Form & Informal Correspondence | Bài thảo luận tiếng anh thương mại

TRƯỜNG ĐẠI HỌC THƯƠNG MẠI BÀI THẢO LUẬN
MÔN: TIẾNG ANH THƯƠNG MẠI
ĐỀ TÀI: FORMAL VERSUS INFORMAL CORRESPONDENCE MÃ LỚP HP: TATM1.1241_ENPR4811_01
GIẢNG VIÊN HƯỚNG DẪN: NGUYỄN THỊ THU HẰNG HÀ NỘI – 2024 I, INTRO Informal:
Hello everybody, we are group 7 and I am T. People call us BTS as the group’s
number is 7 even though we have 6 members.
We are so excited to be here today and present to you the topic of formal and informal correspondence.
Let’s get started with the first part. Formal:
Good morning, ladies and gentlemen, boys and girls,
I’d like to extend a warm welcome to all of you. We are group 7, and I am T. It’s an
honor to have the opportunity to present to you today's topic, which is the formal and informal correspondence.
Upon this journey of exploration, I look forward to engaging with you all and
addressing any questions or insights you may have. II, MAIN CONTENT
1. Informal correspondence 1.1 Definition
Informal correspondence is a type of communication that is generally used for
personal and casual exchanges, with a focus on building and maintaining relationships.
Unlike formal correspondence, which is structured, formal, and used in professional
settings, informal correspondence allows for a more relaxed tone and approach. 1.2 Key features
1.2.1 Purpose and Usage:
●Personal Use: Informal correspondence is commonly used everyday when
people texting to their friends, family, and close acquaintances. It can be used to
share personal news, make plans, or simply stay in touch.
●Social Networking: Messages exchanged on social media platforms (e.g.,
Facebook, Twitter, Instagram) or messaging apps (e.g., WhatsApp, Messenger)
are often examples of informal correspondence.
●Workplace Settings (with Colleagues): In some cases, informal
correspondence can also be used in professional settings, particularly among
colleagues who have a close relationship. However, it's usually reserved for
casual exchanges, rather than official business matters
●Emails between Friends: Informal emails between friends or acquaintances
often start with something casual like, “Hey, how are you doing?” and proceed
to discuss personal matters or casual plans.
●Personal Letters: Though less common today, personal letters between friends
or family members also qualify as informal correspondence, often filled with
updates, emotions, and informal language.
1.2.2. Personalization
●Emotional Tone: There is often more emotion expressed in informal
correspondence, such as excitement, humor, or even frustration, depending on the subject.
●Personal Details: People frequently share personal thoughts, daily activities, or
personal stories in informal exchanges.
●Interactive Elements: Informal correspondence might include interactive
elements like emojis, GIFs, memes, or links to shared content.
●Spontaneity: The communication is often spontaneous, without too much
thought given to formality or structure. 1.3 Examples
SUBJECT: Coffee next week (Email) Hey Nam Have been a long time, man
How’s it going? Want to invite you to go out with me and have some coffee together
next week if you have free time. I hope you are still doing great. Talk soon ! See ya :)) Bang SUBJECT: TEXT MESSAGES Bao: Hey man Quan: How’s it going
Bao: Want to invite you to go out Quan: Sure dude
2. Formal correspondence
2.1. Definition of Formal correspondence
Formal correspondence refers to official written communication exchanged in
professional settings. It records agreements, transactions, or important decisions and is
used by businesses (also can be used by government agencies, and educational
institutions but these would not be included in this presentation). There are many
different purposes of formal correspondence, but the main goal is to deliver some
information in a way that will prevent any misunderstanding. Examples:
●Business Proposals: Companies use formal correspondence to present project
ideas, partnerships, or sales pitches.
●Employment Letters: Such as job offers, acceptance letters, or employment contracts. Importance:
●Formal correspondence is crucial in keeping everything transparent. Whether it
is a business negotiation or legal documentation, these letters ensure that
everything is clearly documented.
2.2. Key Features of Formal correspondence
Here is a deeper look at what makes formal correspondence stand out in professional environments.
2.2.1. Structured and Persuasive Format
In business proposals, formal correspondence often follows a structured and
persuasive format. This helps in presenting ideas and strategies, making a positive
impression on potential partners.
●Example: When a company sends a project proposal, the formal letter will
clearly outline objectives, methods used, and expected benefits. The
professional format allows the receivers to easily evaluate and make decisions.
Why It Matters: While a simple and effective structure helps to convey information,
it also builds trust with partners, increasing the chances of successful collaboration.
2.2.2. Clarity and Legality
Formal correspondence in recruitment (such as job offer letters or employment
contracts) must ensure clarity and legal approval. These documents are not just
informational; they can serve as legal grounds in case of disputes.
●Example: An official employment contract between an employee and employer
states terms regarding salary, working hours, and benefits. If any conflicts arise,
this contract serves as evidence.
Why It Matters: Making sure the information is accurate and legal protects both
sides' rights in hiring and employment
2.3. Example of Formal correspondence
Let’s consider an example of a formal letter used in a business context:
Subject: Job Offer for Marketing Coordinator Position Letter Body: Dear Mr. Smith,
We are pleased to offer you employment for the position of Marketing Coordinator
with Bright Dark Marketing. After a careful review of your qualifications and
interview, we are confident you would prove to be a valuable addition to our team.
The terms of this position are as we previously discussed: the stated salary is $50,000,
plus benefits health insurance, and vacation time. Please be advised that it is
anticipated that your employment is scheduled to begin on October 1, 2024.
Please review the attached employment contract, which outlines all terms of your
employment. We kindly ask that you sign and return the document by September 30,
2024, to confirm your acceptance of this offer.
We are excited about the prospect of you joining our team and contributing to our
success. Should you have any questions, please do not hesitate to reach out.
Congratulations, and welcome to Bright Dark Marketing! Best regards, Tracy HR Manager Bright Dark Marketing Analysis:
This example highlights formal correspondence in an employment context, showcasing:
1. The letter clearly states the job offer details and includes a contract for legal purposes.
2. The respectful language and clear communication style reflect professionalism,
essential for maintaining a positive employer-employee relationship. Conclusion
In summary, formal correspondence plays a crucial role in professional
communication, whether in business, government, or educational environments.
3. Differences in writing style between FORMAL & INFORMAL correspondence Comparison table Aspects Formal correspondence Informal correspondence
Tone Professional and polite Casual and friendly
Language Formal language and complex
Informal language and colloquial vocabulary, non colloquial, expressions, simple sentence complex sentence
Example: We believe that perhaps a Example: We think a mention in
mention in the media would be of
the media would be good. great help. No abbreviated forms
Abbreviated forms are accepted, pronouns omitted
Example: I require you to send me
Example: Send back to me asap.
a response as soon as possible. Avoid clichés, idioms May use clichés, idioms
Example: Keep a watch for the
Example: You need to check the
content before sending it to the
content again before sending it to manager.. the manager. No contraction Contraction is excepted
Example: We have been working on
Example: We’d been working on
this project for 5 months.
this project for 5 months. Minimal emotive expression Emotive expression is included Salutatio Dear Sir, Dear Madam Dear Jess, Dear Peter n
Ending Yours sincerely, Yours faithfully Love, Best wishes, Regards
The tone used in writing refers to the feeling the words invoke in the reader.
The use of professional and polite tone in correspondence helps the writer keep a
solemn feel, which is suitable for environments like workspace, education or politics.
Besides, informal letters are casually used for close relationships. A friendly tone will
make the letter seem more intimate to the reader.
As with language, formal correspondence has certain standards in vocabulary. This
also maintains professionalism throughout the sentences. On the contrary, casual
correspondence is much more flexible, the vocabulary is common and simple. 4. Tips to write 4.1 Salutation ●Formal letter:
- You should address the person using their proper title (e.g., Mr., Ms., Dr.)
- Use "Dear [Name]" for formal letters and emails.
- Don’t use recipient’s first name or unsure of the recipient’s name, "Dear
Sir/Madam" works as a general greeting
Example: Dear Mr. Lauren instead of Hi Lauren ● Informal letter:
- Use a first name or a casual greeting
Example: You could say “hello John”, “Hi Laura”
You can even start with a question or a friendly exclamation
(e.g., Guess what? Hope you're doing well!). 4.2 Tone
●Formal letters: Maintain a professional tone
- Always be courteous and respectful, regardless of the recipient or topic.
- Use formal language slang or overly casual phrases.
- Be polite even when addressing issues or giving negative feedback.
- Don’t focus on emotions rather than facts and only offer constructive suggestions if necessary.
- Don’t use slang or overly casual phrases.
Example: You should say "I hope this message finds you well" or "I would
appreciate your assistance with..." and don't say "You need to help me with this" or
"I expect you to fix this immediately"
●Informal letter: Use conversational tone
- Write as if you're having a casual conversation with the person. Be relaxed, and
use contractions and informal expressions (e.g., I'm, you're, it's).
- Feel free to include personal stories, humor, or emotions. 4.3 Content
●Formal letter: Be clear and Concise
- Should get straight to the point, making your main message or request clear within the first paragraph.
- Should avoid long, wordy sentences. Stick to one or two ideas per paragraph Example: You should say ● Informal letter:
- There’s no need to follow a strict structure. Your thoughts can flow freely. You can
share your feelings, plans, or thoughts without needing to sound overly organized.
- You should use the casual phrases such as Take care, Love you or Best wish, add a
personal note and include the icon
5. Advantages and disadvantages
5.1. Formal Correspondence
5.1.1. Advantages:
●Professionalism: Conveys respect and seriousness, essential in business
settings. Formal correspondence always starts with appropriate greetings like
“Dear Mr/Mrs”, which shows the dedicating appreciation. Also, the body of the
letter is usually organized logically, using paragraphs for different points and
the closing always ends in a professional way “ Sincerely, Your faithfully”. The
language is also really formal, avoiding slang and overly casual phrases...
●Credibility: Enhances the sender’s authority and reliability. The information
which is given in the letter MUST be reliable and accurate. The writer must
ensure all the data, and statistics in order to persuade their clients and partners.
Also, they should provide referred sources to support their statements, eg: “
revenue of the company, signing multilateral trade agreements,...
5.1.2. Disadvantages:
●Rigidity: Can be perceived as stiff or impersonal. The language being used
sometimes could be inflexible and not innovative. This could lead to struggles
in utilizing creativity, among other aspects mentioned in the letter.
●Time-Consuming: Often requires more time to draft and edit. The formal letter
is always required to be professional, reviewing for grammatical, spelling, and
punctuation errors is crucial, as mistakes could undermine professionalism.
Also, the writer has to ensure the document is visually organized and easy to
read, which can add to the time spent.
5.2. Informal Correspondence
5.2.1. Advantages:
●Relationship Building: Fosters a sense of connection and camaraderie. Respond
thoughtfully to what the other person shares, showing that you value input
could create a harmonious union among relationships. It also creates a friendly
and approachable tone, which could strengthen the bond.
●Speed: Generally quicker to write and respond to. By using friendly, daily
language, people could respond faster as they are more comfortable with
informal communication. Furthermore, informal correspondence often consists
of brief messages, which can be written and read quickly.
5.2.2. Disadvantages:
●Lack of Professionalism: May be viewed as unprofessional in certain contexts.
Like in business environment, using informal channels for serious matters can
come off as unprofessional. The important details could be omitted, resulting in
miscommunication or confusion. For example, using the phrase “We’re really
glad that” instead of “ We are profoundly grateful..” could decrease the
professionalism if the letter is about signing contract.
●No Formal Record: Less suitable for documentation or legal purposes. Informal
exchanges do not typically create formal documentation, which can be crucial
for accountability and reference. Besides, without structured records, tracking
decisions, agreements, or discussions becomes challenging, leading to potential
misunderstandings, resulting in difficulty in tracking. III, CONCLUSION
Through what we have presented in the last few minutes, we need you to know that it
will be necessary for you to understand the differences between formal and informal correspondence.
Formal correspondence is typically used in professional, business, or official settings,
requiring a respectful and polite tone, structured format, and the use of appropriate language.
On the other hand, informal correspondence is quite the opposite. It seems to be more
casual and personal with a relaxed tone and flexibility in structure.
Understanding the disadvantages and advantages of both styles will ensure that one
can communicate effectively across different contexts, maintaining professionalism
when it’s necessary while also fostering personal connections in situations. If there are
any difficulties, you can consult our tips as a sample.