Abbreviations in formal letter

Question

Hi group,I'm a teacher of English in the Netherlands and I have just discussed the question of abbreviations in formal letters with a class. Of course abbreviations like don't and won't are forbidden, but one of my students asked if "I'm" should also be spelled as "I am" in formal writing. Now, I didn't (and still don't) know the answer to that, so maybe someone here could help me (and my students) out?Furthermore I would like to know the place of the Attn. line in formal letters. Is it between the addresses and the date, or within the addressee's address, or someplace else?Thanks in advance,-- Astrid

Usenet · Accepted Answer

on 14 Jan 2004:
[nq:1]Hi group, I'm a teacher of English in the Netherlands and I have just discussed the question of abbreviations in ... didn't (and still don't) know the answer to that, so maybe someone here could help me (and my students) out?[/nq]
I wouldn't use any contractions (not "abbreviations") in a formal business letter. But if one uses "I'm", then there is no reason not to use "don't" and "won"t".
[nq:1]Furthermore I would like to know the place of the Attn. line in formal letters. Is it between the addresses and the date, or within the addressee's address, or someplace else?[/nq]
You can check a business-letter handbook for that kind of stylistic fillip, but I don't see the point of using it. If a letter is supposed to be brought to the attention of a particular person or the person who fills a particular position, then all that is necessary is to address it to that person, eg:

14 January 2004

Personnel Manager ABC Corp. Paris, France

Dear Personnel Manager:

-- Franke: EFL teacher & medical editor.

Usenet · Answer

[nq:1]Hi group, I'm a teacher of English in the Netherlands and I have just discussed the question of abbreviations in ... didn't (and still don't) know the answer to that, so maybe someone here could help me (and my students) out?[/nq]
"I'm" is a contraction just the same. They're either all in (informal) or all out (formal).
[nq:1]Furthermore I would like to know the place of the Attn. line in formal letters. Is it between the addresses and the date, or within theaddressee's address, or someplace else?[/nq]
I can't see where there is room for "Attn" or "FAO" in letters. If you know the name of the person you're writing to, your letter will start:

--- (Your address)

(Date)

Mrs A N Other (company address)

Dear Mrs Other

(letter) ---

If you don't, it'll start:

--- (Your address)

(Date)

The Marketing Manager (company address)

Dear sir/madam

(letter) ---

The only place I use "FAO" is in the subject line of emails.

Adrian

Usenet · Answer

Thank you all for your comments. Of course I meant contractions. I will tell my students they have to write everything 'with as many letters as they can'...in formal letters.

Now about the question of the Attn. line: According to my coursebook, this should be placed as below:

Attn. Mr Smith

Do all of you concur with this?

In the Netherlands it is common to place this Attn. line between the company name and the company's address, e.g. ABC Company Attn. Mr Smith 123 Southwest Drive 45X67N Somewhere Somecountry

Is this also used in England and the USA? Or is this a typically Dutch thing?

Thanks in advance, -- Astrid

Usenet · Answer

| Thank you all for your comments. Of course I meant contractions. | I will tell my students they have to write everything 'with as | many letters as they can'...in formal letters.

:-) Things like eg and ie can be left.
[nq:1]Now about the question of the Attn. line: According to my coursebook, this should be placed as below: ... Smith ... Do all of you concur with this?[/nq]
From a British perspective I'd say the Attn line is okay, but the date should be right up at the top.
[nq:1]In the Netherlands it is common to place this Attn. line between the company name and the company's address, ... Somewhere Somecountry Is this also used in England and the USA? Or is this a typically Dutch thing?[/nq]
I'd say that's more common on envelopes and the above format within the letter, but usage varies with house style.

Owain

Usenet · Answer

The way I teach letter writing is as follows (based on actually working in business and learning business commmunication, as well as standard formats in most Br. Eng. textbooks)

Formal: Your address on the right Company name + address on the left Date on the right "For the attention of Mr (or Ms) Bloggs" on the left (I would never use Attn. as I regard this to be informal - more suited to faxes, etc.) Dear Sirs (this is the standard opening for Br. English letters - Dear Sir or Madam implies that you couldn't be bothered to find out whether you are writing to is male or female! - also, you are writing to a company, rather than an individual - therefore plural is more appropriate - the FAO is only that that particular person within the company should deal with this letter) Letter Yours faithfully

More informal: Your address on right Contact name on left (i.e. "Mr. F. Bloggs") Company name + address ) Date Dear Mr Bloggs Letter Yours sincerely

In Br. Eng we would never use a title to address the recipient of the letter, e.g. Dear Personnel Manager. It is recommended that if you do not have a contact name from the advert (for example), you phone the company and ask for the name of the relevant person - shows you're taking an interest and not just sending off multiple letters to multiple companies!

Hope this helps, Dace (pronounced "datsy"!)
[nq:1]Thank you all for your comments. Of course I meant contractions. I willtell my students they have to write everything ... this also used in England and the USA? Or is this a typically Dutch thing? Thanks in advance, -- Astrid[/nq]

Abbreviations in formal letter

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