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Your reference (Your ref): DB/KP
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Topic 1
TYPES OF BUSINESS LETTERS.
LAYOUT OF A BUSINESS LETTER.
Task 1. 1) Correspond the titles with the texts. 2) Translate one of them.
| A. Request Letter D. Enquiry Letter G. Letter of Apology | B. Letter of Invitation E. Cover Letter H. Letter of Complaint | C. Congratulation letter F. Order I. Letter of Condolence |
1) Dear BrandСo Department Store,
I would like to order one of these Japanese kimonos you advertised in Provost Journal today. Please send me one light blue kimono with a white sash. My size is medium. I am enclosing a check for $25 to cover all costs.
Yours truly,
Elizabeth Dane
2) Dear Mr Ivanov,
On behalf of Sir John Cuckney, myself and all the employees of John Brown, please accept our expression of deepest sympathy and regret to you and your colleagues on the death of Mr. X.
Yours sinserely,
Allan Gormly
John Brown PLC
3) Dear Sir,
We are interested in the new model of harvester advertised by you in the current number of The Industry and we are considerding ordering 3 machines on trial. The advertisement, however, does not give sufficient information about the delivery time and otherwise. Therefore we should appreciate further details as soon as possible. We hope to establish business relations with your company and are looking forward to hearing from you soon.
Yours faithfully,
African Food Co. Ltd.
4) Dear Sir,
We are sorry to have to inform you that in the consignment of equipment we have received against the Contract No. 184/115 there are several broken cases and some machines are damaged.
5) Dear Sir,
We write to inform you about a delay in shipment of any goods from the London port because of a strike of transport workers. Your goods are actually in London and we are trying to get them to the docks so they can be loaded on the next vessel sailing on the 7th July. We apologize for this unfortunate delay and are doing our best to get your order away.
Yours faithfully,
The Brush Group
6) Dear Sir,
We are interested in the equipment produced by your company and advertised in the latest issue of The Worker. Please send us your latest catalogues and price-lists of this equipment. We would be much obliged if we could have them by return.
Yours faithfully,
Stales & Co.
7) Dear Mr Pavlov,
It would give us great pleasure if you and your wife could join us for dinner on Saturday, the 23rd August, at seven o’clock.
Yours sincerely,
Anthony Brown
8) Dear Mr Stone
I have just read of your promotion to sales manager. Let me offer my warmest congratulations. I don’t have to tell you that all of us here wish you the best of luck in your new position.
Yours sincerely,
John Smith
9) Dear Sir,
At your request we are sending your under separate cover our latest illustrated catalogue and some other technical data about our new model of Harvester H-130. We hope that you will find our machine useful and reliable and place an order with us.
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Yours faithfully,
Technical Machines Ltd.
Task 2. Read the rules about the layout a business letter. While reading 1) copy out the names of its parts together with models; 2) write out highlighted words and translate them into Russian.
LAYOUT OF THE LETTER.
1. LETTERHEAD.
It is placed in at the beginning of the page and includes:
· The name of the company
· Address and telephone numbers
· Other useful information
| Continental Equipment 9 North Rd, Brighton, BN 5 JF Telephone: 0273 543359 Fax: 0273 559364 | Director: John G. Smith |
Logotype can be put here.
Letterhead is a part of a blank. It gives you more freedom to express the character of you company than any other part of the letter.
2. REFERENCE LINE.
It goes right after the letterhead and identifies the letter. It contains initials of the sender and typist, the number of the department or the number of the file where the letter is kept. At first – addressee’s data, then – sender’s.
Your reference (Your ref): DB/KP
Our reference (Our ref): TM/DA/187
3. THE DATE
It is customary to type the date in full, not just in figures.
British variant: 18th February 1999
18 February 1999
18 Feb 1999
American variant: February 18, 1999
The name of the month should not be stated in figures, as it may easily be confusing.
Reference to the date in the text is done in the following way:
… letter of 27th July
… letter dated 27th July
4. THE ATTENTION LINE.
If the letter is sent to a company you can state in this line who it is addressed to:
For the attention of Mr. Morgan
Attention of Mr. Morgan
Attention: Mr. Morgan
Att: Sales Manager
The line is usually marked out.
5. THE INSIDE ADDRESS.
The name and address of the company written to are typed with all lines starting at the same level. The letter can be addressed
1) To a company. If the firm’s name includes a personal name without any other courtesy title and it is a partnership:
Messers Brown @ Smith
25 High Holborn
London, W.C.I.
In other cases:
Continental Supply Company
312 Sixth Avenue
New York, NY, 11011
USA
2) to a certain person
Mr Smith
Sales Manager
National Westminster Bank PLC
25 Old Broad Street
London 275F
England
If you don’t know which of the company’s officers will deal with your letter, you should address it to the Company’s Secretary
6.THE OPENING SALUTATION.
The salutation varies according to circumstances and should be in harmony with complimentary closing.
Sir/ Sirs This is formal and unfriendly as to be impolite
Madam/ Madams
Dear Sir(s)
Dear Madam(s)
Gentlemen
Messers
When the correspondent is unknown to you and may be either a man or a woman, always use the form “Dear Sir”. If you know the correspondent personally or if you firm has traded with his firm for some time you may use a warmer and more friendly greeting “Dear Mr Brown”.
7. THE SUBJECT LINE.
It indicates the subject matter of the letter (its topic); it enables the reader to see immediately what the letter is about.
In re(gard): Letter of Credit
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Re: Letter of Credit
About: Letter of Credit
Abt: Letter of Credit
Letter of Credit
The subject line is usually underlined or typed in capital letters.
8. THE BODY OF THE LETTER.
a) The opening paragraph
The opening paragraph often states the subject matter of the letter, the date of the letter being answered, the writer’s feelings on the subject. A short opening sentence will attract attention more successfully than a longer one.
| · In reply to your letter of 2nd March we would like to inform you (we are writing to inform you) … · We thank you for you letter dated 3rd June and write to tell you (wish to inform you)… · We are sorry to have to remind you… · To your regret we shall have to … · We regret to inform you… · We are glad (happy, pleased) to tell you (inform)… · Further to our letter of 4th July · With reference to (Referring to…) the enquiry of 1st September … · We refer to your Order No546 and … · We have received your letter dated 15th March (We thank you for you letter of 15th March). | · В ответ на Ваше письмо от 2 марта сообщаем Вам, что … · Благодарим за Ваше письмо от 3 июня и сообщаем Вам, что … · К сожалению, нам приходится напоминать Вам, что · К сожалению, мы вынуждены… · С сожалением напоминаем Вам, что… · С удовольствием сообщаем Вам, что… · В дополнение к нашему письму от 4 июля · Ссылаясь на запрос от 1 сентября · Мы ссылаемся на Ваш заказ №546 и · Подтверждаем получение Вашего письма от 15 марта |
b) The body of the letter.
It is the text, the message. A letter should deal only with one specific subject. Business letters should be simple, clear, polite and sincere, concise and brief. That means using simple, natural, short words and sentences, avoiding repetition or needless words and information.
Letters are divided into paragraphs, each one dealing with one idea, one aspect of the subject or giving one detail.
If several paragraphs deal with the same topic, they should fit together smoothly. This is done by numbering the paragraphs or by using connective words, such as:
However, still, yet
Nevertheless
Otherwise
On the contrary
Again
Also, in addition, besides
So, therefore, in this way
In short
As a result
On the other hand
If a letter is lengthy, the paragraphs may be given headings.
If more pages than one are written they should be numbered. The second and following pages are typed on blank sheets. The name or initials of the recipient should be placed at the top left-hand margin of all continuation sheets, followed by the date after the page number.
c) The closing paragraph
It contains a statement of the writer’s intentions, hopes and expectations about future actions, it serves a summary of what has been discussed before and what is going to be the next step
| · We look forward to hearing from you soon · Look forward to seeing you soon · Your early (prompt) reply will be appreciated · We hope to establish fruitful business relations with your company · If you need any further information do not hesitate to contact us · We hope you will act as requested | · С нетерпением ждем Вашего ответа · С нетерпением ждем встречи с Вами · Мы будем благодарны Вам за скорый ответ · Надеемся установить с Вашей фирмой полезные деловые отношения · Если Вам нужна дальнейшая информация, не стесняйтесь связаться с нами · Надеемся, что Вы поступите как мы просим |
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9. THE COMPLIMENTARY CLOSE
The expression used must suit the occasion and match the opening salutation
Standard form: Dear Sir(s) – Yours faithfully
Informal: Dear Mr. Brown – Yours sincerely
American: Gentlemen – Yours truly
10. SIGNATURE
Business letters are signed by hand in ink, clearly and legibly. The writer’s name and title are typed below the signature.
The name of the company for which the writer signs is typed under the complimentary close.
11. ENCLOSURES AND POSTSCRIPTS.
Below the signature it should be indicated if there are enclosures to the letter:
Enc (3) Insurance Policy (6 pages)
If there are copies of the letter to be sent to other addressees it is indicated under the Enc:
c.c. (carbon copy): National Bank
Task 3. Make a table of 2 columns: 1) the parts you will meet in any business letter; 2) the parts which can be omitted.
Task 4. There are different ways of placing the parts of the letter. Look for this
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