Asst. Prof. Pornsiri Muangsamai, Ph.D. Faculty of Humanities, Kasetsart University

Focuses Page

1. English grammar and structures commonly used in writing -official letters and notes 2

2. Layout of formal letters 21

3. Letter writing Letters of Enquiryl'equest Letters of Invitation Letters of Apology Letters of Reply

4. Email writing

English grammar and structures wmmonly used in writing official letters and notes

Present simple facts, routine, schedule

Present continuous islamlare + Ving 1. the action right now 2. the action during a short period of time 3. the action in the near future

Present perfect hashave + V3 1. the action that begins in the past and continues to the present 2. the action that begins in the past and ends at the present

Past simple V2 the action that ends in the past and has no connection with the present.

Future will + V1 the action that occurs in the future

Study the following examples.

You fiom the enclosed catalogue that the range o include some highly efficient portable extinguishers for use on construction sites.

to our existing customers a 15% discount on orders of extinguishers

I e situation and at your specifications exactly the same as the design of a camera battery manufactured by a large Japanese electronics company.

We o quote prices and schedules you s with more detailed information.

ress courier to your store this

significant growth within the last ten years. Last year, NIA programs, including a community day care center, computer

training center, substance abuse program, and an alternative learning program for high school drop-outs.

in an effort to effectively administer our new programs as well as keep pace with our organization's growing administrative responsibilities.

Task: Complete the following letter with the correct form of verbs.

I me) to inform you that the products you

to us for inspection @!I! the documents that you enclosed.

On 15 June 2012, we to inspect your body lotions.

We ur products. However, they are not

lotions. They are body shampoos. We m s o r r y that we

have to cancel the whole process that we !I!$$ from the

beginning-

Please be advised that you have to start the process all over again if you

to request for our inspection of your body lotions.

If you need additional information, please @!% fie to

contact us. We delighted to render any assistance for

your further arrangements.

2. Appropriate Language Use

1. Useful expressions to show links

In connection with this matter, clause

In this regardlconnection, clause

With regard to + noun, clause

With respect t o h respect of + noun, clause

Concerning the issue, subject matter, event, + noun, clause

In connection with the workshop, we have arranged the equipment including the

computer, the LCD and the Internet as suggested.

With respect to your request, I am not yet able to agree.

Concerning the 5-year campaign against smoking in the ABC district, we found that

there was a considerable drop of expenses on health care.

As agreed,

As required

As discussed in the meeting, the agenda

As agreed, meetings will be held every second Tuesday fiom 9:00 a.m. until noon.

As discussed, at the end of the process, Mary Ball will draft the summary report for

review by the steering committee.

As required, both parties will exchange information on progress every six months.

2. Parallelism Equal structures are combined with connectors e.g. 'and', 'but', 'or', and 'so'.

As discussed at that meeting, the objectives of our review sessions will be to:

Review and assess the overall effectiveness of the program;

Identify and document strengths and weaknesses of the program; and

Propose customer-focused solutions to address areas of weakness;

It is necessary that we carry out the project step by step and evaluate each step

carefully.

I am pleased& honored by the invitation to participate in the . . . Conference

organized by your institution.

Our staff has doubled in an effort to effectively administer our new programs2

well as keep pace with our organization's growing administrative responsibilities.

There is no doubt that your recent achievements will be spoken of for some time

to come that the admiration for your accomplishments is felt by all of us

within the industry as well as the general public.

NIA has enjoyed a significant growth within the last ten years. Last year, NIA

launched five new programs, including a community day care center, computer

training center, substance abuse program, an alternative learning program

for high school drop-outs.

Task: Choose the correct sentences.

1. a. I am planning a trip to Jakarta and to arrange a meeting with you.

b. I am planning a trip to Jakarta and I would like to arrange a meeting with you.

2. a. I look forward to meet you and developing our close cooperation.

b. I look forward to meeting you and developing our close cooperation.

3. a We are seeking support fi-om the Foundation to enable us to develop a pilot

COMPUTER program and demonstrating its effectiveness to the Tech Ed.

b. We are seeking support from the Foundation to enable us to develop a pilot

COMPUTER program and demonstrate its effectiveness to the Tech Ed.

4. a. Thank you very much for your letter of 3rd May and the information on the

coming conference in September.

b. Thank you very much for your letter of 3rd May and you told me about the

information on the coming conference in September.

5. a. We hope that this workshop should reflect on where you have been and

where you are going.

b. We hope that this workshop should reflect on where you have been and

your next step.

6. a. Due to budget limitations, we are not able to offer any kind of honorarium

or reduced registration fee in return for your presentation.

b. Due to budget limitations, we are not able to offer any kind of honorarium

or reducing registration fee in return for your presentation.

7. a. The program looks very interesting, and includes technical papers,

exhibitions, three workshops, and seven tutorials.

b. The program looks very interesting, and including technical papers,

exhibitions, three workshops, and seven tutorials.

8. a I would highly appreciate your usual full cooperation and participate

towards the success of this activity.

b. I would highly appreciate your usual 111 cooperation and participation

towards the success of this activity.

3. Noun and its modifiers

Noun + Noun salt intake

Noun + V3 + Noun salt-filled potato chips

Noun + Ving + Noun policy-making bodies

V3 + Noun canned soup and h z e n pizza

Adj +Noun Dietary guidelines

Adj + Noun + Noun high blood pressure

Adj+ Noun+ Noun + Noun low-fat dairy products, lower blood pressure readings a growing public health problem

Noun + Present participial phrase 10 trials involving nearly 1,000 kids

Noun (human) + apostrophe s + Noun + Noun consumers' health protection

Change the following descriptions into noun phrases.

1. This is the device which is used to spread the ribs before an operation.

2. Many people buy foods which have been processed.

3. This person is an expert in studying nutrition.

4. The amount of sodium that we intake should be low

5. These are problems about health.

6. The report is produced each year and it is revised.

7. Health is deteriorating rapidly.

8. This is a call f h n another country and it is monitored.

9. This is the serum which coats hair.

10. 'Phe products have been tested with animals.

4. Adverb Clause

Condition: if, unless, provided that, inversion-if

We should be most gratell if you could kindly provide (fiunish) the authorities with

the necessary information.

I would appreciate it if you could keep us informed of the measures to be taken to

implement the recommendation.

It would be greatly appreciated if this request would receive your favorable support.

I would be most appreciated if you would extend a special thank you fiom me to Ms.

Stanford.

Should you accept this invitation, there is some flexibility we can use to accommodate

your own scheduling preferences.

Should you have any questions, please feel fiee to contact me.

Should you not wish to sign the contract, you must let them know before the end of

June.

Remarks: iflwhether

The goal of the research was to fimre out if what we eat affects blood pressure.

Kindly inform us if the appointment date and time is convenient for you.

Cause-Effect

Because. As, Since, Due to the fact that + clause (cause), clause (result)

clause (result) because, as. since. due to the fact that clause (cause)

I am sorry to inform you that I have to postpone my visit due to the fact that I am bound by the urgent office business.

Due to noun (cause), clause (result)

clause (result) due to noun (cause)

I am sorry to inform you that I have to postpone my visit due to the urgent office business.

clause (cause) ;therefore. thus, as a consequence. as a result, clause (result)

Sentence (cause) Therefore. Thus. As a consequence, As a result, clause (result)

Thailand is encountering great floods; therefore, we are forced to postpone our visit to Korea until further notice.

Thailand is encountering great floods. Therefore, we are forced to postpone our visit to Korea until fiuther notice.

Giving reasons

I highly recommend Chulalongkorn University Hospital due to the fact the institution

specializes in the area of your interest.

I highly recommend Chulalongkorn University Hospital due to the specialty of the

institution that matches the area of your interest.

Chulalongkorn University Hospital specializes in the area of your interest; therefore, I

highly recommend that you contact the institution for your research.

Chulalongkorn University Hospital specializes in the area of your interest. Therefore,

I highly recommend that you contact the institution for your research.

Due to the high costs of cancer treatment, many people with the disease cannot afford

it.

Because cancer treatment is very expensive, many people with the disease cannot

afford it.

Cancer treatment is very expensive; thus, many people with the disease cannot afford

it.

Task: Choose the appropriate choice for each sentence.

1. (Due to/Due to the fact that) circumstances unexpected, we cannot complete the

inspection as specified.

2. Please do not hesitate to inform us (if ---conditionlwhether) you wish to enquire

about the procedure.

3. We would like to study (if ---conditionlwhether) music therapy works well with

people with cancer.

4. Your company has obtained approval fiom the Thai FDA; (since, therefore), you

can launch your products in the market.

5. (AsAf) recommended, we have contacted the headquarter in Paris, France, for a

copy of their company establishment.

6. We regret that we have to postpone our meeting this quarter (because, due to) some

of our partners are engaged with relocating their offices after the great floods.

7. (Since, If) the medicine contains certain substances which can be used for addictive

drugs, we must ban it. We cannot give you approval of it.

8. Would you kindly make arrangements for our accommodation and international

transportation (thus, if) our university cannot afford the expenses?

9. (In view of the fact that/Because of) the rnamhdmhg process of Brand A has

been widely accepted, I would strongly recommend this brand.

10. (If ---condition/Whether) this powdered milk contains a poisonous ch&cal

requires a series of tests.

5. Abbreviations used in letter writing

The following abbreviations are widely used in letters:

asap = as soon as possible

cc = carbon copy

enc., encl., encls, enclosures = enclosure (when you include other documents with your letter)

ps = postscript (when you want to add something after you've finished and signed it)

RSVP = please reply

Rules when writinp a formal letter 1. Be in the correct format. 2. Be precise and concise. 3. Include relevant information. 4. Use formal language. 5. Check if there are any grammatical or spelling mistakes. 6. Do not use contractions. 7. Use 'I' to refer to the authority who signs the letter. However, 'We' is also

appropriate since it is used to represent the organization though a person signs the letter.

6. Polite Language

Don't use.. . I'm writing to . . . We'll inform you.. . . It's been ... I'd like to ...

Use.. . I am writing to . . . We will inform you. . . It has been ... I would like to ...

Don't use I have received your letter dated . . .

We regret that we must reject.. . We request that you send us.. . We would like to suggest to you that . . . To discuss the problem on . . . We are very busy and cannot attend the conference . . .

Please consider whether you can accept the offer. Please reply as soon as possible.

Use Thank you for your letter dated.. . Referring to your letter dated.. . We acknowledge with thanks the

receipt of your letter of.. . We regret that we are unable to.. . Please send us. . . Please be advised to.. ./that . . . To discuss the issue of. . . We are sorry that we cannot attend

the conference due to an urgent call for a meeting on ..

Kindly consider the offer.

.We are looking forward to hearing from you.

7. Numbers

1. Write the numbers 'one' to' nine' in letters.

. We would like to invite you and two representatives porn the

Department of ... to the worhhop on .... 2. When two sets of numbers are written nearby, one set should be written in

numbers and the other set in letters.

In 2002, twenty-two people died of HI NI.

3. The date in the letter is written: 16 June B.E. 2555 (2012).

Yet, inside the message, it can be December 25,2012 or 25 December 2012.

4. The time should be stated with 'a.m.' (after midnight but before mid day) and

'p.m.' (between noon and midnight).

The Minister of Public Health will have an opening speech at the conference

at 9.30 a.m.

8. British English and American English

British Programme honour behaviour apologise/ apologize organisel organize analyse realize centre metre gynaecology dialogue judgement ageing fulfil skilful travel travelled travelling

American Program honor behavior apologize organize analyze realize center meter g ~ n e c o l o ~ dialog judgment aging fuifill skillful travel traveled traveling

9. Common Errors and Inappropriate Language Use

1. Fragments

Referring to your letter dated 21 August 20 1 1 concerning the 12th

International Conference on HlNl in ASEAN countries. We are pleased to

participate in the conference. Because this is an opportunity for all of us to

share our experiences and investigate how to remove this life-threatening

disease fiom our region. The topic for the presentation (is) 'HlN1:

Preventative Measures' that Thailand will focus on. It is based on the study by

Dr. Supa Dhamrna and feel honored to introduce the findings.

1.1 Incomplete sentence

A lack of verb

A lack of subject

A lack of the main clause

1.2 Misplace of modifying clause

2. Run-on sentences

The purpose of this letter is to invite the representatives of Department ,of.. .. to attend a seminar on . . . during . . . at . . . and we would like you to consider giving a

presentation on. . . to our audience who are interested to learn fiom your experience in

. . ., in the hope of solving the problem of.. . in their countries.

'As per the information provided via the email dated . . .by Dr.. .., the project

coordinator, related to the request for a meeting between . . .Association of Thailand

and . . ..Administration of Cambodia, medicine price and medicine bidding

management are not under the responsibility of.. .Association of Thailand ; thus, such

meeting with . . . has not been arranged.

3. Wordiness

absolutely essential essential

consensus of opinion opinion

We are writing to you to thank you for.. .

Our website has made available many of the things you can use for making a

decision on the best migraine medicine.

Our website presents criteria for determining the best migraine medicine.

We are pleasedldelighted to inform you of our acceptance of your courtesy

call on ..

We are pleasedldelighted to accept your courtesy call on . . ..

In this connection, we would like to express our regret to inform you that, we,

unfortunately, are not able to arrange this workshop due to . . .

We regret to inform you that, we, unfortunately, are not able to arrange this

workshop due to . . ; .

Please refer to your invitation letter of January 3rd, 2013, inviting me to be the

keynote speaker at the conference. I am pleased to accept the invitation . . .

Letter Writing

Formal Letter Layout

There are three commonly used letter formats: block format, modified block format and indented format. Study their differences as follows.

Block Format 1. Start each part of the letter fiom the left. 2. Leave one blank line after each part. 3. After the closing part, leave three blank lines.

I

Return Address Line 1 Return Address Line 2

Date (Month Day, Year)

MrJMrsJMsJDr. Full name of recipient TitleIPosition of Recipient. Company Name Address Line 1 Address Line 2

Dear Ms./Mrs./Mr. Last Name:

Subject: Title of Subject

Closing (Sincerely yoursNours sincerely),

Signature

Your Name (Printed) Your Title

Modified Block Format 1. All text starts fkom the left margin except for the author's address, date,

and closing which are usually about three inches from the left margin. 2. Paragraphs are not indented.

Return Address Line 1 Return Address Line 2

Date Month Day, Year)

Company Name Address Line 1 Address Line 2

Dear Ms./Mrs./Mr. Last Name/ To Whom it May C o n c e d e a r Sirs~Madams:

Subject: Title of Subject

Bodyparagraph1 ....................................... ......................................................

Body Paragraph 2 ....................................... ......................................................

....................................... Body Paragraph 3 ......................................................

Signature

Your Name (Printed) Your Title

Closing (Sincerely yours, Yours sincerely, Faithfully, Faithfully yours, Yours faithfully)

Example

Semi-Block (Indented) Format 1. All text is aligned to the left margin, except for the author's address, date, and

closing 2. Paragraphs are indented. 3. The author's address, date, and closing are usually indented in same position.

.

Return Address Line 1 Return Address Line 2

Date (Month Day, Year)

TitleLfosition of Recipient Company Name Address Line 1 Address Line 2

Dear SirMadam:

Subject: Title of Subject

Body Paragraph 1 ................................. ......................................................

BodyParagraph2 ................................. ............................................

Body Paragraph 3 .................................. ....................................................... .................................................

Closing (Faithfully, Faithhlly yours, Yours faithfully)

Signature

Your Name (Printed) Your Title

Example

Thank yw far cgdering 15 cases d premium paperfroml~llperial Stalbeq Ld.Ymrwder~beenstppedan8shwldreadrpuwltfiinthenext~biness

Find emkdymrtata l ldfar~abOYeadaamoulingb,~.S!i.andihe ~fwlrjs5~yowrtrfindBewuseyaupaidinadvdncsl.weruegivbrgp3 percent cash d i and we a h ae paying faashippiq and hand!@-

Components of Letter

The letter consists of different parts:

1. The returning address to tell the recipient where to write a reply.

2. The date to tell when the writer issues the letter.

3. The recipient's name and address

4. Salutation

a. Use Dear Sir or Madam or To Whom It May Concern if you do

not know the recipient's name.

b. Use Dear Mr., Mrs., or Ms. and the family name if you know

their names.

c. Use Dear Sirs to address the organization.

5. Subject is the topic of the letter. A subject heading consists of the purpose

of the letter and its topic (what it is about). Usually it is short and

informative and written in the form of the noun phrase. The first letter of

each word, except article and preposition, is capitalized. The subject must

be in the bold face and without a period at the end. Study the following.

a. Complaint about ... (e.g. Lute Delivery of Order 1234)

b. Congratulations on . . . c. Request for.. . d. Enquiry about . . . e. Apology for.. . f. Invitation to.. .(give an opening speech on . . . conference)

6. The body mainly consists of:

a. the purpose of the letter e.g. making an enquiry, an invitation or a

complaint

b. information relevant to the purpose of the letter

c. action expected from the recipient e.g. giving information or

accepting the invitation.

7. The closing ends the letter. Normally it follows the salutation.

8. Signature, name in print and position are the next part after the closing.

Charan Chanjaroen

Deputy Director General

Acting Director General

Salutation

Excellency (President, Prime Minister,

Minister, Ambassador, UN Secretary

General)

Dear Sir, Madam or To Whom It May

Concern

Dear Mr., Mrs., or Ms. and the family

name

Dear Sirs/Madams

Charan Chanjaroen

Deputy Director General

for Director General -

Closing

Accept, Excellency, the assurances of my

highest consideration.

Yours faithfully or Faithfully yours

Yours sincerely or Sincerely yours

Yours faithfully or Faithfully yours

9. The enclosure is located on the bottom left, used to tell the reader that

there is an attachment. It can be written in many ways such as Enc., Encl.,

Encls (number of pages), Enclosures: (number of pages).

10. cc. (carbon copy) is used when the letter is also sent to another person for

acknowledgement.

A full block form letter with all the components

1-1 3- Marg In

v our Name]-l

Marg In .I" [Address] [Aadressl [Phone] [Datetodayl.2

1 line [Rodpbnrs Name]- 4 (Canpeny Name1

I nm Pd-1

Mention Recipient's Name]+ 7 1 line

bear [Rsclplsntk Name]: 8 I line I line WBJEcrl- g

The main chamdwistic of full bbtk I- k Utat evwything (except - l a maybe a preprinted letterhead) is L s h with the left margh. Full Mock leHwp are a l i e more fwmal Man modfed block letfern.

I line lfyuur letter is onlyone page, type the emliientary close and optional components as shown below aherwiw, type them on the last page of p r l W . Forthe components of cwrtinuabon pages, cCek on the fink below to go to pge 2 of this letter.

I line anam.+------------ 11

4 1 1 ~ ISlgnatuml4- 12

[Your Name, Mle] 1 llne

[ldentieation hiGals]+ 19 ulclosures: p4umbarl4- $4

1 line cc: Warns For C a p y l L 45

(Name For Copy] 7-

1-1.5'' Margin

(http://iobsearchtech.about.com/od/letters/l/bl block p.htm)

Writing Letter of Enquiry

1. Purpose To ask for information, assistance, support etc. 2. Subject Heading Enquiry about -

Query about - Request for -

3. 1st Paragraph State the purpose of the letter. The purpose of this letter is to ... I am writing to enquirehnquire iJ whether + Clause I am writing to enquire/inquire about

+ Noun I am writing to request for + Noun I would/should be gratefilg whether you could ...

(e.g. inform me ofprovide me with)

2nd Paragraph 1. State why you contact the organization or where you have heard

about it. I have been acknowledged that your institute specializes in ... I have learnedfiom the Bangkok Post, Business Section,

dated July 5, 201 2 that ... 2. Give details about your enquirylrequest.

Our dePartmentplanr to work on .... Since it is the area new to us, we would like to send our team to attend a workshop on... during ....

Last Paragraph Express thanks to the reader with a polite expression.

Thank you very much for your kindnesskind assistance/ consideration.

Thank you for your early attention to this matter.

Suggested Template of Letter of Enquiry / Request .

Subject: Request for . . .

I write / am writing to request for / enquire about + noun . . . The purpose of this letter is to . . .

We have been aclcnowledged that . . . (name of organization, the recipient of the letter)

has successfully implemented . . .(e.g. PQR technology) to enhance . . .(e.g. the

m a n u f m g process) 1 to develop . . .(e.g. the manufacturing process) /to solve the

problem of.. . which we are encountering.. . We wish to apply . . .(e.g. the PQR

technology) to . . .

I would appreciate it if you could kindly . . .. I am looking forward to hearing fiom

you

Example of Letter of Enquiry

Queen Ice-Cream Manufacturing Co., Ltd.

11 North High Street

Sydney, Australia

18 May 2012

Food and Drug Administration

Ministry of Public Health

Tivanond Road., Nonthaburi 1 1000

Thailand

Dear Sirs

Subject: Request for information on regulations concerning importing ice cream

toppings

I am writing to request for information on regulations concerning importing ice cream

toppings fiom Australia into Thailand.

As one of the most successful ice-cream businesses in Australia, we would like to

expand this business by introducing our dried fruit ice-cream toppings into Thai

markets. Our toppings are manufactured with the latest technology that can preserve

nutrients in the processed fruits with their tasty flavors. The products for ice-cream

have obtained approval fiom the FDA, Australia, and are very popular among

Australian ice-cream lovers. It would be great if we could obtain the information on

Thailand FDA regulations so that we would do our best to meet all of the

requirements.

I appreciate it if you would kindly send us necessary information onlabout this matter.

I am looking forward to hearing fiom you.

Yours f-aithfillly

Peter Covient

Manager

Acknowledging receipt of an inquirylrequest

Please refer to your letter /report ofldated . . . .

Further to your letter ofldated . . .. In fiutherance of your letter ofldated . . .. With reference to your letter ofldated . . . . Reference is made to your letter ofldated . . .. We have the honor to refer to your letter ofldated . . .. We have the pleasure to refer to your letter ovdated . . .. I am pleased to refer to your letter ofldated

In further reference to our conversation, luncheon,

meeting, discussion on (issue) . . . . In reply to your letter ofldated . . . . Noun

I would like to draw your attention to (issue). . . . I have the honor to draw your attention to (issue) . . ... Thank you for your letter of.. . regarding I concerning /

in connection with . . . I refer to your enquiry about 1 relating to . . . I have received your letter of . . . requesting information

about . . . This is to acknowledge receipt of your

letter of 1 dated.. .

March 21,2012

concernindregardinn +

Explaining action taken as a consequence of the enquiry

I have reviewed/enclosed . . . We held a meeting on 2 1 January to discuss ... I have checked/looked intolinvestigated . . .

Making suggestions

The best optionlsolution would be . . . since hecause.. . I highly recommend . . . as 1 since 1 due to the fact that . . . I suggest that you (should) . . . In view of the fact that . . ., I would strongly recommend . . . as . . .

Apologizing and rejecting proposals

While I appreciate your firm's need for this information, I regret that . . . It will not be possible to . . . for legal reasons. We are bound to . . . Your proposal is of interest to us, and we have had consultations about it. However,

we are concerned that . . .

Establishing goodwill and suggesting contact

I hope this suggestionlinformation will be useful to you.

I hope that this information will help you to make decisions on . . . . I look forward to hearing from you.

I look forward to receiving your confirmation of.. . Please feel free to contact me again if you have any further queries on . . . Please do not hesitate to contact me if I can be of further assistance.

Should you require any further details, please do not hesitate to contact me at . . . .

. . .

. . . Thailand

2 June B.E. 2555 (2012)

Mr. Peter Covent, Manager

Queen Ice-Cream Manufacturing Co., Ltd.

1 1 North High Street

Sydney, Australia

Dear Mr. Covent:

Subject: Request for information on regulations concerning importing ice cream

toppings

Reference is made to your letter dated 18 May 2012 regarding the

aforementioned caption.

Enclosed herewith please find the required documents. Please be advised that

detailed and accurate description of your products is necessary for our consideration.

We hope that you would find the information useful for your fiuther

arrangement.

Kitti Kanchana

Director

Enclosures. (3)

Yours sincerely,

Making/Paying/Requesting for a courtesy call/visit

Subject: Courtesy Call on the Secretary General

We would appreciate it if my team .and I muld call on your office at.. . We wish to pay a courtesy call on Mr.. .., Director General . . . I *odd appreciate it if you could confirm your availability or suggest another

time that is of more convenience for you.

We are pleasedfdelighted to inform you of our acceptance of your courtesy call on

. . .. It is our pleasure to . . .

Requesting for a courtesy call

Sender's address

. . . Thailand

25 July 2012

His Excellency

Mr. Roberts Frost

Minister of.. . . . .. Australia

Excellency

Mr. Deelerd Rakthai, the Minister of Public Health and the executives of Department

of Disease Control who are in charge of the healthy lifestyle strategic plan B.E. 2557-

2560, (201 4-201 7), will be visiting Australia during April 27-May 2,201 3. The visit

is aimed at paying a courtesy call on the Australian Department of Health and

Ageing and discussing matters of implementation of the Government's health and

hospital reforms.

On this occasion, I would like to request for an opportunity for the team under the

leadership of Mr. Deelerd Rakthai, the Minister of Public Health of Thailand, to pay a

courtesy call on Your Excellency on April 28,2013 at the Ministry of Public Health.

May I take this opportunity to wish Your Excellency good health, and I sincerely

hope that our countries will accomplish our plans to promote our people's healthy 4

lives.

Accept, Your Excellency, the assurances of my highest consideration.

Subject : Courtesy Call on Director General

Dear Mr. . . .,

Reference is made to your letter dated . . . concerning the request for the courtesy call

on the Director General, Department of . . ..

We are pleased to accept your courtesy call to be held on (date) at (place). Mr. . . ., the

Deputy Director General, will welcome you in this visit for I will represent Thailand

in the ASEAN Summit during . . ..

We look f m a r d to welcoming you and your team at the meeting.

Sincefely yours,

. . *

Requesting for a visa: How to revise it?

. . . . . . . . . Thailand

February 201 1

. . . Embassy

... Bangkok 10120

Subject : Thai participants attending the 21 st meeting on.. . in (city, country)

To Whom It May Concern:

The National Standardization Authority of (country) will organize the 2 1 st

meeting of in (city, country) during (dates).

In this regard, the . . ., Ministry of.. ., Thailand, would like to send two

officials to participate in the above mentioned meeting, namely:

1.. .. 2.. ..

Please kindly facilitate the visa i&mnce for these two officials.

Enclosed is the draft agenda.

Sincerely yours

Requesting for cooperation: How to revise it?

Well-Being National Institute of Thailand

58 Phaholyothin Rd.

Bangkhen, Bangkok 10900

Thailand

Tel.

Fax.

10 August B.E.2555 (2012)

Mr. Seong Jung Kim, Director

Well-Being National Institute of Korea

Kimji Road, Seoul

South Korea 12 122

Dear Mr. Kim,

Subject : The Well-Being National Institute of South Korea

First of all, let me express our appreciation to the Well-Being National

Institute and you, in particular, for strengthening activities under the Memorandum of

Cooperation (MOC) between the Well-Being National Institute of South Korea and

the Well-Being National Institute of Thailand.

Your success in applying the latest XYZ technology for detecting and

eliminating streptococcal viruses in hospitals is a model for us, of which it is one of

the activities stated in our action plan. We are very much interested in the latest XYZ

technology as it is suitable for our limited resources and our problems. Therefore, we

would like to propose a request for your kind consideration in sharing, to the extent

possible, the technology to Thai Well-Being National Institute. Consequently, we

could learn about it which would help us fasten the process to tackle the problems of

pharmaceutical products in a timely manner.

. I would like to express my gratitude to you for taking into eonsidaatm the

possibility of sharing the howledge to us.

Yours sincerely,

Requesting for a grant: How to revise it?

. *.

Thailand

Tel.

Fax.

January 2,201 1

John Doe, Executive Director

XYZ Foundation

1 0 Downing St.

London,'U.K.

Dear Mi. Doe,

I am writing to inquire whether the XYZ Foundation would kindly consider awarding

a grant for the proposal of the Department, Ministry of Public Health,

Thailand, on health care promotion among the minority groups along the border

between Thailand and Myanmar. This project requires an investment of $ per

year over two years to support local people health care training, provide the minority

groups with medical centers and medicine as well as equipment. We believe the

proposal falls well within your area of interest.

Health care is important for qualities of life, especially for those living along the

border between the two countries who have been suffering health problems,

transmissible diseases, in particular. Educating local people about healthy lifestyles

would enable them to take good care of themselves and their families, the results of

which are their well-being, and reduction of great amounts of expenses on medicine.

We believe that this project has the potential to transform the lives of people in the

area.

Thank you very much for your kind consideration. I am looking forward to receiving

your favorable reply.

Yours sincerely,

Surasak Sukmak

Executive Director

Invitation Letter

Purpose: Inviting a guest to a meeting, or an event

Parts: 1. introducing the host and the organization

2. extending the invitation

2. giving details about the event

3. showing his appreciation for the guest's attendance

Useful Expressions for Invitation Letter

Paragraph 1

We are pleased to extend our invitation to Mr./Ms./Dr.. ..to attend, participate in the

conference/meeting~workshop organized by . . . during . . . . We have great pleasure in informing you that + clause

We have the pleasure in inviting you to the formal cerernonylthe banquet to

cornmemoratelcelebrate . . . We are pleasddelighted to inform you that + clause

We are pleasddelighted to invite you to attendlparticipate in.. . It is our pleasure to inform you that + clause

It is our great pleasure to inform you that our new product line is ready for your

inspection.

You are cordially invited to attend a party given in honor of Mr.. .. Please let me know whether you can accept the invitation.

On behalf of.. .(institute), I am pleased to invite you to participate in . . . to be held ... (time) at . . . (place).

2nd paragraph

We would be delighted/honored if you would accept our invitation to speak on the

subject ". . ." on (date) from (time).

We have pleasure to support your registration fee, hotel accommodation and the

airfare (economy class) for the conference.

We would, of course, be prepared to pay you the fee of $350 and your travel

expenses.

Please be informed that we will support your registration fee, and the expenses for

accommodation and local transportation to the conference. However, due to our

limited resources, we are not able to support your international airfare.

Unfortunately, due to budget limitations, we are not able to offer any kind of

honorarium or reduced registration fee in return for your appearance on the

panel. Please accept my sincere regrets.

3rd paragraph

We look forward to hearing whether you can accept our invitation. Please let us

know if you will need any visual aids or other equipment.

As one of the prominent figures in the community, we would be honored by your

attendance.

I look forward to your participation and welcome you personally in . . . (Bangkok).

In closing, we would be pleased and honored if you would consent to be our

invited speaker at the . . . Conference.

I do hope you will be able to act as a speaker on the panel; your experience and

comments will add an important dimension to what is potentially a very

important discussion for the field.

In appreciation of your agreement to participate in the conference, we would

provide the cost of an economy class airfare from your home institution to the

conference, hotel accom&odations during the conference, and fiee registration

to the conference.

Suggested Template for Invitation Letter

Subject: Invitation to ....(F orum, Conference, Seminar)

On behalf of.. .(institute), I am pleased to invite you to participate in . . . (the

f o d t h e conferencelthe seminar) on . . . to be held ... (time) at . . . (place).

The f o d t h e conferencelthe seminar will invite representatives fi-om . . . (WHO,

FDA, universities , and pharmaceutical companies). Because of your prestige and

stature in the field of.. . , it is a great honor and pleasure to invite you to . . . (the

f o d t h e conferendthe seminar) . It is understood that alVIt should be noted that

the expenses during your participation in the forum will be covered by yourself.

Should you have any question, please . . . .

In closing, I would be pleased and honored if you would consent to be our invited

speaker at the . . . (the f o d t h e conferencelthe seminar).

Replying to the letter of invitation Thank you for your kind letter inviting me to speak at the conference on . . . Thank you very much for your letter of 3rd May and the information on the corning

conference in September.

I am pleased and honored by the invitation to participate in the conference organized

by . . ., which is to be held in (place), (dates).

I have much pleasure in accepting your invitation to . . . I look forward to meeting you and other members of your society at the conference

and wish you every success.

I must apologize for not being able to . . .. However, we regret that due to prior commitments, we will not be able to attend the

event at the time stated.

I very much regret to say that it will not be possible for me to make any trip owing to

bad healthfthe tight work schedulelprior engagements.

Thank you once more for honoring me with your invitation.

Example of Invitation Letter

Faculty of Science, Kasetsart University

50 Phaholyothin Rd. Bangkhen,

Bangkok 10900

June 17,2012

Professor David Brown

President

Mission Hospital

Burana St., Nonthaburi 1 1000

Dear Professor David Brown:

My name is Wiwat Prasert and I am writing on behalf of the pre-medical students at

the Faculty of Science, Kasetsart University. We are organizing the conference on

Thai Medical Students in the ASEAN Community in 201 5 and would like to invite

you to be our guest speaker on the subject of Paths towards International Medical

Education.

The conference will be held on December 15-16,2012 at Chakrabhan Auditorium.

The target audience includes medical students fiom all over the country who are

enthusiastic to gain insights into ASEAN's and Thailand's policies, and changes that

will affect their studies and future career.

As one of the prominent figures in the medical community, we would be honored by

your attendance. We look forward to your reply.

Sincerely,

Signature

Wiwat Prasert

Example of Reply to Invitation Letter

Dr. David Brown

President

Mission Hospital

1 Burana St., Nonthaburi 1 1000

July I, 2012

Wiwat Prasert

Faculty of Science, Kasetsart University

50 -Phaholyothin Rd. Bangkhen

Bangkok 10900

Dear Wiwat Prasert:

Thank you very much for inviting me to be a speaker in the conference on Thai

Medical Students in the ASEAN Community in 201 5.

' I am very pleased to accept this invitation and agree to talk on the topic suggested by

you.

I look forward to meeting you and other members of your society at the conference

and wish you every success.

Sincerely,

~i~nature

.David Brown

More examples of Invitation Letter

Dell- 2

We are pleased to inform you of the annual meeting of the Association for

Alteniative Treatments, to be held in Bangkok, Thailand, fiom April 4-6,2013. As

you may know, the AAT conference is the premier international conference of note in

the field of alternative treatments. I am writing to invite you to present a talk at the

conference which will be forty minutes long, including a 15 minute question-answer

session.

Should you accept this invitation, there is some flexibility we can use to

accommodate your own scheduling preferences. In appreciation of your agreement to

participate in the conference, we would provide the cost of an economy class airfare

fiom your home institution, hotel accommodations, and fiee registration to the

conference.

I do very much hope that you will be able to accept this invitation.

Yours sincerely

Dear ,

It gives me great to ask if you would be willing to appear on the panel

entitled . . . at the forthcoming XYZ conference in Beijing at the end of June next year.

The panel itself will last for 60 minutes on Friday, June 30. The other panelists being

invited are:

Professor Juan Mann, University of New South Wales, Australia

Dr. Mary Ball, University of Ashland, USA

Dr. Reiko Kachi, Tokyo University, Japan

While we cannot afford to pay the travel expenses of each invited panelist, we are

pleased to waive your registration fee for the conference.

You can find out all details about the conference at http://www.nhi.org. The program

includes technical papers, exhibitions, and five tutorials. In addition, there is a guided

tour of interesting and historical aspects of.. . (the host country e.g. Thailand,

People's Republic of China).

I hope you can attend the conference and share your ideas on this topic on the panel.

Please let me know whether you can accept the invitation.

Yours sincerely

Letter of Apology

1. Begin and end with your apo16gy.

2. Keep your apology letter short and to the point

3. Be specific about what happened and be clear about what you're sorry for.

4. End the letter with apology once again.

Expressions used in Letter of Apology

I would like to express my deep regrets for . .. and apologize for . . . . The purpose of this letter is to formally offer our deepest and most sincere apology for

the inconvenience that (issue) has caused you.

We do apologize for any inconvenience caused by the cancellation/postponement of

the workshop until further notice.

Please accept this letter as our formal letter of apology for the inconvenience (the

issue) has caused you.

Please let us apologize for the difficulties and inconvenience you experienced with

(issue).

Please accept our apologies for the inconvenience (the issue) has caused you.

Subject : Cancellation/Postponement of Workshop on . . .

Dear Dr. . . .

Please kindly refer to the letter dated . . ., regarding . . . Workshop on . . .. Product on (date), (place).

We regret to inform you that, we are not able to arrange this workshop due to

. . . (noun e.g. unforeseen circumstances/ great floods at the venue of the workshop)

due to the fact that (clause) . . ..

We do apologize for any inconvenience caused by the

catlcellation/postponement of the workshop until further notice.

Sincerely yours,

Suggested Template for Letter of Apology

Examples of Letter of Apology

Subject: Apology for Withdrawal from 8th International Conference on . . .

Dear Dr. . . .

I would like to express my deep regrets for not being able to attend the 8th

International Conference on . . .(title of the conference)and apologize for

inconvenience that this short notice cancellation has caused you.

Due to the fact that the Department of.. . has a limited budget to support me for the

participation, I have to withdraw &om this conference.

Please accept my apologies for difficulties that this may cause you and thank you for

your kind understanding.

... Thailand

5 Nov B.E. 2554 (201 1)

Mr. ... .... Singapore

Subject : Invitation for Thai . . . Contribution to the 2nd . . . Congress in

Sineauore 7-10 Jan 2013.

Dear Mr. .. .,

This is regard to your invitation letter for Dr. . . ., the Secretary-General of Office of

. . . as a speaker at the 2nd . ..Congress in Singapore during 7-10 Jan 201 3.

We highly appreciate your kind invitation and are pleased to accept it. However, due

to . . ., I am not able to attend the Congress. Mrs. . . ., the Deputy Secretary-General,

will represent the Office in the section "XYZ."

Thank you very much for the invitation. We look forward to attending the Congress

in Singapore and wish it a great success.

(Signature)

Secretary General

Writing an Itinerary

1. Divide the page into four parts: Date, Time, Activities, and Note.

2. Specie the time on 24-hour basis.

3. Use consistent language e.g. gerunds (V+ing) for Activities.

4. Be specific about Time and Activities, including essential details e.g. venue of

the meeting, name of hotel, its room number, telephone numbers, flight

numbers.

Tentative Itinerary

Study Visit of Nine Pharmacists

from . . . Organization, India

May 12-13,2013

May 12 9.00-9.30 Courtesy Call on Secretary General, Dr. . . ... 9.30-1 2.00 Meeting with Dr. . . ., Director

Department of.. .and Mr. . . . to discuss.. . Tel. 02579-1212

12.00-13.00 Lunch

13.00 Leaving for Nakhon Nayok to visit

ABC Herbal Medicine Laboratory Tel. 089222-3333

14.30-1 7.00 Observing herbal medicine manufacturing

17.00 Returning to Bangkok

Staying overnight at . . .Hotel, Rrn. No. . . . Tel. 02234-5678

May1 3 9.00-1 2.00 Attending the Seminar on . . . ., Conference Room, MNL Building,

Ministry of Public Health Tel. 02579-3223

12.00-1 3.00 Lunch

13 .OO-15.00 At leisure

20.30 Leaving for Suvarnabhumi

International Airport, Samutprakarn

22.15 Departing to India, Flight TG.. .

Writing Emails

1. Make the subject short and clear. Do not leave it blank.

2. Write the message concisely.

3. Use polite language; do not use contractions.

4. Skip a line when starting a new paragraph.

5. ' If you are sending an attachment, make note of it and describe what the

attachment is for in the body.

6. When you receive a message, reply to it as soon as possible.

7. Use threads when replying to keep the original subject line with "Re:" in fiont

of it.

8. Always leave a signature line.

9. The email message follows the letter guidelines.

Subject: Adjustment of the Meeting Date

Date: Tue, 16 Jun 2012 10: 16:19 +0800

From: sirim@fda.ac.th

To: yko. 1 @fda.sg

Dear Ms. Koh

Please refer to the schedule of the meeting between . . ., Singapore and . . ., Thailand to

discuss our regulatory systems of pharmaceutical and other controlled products on 28

November 2012.

Due to an urgent call for a ministerial meeting, we are not able to meet with you on

the day. We would like to postpone it to 12 December 2012.

You kind consideration in this matter is very much appreciated.

Yours sincerely

Siri Charoen

Director, Department of.. .

Address

Subject: Re: Adjustment of the Meeting Date

Date: Tue, 10 Jul2012 10: 16: 19 +0800

From: vko.l@,f~sg

To: sirim@f&ac.th

Dear Mr. Siri

Please be infonned that we have no objection to the adjustment.

Looking forward to meeting you on 12 December 2012. . .

Sincerely

Yao Jing Koh

Director, . . . Director, Department of . . . Address

Email: How to Revise It?

Subject: Re: schedule of.. . visit to Beijing

Date: Tue, 10 Jul2012 10:16:19 +0800

From: vko. 1 @,fda.sq

To: sirirn@f&ac.th

Your letter has been received. We are very busy this week and my boss

is having meetings outside of our office. I will try to give you the

invitation letter soon.

regarding your namelist, there will be 9 or 10 people fiom your office? Please give us

the tittle of Mr. . . .. and who is the "officer"?

The working language for our meeting will be English, right? Please find a interpretor

for your side and we will have our interpretor for our side.

Waiting for your confirmation.