2020-06-12
2260
1. You want to send a business letter but you don’t know the rules how to do it, and whether it differs from a personal letter or not. Read and translate.
The layout of the business letter differs in some respects from that of the personal letter.
Not only the sender’s address is given (as in personal letter) but also the name and address of the person or organization to which the letter is being sent. This is written on the left-hand side of the page against the margin slightly lower than the date (which is on the opposite side). It should be the same as the name and address on the envelope.
A letter written to a man should be addressed to, for example, Mr. D.Smith or to D.Smith Esq. (Esquire). A letter to a woman, should be addressed to, for example, Mrs. C.Jones or Miss C.Jones. If you do not know the name of the person for whom your letter is intended you may address it directly to the company, e.g.:
The Branded Boot Co. Ltd.,
5 Rubberheel Road,
Wellingborough,
Northants,
England.
Co. and Ltd. Are the usual abbreviations for Company and Limited. However it’s better to address your letter to some individual – The Managing Director, The Personnel Manager, The Secretary, The Branch Manager, The Export Manager – followed by the name of the company.
If the person you are writing to is known to you, you should begin with, for example, Dear Mr. Thomson, Dear Mrs. Warren, etc. Otherwise you should begin Dear Sir(s), Dear Madam, or Gentlemen: (Am.). Note that Gentlemen is followed by a colon.
The body of the business letter usually includes: a) Reference,
b) Information, c) Purpose, d) Conclusion.
You should begin your letter with a reference to a letter you have received, an advertisement you have seen, or an event which has prompted the writing of your letter.
e.g.: Thank you for your letter of May 3rd. In your letter of January 13th you inquire about …
It was a great pleasure to receive your letter of July 1st that … I recently called your agent in this country to ask about … but he was unable to help me.
It is sometimes necessary to add some detailed information related to the reference, in a subsequent paragraph.
Purpose is the most important part of the letter, where you are expected to state clearly and concisely what you want and answer carefully and clearly all the questions that you have been asked.
Conclusion usually consists of some polite remark to round the letter off
e.g.: I look (I am looking) forward to hearing from you soon.
I sincerely hope you will be able to help me in this matter.
I should greatly appreciate an early reply.
Please accept our sincere apologies for the trouble this mistake has caused you.
We apologize sincerely for the trouble caused to you, and will take all possible steps to ensure that such a mistake does not occur.
Then usually follows the complimentary close. If you begin your letter with Dear Sir(s) or Dear Madam you may end it with the words «Yours faithfully». If you address a person by name the words «Yours sincerely» are preferable. There is a modern tendency however to use «Yours sincerely» even to people you have never met.
The signature: sign your name clearly, in full, as it should appear on the envelope of the letter addressed to you.
The connectives play an outstanding role in writing a business letter. They are used for better comprehension of the contents.
e.g.: Owing to, Unfortunately, However, We should be delighted, We do hope, It is possible that, We should be pleased, For this reason, We regret about, Taking into account that, Hopefully.
Summarizing all the above said it should be stressed that any business letter can be written using the following general scheme:
1. Heading (writer’s address, date of the letter).
2. Inside address (name and address of the person or company receiving the letter).
3. Greeting (Dear Sir:).
4. Body of the letter (reference, information, purpose, conclusion).
5. Closing orcomplimentary close (saying good-bye).
6. Signature.
Active Vocabulary
margin – поле (страницы)
envelope – конверт
address – адресовать
intend – иметь намерение
otherwise – в противном случае
colon – двоеточие
prompt – заставлять
inquire – выяснять
be unable – быть не в состоянии
subsequent – последующий
polite – вежливый
accept apologies – принять извинения
cause trouble – вызвать неприятности
apologize – извиняться
take steps – принимать меры
occur (about the mistake) – случаться (об ошибке)
Yours faithfully – Искренне Ваш
Yours sincerely – Искренне Ваш
owing to – благодаря
unfortunately – к сожалению
be delighted – быть в восхищении
regret – сожалеть
take into account – принимать во внимание
2. Find in the text English equivalents for:
деловое письмо; адрес отправителя; с левой стороны страницы; на конверте; адресовать; однако; в противном случае; цель; объявление; последующий параграф; ясно и кратко; принимать извинения; «Искренне Ваш»; подпись; лучшее понимание содержания; сожалеть.
3. Give Russian equivalents for:
the layout of the business letter; the letter is being sent; against the margin; to intend; otherwise; to be followed by a colon; the body of the business letter; areference; to prompt; to inquire aboutsmth; conclusion; some polite remark; to cause trouble; the complimentary close; the connectives; to take into account.
4. You have found different parts of many letters; choose what phrases you should use: a) at the beginning of a business letter; b) in the middle; c) at the end.
1. Further to our telephone conversation …
2. We enclose with the letter the design documents.
3. Regards.
4. I look forward to hearing from you.
5. We have pleasure in informing you …
6. We look forward to a visit of the President …
7. Best regards.
8. In connection with your inquiry …
9. Yours sincerely.
10. We thank you for your letter dated 23rd March, 2010.
11. It allows us to make a decision.
12. In confirming our talk with your representative …
13. In reply to your letter dated …
14. We wish to inform you …
15. Yours faithfully.
16. We have to inform you …
17. We highly appreciate the work you have done for us.
18. Please, contact us as soon as possible.
19. I’m looking forward to meeting you soon.
5. Join the ideas using the connectives.
Example: We should be delighted to take a group of your students/ Our company regulations limit maximum numbers of groups to twenty.
We should be delighted to take a group of your students, however (please, take into account that) our company regulations limit maximum numbers of groups to twenty.
1. We have received your message concerning the date of the visit/ Arrange your visit for early 2009.
2. Our company reserves the right to send off he premises any members of the group who misbehave/ It should not happen.
3. Our company makes a small visiting charge/ This includes the price of lunch.
4. We should like visiting groups to report to our office on the date of the visit/ Do please contact at the above address at 8 am.
6. Look at these letters. Which one is:
a. thanking, b. arranging, c. confirming, d. inviting, e. accepting,
f. canceling.
Read the letters and underline the words and expressions that helped you get the answers.
| 1 February 2, 2010 Dear Mr Oliver Schmutz: I am pleased to be able to invite you to the Annual Conference of Packagers, which will take place in Los Angeles 4-7 July. I enclose a program with details of the speakers and the various topics that have been proposed, together with a registration form. On receipt of your form we will send you details of accommodation in Los Angeles, together with a booking form. Any further enquiries should be sent to me at the above address. I look forward to seeing you in Los Angeles in July. Sincerely, Sheila Legl | 2 February 5, 2010 Dear Oliver Thank you very much for your hospitality while I was in Portland. It was very useful to see the new warehouse and I hope to be able to implement some of your suggestions here in Germany. I look forward to seeing you when you come to Frankfurt in the fall. Best regards, Dieter |
| 3 February 9, 2010 Dear Mr Schmutz: Unfortunately Ms Gilbertson is not able to keep the appointment with you on Wednesday, February 11 at 2.20 as an urgent matter will prevent her from travelling to Portland. Please accept her apologies. She will contact you as soon as she returns to HQ. | 4 February 11, 2010 Dear Mr Schmutz: We are pleased to confirm your reservations for one single room with bath from February 22 to 24. Please let us know your time of arrival and departure. Sincerely yours. |
| 5 February 9, 2010 Dear Sir / Madam: Please reserve a single room with bath for the nights of February 22, 23, 24. I would be grateful if you could confirm my reservation. Sincerely, Oliver Schmutz | 6 February 8, 2010 Dear Mr Riddlestone: Thank you for your invitation to attend the opening of your new training center. I would be most pleased to attend and look forward to seeing you there. Best regards, Oliver Schmutz |
7. Match the verbs in column A to the nouns in column B.
A
1. enclose
2. make
В
a. an appointment
b. a conference
3. attend
4. book
5. reserve
6. confirm
c. a table
d. a registration form
e. a reservation
f. room
Now complete this letter using some of the above expressions.
| 18 July 2010 Dear Emil Thank you for your letter of 3 July asking me to _____________ the _____________ in September of this year. I _____________ my _____________. Please _____________ for four nights at the nearest hotel. I would like to meet Mr Paterson on the second night of the conference. Please _____________ for two people in the restaurant for that night. |
8. Match the function in column A to the words you would use in column B.
A
1. inviting
2. accepting
3. confirming
4. arranging
5. canceling
6. thanking
B
a. I am pleased to confirm your meeting with Ms Smith …
b. Thank you for your hospitality while I was in Bangkok …
c. I will be pleased to attend the launch of your new range of …
d. Please book a room for the night of 27 July …
e. We are pleased to invite you to the launch of our new range …
f. I am afraid I will not be able to keep my appointment on …
9. You are working at a big company as a Personal Assistant to Managing Director. In a month two representatives of your company will arrive in Vermont, the USA and plan to be there for a week. Write your own letter of inquiry to the best hotel in the city using the example below.
| 15 Maple Street, Montpelier, Vermont, USA. 6th May, 2010. The Manager, Park Hotel, 26…….Str., Brighton, England. Dear Sir: The name of your hotel has been given to me by the Hotel Association, and I shall be very much obliged if you let me know whether you have he following accommodation available for 3 weeks, from 15h July: One double room, if possible with private bathroom, and one single room. Thank you in advance for your reply. Yours faithfully, W.D. Throp |
10. Answer the questions.
1. What layout should a business letter have?
2. What parts are necessary in any business letter?
3. What should you begin your business letter with?
4. What is the most important part of the letter? Why?
5. What does conclusion usually consist of?
6. What follows after conclusion?
7. What are the connectives used for?
8. How often do you write business letters?
9. Why is it important to observe the rules in writing business letters?
11. Translate and try to explain these proverbs:
1. Two heads are better than one.
2. Where there is a will, there is a way.
3. First think then speak.
