BUSINESS LETTERTask 1. Read the text and write out unknown words
BUSINESS LETTER
Letter-writing is an essential part of business. In spite of the development of telephone, telex and telegraphic communication the writing of letters continues. In fact most telephoned and telegraphed messages have to be confirmed by letters. So every good businessman should be competent in writing effective business letters in English. Business letters are usually typed on notepaper bearing a specially designed beading which provides the reader of the letter with essential information about the organization sending it. The ordinary business letter consists of the following principle parts: 1. the heading which includes: the company's name and address, its telephone numbers and telegraphic addresses, the type of business it is engaged in etc.; 2. the date (day, month and year) in English business letters is typed on the right-hand side. It is customary to type the date in full, not just in figures e.g.2nd Apr,1990 which is pronounced, "the second of April nineteen ninety". 3. the inside address is the name and address of the company you write to. They are typed on the left-hand side against the margin. The order is following: - the name of the addressee or his position - the name of the company - the number of the house and the name of the street - the name of the city (town)
The use of the code as apart of the address speeds delivery. 4. the salutation. Below the address the words "Dear Sirs" are typed when a letter is addressed to a company. If the letter is addressed to an individual, the most usual forms are: "Dear Sir" for a man, and "Dear Madam" for a woman (it includes both married and single women). These are the usual greetings in English business letters. Americans prefer "Gentlemen:" and if they use "Dear Sirs:" or "Dear Madam:", they use them with a colon instead of a comma. If this correspondent is known to you personally, or if your firm has traded with his firm for some time, you may use a warmer and more friendly greeting "Dear Mr. Brown,". 5. the subject heading indicates the subject-matter of the letter (its topic), thus enabling the reader to see immediately what the letter is about. 6. thе opening paragraph will often state the subject-matter of the letter by giving the date of the letter, which is being answered, and the writer’s feelings on the subject: pleasure, regret, surprise or gratitude. A short opening sentence will often attract attention more successfully than a longer one. e.g.: a) In reply to your letter of2ndMar. this year we would like to inform you... b) With reference to your Order No.256... 7. the body of the tetter. Its text, its message. A letter should only deal with one specific subject. Business letters should be simple, clear, polite and brief. That means using simple, natural, short words and sentences, avoiding repetition or needless words and information. To make a letter easier to read, divide it into paragraphs, each paragraph dealing with one aspect of the subject. If the letter is lengthy, the paragraphs may be given headings. If more pages than one are written, they should be numbered. 8. the closing paragraph serves as a summary of what has been discussed before and what is going to be the next step. e.g.: a) We hope to establish fruitful business relations with your company, b) We look forward to hearing from you soon. 9. the complimentary dose. It is a polite way of ending a letter. & Ike signature. Business letters are signed by hand in ink, clearly and legibly. The same style must always be adopted. The writer's name and title are typed below the signature.
Here is a scheme of business letter: The Secretary, 2nd Febr, 1999 The Western Wheat Co.Plc, (The date) 64, Darwin Road, LIVERPOOL.16 England (The inside address)
Dear Sir, (The opening Salutation) ORDER No.1367 (The Subject Heading)
We thank you for your letter of 23rd of January and are writing to inform you that… (The Opening paragraph) (The body of the Letter) We hope to establish fruitful business relations with your company and expect your reply as soon as possible. (The Closing Paragraph)
Yours faithfully, (The Complimentary Closing) THE ORIENTAL TRADING CO.
J.Brown Manager (The Signature)
Enc: Invoice (2 pages) (Enclosures and postscripts)
Here are different kinds of writing the date, salutation and close:
a) Date
b) Salutation (Greeting)
c) Complimentary Close
Task 2 Translate the following words суттєвий дійсно підтверджувати структура звичайний прийнято цифри зворотна адреса поля адресат посада привітання двокрапка особисто вказувати абзац формулювати співчуття здивування вдячність відповідь уникати підпис розбірливий додаток скорочення
Task 3.. Answer the questions
2. What are the major elements of a business letter? 3. When is the letter-head used? 4. What does the reference mean in a letter? 5. What information is given in the address? 6. What are the requirements established for the text of a business letter? 7. What expressions are used in the salutation of a business letter? 8. What should be indicated in the heading of a business letter? 9. What should be the subscription in a business letter? 10. What may be enclosed in a business letter?
Task 4. Translate the expressions most frequently used in business letters 1. We refer to your advertisement in "Daily News". 2. We learn from your letter that you are manufacturers of the electronic equipment we need. 3. We are interested in the equipment your firm produces. 4. We shall be obliged if you send us your latest catalogues, brochures or any other publications containing a description of your equipment. 5. Please let us know if you can offer us your equipment as per specification enclosed in your letter. 6. Please send us samples of your manufactures stating your lowest prices and best terms of payment. 7. We look forward to receiving our answer. 8. We expect to hear from you in the nearest future. 9. We wish to maintain cooperation with you. 10. Your prompt execution of our order will be appreciated. 11. We thank you for your letter of 20th May 1998 but regret to inform you that at the present time we cannot make you an offer for the goods required by you. 12. This is to inform you that... 13. We have pleasure in informing you that (of)... 14. We are pleased to inform you that... 15. In conformation of your fax of May 15, this year, this is to inform you that... 16. In reply to you fax message of April 27,1998, we are offering apologies for the delay in sending a reply to your letter of March 20, this year,... 17. With reference to the talks (discussions) held in K. on December 28, 1997,... 18. Referring to your statement (fax) of 30th April 19-... 19. In reply to your letter I'm sorry to inform you... 20. In accordance with Contract №... signed between... on 27.04.1998 the delivery of the equipment is to begin in May this year. 21. We find it necessary to remind you that... 22. We would like to draw your attention to the fact that... 23. We hope to hear from you as soon as possible. 24. We're looking forward to hearing from you soon. 25. We should appreciate receiving your reply at your earliest convenience. 26. I hope to see you in K. as soon as possible. 27. We are looking forward to receiving your confirmation. 28. In case of any questions, do not hesitate to contact us. 29. Attached please find our proposals. 30. Thank you beforehand (in advance) for your cooperation. 31. Enclosed you will find a Registration Form. 32. Please, give the matter your immediate attention.
Task 5. Make up sentences
Task 6. Fill in the blanks with the necessary words 1.It was a great pleasure for us to......................................................... your letter of May, 21. (receive, get, send) 2. We would welcome the...................................................... to co-operate with you. (opportunity, desire, reason) 3. We would like to.............................................. your catalogues periodically, (recommend, get, receive) 4. May I have the............................................ of inviting you to visit our firm, (pleasure, decision, permition) 5. We ask you to wire us.................................................. other day. (some, any, every) 6. We would like to continue this................................................ with an educational programme, (trend, tradition, communication)
Task 7. Make up questions and answer them
Task 8. Complete the following sentences 1. I receive many letters from 2. When I want to send a letter I usually go to 3. We send telegrams at 4. May I have the opportunity to wish you 5. It was a great pleasure to receive 6. Would it be possible for you to tell me 7. We beg to inform you that 8. Please, let me know how Task 9. Translate into English
Task 10. Give synonyms to the words in bold type 1. We would like to begin an exchange programme of the teachers of your university. 2. Our students are eager to learn English. 3. I like to receive letters from my aunt and uncle. 4. It's a real pleasure to have economic relations with your firm. 5. I want to send this letter by air-mail. 6. Petrov has just written the letter to his English pen-friend.
Task 11. Translate into Ukrainian
Task 12. Write your own business letter Task 13. Answer the questions 1. Is the following date in British or American style: 9th May 1998? 2. What is an outward difference between an American and British formal and informal salutation? 3. What can you say about a letter which begins with the salutation Sir and ends with the complimentary close Yours faithfully (Yours truly)? 4. Suppose you want to send a letter to a single business woman whom you know well but who is not your friend or a relative. Find a proper salutation and complimentary close for a letter.
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Business letters include all kinds of commercial letters, inquiries, replies to inquiries, Letters of Credit (L/C), invoices, Bills of Lading (B/L), Bills of Exchange or drafts, letters of insurance, explanatory letters, orders, letters of packing, letters of shipment, letters of delivery, offers, letters of complaint, replies to those of mentioned above, etc.
- the name of the country
10. Enclosure (Enc, End.,). If there is an enclosure to the letter, it should be indicated by typing the word "Enclosure" or its abbreviation "Enc." in the bottom left-hand corner of the page below the Signature. Yon should write the number of enclosures if there is more than one, and die names of the documents in them, and the number of pages.
1. What letters are included into business correspondence?
1. Дозвольте скористатися нагодою і привітати Вас зі святом. 2. Ми будемо раді відповісти на будь-які запитання, що цікавлять Вас. 3. Ми розраховуємо на співробітництво з Вами. 4. Чи не могли б Ви повідомити нам, подробиці про Вашу фірму? 5. Маємо честь повідомити Вас, що ми готові підтримувати співробітництво з Вашим підприємством. 6. Я хочу надіслати рекомендований лист.
1. It was a great pleasure for us to receive your letter. 2. We would welcome the opportunity to co-operate with you. 3. We would like to receive your catalogues periodically. 4. May I have the pleasure of inviting you to visit our firm? 5. May I take this opportunity to wish you a Happy New Year? 6. We would like to continue this trend with an educational exchange among educators of our two countries. 7. We are happy to receive your letter in English.
