Методическая разработка по английскому языку a few steps to business english

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Название	Методическая разработка по английскому языку a few steps to business english
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Тип	Методическая разработка

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Letter Layout

A business letter style usually consists of

the following elements:

Letterhead (1) 1. the name and address of a person,

It includes your name, address, telephone number, company or organization printed at

fax number, e-mail address, web address. the top of the writing paper

Dateline
Name and address of the recipient

You can also add job title if necessary. Doublecheck (2) 2. check for a second time or with

that you have the correct spelling of the recipient’s great care

name.

Salutations (3) 3. the words that are used in a letter

The type of salutation depends on your relationship to address the person you are

w

ith the recipient. Try to personalize your letter, writing to, for example “Dear Sir”

avoid (4) the “dear sir/madam” salutation. 4. try not to do something

Communication

A number of paragraphs, where you give the reason of

your writing, all those facts and information which

represent the matter of your writing. Each paragraph

deals with one point only.

Closing

It’s a polite way to finish your letter using standard and

formal phrases. Don’t use familiar (5) closing if your 5. very informal, sometimes in a

reader doesn’t know you well. way that is unpleasant

Signature

The signature should be clear and legible (6), it shows 6. clear enough to read

You are interested in the letter and the recipient.

It should also be followed by your name printed.

Enclosures (7) 7. other documents that are placed

If you attach (8) other material to the letter, put the in an envelope with a letter

words “Enclosure”, “enc.”, or “encl.”, two lines 8. fasten or join

below your signature.
4.Mark the following statements as true (T) or false (F). Correct the false ones.
A. The letterhead includes your name, your address, your telephone number, any other contact information such as fax, e-mail, web-address, and your handwritten name.

B. The solution usually depends on how well you know the recipient of your letter.

C. The communication part includes a number of paragraphs with a polite closing phrase.

D. Your signature should be easy to read.

E. Enclosures come three lines below the signature.
How to Write an Address

The sequence of writing an address in Great Britain: Title and name of the addressee Position in the company Name of the company Number of the building Name of the street Name of the city, town or locality Postal district abbreviation Postal service head-office abbreviation and number Name of the country	Mr J. Simpson Chief Manager Chapman & Hall Plc. 11 New Fetter Lane London EC4P 4EE England
The sequence of writing an address in the USA: Title and name of the addressee Position in the company Name of the company Number or name of the building Name of the street Name of the city, town or locality Name of the state Postal index Name of the country	Mr A. Arafel Production Manager McCraw-Hill Book Inc. 1221 Avenue of the Americas New York, NY 10020 USA
The sequence of writing an address in Russia: Title and name of the addressee Position in the company Name of the company Number or name of the building Name of the street Name of the city, town or locality Name of the region (if necessary) Postal index Name of the country	Mr. A. Ivanov Sales Manager Britania Ltd. 145 Baikalskaya Street Irkutsk, 664057 Russia

addressee-адресат

position-должность

locality-населённый пункт

postal district-почтовый участок

postal service head-office-главный почтамт
Notes

The title and name of the addressee go together, e.g. John Brown, Mr B Richards, Mrs C. Stanley, Ms S. Johns, Mr & Mrs Dugan, Dr Simon Green, Prof E. White, Messrs Hamilton and Jacobs.
The names of company types are usually abbreviated, as Plc – Public Limited Company; Inc – Corporation; Ltd – Private Limited Company.
If the letter is addressed to London, the name of the city ‘London’ should be followed by a shortened name of the corresponding postal district: e.g. EC – East Central; NW – North West; WC – West Central etc.
If the letter is addressed to the USA, the name of the city or town should be followed by the name of the state.

Postal Service Abbreviations of the American states:

AK Alaska	HI Hawaii	ME Maine	NJ New Jersey	SD South Dakota
AL Alabama	ID Idaho	MI Michigan	NM New Mexico	TN Tennessee
AR Arkansas	IL Illinois	MN Minnesota	NV Nevada	TX Texas
AZ Arizona	IN Indiana	MO Missouri	NY New York	UT Utah
CA California	IA Iowa	MS Mississippi	OH Ohio	VA Virginia
CO Colorado	KS Kansas	MT Montana	OK Oklahoma	VT Vermont
CT Connecticut	KY Kentucky	NB Nebraska	OR Oregon	WA Washington
DC District of Columbia	LA Louisiana	NC North Carolina	PA Pennsylvania	WI Wisconsin
DE Delaware	MA Massachusetts	ND North Dakota	RI Rhode Island	WV West Virginia
FL Florida	MD Maryland	NH New Hampshire	SC South Carolina	WY Wyoming
GA Georgia

5. Match address elements and their samples.

Title and name of the addressee
Position in the company
Name of the company
Number or name of the building
Name of the street
Name of the city, town or locality
Postal district (GB)
Name of the state (US)
Name of the region
Postal index
Postal service head-office number and abbreviation (GB)
Name of the country

(A) (B) (C)

a) Market Street a) 900 a) Russia

b) United Kingdom b) USA b) Dr Belov

c) Devonshire Bank c) Mr Black c) 132

d) Henton d) 20010 d) 664050

e) Personnel Manager e) Washington e) Ecology

f) CV22 f) Finance Director f) Irkutsk

g) 6DE g) Chesapeake Avenue g) Lenin Street

h) Mr Jones h) DC h) Managing Director

i) 12 i) Johnson & Johnson
6. Write the addresses (A), (B) and (C) in the order.
Date Writing, Salutation and Closing in Business Letters
Date writing

It is always better to write the dates as words in international letters, because date formats vary in different cultures. For example, 06.05.04 could be 6^th May in the UK or June 5^th in the USA. The ways of writing the date in words in the UK and the USA also differ:

The British write:

10 December, 2008

Americans write:

December 10, 2008

Salutations

Always use the name written in the inside address, don’t forget to include the personal title. Leave one line blank after the salutation.

The rules of punctuation are important to follow in business letters. If you know the person well and your personal relations allow you to address him or her by the first name, it is acceptable to use only the first name in the salutation and put a comma after it. For example: Dear Mary,

In more formal situations, use the personal title and name followed by a colon. For example: Dear Mr. Davies:

It is acceptable to use the full name in a salutation if you cannot determine the gender. For example, if you are unsure of Chris’s gender, you can write “Dear Chris Morgan:” instead of “Dear Mr. Morgan” or “Dear Ms Morgan”.
Closing

The closing begins one line after the last communication paragraph. Leave four lines between the closing and your printed name for a signature. The closing is usually followed by a comma.

“Yours sincerely” is addressed to a person you’ve met or talked to. “Yours faithfully” is more formal and addressed to people you don’t know. “Sincerely yours” and “Yours truly” are American ways of closing letters.

Notes:

blank-пустой

comma-запятая

colon-двоеточие

to determine-определять

gender-пол

to be unsure-быть неуверенным
7. Mark the following statements as true (T) or false (F). Correct the false ones.

You can use the first name of the addressee only if you know him/her personally.
The title and name are followed by a comma.
Two lines should be left after the salutation.
You better write the first name of the addressee as well if you don’t know or cannot determine the gender.
The closing is put one line after the body paragraphs.
Three lines should be left between the closing and your name.
The closing is followed by a comma.
There’s no difference between British and American ways of closing letters.

Language Tips

The next line after the start of the letter should begin with a capital letter. For example,
Dear Mr. Smith:

With reference to our recent telephone conversation…
Write 15^th October, not the 15^th of October – it’s not usually accepted in writing. If you start a sentence with a number, this number should be written in a word. E.g. Twenty-six people attended the meeting.

Don’t use short forms such as I’m, we’ll, hasn’t, I’d, or isn’t in formal writing. These forms are used in speaking and informal letters. In formal writing words are normally written out in their full forms.

Avoid using the ‘have got’ form as it sounds informal, use ‘have’ instead. E.g. I have (not have got) experience in translating scientific texts.

Avoid starting sentences with the words ‘And’ or ‘But’. It is not a proper style for a formal communication.

Print your name and job title together with your signature – some signatures are difficult to read. E.g.

Brian Smith

Brian Smith

Sales and Marketing Manager
Some word combinations might contain words that are unnecessary (redundant) in business letters. These are the ways of reducing them:
8:00 a.m. in the morning = 8:00 a.m. in spite of the fact that = although

at this point of time = now in the event that = if

both together = both just exactly = exactly

bring to an end = end letter under date of = letter of

during the time that = while make a decision = decide

enclosed herein = enclosed make a speech = speak

for the month of July = for July make a recommendation = recommend

for the purpose of = to make changes in = to change

for the sum of = for on the occasion of = on

give an answer = to answer send an answer = to reply

have an ability to = can take action = act

hold a meeting = meet take into consideration = consider

inform of the reason = tell why write your name = sign
8. Read the following letter and identify redundancies. Rewrite the letter in the proper way.
Dear Mr. Johns:

I am pleased to give an answer to your letter under date of 10 September on the occasion of invitation to make a speech at the Conference at 11 a.m. in the morning.

In spite of the fact that I am holding a meeting with students at that point of time, I have an ability to make a recommendation to my colleague, Mr. Patrick Wales in the event that I am absent.

I hope you will take him into consideration during the time of Conference preparations.

Please, give an answer in the event that you make a decision about his candidature.

Sincerely yours,

James Collins

James Collins

Business Letter Practice

You are going to write letters to these people. Write their addresses:

To Tatiana Polyanskaya, Managing Director of a Private Limited Company “Education & Travelling”. The head office is in Russia, Moscow, postal code 136657, on Tverskaya Street, building № 11.
To Professor Peter Kickdown, Director of a Corporation “Learn Fast Open University” in the USA, state North Dakota, town Greenville. The postal code is 44444. The building № 345.
To mark Crackton, Sales Manager of “British Files”. It’s a Public Limited Company. The office is in the North West of London, the Postal Service abbreviation is 8BA. The street is High Holborn, the number of the building is 265.

Fill in the following chart with dates in writing:

Date	British	American
09.05.02
02.10.10
01.03.08
07.12.09
06.11.03
08.06.11

Match the salutations with the corresponding closings:

1. Dear Professor:	a. Yours sincerely,
2. Dear Dr Smith:	b. Best wishes,
3. Dear Lucy,	c. Yours faithfully,

Tick the elements of a job application letter. Put the parts together to form a job-application letter.

	letter- head	date- line	name and address	salu- tation	commu-nication	closing	signa- ture	enclo- sures
My work experience has helped me learn an ability to deal with the public, which is a valuable quality for a travel agent.
June 7, 2008
Sincerely yours,
I apply to you for a part-time position as Assistant Travel Agent. This month I completed a two-year course of study in Tourism at Business State School.
25 Queens Avenue Bayside, New York 11202
Dear Mr Gray:
As you will see from my enclosed resume, I have taken courses in nearly every aspect of the travel industry.
Enc: resume
Ms Loretta Gray The Gray Travel Agency 1402 Broadway New York, New York 132
Jane Smith
Jane Smith
I would like very much, Ms Gray, to put my skills to work for your travel agency. You can reach me at (718) 555-7788

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