Use the words below to complete the letter. Use each item once only

Exercise 6. Writing - A More Formal Letter

mentioned

look forward to

with reference to

grateful

current issue

additional charge

however

eligible for

package holidays

particularly interested

under what circumstances

send me information

Dear Sir or Madam,

^a …… your advertisement in the ^b …..of "Summer Holiday" magazine, could you please ^c …..about the holidays you offer in the United States? I am ^d ….. in your ^e ….. to California and Florida. In your advertisement you state that there are reduced prices for children but it is not clear ^f ….. these reductions can be obtained. We are a family of four, with two adults and two children, aged 10 and 16. Could you tell me whether my 16-year-old child would still be ^g …… a reduction or if he is now classed as an adult? Your advertisement also ^h …… that a free hire car was included in the holidays in the United States. ⁱ …… there was no information about insurance. 1 would be ^j ….therefore, if you could inform me whether this is included or not. If it is not, I would like to know how much the ^k ….. would be. I hope you will be able to answer my queries.

I^l........................... hearing from you. Yours faithfully,

UNIT 12. MEMORANDA. REPORTS

Memoranda (or memos for short) look very much like business letters. But they are not sent to people outside, it is business correspondence inside the organization. The paper on which they are written or typed is usually pre­printed though a house-style for the layout is also used.

The top part of the sheet contains the following information: the name of addressee, the data, the name of the author, and the subject to be raised. The body of the memo is placed in the middle of the sheet. The bottom part of the sheet is left clean for answers or instructions of the recipient. So both question and answer appear on the same sheet of paper, it is very convenient for work.

If the memo is to be sent to several people, all their names should be indicated. Very often multiply copies are made for each recipient.

A circulation list can be attached to the memo and each reader will sign his name on the list to indicate that the memo has been read.

For writing the body of the memo all the principles of letter writing are applied: you have to plan everything you are going to write, you shouldn't use long or complicated sentences, explain everything short and clearly in words which will be easily understood by the reader.

But memos are not only reminders, sometimes they may be used for quite lengthy documents, even for informal reports.

Reports vary in length, layout of their parts and format. Standardised forms only exist for accident reports, progress reports or for reports on scientific investigation. Business report is a document considering the situation given or the problem raised. There are three main types of reports: recommendation reports, conclusion reports and information reports.

The main parts of the report are: the preliminary page, the introduction, the body of the report, the conclusion or recommendation.

The preliminary page usually consists of a title page with the title of the report, the name of the author and the date on its issue; and of contents indicating the heading and pages on which they are placed.

In your introduction you are to explain why the report is written and who may get useful information from it.

The body of the report gives all the relevant information, facts proving your point of view, new details of the matter.

In the conclusion of the report you may show advantages and disadvantages of some action and recommend the best solution of the matter.

EXERCISES

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