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This is an individual activity for you to carry out. The activities should be completed and
submitted on EDMODO by 4THof March 2018.
A. The box below contains some of the common words and phrases found in
business writing. Complete the statements by filling the blanks with the most
appropriate word or phrase from the box.
1. Just a quick note to say __thank you______ for the kind e-mail.
10. We are ____sorry__ that we could not deliver the goods in the specified
time.
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Model E-mail 1
Once again, please (5) take/ receive/ accept our apologies. If you have any further
questions, do not (6) be shy / fail/ hesitate to contact me again.
Model E-mail 2
I am (1) sorry/ unhappy/ afraid to hear about the damage to the products that you
received this morning. However, I (2) am afraid/ am fearful/ regret that we cannot
(3) accept/ hold / bear responsibility in this (4) topic/ material/ matter. All our
products are (5) controlled/ checked/ looked at very carefully before leaving the
factory, and the damage in this case must have been caused in transit. I (6)
propose/ suggest/ advise that you contact the shipping company directly about
possible compensation.
In the meantime, we can ship the same order to you again, if it would help. If you
give us a firm (7) instruction/ order/ direction to do so within the next few days, it
should reach you by the end of the month.
Model E-mail 3
I am writing to you (1) about/ regarding/ concerning the meeting that we (2)
planned for/ agreed on /arranged for this Friday. I am afraid something urgent has
come up, and I will not be able to attend. Can we (3) move/ postpone/ reschedule
the meeting to next week? I can make it any time on Wednesday or Thursday.
I apologise for any (4) disadvantage/ inconvenience /misfortune this may cause, and
I (5) look forward/ wait/ anticipate to hear from you.
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Closing Expressions
A Thanks again for inviting me, and I am really looking forward to it.
You know you can count on me if you need any support. I'll call you at the
B
weekend to see how things are.
Should you need any further information about room availability, we will be happy to
C
assist you.
D
I look forward to receiving this information as soon as possible.
It really is great news, and I'm sure that it's only the beginning of our work in the
E
French market.
F Please deal with this matter urgently. I expect a reply from you by tomorrow
morning at the latest.
G Anyway, sorry again that I cannot attend, but have a great time. I hope we can
meet up soon.
Opening Expressions
2. Amy, I just read your e-mail. I'm so sorry to hear about what happened. _B__
3. Sorry, I can't make it to your retirement party, as I'm away on that day. __G_
4. I am mailing this via the 'Contact Us' link on your website. I would like to
know a few more details about the anti-virus software that is listed. _D__
5. I am writing with reference to our order number GH67. The goods arrived this
morning, but you only sent 200 pieces instead of the 300 ordered. _F__
7. I've just heard from Antonio about the Paris contract. It's fantastic news. You
have worked really hard on this and you deserve the success. _E__
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D. The letter below does not follow the 5 Cs of business writing. Underline the
words or phrases that need improvement. Use the guide questions below to
help identify the errors. Rewrite the letter so that it is clear and concise,
complete, courteous and correct.
1. Is the opening statement clear? If not, how would you change it so that it is clear?
2. Is the information complete? If not, what is missing?
3. Are the sentences concise? If not, what words would you eliminate to make them
more concise?
4. Is the message courteous? If not, which sentence would you change?
5. Is the letter correct (free of grammar, punctuation and spelling errors)? If not, what
should be corrected?
I wish to draw your attention to an upcoming event that we are organising for the
purpose of celebrating the retirement of our Director of Finance, Mr. Muniandy.
The event will take place on the 20th of April and we anticipate your attendance or
this function. You are cordially invited to a dinner being held at the East Kajang Golf
and Country Club at 7.30. The dinner will be a formal affair so please make sure you
wear formal clothes. You are also welcome to bring your wife if you care to do so.
If you have any questions, do not hesitate to contact Lilly at ext 132 and she would
be happy to furnish you with any additional details.
Sincerely,
Paul David
President
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Your answer:
Dear Mr Ghazali,
I’m pleased to inform you on our upcoming event that we are organising to
celebrate the retirement of our Director of Finance, Mr. Muniandy. It is our
pleasure to invite you to a dinner on 20th of April which will be held at the East
Kajang Golf and Country Club at 7.30. We look forward for your attendance to this
function. The dinner will be a formal affair thus, it is advised to wear formal
clothes. You are also welcome to bring your wife to the event.
If you have any questions, please contact Lilly at ext 132 and she would be happy
to furnish you with any additional details.
Sincerely,
Paul David
President