LECTURE NOTES

LECTURE 6: FORMAL WRITING

APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

LECTURE 6: FORMAL WRITING

__________________________________________________________________

Letter of Complaint

A letter of complaint is written because people want to get action. They have a

problem that needs to be solved, or a complaint that they want to express. They

may be angry, but they should remember that their main purpose is to get action.

Thus, they should be tactful and polite. They should avoid accusations, sarcasm or

other greatly emotional language.

The plan for a letter of complaint should be as follows:

Subject-line: This should state the facts of the complaint.

First paragraph: A friendly opening that establishes a good relationship.

Middle paragraphs: A statement of the problem, and full details of the problem to

help the reader take action.

Final paragraph

 A motivation to the reader to take the preferred action

 A statement of what the writer deems to be fair action

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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

For example:

24 June 2020

The Sales Manager

Food Supplies Ltd
44 Tenth Street
Hill brow
6522

Dear Mr. Samson,

RE: BROKEN 5 kg OF RICE: INVOICE 2245 10 AUGUST

Thank you for your prompt delivery of our first order for brown sugar. The sugar was
of a high quality. Nevertheless, the second order arrived with five broken bags.
Therefore, we had to buy extra sugar at almost double the price.

The details of the order are as follows:

Date of order: 5 August

Date of delivery: 6 August

Invoice number: 7795

Delivery lorry: Number 7

Driver: Mr T. Taolo

Number of bags delivered: Thirty

Number of bags found broken: Five

The five broken bags seem to have been broken during packing or delivery. We
always are careful when we unpack our food consignments and our staff who
unpacked state that they found the bags broken.

Since we did not break the five bags, we should be grateful if you would replace
them when you send our next order. For more information do not hesitate to call
the undersigned.

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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

Yours Sincerely,

D. O. Lefika
Manager
Cell:
Email:

Letter of Resignation

While this isn’t the first step of quitting your job (that would be submitting your two

weeks’ notice and sitting your boss down for a one-on-one—read more on having

that “I quit” conversation), it’s an important one. The official document you submit

to your higher-ups and HR will set the tone for the next two weeks at the office—as

well as your relationship moving forward.

There’s no need to sugar-coat or get creative in the beginning; just state the

position you’re resigning from and the effective date. While you probably shared

with your boss your reasons for leaving, you don’t need to describe them here—

keeping it simple is perfectly fine. (No need to, um, create an “I quit” video.)

Dear [Your Boss’ Name],

Please accept this letter as formal notification that I am resigning from my

position as [position title] with [Company Name]. My last day will be [your

last day—usually two weeks from the date you give notice].

Next, it’s always a good idea to thank your employer for the opportunity, describing

some of the key things you’ve enjoyed and learned on the job. And yes, this is true

even if you’re thrilled to be leaving. Remember—you may need these people for a

reference down the line, and leaving things on a good note will leave a lasting

(positive) impression.

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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

Thank you so much for the opportunity to work in this position for the past

[amount of time you’ve been in the role]. I’ve greatly enjoyed and

appreciated the opportunities I’ve had to [a few of your favorite job

responsibilities], and I’ve learned [a few specific things you’ve learned on

the job], all of which I will take with me throughout my career.

The Hand-off

Finally, state your willingness to help out with the transition. You don’t need to go

into great detail (and definitely don’t promise anything you can’t deliver), but a

couple of lines stating that you’ll ensure a smooth wrap-up of your duties will show

that you’re in the game until the very end.

During my last two weeks, I’ll do everything possible to wrap up my duties

and train other team members. Please let me know if there’s anything else

I can do to aid during the transition.

I wish the company continued success, and I hope to stay in touch in the

future.

Sincerely,

[Your Name and contacts]

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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

EXAMPLE RESIGNATION LETTERS

Example #1

Dear Mr. Don Cohen,

Please accept this letter as formal notification that I am resigning from my position

as Account Executive with Marketing Media. My last day will be Thursday, March 2.

Thank you so much for the opportunity to work in this position for the past six

years. I’ve greatly enjoyed and appreciated the opportunities I’ve had to grow our

sales team and pipeline, be a part of creating a great product, and work with my

fellow colleagues, and I’ve learned so much about marketing strategy and the

digital media space, which I will certainly take with me throughout my career.

I’ll do everything possible to wrap up my duties and train other team members over

the next two weeks. Please let me know if there’s anything else I can do to help

during this transition.

I wish the company continued success, and I hope to stay in touch in the future.

Sincerely,

__________

Anne Acharya
Contacts

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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

Example #2

Dear Ms. Fran Braden,

I’m writing to give my formal notice that I’ll be leaving my role as Office Manager for

Larry and Keets Financial Partners on July 31.

I’ve recently received an offer to serve as an executive assistant at a small start-up,

and after careful consideration I’m excited to explore this new path in my career

journey.

I’m incredibly grateful for the opportunities I’ve been provided working on the

Operations team for the past four years. It’s been a wonderful experience to work

for such a great company and help in solving Larry and Keets’ mission to provide

better financial support for older employees.

Please let me know if I can be of any assistance during this transition.

Thank you for all your guidance. I wish you all the best, and look forward to keeping

in touch.

Sincerely,

George Lin

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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

Letter of Enquiry

This letter asks for information. It should be well written that the reader

understands it and is happy to reply.

The plan of the letter should be as follows:

Subject-line: This clearly announces the subject

First paragraph: Start with a clear statement of why you have written the letter.

State:

 What you want

 Who wants it

 Why it is wanted

Middle of letter: This part should give exact details, if possible, in a list

Final paragraph: Generate friendliness by thanking the reader and emphasizing

the action asked for at the beginning.

See the following example:

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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

Trans Africa Company

Plot 11245
Madlenya Road
Mbabane

24 June 2020

Mr. A. P. Samson
The Sales Manager
Food Supplies Ltd
44 Tenth Street
Hill brow, South Africa

Dear Mr. Samson,

RE: ENQUIRY ABOUT BULK SUPPLIES OF RICE

Thank you for quick response to my telephone call today. I confirm that we are
interested in buying bulk supplies of rice from you. However, before I start detailed
negotiations, please give me the following specific information.
 We need about 30 kg of rice a week. Can you guarantee such a supply of rice
for the next six months?
 How soon can you deliver after the date of our order?
 What type of packaging do you use?
 What discount will you offer for cash?

Please let me have your answers in the next two weeks so that we can start full
negotiations. For more clarifications, please call me on the below provided contact
details.

Yours Sincerely,
D.O. Lexica
Full names
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 LECTURE NOTES
LECTURE 6: FORMAL WRITING
APBC1108, BUSINESS COMMUNICATION
Year 1_Semester: 01
From Dec 2023 to May 2024

Manager
Contacts

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