How to Answer Business Letters

Most businessmen will agree that good news comes over phone and bad news appears in their mail box. When you write a business letter you have to weight many aspects of the situation. You have to consider ways to organize your letter effectively and to maintain positive and productive customers relations.

A positive answer to an inquiry about a particular product might include such particulars as cost and availability. Also, there must be a range of products available or a process by which the product has to be purchased. In an effective conclusion to such a letter you should try to build a relationship that will lead to good feelings about your company and in some cases, future business. Saying “ no”, which is always difficult in person, is easier in a letter. But when your company rejects a request made by a customer, you have to remember that future business and the company’s image are on stake. The wording and approach have to be careful. A conclusion to such a letter should suggest a willingness on the part of the refuser to continue doing business with the reader (the customer). A mild statement of regret or a sincere good will wish might be appropriate.

1.2. Соедините слова с их русскими эквивалентами. Перепишите выбранные Вами варианты.

1. Mail box а) поддерживать

2. Business letter b) подробности, детали

3. Maintain c) заказчик; покупатель

4. Inquiry d) вывод; заключение

5. Particulars e) новости

6. Conclusion f) отклонять предложение

7. News g) деловое предложение

8. Availability h) почтовый ящик

9. Reject i) запрос

10. Сustomer j) наличие

1.2. Перепишите следующие выражения и напишите их английские эквиваленты.

Оценивать ситуацию со всех сторон; написать деловое письмо; включать подробности; приобретать товар; отвергать запрос; рисковать имиджем компании; готовность продолжать деловые отношения; при личной встрече; товары, которые имеются в наличии.

1.3. Перепишите вопросы к тексту и письменно ответьте на них..

1. What do you consider obligatory to know about business letters?

2. What does a positive answer to an inquiry include?

3. Why do you have to be careful writing a refusal to a prospective customer?

4. How can the seller make his rejection more polite?