Formal writing why? Formal writing

How does trade start? A wants to start a business…

• Writes to Trade Development Council
• Writes to some other companies
• Co. writes back & A writes again to confirm
• Co. write back & A writes again to bargain
• Co writes back & A writes back to thank & asks for further contact

• May not have enough
• Money?
• May not have enough
• Expertise?

• -A letter to enquire about
• Potential partners
• -Reply letter

• Yes, OK
• Yes, but some
• changes…
• 3. NO!

• -a letter to the Co.
• introducing yourself
• & potential partnership.

• -lots of adjustment
• letters
• -end with
• a confirmation letter

If B wants to order some goods…

• Writes to various companies
• Companies write back & quote
• B writes again to bargain
• B writes again to order
• Co writes back & confirm & states the exact dates & way of deliveries
• B gets the good, writes & thanks OR complains

• May not be sure
• of the price,
• the insurance,
• the deliveries…

• -A letter to enquire about
• quotation
• -Reply letter of enquiries

• B is not too happy
• with the terms
• 2. if B is OK

• -letters of adjustments
• -ordering letters

• -confirmation letters
• -thank you letters
• -letters of complaints

• If B is happy
• with her goods
• If B is not happy
• with the goods

Same case dealing with services:C wants to book a hotel, a trip…

• Writes and asks for information
• Companies write back & inform(adjustment made sometimes)
• C writes back to confirm
• C writes back to ask for adjustments
• Co writes back & confirm
• C writes back to confirm

• May not be sure
• of what’s offering

• -A letter to enquire about details
• -Reply letter of enquiries

• If C is not too happy
• with the terms
• 2. If C is OK

• -letters of adjustments

• -confirmation letters
• -thank you letters
• -letters of adjustments

Now go through the notes on letters of enquiries…

• Identify the functions of each of the exemplar letters.

If we try to group the letters of enquiries, it could be as follows:

A. Letters of enquiries	B. Acknowledging receipt of letters of enquiries	C. Letters of refusal
Purpose – requiring information	Purpose – Acknowledging receipt of the letter ( ready to supply information) Show standpoint	Purpose- Acknowledging receipt of the letter ( ready to reject)
Close – further contact	Close – thanks for enquiries -ask for reply	Close – counter proposal OR – next contact

A. Letters of enquiries	B. Acknowledging receipt of letters of enquiries	C. Letters of refusal
Purpose – requiring information	Purpose – Acknowledging receipt of the letter ( ready to supply information) Show standpoint	Purpose- Acknowledging receipt of the letter ( ready to reject)
Explanation of request	Explanation- Accept – how? Accept with reservation – what? Further enquiries before expressing preferences, before showing standpoint.	Explanation- Reject – why?
Close – further contact	Close – thanks for enquiries -ask for reply	Close – counter proposal OR – next contact

• 1

• 2

• 3

• 4

• 5a

• 5b

• 5c

• 6

• 7

• 8

• 9

Now go back to the notes again, and write relevant expression to each of the situations above.

A. Letters of enquiries	B. Acknowledging receipt of letters of enquiries	C. Letters of refusal
We wonder if you could help us … - We have heard of your firm	.Reservation: In principal, we are interested…	Thank you for …. Unfortunately, we are unable to …
We are most interested in	(A) Accept - how? 1. After consideration/ we accept the details set in your proposal, and we would be most happy to proceed with following procedures: 5. (B) Accept with reservation - what? However, we are interested in your project… 5. (C) Further our enquiries before expressing preference, before showing standpoint (counter proposal)	- In theory, your project is an exciting one but we fear that in practice … - I am in a rather difficult situation at the moment.
- We would be grateful if you could … - We look forward to hearing from you. Thank you for your kind attention.	- A contract would be offered if deemed necessary - If you have further enquiries, please do not hesitate to contact the undersigned.

You are Damian, the Chairman of JSSE. You are finding a place for your exhibition for 1000 visitors. Write the series of letters between Damian and the venue he proposed until things got settled and confirmed. There should be at least 4 letters in the series; could be more!

Academic enquiries

• WHY?
• To study further:
• Overseas,
• Local institutions

• WHAT DO YOU NEED TO KNOW?
• General information about the institutions
• Programme offered
• Enrollment details & registration
• Modes of studies
• Assessment methods
• Tuition fees
• Accomodation
• Financial assistance?

ORGANISATIONS OF A LETTER OF ACADEMIC ENQUIRIES

• WHY? – WHERE DO YOU GET THE INFORMATION?
• DETAILS OF YOUR ENQUIRES?
• CLOSING – ASK FOR APPLICATION FORMS/ PROSPECTUS

Look at this advertisement and write an enquiry letter…

As simple as …

Once you decided to apply, then you’ll send in a cover letter and an application form…

• Refer to Giorgiou’s information on the notes, fill in the form for him.

Which part is the most important part for selecting an applicant?

• Here!

Let’s look at a letter written by D.K. Poon on his reasons of applying a university in Australia.

• Why study tertiary instiutions?

• Why Australia?

• Why Eng.Lit?

• Any assets?

• Future career aspirations

• Ask for
• further contact

When do you need to write a similar essay?

• J U P A S

• Joint

• University

• Programs

• Admissions

• System

Why do I have to write a Jupas essay? To be selected to universities… So what kind of students would they select?

• Academic grades?
• Personal qualities?
• Activities: in the school? Outside school?

What should we pay attention when we write?

• In content:
• Expectation of tertiary education
• Career aspirations
• Areas of strength and weakness
• Hobbies and interest
• Past work experience
• Affirmation
• (relevant & related, truthful & unpretentious)

• In language and style:
• In English
• Educated and formal

• Don’t claim importance in qualities
• that you don’t possess.

Now put yourselves in groups of 4 and write a short paragraph ( about 50 words) on one of the items listed above.

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