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4.2. Samples

Dear Ms. Armand-Fugeot,   When you designed the interior of Twin Towers, you did so, I'm sure, with beauty and distinctiveness in mind. There is no doubt that the lobby sparkles with good looks and has elicited some rave reviews from passers-by. However, I'm afraid this is a chase of Beauty and the Beast, the "beast" being the monster the floor turns into when it becomes wet. The other day, when we had an all-day rainfall and many soaked feet trod the marble slabs, the surface became as treacherous as ice. We were fortunate indeed that, despite numerous falls, no serious injuries were sustained.   Won't you please see what can be done to coat the surface with a nonskid substance. Surely there must be some way to preserve the beauty yet eliminate the threats to life and limb. Our insurance company insists on this action.   Sincerely,

65 Market Street Val Haven, CT 95135 June 30, 2004 Customer Service Cool Sports, LLC 8423 Green Terrace Road Asterville, WA 65435 Dear Sir or Madam: I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156. To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats. Thank you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555. Sincerely, Signature Ken Thomas

5. MEMOS

Memos are usually for internal communication. They should include the following headings: To/ From/ Subject/ Date. They should be short and include only relevant information. Points should be arranged in logical order. In longer memos, it is common to number points. The tone of the memo may be formal, informal or neutral. It is usual to end with your initials rather than a signature.

Sample

To: All department heads From: Pamela Lickford General Manager Date: 22 December Subject: Visit of German agent Please note that Katya Schmidt, our German agent, will be visiting the company on Friday, 29 December.   There will be a meeting on that day at 10.30 am in the Boardroom, which you should attend. Ms Schmidt will be presenting her marketing plan for expanding sales in the German market.   If you wish to join us for lunch at a local restaurant, please let me know as soon as possible.   PL