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Advanced English 2 Intermediate Level ID13302

Topic 10
Snail Mail

Business letter format · Cultural observations
Prepositional phrases in professional writing

10.1 Business Letter Format 10.2 Cultural Observations 10.3 Prepositional Phrases

Ref.: Powell, M. (2014). In Company 3.0. Intermediate Student's Book. Macmillan Press.

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Slide 02 · Introduction
What is Snail Mail?
Definition
Snail mail is an informal term for physical, postal correspondence — letters, cards and packages delivered by a postal service. The term highlights how slow it is compared to email.
Why it still matters
Despite digital communication, snail mail carries cultural weight in the United States. Knowing when and how to use it is part of professional and social etiquette.
📋 What we'll cover today
1
Business letter format — structure, components and style conventions.
2
Cultural observations — thank you notes, Christmas cards, invitations and more.
3
Prepositional phrases — 12 key phrases for formal writing and business meetings.
4
Productive activity — write your own formal business letter using the sample as a model.
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Slide 03 · Learning Objectives
By the end of this class you will be able to…
1
Identify and correctly order the required components of a formal business letter, distinguishing them from email conventions.
2
Apply proper salutation etiquette — using Miss, Mrs., Ms., Mr., Dr. and gender-ambiguous names correctly.
3
Recognize cultural expectations around thank you notes, Christmas cards, invitations and other common snail mail occasions in the United States.
4
Use 12 prepositional phrases (e.g. on behalf of, in accordance with, with regard to) correctly in professional writing.
5
Write a well-formatted business letter following block format, single spacing, formal style guidelines and the sample letter structure from section 10.3.
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Slide 04 · Section 10.1
10.1 Business Letter — Required Components
Key distinction
There is no universally agreed format for email, but business letters follow a rigid, ordered structure. Knowing this order is essential in formal professional communication.
1 Letterhead Company name, logo and address. Authenticates the letter. Use personal address if no letterhead.
2 Date June 12, 2024 — always write the full date.
3 Recipient Recipient's full name, title and address.
4 Salutation Dear Ms. Metiva: — ends in a colon in American English (not a comma).
5 Body Introductory paragraph · Body paragraphs · Conclusion. No indentation. Single spaced. Block format.
6 Closing With sincerest gratitude, — ends in a comma. Only capitalize the first word.
7 Signature Handwritten signature above your typed full name and title.
8 Enclosure Enclosure: Major Gifts Policy or Enc: filename — optional. Also Cc: Name for copies.
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Slide 05 · Section 10.1
Style Tips and Salutation Titles
📝 Style guidelines
  • Use standard font, single spaced, block format — no indentation.
  • Do not try to be "flowery" — extra words dilute your message.
  • Do not rely on spell-check — it misses proper nouns, homophones and grammar errors.
  • Avoid abbreviations and contractions.
  • Avoid exclamation points.
  • Avoid terms that need quotation marks — use precise language instead.
  • Use the recipient's highest known title — never call Dr. García "Mr. García".
  • Engineer is not typically used as a title in English. Doctor is the main exception.
👤 Titles for women
TitleMeaning
MissUnmarried woman
Mrs.Married woman (short for Misses)
Ms.*Married or unmarried — does not reveal marital status
⚠️ When in doubt
If you don't know a woman's marital status, use Ms. (pronounced "mizz," rhymes with fizz). If a name is gender-ambiguous (e.g. Casey Peters), write Dear Casey Peters: — omit Mr./Ms.
Latin America vs. US
Alexis is frequently a woman's name in the US but a man's name in Latin America. Always consider your recipient's cultural context.
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Slide 06 · Section 10.2
10.2 Cultural Observations — The Thank You Note
Context
The thank you note is a topic of great debate in the US. Some consider a verbal "thank you" enough; others view the omission of a written note as rude. The expectation is significantly greater than in many other countries.
When is a written thank you note expected?
  • Weddings — hand-written notes are considered imperative.
  • Bridal showers, baby showers, housewarming parties — any event where gifts are expected.
  • Job interviews — a brief note helps you stand out from other candidates.
  • Even at children's birthday parties, there may still be an expectation.
💡 Key nuances
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Opening gifts in person
The expectation is lower if you open the gift in front of the giver — you can thank them directly. But a written note may still be appreciated.
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Confirmation of receipt
Thank you notes also serve as confirmation that a gift was received — especially useful when gifts are mailed.
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It's not homogenous
Geographic region, socioeconomic status and cultural background all affect expectations. When unsure, send the note anyway.
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Slide 07 · Section 10.2
Other Common Snail Mail Occasions in the US
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Christmas Cards
Often include a family photo and pre-printed message. The sender may add a handwritten note. Proper etiquette: send a card back to those who send you one. No obligation if you don't send cards in general.
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Invitations
A physical invitation feels more sincere than an e-vite. Important rule: do not hand-deliver invitations in front of people you have not included.
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Flowers with a Card
In the US, it is customary to order flowers and have the florist deliver the note with them — not to deliver them personally.
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Sympathy Cards
Sent by postal mail with a personalized handwritten message when someone suffers the loss of a loved one. No expectation to respond with more snail mail.
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Save-the-Dates
An extremely common pre-invitation for weddings — usually a magnet or postcard sent several months before the wedding. A formal invitation follows later.
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Family Announcements
Professionally printed postcards or magnets for engagements, pregnancies, births and new addresses. No expectation to reply with snail mail.
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Slide 08 · Section 10.3
10.3 Prepositional Phrases for Formal Writing
Pattern
Most of these phrases follow a preposition + noun + preposition pattern. They are common in formal letters and business meetings. Learning them improves both your writing and comprehension significantly.
On behalf ofI am speaking for ___
In accordance withComplying with the rules of
In addition toAs an extra
According toAs stated by a person / policy
In order toSo that we can
On account ofBecause of
In the event thatIf it is true that (as a provision)
Effective / with effect fromStarting on (US: effective)
In view of / in light ofBecause of / given this information
With regard toWith respect to / about
In touch withIn contact with
Under pressure toExperiencing the stress of a deadline
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Slide 09 · Section 10.3 — Practice
Prepositional Phrases — Fill in the Blank
Directions
Select the prepositional phrase that best completes each sentence. Correct answers are marked ✓.
1
___ the entire client care team at Apex Marketing, I'd like to thank you for your loyal business.
  • a ✓ On behalf of
  • b In case of
  • c In order to
2
___ Eric, all expense reports must be submitted by noon today.
  • a In order to
  • b ✓ According to
  • c In terms of
3
___ June 9th, all visitors must present a valid form of ID.
  • a ✓ Effective
  • b In favor of
  • c In accordance with
4
___ the employee handbook, all employees are allowed two personal days per year.
  • a Effective
  • b In favor of
  • c ✓ In accordance with
5
___ our flight gets cancelled, we'll have to postpone the meeting.
  • a In order to
  • b ✓ In the event that
  • c In agreement with
6
I will be ___ Jeff at the London office about this issue.
  • a with regard to
  • b in addition to
  • c ✓ in touch with
7
___ a cash bonus, the winner will also receive a five-day trip to Disney World!
  • a In order to
  • b ✓ In addition to
  • c With regard to
8
___ the terrible weather, we have been forced to cancel the company picnic.
  • a In addition to
  • b ✓ On account of
  • c On behalf of
9
___ technical ability, Paola is the best candidate.
  • a In addition to
  • b On behalf of
  • c ✓ In terms of
10
We are ___ cut costs.
  • a ✓ under pressure to
  • b in touch with
  • c with regard to
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Slide 10 · Section 10.3 — Sample Letter
Sample Business Letter — Annotated
Notice
This letter uses all 12 prepositional phrases in context. Identify them as you read. It also demonstrates the complete letter format from section 10.1.
Address 1616 Red Fox Circle, Kenosha, Wisconsin 53140
Date June 12, 2016
Recipient Angela Metiva · 1289 Evergreen Way · Oak Creek, Wisconsin 53154
Salutation Dear Ms. Metiva:
Body On behalf of the entire Individual Giving Department at Midwest Children's Hospital, I would like to thank you for your most generous donation. In addition to providing housing for displaced families, your contribution will also help fund in-hospital activities.

In accordance with our charitable donations transparency policy, we must schedule a meeting with Thomas Radewan, our financial oversight officer, in order to ensure that you are in agreement with the specifics of our spending plan.

On account of the size of your donation, I recommend inviting your accountant in the event that you have questions about tax deductions.

I will be contacting you soon in order to schedule this meeting at your earliest convenience.
Closing With sincerest gratitude,  [signature]  Karla Arzate · Associate Director · (262) 555-8910
Enclosure Enclosure: Major Gifts Transparency Policy  ·  Cc: Thomas Radewan
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Slide 11 · Productive Activity
Write Your Own Business Letter
🎯 Scenario
You are a representative of a non-profit organization or a company of your choice. Write a formal business letter to a donor, client or colleague. Choose your own context.
1️⃣
Structure your letter correctly

Include all required components in order: address, date, recipient, salutation (with colon), introductory paragraph, body, conclusion, closing (with comma), signature, sender ID. Add an Enclosure or Cc line if applicable.

2️⃣
Use at least 5 prepositional phrases

Incorporate a minimum of 5 of the 12 phrases from section 10.3 naturally in your text. Underline or bold them so they are easy to identify.

3️⃣
Apply correct salutation etiquette

Choose a realistic recipient. Apply the Miss / Mrs. / Ms. / Mr. / Dr. rules correctly. If the name is gender-ambiguous, handle it appropriately.

4️⃣
Follow style guidelines

Block format, single spaced, no indentation, no contractions, no exclamation points, no abbreviations. Precise, professional language only.

Deliverable
One complete business letter, typed or handwritten. Minimum 3 paragraphs. Use the sample letter from slide 10 as your model.
Evaluation criteria
Correct structure · 5+ prepositional phrases · Appropriate salutation · Professional style · No format errors
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✅ Topic 10 — Complete

Key Takeaways — Snail Mail

10.1 Format
8 ordered components · Block format, single spaced, no indentation · Colon in salutation, comma in closing.
Titles
Miss (unmarried) · Mrs. (married) · Ms. (unknown/either) · Use highest known title · Gender-ambiguous → full name.
10.2 Thank you
Expected for gifts at weddings, showers, housewarmings · Optional after interviews · When unsure, send it anyway.
10.2 Occasions
Christmas cards · Invitations · Sympathy cards · Save-the-dates · Family announcements.
10.3 Phrases
12 prepositional phrases — on behalf of · in accordance with · in addition to · according to · in order to + 7 more.
BIBLIOGRAPHY
Powell, M. (2014). In Company 3.0. Intermediate Student's Book. Thailand: Macmillan Press.