outside the Anglosphere but which nonetheless use English as a shared language or lingua franca. Much of the English communication that takes place within business circles all over the world occurs between non-native speakers. In cases such as these, the object of the exercise is efficient and effective communication. The strict rules of grammar are in such cases sometimes ignored, when, for example, a stressed negotiator’s only goal is to reach an agreement as quickly as possible. (See linguist Braj Kachru’s theory of the “expanding circle”).
Business English means different things to different people. For some, it focuses on vocabulary and topics used in the worlds of business, trade, finance, and international relations. For others it refers to the communication skills used in the workplace, and focuses on the language and skills needed for typical business communication such as presentations, negotiations, meetings, small talk, socializing, correspondence, report writing, and so on. In both of these cases it can be taught to native speakers of English, for example, high school students preparing to enter the job market.
Types Of English Letter :
Sales Letters
Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.
Order Letters
Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.
Complaint Letters
The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.
Adjustment Letters
An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.
Inquiry Letters
Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.
Follow-Up Letter
Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.
Letters of Recommendation
Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.
Acknowledgment Letters
Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.
Cover Letter
Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.
Letters of Resignation
When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.
Parts Of Letter :
Letterhead - Stationary printed at the top of the page including the company name, logo, full address, and other elements such as trademark symbols, phone & fax numbers, and an e-mail.
Dateline - The date is the month (spelled out), day, and year. If you are using Microsoft Word, click – Insert, then Time and Date. Press Enter four times after the date.
Letter Address - The complete address of the recipient of the letter. The letter address usually includes the personal title (Mr., Mrs. etc.), first and last name followed by the company name, street address, city, province, and postal code. Press Enter twice after letter address.
Salutation - The word Dear followed by the personal title and last name of the recipient (Dear Mr. Smith). Press Enter twice after the salutation.
Body - The text that makes up the message of the letter. Single-space the paragraphs and double-space between the paragraphs. Press Enter twice after the last paragraph.
Complimentary closing - A phrase used to end a letter. Capitalize only the first letter. If there is a colon after the salutation, there must be a comma after the complimentary close. Press Enter four times (or more) after the complimentary close to allow for a written signature.
Name and title of writer - Type the first and last name of the sender. The sender’s personal title (Mr., Ms., Dr., etc) should be included. Use a comma to separate the job title if it’s on the same line as the name. Do not use a comma if the job title is on a separate line. Press Enter twice after the name or title.
Style Of Business Letter :
Block Letter Format : The common block letter format is formatted with all of your text flush with the left margin. Paragraphs are doubled spaced and all line text single spaced. The margins are a standard word processor setting of one inch. (see the image of Block Letter Format).
| _____________________ _________________________________ (1) ___________________________________________________________________________________________ ________________ (2) ____________________ (3)
__________________
__________________ (4) __________________ __________________
______________________(5)
____________________ (6)
______________________________ (7)
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________ (8)
_____________________________________________________________
_____________________________________________________________
___________________ (9)
___________________ (10)
|
Description :
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Attention line
6. Salutation
7. Subject line
8. Body of letter
9. Complimentary close
10. Signature
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Attention line
6. Salutation
7. Subject line
8. Body of letter
9. Complimentary close
10. Signature
Semi-block Letter Format : For the semi-block, the only difference between the semi and alternative block is as opposed to have the body text justified left, the first line of each paragraph is indented.
| ______________________ _________________________________ (1) _____________________________________________________________________________________________ ________________ (2) ___________________ (3)
__________________
__________________ (4) __________________ __________________
______________________(5)
____________________ (6)
____________________________________ (7)
_______________________________________________________
_____________________________________________________________
_______________________________________________________
_____________________________________________________________ (8)
_______________________________________________________
_____________________________________________________________
___________________(9)
____________________(10)
|
Description :
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Attention line
6. Salutation
7. Subject line
8. Body of letter
9. Complimentary close
10. Signature
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Attention line
6. Salutation
7. Subject line
8. Body of letter
9. Complimentary close
10. Signature
Alternative Block Letter Format : The alternative block letter format moves the return address, date, closing, name, title and signature to the left side of the page.
| ______________________ _________________________________ (1) _____________________________________________________________________________________________ ________________ (2) ___________________(3)
__________________
__________________ __________________ (4) __________________
______________________(5)
___________________________ (6)
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________ (7)
_____________________________________________________________
_____________________________________________________________
__________________ (8)
__________________ (9)
|
Description :
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Salutation
6. Subject line
7. Body of letter
8. Complimentary close
9. Signature
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Salutation
6. Subject line
7. Body of letter
8. Complimentary close
9. Signature
Simplified Letter Format : This format takes the same properties of the block letter with one exception, the greeting or salutation is eliminated. This is a helpful format when you don’t know the recipient’s gender is male or female, or Mrs. or Miss.
| ___________________ ________________________________ (1) ______________________________________________________________________________________________ ________________ (2)
________________ (3)
__________________
__________________ (4) __________________ __________________
______________________(5)
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________ (6)
_____________________________________________________________
_____________________________________________________________
_____________________ (7)
|
Description :
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Subject line
6. Body of Letter
7. Signature
1. Letterhead
2. Reference
3. Date line
4. Inside address
5. Subject line
6. Body of Letter
7. Signature
Source :
