POINTS TO REMEMBER
The layout and presentation of your letter are important as they give the reader the first impression of the firm's efficiency.
There are two styles of letter: blocked and indented. Both are accept able, but the blocked style with open punctuation is most common.
Write both addresses in as much detail as possible in the correct or der.
Make sure you use the recipient's correct title in the address and salu tation. If in doubt as to whether a woman is single or married, use Ms.
Do not abbreviate dates. The use of figures instead of words for dates create problems.
Choose the correct salutation and complimentary close. When you begin with Dear Sir or Dear Sirs or Dear Madam or Dear Sir or Madam, end with Yours faithfully. But if you use a personal name in the salutation, then close with Yours sincerely.
Make sure your references are correct.
Make sure your signature tells the reader what he/she needs to know about you.
Questions to text 1 (Structure and presentation)
What styles can be used when writing business letters?
What information does the printed letterhead give about the com pany?
Where do you write the date? Should you abbreviate dates?
What details do you have to know when writing the inside (receiver's) address?
In what order should you write the inside address?
What is open punctuation?
Why do you have to be careful when choosing the correct salutation and complimentary close?
Why is it advisable to type your name after your handwritten signature and include your title?
What information does the printed letterhead give about the company?
Why are references quoted in the letter?
What abbreviation do secretaries use when signing letters on behalf of their bosses?
In what way do you indicate that you are sending with the letter leaf lets, etc.?
What will you write if the letter is intended only for the eyes of the named recipient?
What does "c.c." stand for? When do you write "b.c.c."?
Text 2
CONTENTS AND STYLE
Read, translate and discuss the text. Make use of the vocabulary notes.
This unit gives you some general hints on how to write business letters; how much information to give, how to plan your letter, what sort of style to use, how to make your letters as clear, informative and accurate as possi ble.
Length
The length will depend on the subject of the letter, it is also a question of how much information you put in the letter, but getting your letter the right length is generally a question of including just the right amount of informa tion. But a word of warning: it is better to include too much information than too little.
Order and Sequence
As well as containing the right amount of information, your letter should also make all the necessary points in a logical sequence, with each idea or piece of information linking up with the previous one in a pattern that can be followed.
Planning Your Letter
The way to get the right amount of information in your letter, and to get it in the right order, is by planning.
THREE PARAGRAPH PLAN
1. Introduction Why are you writing?
(Background and Basics) Refer to a previous letter, contact or document
2. Details Give instructions
(Facts and Figures) Ask for information
Provide all relevant details
Separate into paragraphs for separate themes
Ensure a logical flow
3. Close A simple, relevant closing sentence is
all that is often necessary
First Paragraph
Opening or introduction
The first paragraph will state the reason for the communication. It may:
Acknowledge the previous correspondence
Refer to a meeting or contact
Provide an introduction to the matter being discussed
Example:
Thank you for your letter of 2 May 20_____....
Further to our discussion on insurance matter...
The first sentence or paragraph of a letter is an important one since it sets the tone of the letter and gives your reader his first impression of you and your company. Generally speaking, in the first paragraph you will thank your correspondent for his letter (if replying to an enquiry), introduce yourself and your company if necessary, state the subject of the letter and set out the purpose of the letter.
Second (main) Paragraph
Details
This main part of the letter gives all the information which the recipient needs to know. It concerns the points that need to be made, answers you wish to give, or questions you want to ask. It is worth emphasizing that it is in the second paragraph of a letter that planning is most important, to make sure that your points are made clearly, fully and in a logical sequence. Draw the message to logical conclusion. It may:
State the action expected from the recipient
State the action you will take as a result of the details provided
Encourage further enquiries or correspondence
Example:
Please let me have full details of the costs involved together with some sample clothes.
As requested we are enclosing our latest quotation DDP Kiev. Delivery will be made six weeks of order.
Payment should be made by L/C, valid for 3 months.
Third Paragraph
Close
A simple one-line closing sentence is usually all that is necessary to con clude a message. This should be relevant to the contents of the message.
Examples:
I look forward to meeting you in our office.
I look forward to your early reply.
This three paragraph plan for structuring all written communications is illustrated in Specimen letter No 4.
Abbreviation
Abbreviations can be useful because they are quick to write and easy to read. But both parties need to know what the abbreviation stands for. The abbreviations c.i.f. or f.o.b., for example, are recognized internation ally as meaning cost, insurance, freight and free on board. If you are not absolutely certain that an abbreviation will be easily recog nized do not use it.
Figures
Sometimes the use of figures instead of words for dates can create prob lems.
Numerical expressions can also cause confusion. For example, the deci mal point in British and US usage is a full point rather than a comma as used in most continental European countries so that an English or Ameri can person would write 4.255 where a French person would write 4,255 (which to an English person would mean four thousand two hundred and fifty-five).
Accuracy
Careless mistakes in a letter can create a bad impression on your reader. Spelling, punctuation and grammar should be checked carefully. Make sure that you use the correct title in the address and salutation, that you spell the correspondent's name correctly.
Enclosures
Always check that you have actually enclosed the documents you have mentioned in your letter. When sending a covering letter with an order, make sure you have quoted the on lor number accurately in your letter.
Specimen Letter 4
Opening (give a brief intro duction)
Details (separate paragraphs, flowing logically)
Conclusion (action ex pected from the recipient)
Close
(a simple closing statement)
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Ruffette Ltd
Wilton House, Swindon Road, Manchester M22 YTH
Telephone +44 0161 7781925 Fax +44 0161 778 5378
E-mail: ruffette@aol.com
PW/PD
12 May 20__
Mrs Clemance Stamfi
Sales Manager
Via Marghera, 27
185 Roma
Italy
Dear Mrs. Stamfi
QUOTATION FOR UPHOLSTERY
I am writing to thank you for your letter of 5 May and for the samples of upholstery you kindly sent us.
We are impressed by the excellent quality of your fabrics but unfortunately your prices appear to be on the high side even for the fabrics of this quality.
If we accept the prices you quoted it would leave us with only a small profit since in this market the demand is for the fabrics in the medium price range.
We would be happy to do business with you if only you could reduce your price by five-seven per cent. This will help us introduce your goods to our customers.
I look forward to having your view on the matter.
Yours sincerely
Peter Walker Marketing Manager
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POINTS TO REMEMBER
Include just the right amount of information in your letter. (But better to include too much than too little).
Plan your letter before you start writing to make sure it says every thing you want to say and says it in a logical sequence.
Use a simple but polite style of language. Beware of idioms. Your let ter should be clear. Be careful with abbreviations and figures.
Accuracy is important. Pay special attention to titles, names and ad dresses, references, prices, specifications and enclosures.
Questions to the text 2 ("Contents and Style")
What would you call a letter of the right length?
Should your letter make the necessary points in a logical sequence?
What is the recommended plan for a written communication?
What points will you cover in the first paragraph of your letter?
Why is planning of the second paragraph most important?
What should you write when closing the letter?
In what way can abbreviations cause confusion?
Can an inaccurate letter discourage your prospective supplier?
What points should you bear in mind when writing a business letter?
Read the following statements and decide which are true and which are false
If a letter begins with the receiver's name, e.g. Dear Mr. Ross, it will close with Yours faithfully.
The abbreviation c.c. stands for "correct carbons".
If you were writing a letter to Mr. Peter Smith, you would open with Dear Mr. Peter Smith.
In the USA, it is correct to open a letter with the salutation Gentlemen.
The abbreviation "enc" or "end" means there are enclosures with the letter.
In the UK, the abbreviated date 2.6.20_____on a letter means 6 February 20___.
If a secretary signs her name on a letter and her signature is followed by p.p. (per pro) Daniel Harris, it means she is signing on behalf of Daniel Harris.
The term PLC after a company's name, e.g. Hathaway PLC stands for "Public Limited Corporation".
The abbreviation for the term "limited liability" in the UK, is Ltd.
If you do not know whether a female correspondent In married or not, it would be correct to use the term Ms, e.g. Ms Tessa Groves, instead of Miss or Mrs.
The following is an example of a blocked style.
Peter Voss
Oberiweinfeldweg 33
5207 Therwil
Switzerland
The above address is an example of "open punctuation".
Rather than use the UK close of Yours sincerely / faithfully Americans often choose Yours truly.
The abbreviation for "company" is Co.
VOCABULARY Texts 1 - 2
Structure and Presentation. Contents and Style
to communicate
to compose
to be recognized
favourable impression
to draft
contents
printed stationery
letterhead/heading
on the heading/ in the letterhead
abbreviation
Ltd (limited liability)
Inc
Pic
blocked style
indented style
numerical expression
accuracy
salutation
open punctuation
to cause confusion
recipient
inside/recipient's address
courtesy title
(in)appropriate
to insert
underline
colon
brief indication
complimentary close
designation
to sign on behalf of
enclosure
in a logical sequence
to be (ir)relevant
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общаться
составлять/написать (письмо)
являться общепризнанным
благоприятное впечатление
составлять план
содержание
фирменный бланк
шапка на фирменном бланке
в шапке письма
сокращение
компания с ограниченной ответственно стью
ам. акционерная компания
открытое акционерное общество (компа ния)
расположение строчек на листе без крас ной строки
расположение строчек на листе, начиная каждый раз с красной строки
цифровое выражение
аккуратность, точность
приветствие
без знаков препинания
вызывать путаницу
получатель
адрес получателя
вежливое обращение
(не)соответствующий, (не)уместный
вставлять, вкладывать, вводить (данные)
подчеркивающая линия
двоеточие
краткое указание
заключительное приветствие
указание должности
подписывать от имени
приложение
в логической последовательности
(не)относящийся к делу
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Give the English equivalents
Составлять/написать (письмо), являться общепризнанным, благоприятное впечатление, составлять план, написать в шапке письма (2), расположение строк без красной строки, цифровое выражение, аккуратность/точность, приветствие, вызывать путаницу, получатель, адрес отправителя, вежливое обращение, (не)соответствующий, вставленный, подчеркивающая линия, краткое указание, заключительное приветствие, указание должности, подписывать от имени, приложение, в логической последовательности, (не)относящийся к делу.
Text 3
BUSINESS LETTERS
Read, translate and discuss the text. Make use of the vocabulary notes.
Letter writing is an essential part of business com munication. A cheque, a contract or any other busi ness paper sent by mail should always be accompanied by a letter. The letter says what is being sent, so that the recipient should know exactly what you intended to send. It is a typical business letter called «rou tine».
A well arranged letter will make a better impres sion on the reader, thus good letters make good busi ness partners.
Nowadays more and more agreements are made in English, for English is a universal business language. Joint ventures, bank loans, and trademark licenses are frequently written in English.
There are three stages of transactions involving business contracts: first — negotiation of terms, sec ond — drafting documents reflecting these terms, and third — litigation (спор) to enforce or to avoid exe cuting of these terms.
Business letters may be divided into official and semi-official. The first kind of letters is characteris tic of those people working in business: an executive, a department manager, a salesman, a secretary or a specialist in business and technology. But also many people may want to buy something, to accept an invi tation or to congratulate somebody — this is a kind of semi-official letters. The first kind of letters may in turn be subdivided into such groups as: inquiries, of fers, orders, and claims, and so on. |
