Assignment for English Business 1

1.       Definition of English Business and Types of English Letter

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. 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.

It can also be a form of international English. It is possible to study Business English at college and university; institutes around the world have on offer courses (modules) in BE, which can even lead to a degree in the subject.

-          Types of English Letter

There are a number of types of business letters in English. Accomplished speakers of English also need to be able to write the following types of business letters to be successful in business. Begin with a clear understanding of business letter writing basics. Once you've understood basic layout styles, standard phrases, salutation and endings, continue to improve your business letter writing skills by learning to write the following types of business letters.

-          Making An Inquiry

           Make an inquiry when you are requesting more information about a product or service. This type of business letter tends to include specific information such as product type, as well as asking for further details in the form of brochures, catalogs, telephone contact, etc. Making inquiries can also help you keep up on your competition. Use this letter template to ensure you receive a prompt reply.

-          Sales Letters

           Sales Letters are used to introduce new products to new customers and past clients. It's important to outline an important problem that needs to be solved and provide the solution in sales letters. This example letter provides an outline, as well as important phrases to use when sending out a wide variety of sales letters. Sales letters can be improved through the use of personalization in some means in order to ensure attention.

-          Replying to an Inquiry

           Replying to inquiries are one of the most important business letters that you write. Successfully replying to an inquiry can help you complete a sale or lead to new sales. Customers who make inquiries are interested in specific information, and are excellent business prospects. Learn how to thank the customers, provide as much information as possible, as well as make a call to action for a positive outcome.

-          Account Terms and Conditions

           When a new customer opens an account it is essential to inform them of account terms and conditions. If you run a small business, it is common to provide these terms and conditions in the form of a letter. This guide provides a clear example on which you can base your own business letters providing account terms and conditions.

-          Letters of Acknowledgment

           For legal purposes letters of acknowledgment are often requested. These letters are also referred to as letters of receipt and tend to be rather formal and short. These two examples letters will provide you with a template to use in your own work and can be easily adapted for a number of purposes.

-          Placing an Order

            As a business person, you will often place an order - especially if you have a large supply chain for your product. This example business letter provides an outline to make sure your order placement is clear so that you receive exactly what you order.

-          Making a Claim

            Unfortunately, from time to time it is necessary to make a claim against unsatisfactory work. This example business letter provides a strong example of a claim letter and includes important phrases to express your dissatisfaction and future expectations when making a claim.

-          Adjusting a Claim

           Even the best business may make a mistake from time to time. In this case, you may be called upon to adjust a claim. This type of business letter provides an example to send to unsatisfied customers making sure that you address their specific concerns, as well as retain them as future customers.

-          Cover Letters

           Cover letters are extremely important when applying for a new position. Cover letters should include a short introduction, highlight the most important information in your resume and elicit a positive response from your prospective employer. These two examples of cover letters are part of a larger section on the site providing all the information you will need on taking an interview in English during your job search.

2.       Part of Letter

-          The Heading (The Retern Address) or Letterhead - Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity.

-          Date - Date of writing. The month should be fully spelled out and the year written with all four digits October 12, 2005
(12 October 2005 - UK style). The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day.

-          The Inside Address - In a business or formal letter you should give the address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient 's name.

The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

-          The Greeting - Also called the salutation. The type of salutation depends on your relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).

-          The Subject Line (optional) - Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."

-          The Body Paragraphs - The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

-          The Complimentary Close - This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)

-          Signature and Writer’s identification - The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

-          Initials, Enclosures, Copies - Initials are to be included if someone other than the writer types the letter. If you include other material in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else.

3.        Style of Letter

The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-considered messages.

There are two main styles of business letters:

1. Full block style: Align all elements on the left margin.
2. Modified block style with other elements on the left page margin.

-         Margins

           Side, top and bottom margins should be 1 to 1 1/4 inches (the typical default in programs such as Microsoft Word). One-page letters and memos should be vertically centered.

-          Font Formatting

           No special character or font formatting is used, except for the subject line, which is usually underlined.

-          Punctuation

           The salutation/greeting is generally followed by a comma in British style, whereas in the United States a colon is used. The valediction/closing is followed by a comma.

-    Indentation Formats

Business letters conform to generally one of six indentation formats: Standard, Open, Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply, "Semi-" means that the first lines of paragraphs are indented; "Modified" means that the sender's address, date, and closing are significantly indented.

-    Standard

In a standard format letter, (1) uses a colon after the salutation, (2) uses a comma after the complimentary closing.

 -   Open

In an open format letter, (1) uses no punctuation after the salutation, (2) uses no punctuation after the complimentary closing.

-    Block

In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are not indented.

-    Semi-Block

In a Semi-Block format letter (1) all text is aligned to the left margin, (2) paragraphs are indented. (3) paragraphs are separated by double or triple spacing.

-    Modified Block

In a Modified Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are not indented. The author's address, date, and closing begin at the center point.

-    Modified Semi-Block

In a Modified Semi-Block format letter, (1) all text is aligned to the left margin, except for the author's address, date, and closing; and (2) paragraphs are indented. The author's address, date, and closing are usually indented in same position

Reference :
http://en.wikipedia.org/wiki/Business_English
http://esl.about.com/od/businessenglishwriting/a/Types-Of-Business-Letters.htm
http://www.studyenglishtoday.net/business-letter-parts.html
http://en.wikipedia.org/wiki/Business_letter