X. Write a business letter using the typical ways of beginning and finishing a letter.

Introductory paragraph:

1. In reply to your letter of 14 February 2010 …

2. Thank you for your letter dated 14 February 2010 …

3. We were delighted to receive your letter of 14 February 2010 …

4. Further to our telephone conversation last month …

5. We have heard from … that you …

6. We have noticed your job advertisement in … dated …

7. We were pleased to know about your interest in …

Main paragraph:

1. We are writing to confirm our wish to take part in …

2. I am writing to confirm our wish to apply for the position of …

3. Would you please inform us (let us know) as soon as possible if …

4. We would like to have further details about …

5. In connection with this …

6. We are attaching some information about …

Concluding paragraph:

1. We look forward to your early reply.

2. We look forward to hearing from you soon.

3. Your prompt answer would be appreciated.

4. Thank you for your time and trouble.

5. If you have any questions, feel free to contact us.

6. Please do not hesitate to write if you require any additional information.

 

XI. Speak on the topic “Writing Business Letters”.

 

 

APPENDIX 1

BUSINESS LETTERS

Amelie Mesimaut Office Manager MOC Ltd 12 Fairground Road London W5 8GD England, UK   5 March 2009     VOG Catering Chepstow Place London Wll 9GL     Dear Sir/Madam,   I am writing to apply for the post of Office Administrator as advertised in The Tribune on 21 February, 2009.   I came from France but I have been living in England for the last four years. I did an office management course at West London College of Further Education and since then I have been working as an Office Manager for a mail order company in central London.   I have experience in dealing with customers and liaising with a dispatch department, because at present these are my duties. However, I am very interested in working as an Office Administrator because this would give me an opportunity to be responsible for a team of employees.   I am enclosing my resume and hope that you will find my experience and qualifications suitable for the post.   I look forward to hearing from you soon.   Yours faithfully   Amelie Mesimaut

	Kira Spraut 2544 South Fruitsnake Road, Row Placid, Indiana 54267, USA   May 4, 2009
Mr. Robert T. Smith Vice President Indiana Petroleum Company 1143 Broad Street, Row Placid, Indiana 47786, USA
Dear Mr. Smith:   Having served for several years as a secretary of a private business, I would like to apply for the position of executive secretary, which you advertised in the Row Placid Journal, April 24, 2009.   As a secretary with Kenley Corporation here in Row Placid I was directly responsible to Mr. Haddican, the company’s owner. In addition to typing, filing and taking dictation, I was responsible for scheduling all the Mr. Haddican’s appointments and telephone calls.   Generally, I did everything to make Mr. Haddican’s heavy responsibilities easier. Thus I am familiar with the duties of executive secretary and believe I am prepared to anticipate and meet all your expectations.   I would appreciate your giving me the opportunity to discuss my qualifications in person. I would be happy to come for an interview at your convenience, and I can be reached after 5 p.m. at 772 1747.   Sincerely yours   Kira Spraut

	John Bextor 23 Long Lane Bickley Surrey, Bedford MK 40 England, UK   23 March 2009
Personnel Manager Harper & Grant Ltd. 8 Great West Road London W 25 England
Dear Sir,   I am writing to ask you if you have a vacancy for a Market Analyst.   I am twenty-two years old and have been working in the Sales Department of the Bedford Pharmaceutics Company for the past two years. I am studying Marketing and Business Management at Bedford University and wish to complete my course there, which has another two years to run.   The only reason for my seeking new employment is that Bedford Pharmaceutics is moving shortly to another area in the north-west, where its main offices and laboratories are already located.   If there is some chance of a vacancy occurring in the nearest future, I would greatly appreciate being given an interview. My present employers would gladly give a reference. I expect your early reply.   Yours faithfully   John Bextor

	David Simons 12 Daw Lane, Cregagh County Antrim, Belfast, BT6, Northern Ireland, UK   21 February, 2009
General Manager Short Brothers plc 32, Tulse Hill Drive London, SW11, England, UK
Dear Sir, I am writing to apply for the post of Personnel Manager at Short Brothers plc that was advertised in the “Sunday News” on January 15, 2009.   From 1990 to 1994 I studied Aerospace engineering at the University of Cambridge and graduated with Bachelor’s degree. The main degree course was concerned with basic mechanical engineering, but there were also a number of optional courses available. I selected Aircraft structures, Aeroelasticity and Electrotechnology and had to submit a short dissertation “Physical configuration of the craft”.   On leaving University I was a student for an year at the North York Business College, where I was successful in obtaining diploma in Industrial Management. Courses at this college covered a wide field relevant to the management studies in general, and I was able to supplement my theoretical knowledge with a great deal of practical experience in office management and personnel selection. I took all available opportunities for improving my knowledge of theory and practice in this field.   From July 1995 till September 1998 when I left Business College I was employed as a Deputy Personnel Officer with Mr. James Bradley, at Leeds factory. I enjoyed the work for Bradley’s Co very much, as it kept me closely in touch with both engineering and management. But after four years’ experience there, wishing any prospects of promotion I applied for the position of Personnel Manager with Belfast Engineers Ltd. I began to work there in September 1998 and am still employed in the same position. The work is absorbing, but now I feel that at this stage of my career I want to have more responsibility in a large and respectable company.   I hope that my education and professional experience will be enough to apply for the position of Personnel Manager at Short Brothers plc.   I enclose a copy of my resume, the names and addresses of two people who are prepared to act as my referees.   Yours faithfully David Simons
	Pavel Mikhalyov Moscow Publishing Ltd 23, Lenin Prospekt, Moscow, 101111, Russia   5 September 2009
Nick Jonsom New York Times 620 Eighth Avenue New York, NY 10018, USA
Dear Sir/Madam,   With reference to your letter of 30 May and in confirmation of our conversation with Mr. Ross we would like to let you know that we appreciate your interest and are prepared to send highly qualified specialists within 3 months from the date of signing the relevant contract. You will find a list of specialists attached.   We would like you to note that the conditions according to which we are sending our specialists are as follows: 1. The Customer at his own expense will provide the specialists during their stay in New York with: a) adequately furnished offices and living accommodation with air conditioners and refrigerators; b) transport facilities for business trips; 2.The Customer will reimburse the Supplier, Moscow Publishing Ltd, for the following expenses: c) monthly salaries of the specialist and also paid leave; d) air travel expenses for the specialists and their families, tourist (economy) class from Moscow to New York and back; 3. Insurance of the specialists in Russia against professional risks and accidents during their stay in New York. 4. Adequate medical service including hospitalization, if necessary, will be covered by insurance. 5. Payment will be made in accordance with the existing Trade and Payment Agreement between Moscow Publishing Ltd. and American Airlines Plc. The Customer will undertake to open an irrevocable confirmed and divisible Letter of Credit valid until the Contract has been executed and for the amount shown in the Contract. Payment will be effected quarterly against invoices drawn up by the Supplier.   All the other terms and conditions will be stated in our Draft Contract.   Your early reply would be appreciated.   Yours faithfully Pavel Mikhalyov Personnel Manager   Encl: A list of specialists to be sent to American Airlines Plc.

	Mary Hopes 5 Torber Road Liverpool, England, UK   25 August 2009
Beldrof Advertising Ltd 251 Massel Street Liverpool, England, UK
Dear Sir/Madam,   I am writing to apply for the position of secretary, which was advertised in today’s “News”.   I took my O-levels in English, History, Geography and French at the Liverpool Blue Coat School and then studied secretarial and commercial subjects at St. Edward’s College. Since leaving that college, I have been working for an advertising company in Liverpool. For the past two years I have been a secretary to the Assistant Manager, Marketing Department. For the personal reasons, however, I would like to find employment in the Tilport area.   I enclose a copy of my certificate of St. Edward’s College. I also give you the names and telephones of my referees for information as to my character and ability. You may also apply to my present employers if you wish.   I hope that the information I have provided in this letter and enclosures are sufficient for you purposes. I look forward to hearing from you soon.   Yours faithfully   Mary Hopes   Encl: certificate of St. Edward’s College (copy), referees (telephones, addresses)

	Alexander Somov RS Communications 40, Sovetskiy Prospekt Kemerovo, 650001, Russia   January 21, 2009
Frank Dorke Personnel Manager CCS Link Ltd 30, Collins Bay Road, Reddendale Kingston, K7M, Canada
Dear Mr. Dorke, Training of personnel for RS Communications in Canada In accordance with Contract № 121 and the Memorandum of January 17, 2009 we are sending a list of 35 specialists expected in Canada for training. It is to be noted that the list includes the first group of the specialists to be trained in your country. The second and third groups of specialists will be sent in May and August respectively. It would be appreciated if you inform us of the approximate date when you would like to have them in Canada.   We note that the payment for training our specialists will be made by RS Communications according to the Article 11 of the Contract upon receipt of a request from your company.   We have to let you know that so far we have not received your request. We also bring to your notice that within a month from the date of signing the Contract your company undertook to submit to RS Communications its proposals on the number of the trainees and the period of training in Canada.   We have not yet received the above document from your company. Consequently, we are not in a position to submit an application for our specialists’ training.   We kindly request you to arrange for the earliest submission of your proposals.   Yours faithfully   Alexander Somov

 

	Sophia Kalme Managing Director Chocolate Shop Ltd 12, Ulitsa Pirogova Novosibirsk, 630090, Russia   October 21, 2009
Stella Lincey General Manager Lollipop Confectionary Ltd 23, Hampton Hill, London, TW12, England, UK
Dear Mrs. Lincey,   With reference to your letter of August 8, 2009 and in confirmation of our telephone conversation with Mr. Ripley we would like to inform you that we are ready to send a group of 10 specialists to your country to study the possibility of the plant construction for confectionary production as well as to draw up the Feasibility Report on the project. We feel it necessary to bring to your notice that our specialists can go to your country within two months from the date of signing the contract.   It is understood that our specialists will be sent on the basis of the following general conditions. 1. The Customer is to reimburse the Supplier for air travel expenses of the specialists, tourist class from Novosibirsk to London and back. 2. The Customer is expected at his own expense to provide the specialists with adequately furnished offices and living accommodation as well as with the transport facilities for business trips.   All other terms and conditions will be sent to you later.   Yours faithfully   Sophia Kalme

 

	Sarah Delly Assistant Manager Pinetour Ltd 15, Manhattan Avenue Brooklyn, 11203, New York, USA   April 28, 2009
Clara Sipovich Manager of International Department Tomsk State University 108, 36 Prospekt Lenina Tomsk, 634050, Russia Tel. +7(3822)52-96-44
Dear Mrs. Sipovich, Vocational Training   We have received your letter dated April 10, 2009 asking us to reduce the amount we charge for each trainee as you find it rather high. At the same time you refer to other companies who charge less for similar services. In this connection, we regret to have to advise you that we are in no position to reduce the sum of ten thousand rubles as it runs counter to our usual practice.   We also feel that the following should be brought to your notice. All our actual expenses (including three meals a day, hotel and local transport expenses) per month for each trainee amount to ten thousand rubles. With regard to your reference to other companies we would like to make it clear that they do not always provide all the above services.   Anyway, we are ready to go over this point again. Besides, we would like you to submit a list of trainees two months before their arrival in the USA.   We are looking forward to your early reply.   Yours faithfully   Sarah Delly

	Peter Kopelman Professor St George’s, University of London Cranmer Terrace London SW17 0RE, England, UK   September 13, 2009
Michael Sorby Professor Cardiff University Cardiff, CF10 3XQ, Wales, UK
Dear Dr. Sorby:   I am happy to provide the information you requested regarding Kim Rowland, with understanding that this information will be confidential.   Mrs. Rowland has been a student and then a tutor at St George’s, University of London since September 2002.She has always been willing to work odd hours, including week­ends, and she has proven to be a hardworking and trustworthy employee, and an enthusiastic scientist.   Therefore, I can recommend Mrs. Rowland without any hesitation for the position of Laboratory Superior at your Department.   Sincerely yours   Peter Kopelman Professor

	Sam Rimes Engineer PG Times Ltd 102, 9 Narrow Street Stockton, CA, 10256, USA   November 11, 2009
James Kwilly Managing Director Duval Electronics Inc 404, 45 Castle Street Stockton CA 10256 USA
Dear Mr. Kwilly:   I am writing to complain about the service that I have received from your sales department.   I ordered a new 756 photocopier and was promised that it would be delivered within seven days. That was three weeks ago! When I phoned your Customer Service Department yesterday, the receptionist was very rude and unhelpful. She refused to take my name and then eventually she told me that she would ask you to phone me back. You never did!   As you can imagine, I am very unhappy with the quality of service that I have received from your company. I have been a customer of yours for ten years and have never had cause to complain.   I look forward to hearing from you soon.   Sincerely yours   Sam Rimes Engineer

	Vladimir Tushko Export-Import Manager Kot & Pyos Co. 101, 25 Ul. Harkovskaya Kiev, 01102, Ukraine   25 February, 2009
Pet Products Ltd 2, 180 London Road London, EX4 4JY, England, UK
Dear Sirs,   We read your advertisement in the “Pet Magazine” of 25 December 2008. We are interested in buying your equipment for producing pet food. Would you kindly send us more information about this equipment: - price-list - dates of delivery - terms of payment - guarantees - if the price includes the cost of equipment installation and our staff training.   Our company specializes in distributing pet products in Ukraine. We have more than 50 dealers and representatives in different regions and would like to start producing pet food in Ukraine. If your equipment meets our requirements, and we receive a favourable offer, we will be able to place a large order for your equipment.   Your early reply would be appreciated.   Yours faithfully   Vladimir Tushko Export-Import Manager

	Kelly Johnson Marketing Manager King Arto Ltd 12 New Fetter Lane London, EC4P 4EE, England, UK Tel. +44 (0) 20 7040 88 70   July 26, 2009
Bob Jeeps Export Manager Guan Po Plc. 1221 Saks Avenue New York, NY 10020, USA
Dear Mr. Jeeps,   One of our buyers visited your stand at the London Exhibition last week. He had a brief discussion with your Marketing Manager and we would now like to make further inquiries about your full product range.   Could you please send us the following as soon as possible: - a catalogue and current price list of all your export products; - a copy of your most recent company report; - any sample products that are available.   We would also like one of your representatives to visit us here. We would also appreciate if you ask your sales manager to contact us to discuss this.   We look forward to hearing from you soon   Yours sincerely,   Kelly Johnson Marketing Manager

APPENDIX 2

WRITING BUSINESS LETTERS

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