10.1 – Tasks

10.1.0.2 – Letter-writing quiz

Test how much you know about writing business letters in English by doing this quiz with a partner.

1. When you write to someone and you don’t know if the person is male or female, it’s best to write:

1. Dear Sir B. Dear Sir or Madam                       C. Dear friend

2. In a British business letter, the best way to write the date is:

1. 6th January 24              B. 01/06/24                     C. 6 January 2024

3. When you start a letter with ‘Dear Mr White,’ you should finish the letter with:

1. Yours faithfully B. Yours sincerely C Yours,

4. Which of these is not correct in a British business letter, but is correct in an American business letter?

1. Dear Mr White B. Dear Mr. White: C Dear Mr White,

5. When should you write the name of the person you are writing to (e.g. Dear Mr White)?

1. Only if you have met the person.            B. Always if you know the name.

6. When should you use someone’s first name in a business letter to someone from an English-speaking country (e.g. Dear Martin,)? (Choose all the correct answers.)

1. A. Always if you know their first name.
2. B. When invited to do so
3.  C. When the person is younger than you.
4. D. Only with friends
5. E. With colleagues, business associates and people at the same level as you in the same or another company.

7. When you are not sure how to start a letter, the best idea is to start with:

1. How are you? I hope you are in good health.
2. B. Hello. My name’s …. I’m       Personal Assistant to …   and I’m writing to    (+ reason for writing the letter).
3. C. I am writing to  (+ reason for writing the letter).

8. Where should you put your complete name (not your signature)?

1. A. Above your address
2. B. Below your signature

9. Where should you put your job title?

1. A Above your address
2.  B. Below your name
3. C. Above your address and below your name

10.1.0.4 – Useful phrases for letters

Here are some boxes containing useful phrases for writing business letters. In each sentence, put the verb in brackets into the correct form. You may have to put it into a tense, active or passive, an infinitive, verb + -ing form or + -ed form, or add a modal verb (may, could, might, etc.).

Starting a letter

·   Thank you for your letter of 28 January, in which you 1. enquire/ enquired (enquire) about our insurance rates.

·   l am writing to apply for the post of economist as 2. _______________ (advertise) in the Financial Times of 16th November.

·   With reference to our telephone call this morning, I am writing to confirm the schedule of meetings we 3. _______________ (arrange ) for you during your visit.

·      We are a manufacturer of equipment for fish farms 4. _______________ (base) in Helensburgh, Scotland, and would like some information on your range of machines for moulding plastics.

Apologies

·  Please accept our apologies for any inconvenience this 1. _______________ (cause) you.

·  I am very sorry about the delay in 2. _______________ (deliver) your order. This was caused by a shortage of components from our suppliers.

·  We regret that this mistake was the result of the person who normally 3. _______________ (handle) your transactions 4. _______________ (be) on holiday.

Bad news

·   We regret to inform you that the goods 1. _______________ (delay) owing to the air-traffic controllers’ strike.

·   I am sorry to inform you that we are unable to offer you the position of economist which you 2. _______________ (apply) for.

·   I am afraid that we are unable to grant you the 10 per cent discount you 3. _______________ (request).

10.1.0.6 – Email arrangement

Subject       Request

Salutation                                                       Attachment information

Answering a forwarded email                       Offering help

Reference (to an earlier email)                     Asking for confirmation

Apology                                                         Closing remarks

Giving information                                         Complimentary closing

Making an appointment