Unit 2. Business Correspondence

1 2 3 4 5 6 7

Exercise 1. Get acquainted with the Business Letter Structure.

1. The Notepaper (шапка бланка)

2. The Reference (ссылка)

3. The Date (дата)

4. The Addresee (адресат)

5. The Salutation (обращение)

6. The Body Text (текст письма)

7. The Complimentary Close (комплиментарная концовка)

8. The Surname & the Signature (фамилия и подпись)

Additional components of a business letter which are not obligatory:

1. The Letter Writer (автор письма)

2. The Letter Heading (заголовок письма)

3. The Enclosures (приложение)

4. The Copy

5. Postscriptum

Note:

If a letter occupies more than one page one of the following marks – PTO, MORE, CONTINUOUS – or page number is put at the bottom.

Continental Equipment Director: John G. Smith 9 North Road, Brighton, BN 5 JF Telephone: 0273 543359 Fax: 0273 559364 Our Ref: G/f 146 Your Ref: SD/jr (2) (3) 15 November 1989

Sales Department

Aluminium Alloy Co. Ltd. Birmingham 79 Prince Albert St. Birmingham 821 8DJ Dear Sirs (5)

We thank you for your letter of 11 November, and would like to inform you that we can deliver all the items required from stocks, according to the enclosed detailed offer. For the balance we would require three weeks from the date of receiving your confirmation that this arrangement is acceptable.

Price as quoted f.o.b. London. Delivery as specified above.

Payment against documents. We hope you will find our terms, method of payment and delivery dates satisfactory; and we can assure that you may count on our full co-operation and immediate attention in this matter.

Yours faithfully (7)

RHanson Robert Hanson Continental Equipment

Exercise 2. Pay attention to some differences between British and American forms.

Date

British	American
12^th December, 2006
12 December 2006	December 12, 2006
12 Dec. 2006

Salutation

Dear Sir,	Dear Sir:
Dear Madam,	Dear Madam:
Dear Mrs. Smith,	Dear Mrs. Smith:
For the attention of Mr. E. Wilson,	Attention: Mr. E. C. Wilson:
Dear Sirs	Gentlemen:

Complimentary Close

Yours faithfully,	Sincerely yours,
Yours sincerely,	Yours truly

Addresses

Mrs. Nikki Roberts	AMIDEAST
School of Languages	Testing Programs
University of Westminster	1730 M Street, NW
18 Euston Centre	Suite 1100
London NW1 3ET	Washington DC
United Kingdom	20036-4505, USA

Exercise 3. Here are the “Golden Rules” for writing letters (including faxes and memos). What rules do you think most useful?

1. Give your letter a heading if it will make it easier for the reader to understand your purpose in writing.

2. Decide what you are going to say before you start to write or dictate a letter, because if you don’t do this the sentences are likely to go on until you can think of a good way to finish. In other words you should always plan ahead.

3. Use short sentences.

4. Put each separate idea in a separate paragraph. Number each of the paragraphs if it helps the reader to understand better.

5. Use short words that everyone can understand.

6. Think about your reader. Your reader...

...must be able to see exactly what you mean:

your letters should be CLEAR

...must be given all the necessary information:

your letters should be COMPLETE

...is probably a busy person with no time to waste:

your letters should be CONCISE

...must be written in a sincere, polite tone:

your letters must be COURTEOUS

...should not be distracted by mistakes in grammar, punctuation or spelling:

your letters should be CORRECT

A dull or confusing layout makes a letter difficult to read.

Exercise 4. Read two letters sent by the Sales Manager of “Sunshine Flavours LTD”, J. G. O’Reilly. Which of the two letters would you prefer to receive? Why? What kind of impression does each letter give the reader?

Sunshine Flavours LTD. 44 Emerald Drive, Shannon Technology Park, Cork CO6 9TS, Republic of Ireland. Mme Susanne Dufrais, Les Gourments du Poitou S. A., 33, rue Mirabeau, 44000 Poitiers, France 18 January 1999 Your request for our catalogue and price list Dear Madam, as you requested, we enclose for your attention our price list and catalogue. I should like to take this opportunity of drawing your attention to the fact that all our products are manufactured from completely natural ingredients and that we do not utilize any artificial additives whatsoever. There are 213 different items in the catalogue and our prices are reasonable and our quality is good. This is the first time that we have included Scratch’n’Sniff TM Samples of our ten most popular aromas. Should you require further information, please do not hesitate to contact us. If the undersigned is unavailable, the Sales Manager’s personal assistant will be delighted to assist you. We look forward to receiving your esteemed order in due course. Yours faithfully, J. G. O’Reilly J. G. O’Reilly, Sales Manager Telex 449801 Telephone 021 23 45 9 Cables: SUNSHINE, CORK

Sunshine Flavours 44 Emerald Drive Shannon Technology Park Cork CO6 9TS Republic of Ireland Mme Susanne Dufrais Les Gourmets du Poitou S. A. 33 rue Mirabeau 44000 Poitiers France 18 January 1999 Dear Madame Dufrais, You asked to send you our price list and catalogues for the new season. I am sure you will find plenty to interest you in. You will notice that every single one of our products is made from 100% natural ingredients – we use no artificial additives at all. This year, for the very first time, we have included Scratch’n’Sniff TM samples of our ten most popular aromas. I think you will agree that our range of well over 200 natural flavours and aromas is second to none and is outstanding value for money. If you need more information, do please get in touch with me. If you are telephoning, please ask to speak to me personally or to my assistant, Mr. Hannah Rosser, and we will be very pleased to help you. I look forward to hearing from you. Yours sincerely, Jim O’Reilly James O’Reilly Sales Manager Enclosed: catalogue, price lists, order form Telephone: 021 23 45 9 Fax: +353 21 23 44 7

Exercise 5. This is the top part of a business letter. Decide when you would use these openings, instead of “Dear Mr. Green”: Dear Jim, Dear Sir, Dear Madam, Dear Sir or Madam.

UNIQUE PRODUCTS PLS SUNRISE TECHNOLOGY PARK WEST HARBOUR DRIVE DOVER CT16 8KL TELEPHONE 01306 824455 FAX 44 1306 821986 Mr. James Green Marketing Director Green Industries Inc. 999 Park Avenue Rockford IL 61125 USA Your Ref: GS/BC/44 Our Ref: DJ/GS/2 11 November 1999 Dear Mr. Green, Thank you for your fax of 8 November, suggesting a meeting in December. The most convenient dates from our point of view are December 2nd or December 3rd.

Exercise 6. Look at the endings of business letters below.

When would you use the different styles and phrases?

What do the abbreviations mean?

Which of the style and phrases would you find in American correspondence?

If you begin your letter ‘Dear Jim’ how do end it? If you begin ‘Dear Sir’ how do you end it?

Please let me know if this is convenient.	Please phone us to confirm the details.
Looking forward to hearing from you.	We look forward to receiving your comments.
Best wishes, Yours sincerely, GilliantJones Ms. Gillian Jones Publicity Co-ordinator	Yours faithfully, MawiceFnoight Ms. Gillian Jones Publicity Co-ordinator
Best regards, HarryS. Bulstrode Exports Sales Manager	Sincerely, HS> Bulstrode Export Sales Manager c. c. Jane Sanchez