Chapter 1
BUSINESS CORRESPONDENCE
With the development of industry, technology, trade, and economic ties among the countries and ordinary people a great volume of business is done by mail. It is true that the telephone, telegraph, telex and fax speed up transactions, but they also increase expenses to such an extent that practical businessman and economic people use these modern means of communication only for matters requiring immediate action or for messages which can be expressed briefly.
Business letters concern us in our daily living, especially those of us who live abroad and deal with foreigners.
People write business letters in many situations: finalizing contracts, booking a seat in an airplane, reserving hotel accommodation, booking theatre tickets, writing order-letters, letters of inquiry, claim letters (letters of complaint), cover letters, letters of confirmation and letters of guarantee.
A business letter, like a friendly or social letter, should make a favorable impression. In order that a letter may create this impression, it should be neatly written or typed, properly spaced on the page and correctly folded in the envelope.
Words
| development | развитие |
| to increase | увеличивать |
| means of communication | средства связи |
| briefly | кратко |
| to book | заказывать |
| an order-letter | письмо - заказ |
| letters of inquiry | письмо - запрос |
| in order that | для того, чтобы |
Exercise 1: Answer the questions:
1. Why is a great volume of business done by mail?
2. What do people use modern means of communication for?
3. In what situations do people write business letters?
4. What impression can a letter make?
5. What a letter should be to create a favorable impression?
6. What types of letters do you know?
Exercise 2: Find equivalents of these words and word combinations in the text:
Деловое письмо, зарезервировать место в гостинице, сделки, благоприятное впечатление, торговля, кратко, дружеское письмо, за границей, конверт, заказать билеты, среди стран, немедленный.
Exercise 3: Read the text once more and speak about:
a) purposes of writing business letters;
b) different types of letters;
c) rules in writing a good letter.
Chapter 2
FORMAL AND INFORMAL LETTERS
Letters are divided into two categories, formal and informal. There are certain characteristics which allow us to distinguish between formal and informal letters. These are:
1.The language used in the letter (e. g. formal phrases; slang and idioms, contracted forms, etc).
2.The salutation (e. g. Dear Sir; Dear Karen).
3.The closing remarks (e. g. Yours faithfully, Jim Forest; Love, Terry).
Both formal and informal letters can be of various types, depending on their purpose, for example: letters of invitation, letters accepting or refusing an invitation, letters of complaint, letters of apology, letters asking for or giving information, letters asking for or offering advice, letters expressing thanks/regrets/congratulations, letters telling news, etc.
FORMAL LETTERS
Your address, the date, the recipient's address are included in the letter in this very order.
When you do not know the name of the recipient
a) include their title in the address (e. g. The Managing Director, Tesco supermarket, Church Road, Darlington);
b) begin your letter with Dear Sir/Madam, Dear Sir or Madam, Dear Sirs;
c) finish your letter with Yours faithfully, Mary Kay.
When you know the name of the recipient
a) their name and title should be included in their address (e g Mr. Greg West, The Personnel Manager, IPD Travel, 24 St Michael Street, Edinburgh);
b) begin your letter with Dear Mr. West;
c) end with Yours sincerely, Katherine Parker.
INFORMAL LETTERS
Begin with Dear but don't include the recipient's surname.
End it, like a semi-formal letter, with Love/Regards/Best wishes /Yours, Betty.
PARAGRAPH PLAN FOR LETTERS
FORMAL LETTERS
| Introduction | Your address | 3 Nevskii Pr., Saint Petersburg, Russia |
| Date | 20 March 2005 | |
| Your recipient | Mr. Green, Personnel Manager, TNT, 20 Park Rd, London | |
| Salutation | Dear Mr. Green, | |
| Main Body | Paragraph 1 | reason for writing |
| Paragraph2—3 | development (depends on the kind of letter) | |
| Final Paragraph | closing remarks | |
| Conclusion | Name | Yours sincerely, |
INFORMAL LETTERS
| Introduction | Your address | 3 Nevskii Pr., Saint Petersburg, Russia |
| Date | 20 March | |
| Salutation | Dear Joe, | |
| Paragraph 1 | reason for writing | |
| Main Body | Paragraph 2—3 | development (depends on the kind of letter) |
| Final Paragraph | closing remarks | |
| Conclusion | Name | Love, |
Exercise 1: Read the following sentences and put an F for formal and an I for informal language. Then say which sentences can start or end a letter and what kind of letter they belong to:
1. I would be grateful if you could send me further information concerning your summer courses in computer programming.
2. Thank you in advance for your help, and I look forward to hearing from you.
3. I am writing to say how sorry I am for the misunderstanding.
4. We would like to apologies for any inconvenience this may have caused.
5. Well, that's all my news for now. Write back soon.
6. Thank you again for the invitation and I hope we can get together some other time.
7. I look forward to meeting you to discuss employment opportunities.
8. I am writing to inform you that you have been accepted for the course in Reception Skills.
9. I hope my advice is useful, and let me know how everything turns out.
10. Would you like to go for a picnic with John and me on Sunday?
Exercise 2: Read the two letters, consider why they have been written. Then, compare and contrast them. Note the characteristics of formal and informal style.
69, Stone Gate Court,
I 298, London Road,
Stroud,
16 January, 2007
Dear John,
This is just a quick line to congratulate you on your promotion. I was really happy to hear about it. It's no wonder they have chosen you for the post, you are so hard-working and reliable.
I am well but very busy. I am vice-chair of the District Council. It means I work every day and evening. I enjoy it very much but sometimes I would like to have more time for gardening, reading or seeing friends.
My family is well. My son and daughter come in July - great fun.
Once more, congratulations. Do write when you have time.
Much love and best wishes,
Dave
Dave
II
Carnell Ltd.,
Brook Barn,
Colchester,
Essex C07 8AP
10 January, 2007
Peter Brian,
HR Manager
Vivek Ltd,
Oxford
Dear Mr. Brian,
I have received your letter dated 5th December, which requests a reference for Mr. Rob Coles. I am pleased to comply with your request and to provide the following information.
Mr. Rob Coles has been employed at Carnell Ltd in Colchester for four years, where he has held the position of Junior Editor. Mr. Coles decided to leave this post as he is moving to Oxford.
After graduating from London University, Mr. Coles came to us in February, 2001. He has gained experience and considerably improved his skills. Mr. Coles is very good at dealing with difficult situations and meeting deadlines, and is a patient and responsible man.
Mr. Coles is modest and friendly. His professionalism, honesty and loyalty have made him a model employee.
I have no hesitation in recommending Mr. Coles for any position in publishing or indeed for any post which requires his many admirable qualities.
Yours sincerely, Derek Reynolds
General Manager
LETTERS OF APPLICATION
Exercise 1. Read the letter below and answer the following questions:
1. Why does David write his letter?
2. What kind of letter is it (formal or informal)? Why do you think so?
3. How does he begin and end his letter?
4. In what other ways can you begin and end formal and informal letters?
5. Put the following in the correct order to make an outline for a job application letter. Use the letter below to help you.
a) the date
b) the address of the company he is writing to
c) salutation
d) signature
e) the name of the person he is writing to
f) David’s name in print
g) experience and qualifications
h) closing remarks
i) David’s address
j) reasons for writing
57 Grange Rd
Heneley
FX31 2JE
Tel 0173484171
Fax 0173486622
Thursday 18 March
Paul Elliott
General Manager
Three Towers Group
213 Park Avenue
Swansea SA2 9AR
Dear Mr. Elliott,
I saw your advertisement for an International Accountant in today's Guardian newspaper. I am very interested in the job and I think I have many of the necessary qualifications.
I studied finances and modern languages at the University of York. I am fluent in French, Spanish and Turkish. I have travelled widely in Europe and South America, and I have worked as an accountant for the multinational company in Turkey for the last three years.
I enclose a copy of my curriculum vitae. I look forward to hearing from you soon. Please let me know if you need more information,
Yours sincerely, David Sharp
David Sharp
Exercise 2. Put the passages in the right order, then rewrite the letter in paragraphs adding a salutation and your name.
1. I should be grateful for further details. At present I am teaching English at a language school in Prague, but I could be available for interview at any time.
2. I have seen your advertisement for the post of Executive Secretary and am interested in the position.
3. I am 25 years old. Apart from my Secondary schooling I studied English at the leading language school in Prague and have the Cambridge Proficiency Certificate.
4. Yours faithfully.
5. I am familiar with a number of word-processing and accounting programmes for PC and Macintosh. I have also trained as a secretary, although I have only just finished my training and have not yet had any particular experience. I hope to make this my career, and am delighted to have the possibility of employment with a company where I can use my English.
Exercise 3. Organize the following sentences of the main body of an application letter into paragraphs and put the paragraphs in the correct order. Label each paragraph using the plan above (Exercise 1). Then complete the letter with the words from the box.
|
A. I am a _____ of the Open University and my _____ is in Psychology.
B. I have _____ my CV and would be glad to _____ any further information required.
C. I believe that I have the proper _____ and _____ for the position of a HR Manager at your company.
D. While at university I was the manager of the student-run hostel. I ____ in the management of the hostel and kept records of the finances.
E. I am writing in response to your advertisement in London Evening News on May 24th. I would like to _____ for the position of HR Manager.
F. I look forward to meeting you to discuss _____ opportunities at IPG Leisure.
G. I have previous experience with Short Breaks as Junior HR Manager. My _____ included assistance in recruiting and providing stuff training.
Exercise 4. Match an applicant's informal sentences (1 — 10) with the formal sentences for a job application letter (A — J).
1. I saw your ad in today's paper and I'd like to get the job.
2. I've put some other things in this letter.
3. I can come and see you any time you like.
4. I'm getting a bit bored with my job besides I'd like to get more money.
5. Can you tell me more about...
6. I'll be waiting for your answer.
7. I am a junior manager in a small hotel at the moment.
8. I hope you give me the job.
9. I have to do lots of different things.
10. I like being the boss.
A. I am available for interview at your convenience.
B. I would be grateful if you could give me further information concerning...
C. Although I am happy in my current position, I would like a post with more responsibility.
D. Thank you for considering my application.
E. I am writing in response to your advertisement for a (job) in the (newspaper) of (date).
F. I look forward to hearing from you.
G. I am responsible for a small team of reception staff and enjoy this aspect of my work.
H. My work involves a variety of duties, including...
I. I enclose.../Please find enclosed...
J. I am currently working as a (job and place of work).