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GROUP HHCT


UNIT 2: LETTERS, FAXES, MEMOS

Outline
I. Written communication
II. Written communication in business
1. Letter (definition, types, form, writing tips)
2. Email (definition, types, form)
3. Memos (definition, types, form, writing tips)
4. Fax
III. What the difference between the Business letter and Memos
IV. Advantages and disavantages of Communicating with SO
Face to face and writing


I. Written communication

WRITTEN
COMMUNICATION
REPLIES ON

GRAMMAR

PUNCTUATION

WORD CHOICE


I. Written communication

Tone
(giọng điệu)

Conciseness
(ngắn gọn)

Active voice
(Giọng điệu năng
động)

FIVE KEY
ELEMENTS

Clarity
(rõ ràng)

Grammar and punctuation
(Ngữ pháp và dấu câu)


I. Written communication


WRITTEN COMMUNICATION IN BUSINESS


II. Written communication in business

What is letter in business communication?

II. Written communication in business

1. LETTER IN BUSINESS
1.1 Definition
one company to another, or such
organizations and their customers, clients, or
other external parties

LETT
ER
representing the
image of a
company

a means of
exchanging
information

Brief messages
(Tin nhắn ngắn gọn)


II. Written communication in business

1. LETTER IN BUSINESS
1.2 Types of business letter

Here is a list of the most common kinds of letters:
- Letter of Reconciliation: Explanation and Apology (Thư hòa giải: Giải thích

và xin lỗi)
- Letter of acknowledgment: Notice received (Thư báo nhận: Thông báo đã
nhận)
- Inquiry letter: Looking for information (thư hỏi hàng: Tìm kiếm thơng tin)
Reply to enquiry (thư trả lời thư hỏi hàng)
Quotation (thư báo giá)
- Offer: Raise awareness and promote the product (thư chào hàng: Nâng cao
nhận thức và quảng bá sản phẩm)


II. Written communication in business

1. LETTER IN BUSINESS
1.2 Types of business letter

- Order (thư đặt hàng)
- Complaint: Expressing disappointment (thư khiếu nại: Thể hiện sự thất vọng)
- Reminder (thư nhắc nợ)
- Cover letter: Introduce yourself for a job (Thư xin việc: Giới thiệu bản thân cho
một công việc)
- Resignation letter: resign from a position (Thư từ chức: từ chức khỏi một ví trí)
- Transmittal Letters (Thư chuyển giao)
- Letters of Inquiry (Thư yêu cầu)
- Follow-up Letters (Thư theo dõi)


II. Written communication in business

1. LETTER IN BUSINESS
1.2 Types of business letter

Letters within the professional
context may take on many other
purposes, such as communicating
with suppliers, contractors, partner
organizations, clients, government
agencies, and so on.
For additional examples of
professional letters, take a look at the
sample letters provided by David
McMurrey in his online textbook on
technical writing: Online Technical
Writing: Examples, Cases & Models.


II. Written communication in business

1. LETTER IN BUSINESS
1.2 Types of business letter


II. Written communication in business

1. LETTER IN BUSINESS

1.3 FORMAT OF BUSINESS LETTER


II. Written communication in business
1.3 FORMAT OF

BUSINESS LETTER

1. LETTER IN BUSINESS

Strategies for Effective Letters
A typical letter has 7 main parts:
1 Letterhead/logo:  Sender’s name and return address
2 The heading:  names the recipient, often including address
and date
3. Reference: Like a subject line in an e-mail, this is where
you indicate what the letter is in reference to, the subject or
purpose of the document.
4 Salutation (lời chào):  “Dear ______ ” use the recipient’s
name (tên của người nhận), if known. If you are unsure about
titles (i.e., Mrs., Ms., Dr.), you may simply write the recipient’s
name (e.g., “Dear Cameron Rai”) followed by a colon
5 The introduction:  establishes the overall purpose of the
6 The body:  articulates the details of the message
7 The signature line:  sometimes includes the contact
information


II. Written communication in business
1.3 FORMAT OF
BUSINESS LETTER

1. LETTER IN BUSINESS

Strategies for Effective Letters
A typical letter has 7 main parts:

1 Letterhead/logo:  Sender’s name and return address
2 The heading:  names the recipient, often including address
and date
3. Reference: Like a subject line in an e-mail, this is where
you indicate what the letter is in reference to, the subject or
purpose of the document.
4 Salutation (lời chào):  “Dear ______ ” use the recipient’s
name (tên của người nhận), if known. If you are unsure about
titles (i.e., Mrs., Ms., Dr.), you may simply write the recipient’s
name (e.g., “Dear Cameron Rai”) followed by a colon
5 The introduction:  establishes the overall purpose of the


II. Written communication in business
1.3 FORMAT OF
BUSINESS LETTER

1. LETTER IN BUSINESS

Strategies for Effective Letters
5 The introduction:  establishes the overall purpose of the
letter. Depending on the purpose of the letter, you can use
some of the following sentence patterns


II. Written communication in business
1.3 FORMAT OF
BUSINESS LETTER

1. LETTER IN BUSINESS

Strategies for Effective Letters
6 The body:  articulates the details of the message
The first paragraph of your letter should provide an
introduction as to why you are writing so that your reason for
contacting the person is obvious from the beginning.
Then, in the following paragraphs, provide specific details
about your request or the information you are providing.
The last paragraph (The conclusion):restates the main
point and may include a call to action. (trình bày lại điểm
chính và có thể bao gồm lời kêu gọi hành động).
You should reiterate (nhắc lại) the reason you are writing
and thank the reader for reviewing your request. If
appropriate, it should also politely ask for a written response
or for the opportunity to arrange a meeting to further discuss
your request.


II. Written communication in business
1.3 FORMAT OF
BUSINESS LETTER

1. LETTER IN BUSINESS

Strategies for Effective Letters
6 The body:  articulates the details of the message
The last paragraph (The conclusion): Some sentence sample


II. Written communication in business

1.3 FORMAT OF
BUSINESS LETTER

1. LETTER IN BUSINESS

Strategies for Effective Letters
7 The signature line:  sometimes includes the contact information
Closing statements are normally placed one or two lines under the
conclusion and include a hanging comma, as in Sincerely
If the letter was prepared, or word-processed, by someone other than the
signatory (you), then inclusion of initials is common, as in MJD or abc.
A formal business letter normally includes a logo or contact information
for the organization in the header (top of page) or footer (bottom of
page).


II. Written communication in business
1.3 FORMAT OF
BUSINESS LETTER

1. LETTER IN BUSINESS

Strategies for Effective Letters
 Keep in mind that letters represent you and your company in your
absence. (Hãy nhớ rằng các chữ cái đại diện cho bạn và công ty của
bạn khi bạn vắng mặt).

In order to communicate effectively and project a positive image,
remember that
· your language should be clear, concise, specific, and respectful

(ngôn ngữ của bạn phải rõ ràng, ngắn gọn, cụ thể và tôn trọng)
· each word should contribute to your purpose
· each paragraph should focus on one idea
· the parts of the letter should form a complete message
· the letter should be free of errors.
· Avoid the use of impersonal salutations like “Dear Prospective
Customer,” as the lack of personalization can alienate a future
client.