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Unit 8
Unit 8 - Modern Letter Writing (TOLES)
| Term | Definition |
|---|---|
| sequence in letter writing | the letterhead>Date>reference>recipient's details>the salutation/subject lime>the body of the letter>the complementary close>signature>the printed signature |
| Man, name unknown | Dear Sir |
| Woman, name unknown | Dear Madam |
| A person, name and sex unknown | Dear Sir or Madam |
| Man, name known | Dear Mr Thorley |
| Woman, name known, married* | Dear Mrs Ratcliffe |
| Woman, name known, single* | Dear Miss Singh |
| Woman, name known, marital status unknown* | Dear Ms Pinto |
| Married or unmarried couple, name unknown | Dear Sir and Madam |
| Married couple, name known | Dear Mr and Mrs Clarkson |
| Unmarried couple, names known | Dear Mr Rice and Ms Matthews |
| 2 men, names unknown | Dear Sirs |
| 2 women, names unknown | Dear Mesdames |
| A person, name and particular title known | Dear Dr Gregson, Dear Judge Fox, Dear Professor Silvestry |
| Friend or colleague | Dear Alison |
| You must end with ‘Yours sincerely’ if you know recipient’s name. If don’t then you use ‘Yours faithfully’ | Dear Sirs, Dear Sir or Madam – Yours faithfully Dear Sir– Yours faithfully Dear Madam– Yours faithfully Dear Sir or Madam– Yours faithfully Dear Sir and Madam– Yours faithfully Dear Mesdames – Yours faithfully |
| What is a subject line? | It is like a heading to a letter. |
| Do I have to include a subject line? | yes. The modern style of writing always includes a subject line. |
| Why do I have to include a subject line? | the purpose of a subject line is that when the recipient picks up the letter, he or she will immediately know what the letter is about. |
| Where does it go? | the subject line can go either: a) above the salutation, or b) between the salutation and the first paragraph of the letter. |
| I have sometimes seen ‘RE:’ before the subject line. Should I use ‘RE:’? | No. ‘RE:’ here means ‘regarding’. The modern style of writhing does not use ‘RE:’ before the subject line. It is a little old-fashioned now. Make your type bold font instead. |
| How much detail do I need to include in the subject line? | Very little. The subject line should be short and concise with just enough detail to allow the reader to know what the letter is about. |
| Why are you writing this letter? | – What is the purpose of your letter? You should think about this throughout your letter and make sure that it is clear to the person who will read your letter. |
| Have I included the right amount of detail? | – Again, think about the person who will be reading the letter. If you are writing to a client with no legal knowledge, you will need to explain any legal vocabulary that you use. You should not need to do this if you are writing to another lawyer. |
| Am I using the appropriate style and language for the recipient? | Register means the tone and grade of language. If your writing to another lawyer, the register of your letter will be different to a letter, you must remember to use the same style throughout the letter. |
| Is all the information relevant, accurate and clear? | If you writing a letter of advice, check whether you have covered all the main point. Have you answered any questions that have been raised? Your letter should be clear and unambiguous. Don’t include a lot of unimportant details. |
| Am I using the appropriate tone? For example, is the letter friendly, formal, helpful, forceful? | In the same way as you use different tones of voice when you speak to someone, depending on whether you are pleased, angry, disappointed, informative etc., so the tone of your letter will vary. |
| Have I set out my letter in short, concise blocks? | If you just write one or two long blocks of information, this is difficult to read. It is much better to divide the information into short paragraphs, with one main idea to each paragraph. |
| Am I using a logical order of sentences and paragraphs? paragraphs. | you need to check that there is a natural flow throughout the letter. This should be logical links between the sentences and |
| Are my sentences the right length? | If your sentences are too long, the reader will lose some of the detail. You should aim to use maximum of 25 words in each sentence. |
| Have I used accurate grammar and punctuation? | Look for spelling errors, correct use of prepositions, accurate tenses. It is very important in a formal letter not to use contractions or short forms, for example, I’m, don’t isn’t, etc. Always write the two separate words in full. |
| To help you remember your checklist: PROCALL | P-people, R-rarely, O-order, C-champagne, A-after, L-losing, L-litigation! PROCALL! Purpose, Register, Order, Clarity, Accuracy, Layout, Length |
| Deem | consider |
| Hereinbefore | earlier/before |
| Pertaining | concerning/regarding |
| Respectfully request that | ask that |
| Vendees | buyers |
| With all due haste | as soon as possible |
| Says that this point is true | confirms this |
| Definitely gave up | waved |
| Break | breach |
| Haven’t paid any money | have failed to make your payment |
| People that you owe money | your creditors |
| To blame | liable |
| Starting the main body of a letter | We are writing to confirm that … Thank you for your letter Of/dated 12 June. With reference to our telephone conversation… |
| Giving the recipient some good news | We are pleased to inform you that… I am pleased to tell you that… |
| Giving the recipient some bad news | Unfortunately/Regrettably… We regret to inform you that… I am afraid/sorry… |
| Asking the recipient to do something | We would be grateful if you could/would… I would appreciate it if you could… Please/Kindly… |
| Apologising for something that you have done, or failed to do | I am sorry about the delay in replying. We apologise for any inconvenience caused. Please accept our apologies. |
| Enclosing documents with your letter | I enclose … Please find enclosed… |
| Ending the letter and referring to future contract, either a meeting or a reply to your letter | If you have any questions, please do not hesitate to contact us. If we can help in any way, please let us know. I look forward to hearing from you. |
| Open Lines | - We are instructed by Joseph Adams and understand that you act for Elliot Fletcher. - Thank you for your letter of 7 July. We confirm that we act for Elliot Fletcher. - I act on behalf of … - I refer to your letter dated 16 August. |
| Explain why you are writing | - I am instructed that… - We have seen your letter of 14 September to your client… - I am writing to… - We will take our client’s instructions and contact you again soon. |
| Explain what you want the recipient to do | - Please sign the enclosed agreement in the place marked with a cross, and return it to me by 21 June. - We would be grateful if you will take your client’s instruction as soon as possible. |
| Refer to future contract | If I do not hear from you within 14 days of the date of this letter, I am instructing to start legal proceedings immediately. I look forward to hearing from you as soon as possible. If you have any questions, please do not hesitate to contact me. |
| clients consult lawyers | |
| clients instruct lawyers | |
| lawyers act for clients | |
| lawyers advise clients | |
| lawyers represent clients | |
| lawyers act on behalf of clients | |
| lawyers take clients’ instruction | |
| lawyers start legal proceedings (no article ‘the’ before legal proceedings) | |
| lawyers commence legal action (uncountable noun – no article ‘the’ or ‘a’ before legal action) | |
| to act for someone | I am acting for Ms Francesca Peroni. |
| to act on behalf of someone | We act on behalf of Treadmill plc. |
| to be instructed by someone | We are instructed by Mr and Mrs Ross. |
| to do something by a date (to impose a deadline) | Please return the agreement to me by 2 November. |
| within a period of time | If we do not hear from you within 14 days of the date of this letter…’ |
| until a date (to set out a timescale) | You have until 12 January to file a response. |
| to look forward to something | I look forward to meeting you. |
| to hear from someone | I look forward to hearing from you. |
| Do | - Use plain English - Be consistent in style - Be formal but not old-fashioned - Keep your sentences short - Check your grammar and punctuation |
| Don’t | Use unnecessary difficult words or phrases Mix different styles, for example, change from formal to informal Use long sentences or long paragraphs Use language appropriate to written contracts in letters Be too abrupt. It is impolite. |
| On your behalf | for you |
| Denied/refuted | refused |
| Breached | have dishonoured |
| Liability | responsibility |
| Substandard work | bad work |
| Start proceedings | go to the court |
| Further notice | saying more |
| Be successful | win |
| As soon as possible | quickly |
| Contact me | call me or visit me |
| Which has the day 14 July 20XX written on it | dated 14 July 20XX |
| Law suit | claim |
| Quarrel | dispute |
| Legal reasons | grounds |
| Had | suffered |
| No-one from my clients’ employees was | none of my client’s staff were |
| Not careful | negligent |
| His money from working | emotional distress |
| Moral damage | emotional distress |
| Money for lawyers and court expenses | costs |
Created by:
bactra
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