82 UNIT 7 Letters There are various types of letters, such as’ 4) letters of request; b) letters giving information; c)leters of advice: d) letters ‘making suggestions /recommendations; e) letters of complaint; f) letters of apology, 4g) letters of application; h) letters to the editor/authorites (expressing an opinion and) or providing solutions/suggestions); ) transactional letters, etc. A successful letter should consist of a) an appropriate greeting: eg. Dear Ms Crawiey, Dear Mr and Mrs Jones, Dear Sir/Madam, Dear Tony; )_ an introductory paragraph which clearly states your reason for wetting ©) main body in which you develop the subject, and deal with the additional objective(s) of the letter it necessary 4) @ conclusion in which you summarise the subject; and e) an appropriate ending e.9. Yours falthfuly/sinceraly + full name, Best Wishes + frst name Style In Letters ‘The style ofthe letter varies depending on who itis addressed to. For instance, a letter to someone you do not know requires a formal style, a letter to someone you know but are not intimate with requires a semi-formal style, while a letter to a friend requires an informal style. Formal eters contain formal greetings and endings ‘formal language i.e. complex sentences (Having spoken to the manager in person, | still fee! my requests have not been salisfied.) rnon-colloqual English (Please keep ime informed regarding any further developments, NOT: Rleeae-keep-e posted aboulwhale-happontnge, Informal letters contain * informal greotings and endings: * informal language and style .e.idioms (twas a blessing in disquise that! id apply forthe jab as that company is now in deep financial trouble, ), phrasal verbs (look you Lupnext time I'm n Brussels), colloguial English ang omission of pronouns (Hope to see you soon!) ‘abbreviated forms. ‘Semi-ormal letters contain © formal greetings (Dear Mr and Mrs frequent use of the passive (A two: week package holiday to the picturesque village of St Martin's is being offered by our agency for only Smit £3,600.), and advanced vocabulary (I ‘ informal endings (Best Wishes/Yours fee! itis appropriate to explain to you + fullname) «a respectiul tone, depending on the relationship you have with the recipient ofthe letter. Also, pronouns should not be omitted and idioms should be carefully used some of the practices which are enforced throughout all of our branches.) ‘© no-abbreviated forms. 1 Look at the different layouts, Which are used to write a formal, semi-formal or informal letter? Which one would you use to write a letter to a) someone you know but are not on intimate terms with? b) a relative? a company manager whose ‘name you know/ don't know? d) the authorifies? Dear Mr Ford, Yours sincerely, | Adam Clason ‘Adam Clayton ® | \ @ \ Dear Mr and Mrs Connelly, \ Dear Margot, Best Wishes, \ Love, Alberto Ponti Chris ——— @® Dear Sir/Madam, Yours faithfully, Helen Perkins, ) i \ ) ® ear Sirs, Yours faithfully, Jessica CollinsUnit 7 Letters 2 Read these extracts and say which is a) informal, b) semi-formal and ©) formal. Then, underline the characteristics which indicate the style in each extract, What is the purpose of writing these letters? Who are the letters addressed to? A Regarding the future opportunities in your field of work, | would rec- ommend that you consider trying to find a position of greater seniority. You ¢ have already proved yourself to be a highly competent and effective member of your company, and | believe that you now possess sufficient skills and experience to tackle the challenge of additional responsibilty. (On the matter of further training, | would suggest that you might try to upgrade your IT skis to enable you to take advantage of th full range of mod- em technology available. There are some very well-run and useful courses oper- ating locally, atleast one of which you should find appropriate to your needs, Se ° 'd say do your- 8 uly hate living in Winkleborough that much, I'd say self favour ad late Don't hang about eter. you come back here soon, I'm sure you can find a job without any prole, ‘and you know you can stay it find yourself a place to live. ; “say don't you ull yoursell together and get on win bung a beter ie belong? It’s high time you took . wen you were ‘Get new job, find some other stuff to fil your time. ‘Move back here and go for it! © Of course, it willbe a big change going to live in a different part of the country, away from your family and all your old friends, but it need not be as difficult as you seem to think. Why not apply for a room in a university hall of residence? Everything is provided, and because you live with a lot of other students, itis easy to make new friends. AAs far as the course goes, | am sure you will manage very well. The work is ata higher level, but | am certain you'll enjoy the challenge. In fact, | think you will enjoy the opportunity to study your subject in depth, so | really think you should give ita try. 3 Read the following writing task instructions and say what type of letter. you would be expected to write in each case. 1 You are moving to China for a year and have arranged with an agency to exchange houses with a Chinese family who are moving to your country for the same period of time. Write a letter to the Wong family to wel- come them to your home. Include information about the house and neighbourhood which they might find useful and make a few suggestions that might make their stay more pleasant and interesting. 2. You have read a magazine article which you believe is inaccurate and offen- sive towards people of your profession. Write a letter to the editor express- ing your opinion on the subject, and suggesting ways to make amends 3. You are a member of a famous pop group. You are about to visit your home town as part of a tour. Write a letter to an old schoolfriend inform- ing him/her of the event and describing the ways in which your life has changed since you were at school. Paragraph Plon for Letters (niroduction Paragraph 1 reason(s) for writing Main Body Paragraphs 2-3-4* development of the subject Conclusion Final Paragraph closing remarks (Full) name * The exact number and division of para- graphs will depend on the specific instructions for each letter-writing task 4) Anew community centre for disabled people is to be built in your town, The local authorities have invited the pub- lic to give their views on the a) location, b) opening hours, c) value to the community and d) facilities and services that should be provided Write a letter to the local authorities stating your views on these points. 5 You want to open a small business but do not have sufficient finances. Write to the New Community Enterprise Programme giving reasons why you think they should provide you with financial assistance. You should include details of the type of business it will be, where it will be located and explain why you think it will be sue- cessful. 6 You recently spent the weekend at your employer's cottage. Write a letter to him/her, outlining what you enjoyed most about your visit and inviting hinyher to visit you at your own house in the near future84 Unit 7 Letters Put an F for formal and an I for informal language. Give reasons. 1. Thank you very much for your cooperation in this matter. 2 Ill be great to see you again after so long! 3. My husband and I request your presence... 4 [is with deep regret that I must inform you 5 Hope this advice will be of some help to you. 6 Would it be possible to get together over lunch sometime soon? 7 1 sympathise completely with your predicament but unfortunately no further action can be taken at this time. 8 {am writing to complain about the service we received 9 I'm looking forward to seeing you both on Saturday. 10. On behalf of our company, I would like to apologise for .. IL Pm really sorry about the misunderstanding and I'm sure it won't happen again, 5 Match the be GACT 1. | am writing in response to your advertisement in yesterday's Daily Scope concerning a vacancy in your sales department. 2. lam writing in reply to your letter requesting information about our products. n 1B 4 15 16 7 18 19 20 ings and endings below, and then identify the purpose of writing the letter from which each pair of paragraphs is taken. I would like to inform you about the proposed change: due to take place over the coming months. Sorry I haven't written for ages, but I've been up to m ears in work We thought we'd have a get-together in the near future and wondered if you'd like to come. It appears that our records are out of date so it wouk therefore be most helpful if you could forward the infor mation requested overleaf. look forward to receiving the information requeste | am writing in response to the advertisement concerning 1 am writing in my capacity as chairman of. I would be most grateful ifyou could offer some advice. TL be more than happy to put you up for a few days. 6 Read the following sentences and sa) which are formal and which are infor mal. Which sentences are beginning: of a letter, and which are endings! What kind of letter (e.g. complaint does each sentence belong to? 1 It would be lovely to see you again, s please do your best to make it 3 Iam writing in my capacity as chairman of the residents’ association to draw your attention to the problem of excessive noise levels in our neighbourhood. 4 | am writing to request permission to use the company premises for a meeting which will be held during the holidays. 5. | am writing to advise you of the changes in the schedule for the forthcom- Be ENDINGS) | not cause you too much inconvenience ing seminar on “Safety in the Home. il [A I nope that these changes wi that you wil stil be able to attend. fou wil find somethin Sonata t receiving your Oe ‘any weekday between 9 son to discuss the poss B_ We feel confident that requirements and loo} © Lamavaiable for interview ward to meeting you in per this matter you 1D. Wetrust that you will give ward to receiving any suggestions YOu problem. E. We would be extremely grateful it for the duration of our meeting. cooperation. you were to all 1g in our range that meets your am and 5 pm, and took or- pity of my employment ur urgent consideration and look for- 1u might have to help overcome the "Thank you in anticipation of 2. Please do not hesitate to telephone i there should be any further problems. 3° Lwas most concerned to hear that yor are not completely satisfied with ont of our products. 4 Ltrust that this situation will be rect fied without further delay. and 5 1am writing to express my dissatisfac tion with the meal I had at your restau rant last week 6 Iam writing with reference to the vacaney in your accounts department. 7 Lassure you that we will give this mat ter serious consideration and woulc like to thank you for bringing the sit uation to our attention, low us to use the facilities your kind = 8 I'm just writing to let you know how sorry I am about missing your gradu ation ceremony.UNIT 8 feos 1 BB You will hear two sales executives discussing a report they at the headings below, then listen to the cassette and: 4) say what the report is about, and who it will be sent to b) tick the sub-headings in the list below which are dealt with in the report. Sales Figures OO Profit CO Staff Relations () New Products ] Transport ] Expenses ( Staff Training (J Position in Market (2 Advertising ‘A report is an informative formal piece of writing concerning a particular person, place, situation, plan, etc; itis addressed to one's superior/colleagues, members of a committee, etc, and is written in response to a request or instruction. ‘There are various types of reports, such as: a) assessment reports which present and evaluate the positive and/or negative features of a person, place, plan, ete; they also include your opinion andlor recommendation 'b) informative reports which present information conceming a meeting that has taken place, progress made on a project, etc ©) survey reports which present and analyse information gathered from door-to- door surveysiquestionnaires including conclusions drawn from this information and suggestions or recommendations 4d) proposal reports which present plans, decisions dr suggestions concerning possible future courses of action for approval by one’s superior at work, a bank manager, members of a committee, etc. ‘A successful report should consist of @) an introductory paragraph which clearly states the purpose and content of the report b)_@ main body in which the relevant information is presented in detail under suitable subheadings; and .¢)__a conclusion which summarises the information given, and may include an opin- ion andior suggestion/recommendation Note that before you start writing your report you should give information indicating who the report is writen to (name/position/ company, etc), who the report is written, by (name/position), the subject of the report, and the date: 2.9. Te Peter Roberts, Chairman, Grosvenor & Sons From: Lindsay O'Neil, Assistant Manager ‘Subject: Appraisal of Thompson Distribution Co. Date: 19th March 1997 Points to consider ‘@ Reports should be written in a formal style (complex sentences, non-colloquial English, frequent use of the passive, linking words/phrases), © Before you write your report you should think of who the report is being written by ‘and who the repor is addressed to. ‘© Give your report an appropriate subject ttle, then carefully pian the information you will present. Think of suitable subheadings, then decide on the information you will include under each subheading. Use linking words to join your ideas. 120 To: From: Subject: Date: Introduction Paragraph 1 state the purpose and content of your report Main Body Paragraphs 2-3-4-5* present each aspect of thi subject under separate subheadings (positive! negative points of each aspect are presented in ‘same paragraph) Conclusion Final Paragraph general assessment opinion and/or suggestion/ recommen- dation * The exact number and divs of paragraphs will depend « the specific instructions 1 leach report taskUseful Language To begin reports: ‘The purpose/aimyintention of this report is to ‘As requested, this is a report concerning/ragarding This repor, etc contains/outines/examines/assesses © Toend reports: To conclude/To sum upyin conclusion/On the whole, On the basis of the points mentioned above, it would seem that Itis (therefore) feltbelieved/apparentlobvious (that) We conclude/recommendi/would suggest (that) My/Our recommendation is that... should be igs from various reports. Match the 2 Look at the beginnings and e introductions with the conclusion and say: © who each of these reports are written by. © who the reports are written for. © what the purpose of each report is. © what each of them concludes and/or recommends. INTRODUCTIONS) 1 This is the report commissioned by Ace Taxis Inc. to assess the suitablity of the Starcar and the Sarabande for use in the Ace taxi fleet. Both models were rigorously tested and examined by expert ‘mechanics and automotive consultants. The research data has been consolidated and the relevant information appears below. 2 This report contains the suggested plans for opening a small shopping centre in the Kingston area. As requested by the bank, ‘whose financial support is required, the proposed size, number of shops and potential income of the centre are considered. 3 As requested by the Board of Designers, this report examines information gathered from observations made. at the Miriam Hasawell. and Adrian Banks spring collection shows viewed in Paris on Sth February and Milan on th February. 4 The ‘purpose of this report is to analyse the results of a survey, conducted at the request of Family Foods ple, to gauge public response to the company’s proposed new range of packaged foods. The report summarises replies to questionnaires completed by 400 families, classified according to income, who sampled the new products on 26th and 27th September. Unit 8 Reporis CONGLUSIONS A itis felt, therefore, that although the initial ‘outlay for the centre is relatively high, the future financial benefits will be considerable. in addition, the ‘opening of such a shopping centre would be a defi- nite asset to the community, 8 To sum up, itis apparent that rad- ical changes are necessary in the Company's use of colours and fab- tics. Furthermore, | would recam- mend introducing a ‘Sportswear line in the immediate future, c On the basis of the points mentioned above, we strongly recommend that the lent should reduce the retail Price of the new products in order to make them attractive to a wider sec- {or of the consumer market. D In conclusion, itis obvious that the Starcar is preferable, being better value for money, better equipped and more reliable. It is therefore recommended that Ace Taxis Inc, ‘Supplement its fleet with Starcars, a am ‘ 11136 UNIT 9 Articles, News Reports & Reviews 1 EB You will hear the introductory paragraphs from four different types of articles. Listen to the cassette and match the extracts to the types of articles (a -d). Listen again and tick the correct box to indicate the con- tent of each article. @ magazine orticle:[_]description — [_Jopinion Doodvice ate Dholiday Lkennets Licomputer € news report: — [Joccident — [Jarnourcement []meeting d review: Cplay ibook Dim b brochur omer am ‘An article, in genera, is piece of writing for publication in a maga Zine, newspaper, brochure, eal, et, ft may be formal or normal in style, depending on its intended readership. Its purpose may be to * provide information, describe aplaceleventiexperionce, etc, present an pinion or balanced argument, offer acvce/suggestons, ec There ae certain specialised types of articles, however. These include: i) news reports, which are bret, factual pieces of wring witen for publcaton in newspapers. descrioing important cuten evets ina formal, personal sve. and reviews, which are specialised articles witten to describe, discuss ‘andor evaluate afm, book. heatcal performance, TV seis, et Such places are usvally pubished in a magazine or newspaper ‘A suocesstl aril should consist of , ; a) an eye-catching title or headline which suggests the topic of the article Title/Headline ‘that follows; Introduction 'b) an introduction which clearly outlines the topic(s) to be covered; Paragraph 1 ¢)_a main body of several paragraphs in which the subject i developed in detail grap and state the topic of the arti ) a conclusion which summarises the topic andlor offers an opinion,comments, cle/news reportireview recommendations, otc. Wala Body Points to consider Paragraphs 2-3-4-5* development of the topic © Before you start writing, itis important to decide: — each new aspect where the article is intended to appear (e.g. magazine, leaflet, otc) “no the intended readers are (a. the general publ, flow stiders, ec) shoul be presented ina “wna the purpose of wring is (0.9. describe, inform, advise, et) Separate paragraph witha ‘These three factors wl determine the sie, language and arrangement of your clear topic sentence anile Conelsien {© The stye ofthe article may be formal or semi-formal, depending on the intonded ae nanen readership; however, inal artcesinews reporsireviews you should avoid extremely al Paragrapt vivid description, over-emaotional or over-personal writing, and simplistic vocabulary. summary of the topic @ Use suitable descriptive, narrative or argumentative techniques (as presented in units 1 - and/or opinion/comments/ 6) and expressions which are consistent with the purpose of the article. Appropriate use recommendation(s) of inking wordsiexpressions and a wide range of vocabulary will make your writing more * The exact number of interesing paragraphs will depend on the specific requirements of © Select and organise the ideas and information you will present in each paragraph cen wniing ak carefully, and begin each paragraph with a clear topic sentence,2 Look at the beginnings and endings from various types of articles. Match the beginnings with the endings, and then say which of the topics that follow (i-- v) matches each (AT ANOS, 1 The popular seaside resort of Sandy Bay was completely devastated yesterday by a freak tidal wave, the cause of which has not yet been determined, There have been several fatalities, and some residents sut {ering from minor injuries have been admitted to a nearby hospital. TOPICS 2 There are several problems which you will have to face when teaching he classes of young children. Fortunately, there are many ways to deal with i Write an information sheet advising == such problems, which in the long run should improve both the effectve- primary school teachers on how & ness of your lessons and your own rapport with your students. they should deal with problems XX 3 Organising a children’s party can often be stressful for parents. If you feel which arise in the classroom this way, then why not allow us to do it for you? Our company will arrange Suggest ways in which they can everything from the decorations to the cake. make their lessons more interesting. 4 Living in a city can be very advantageous. However, more and more peo: ple are starting to agree that there are a multitude of benefits in moving to i Write a magazine article describing the countryside. the benefits of moving from a city 5 Greenside Drama Group is performing Samuel Beckett's Waiting for to a village in the countryside. Godot next week at the Greenside Theatre. The play, set in an unspecifiod Discuss the effects this could have period and place, is a philosophical tale about the meaning of life. Chis ‘on your life in general. Greene and Felix Harman star as the main characters, two tramps called Vladimir and Estragon. You work for a company which organises children’s parties. Write re alleaflet giving details of the service . gi MITES you provide and explain what ben- ty life is better in terms of facies and shops. country efits parents will gain by using your city lie the ‘company, 1d. So, city dweless, for your health and peace of min ies certainly bate door to bate the urban elements, perhaps Saat agree that we Could all use a bit of peace and quiet iv A local drama group is soon to U t00 wil 2 * thing you could possibly wish for ina party, atavery stage a play and, as the arts and BO a ea Fever interested ‘cretting us organise your child's next entertainments editor for a local reasonable p weekly newspaper, you were + more details. party, simply contact us for more invited to see a preview. Write a ‘A Despite the fact that .ced, although itis a litle confusing ly well produ short review, giving some details of Alinal, tis Ply wd that you see ft, as itis a fascinating at times | would cata ecoryners Oe Ne te haar asking yOUset the plot and saying whether you fiece of work, However, be prepa would recommend the play to oth- SWhy am I here?” ers, and why. 1y should have litte dificuty , guidelines ven undoubtedly nave to face. Wha causethey will v_ Expand the following news telex into a newspaper report: SEASIDE TOWN DEVASTATED BY Rescue workers are continuing 10 s TIDAL WAVE. RESCUE TEAMS WORK- finding survivors. Residents have been warne Pa RUE GrooRiontPoss cult the chance of a repeat occurrence. SIBLE CHANGE OF REPEAT OCCUR. RENCE, D if you follow th 1 Yee tne robles whch yOu wil ore, your students will remain nterestes enjoy themselves as they learn. xd in your lessons, be 7 sy through he rubase inthe Hope 0 arc eet exports Pave nok ed 183i6 BREATHTAKING Barsapos 138 * & Reviews Guidelines for Writing Titles/Headlines ‘A headlinefttlo is a short, clear summary of the information which is presented ina news reportarticle. ‘When wting titles you should give a clear idea of what the article is about; so, the main topic of your article should be mentioned in the title, You should also tty to arouse the readers’ interest. There are a variety of ways to do this. For ‘example, ifyou are writing a description of holiday destination, you could use adjectives to make the place sound attractive even before the reader starts reading the article e.g. “The Untamed Wilderness of the Scottish Highlands’). It the article involves the presentation of an opinion, balanced argument or solutions to a problem, etc, you can address the reader directly (.g. “What You Can Do to Save the Planet’), or present a question (e.g. “ls Capital Punishment the Answer?’ in the title. Alternatively, and especially in more formal articles, you could just present the topic in a short statement (@.g. “The Role of the ‘Monarchy in Britain Today’). Try to keep the tile/headline short and remember that the style ofthe ttle/headline (e.g. formalisem-formal) should reflect that of the article. If you are writing a review for a book, film, etc the ttle of your piece ‘should be the same as that of the book, fim, etc (e.g. “The People Vs. Lary Flynt’) Gortain rules can be followed when writing headlines: a) use the Present Simple tense to describe events which have occurred very recently. Typhoon kills ten, for example, means ten people have died, prob- ably in the last twenty-four hours, in a typhoon: 'b) omit the verb “be” when using the passive voice to describe a past event. Write: Forests destroyed or Cyclist injured nt: Forests were destroyed or cyclist was injured: ©) write “to be + past participle” when using the passive voice to describe a future event, as in: Summit meeting to be held (= A summit meeting is going to be hela). When using the active voice to describe a future event, wre the {o:infinve form only, as in: Council to close nightclubs (= The council is going to close nightclubs); 4) omit articles (a, an, the) as in: Man questioned in murder case (= A man was questioned in a murder case); €) put nouns one after the other as in: Murder investigation team baftied, which ‘means that a tear of people working on an investigation related to a murder are baffled; 4) avoid using prepositions (to, from, etc.) where possible. Write: New York plane crashes rather than A plane which was flying to New York has crashed; ‘and 49) use abbreviations like UK, FBI, DNA, etc. Wrte: US satelite launched not: A United States satelite was launched. 3 Change the following sentences into headlines, applying the theory above. 1 The wreck of a 14th century pirate ship has been discovered off Ross Sound. 2. Baroness Amelia Phipps will marry Lord Clement, Large-scale fraud has been exposed at Verne’s Bank. 4. Teachers from Belfast have been angered by education cuts, 5 The council is going to impose night- time noise restrictions. 6 The January sales are starting now. 7 Big Ben has been voted the city’s favourite landmark, 8 The British Broadcasting Corporation are firmly against television advertising 9 The roadworks are confusing many rivers in the city. 10 The National Union of Mineworkers will start a two-week strike. 4 Read the following titles/headlines for articles, reviews or news reports and say what you think the type and topic of each piece of writing would be. 1 UNICEF fo launch worldwide =, campaign agains! child labour 2 MEN IN BLACK 3, Queen Flzabeth to Qpen New Hospital Wing ‘ "4 Towards a Healthier Lifestyle 5 Genetic Engineering ~ ACurse or a Blessing? | 6 BREATHTAKING Barsapos | 7 Bank Robbery Hero Rewarded | 8 Fans Riot as United Takes Cup