коммерческАЯ дОКУМЕНТАЦИЯ и корреспонденция на английском языке
Практикум
Федеральное агентство по образованию
Владивостокский государственный университет экономики и сервиса
коммерческАЯ дОКУМЕНТАЦИЯ и корреспонденция на английском языке
Практикум
по специальности
080301.65 «Коммерция (торговое дело)»
Владивосток
Издательство ВГУЭС
2010
ББК
Практикум «Коммерческая документация и корреспонденция на английском языке» составлен в соответствии с требованиями государственного образовательного стандарта высшего профессионального образования.
Практикум предназначен для студентов специальности 080301.65 «Коммерция (торговое дело)» и может быть использован при обучении некоторым аспектам делового английского языка специалистов, занятых в различных сферах экономической торговли и финансовой деятельности.
Составитель: Бацкалева Е.Ю., доцент кафедры маркетинга и коммерции.
Утверждена на заседании кафедры маркетинга и коммерции от, протокол № .
Рекомендована к изданию учебно-методической комиссией Института международного бизнеса и экономики ВГУЭС от , протокол № .
©Издательство Владивостокского
государственного университета
экономики и сервиса, 2010
ВВЕДЕНИЕ
Практикум «Коммерческая документация и корреспонденция на английском языке» предназначен для студентов 3 курса специальности «Коммерция (торговое дело)». Практикум состоит из четырех глав, каждая из которых содержит тексты и упражнения по программе предмета.
Цель курса – изучение основ деловой корреспонденции, составление писем, запросов, заказов, использование электронной почты, отправление факсов, работа с платежными документами, а также совершенствование навыков чтения, перевода и диалогической речи с использованием профессиональной лексики.
Данный практикум рекомендован для различных специальностей, продолжающих изучение делового английского языка.
PART I. BUSINESS LETTER LAYOUT.
1. Read this information about business letters and translate it into Russian.
With the introduction of email correspondence on paper has reduced a lot in recent years.
However, letters are still used in a number of situations, such as when something is sent (e.g. brochures), when the email address is not known, when the topic is very serious and important and a formal record is necessary.
Business letters nowadays contain little or none of the very formal English that could be found in the past. For example phrases such as “with reference to your order”; “due to the fact that”; “forward”; “in compliance with”; “in the event that”; “subsequent to” are considered very dated and should be replaced by such analogues as” we have received your order”; “because”; “send”; “as you requested”; “in case”; “after”.
Modern business letter are much more direct and have clearer style of expression.
Many formerly strict conventions have also been relaxed, and it is quite usual to find a lot of variety in the way business letters are written.
Writers now often use informal expressions and forms (e.g. contractions), which used to be avoided previously.
Still, some conventions remain very much alive. Presentation, for example, is still very important. Few people will want to do business with a company that sends out badly typed, badly laid out letter.
2 . Study the example letter and the rules connected with the layout of a business letter in general.
TM Breweries GmbH
Baubergerstr 17
80991 Munich
Mr. Douglas White
Vending Machines Inc
Box 97
Los Angeles
15 March
Dear Mr. White
South East Asian opportunities
I was very pleased to have met you again at the
open day we held in our Munich brewery last week.
I hope you enjoyed yourself and felt that your visit
 was useful.
I found our discussion about the activities of
your organization in Korea
very interesting. It seems to me that there are a lot
of ways in which our organizations could work
together to our mutual advantage in South East Asia.
I have enclosed a brochure with further information
about our products. I propose that we get together
soon to discuss the matter in more detail.
I hope this suggestion is of interest and look
forward to hearing from you.
Yours sincerely
A gnes Howe
Sales Manager
Encl. product brochures
3. Study the following text and translate it into English, using the Word List below
Деловые и коммерческие письма имеют ряд общих принципов, которые необходимо знать. Чаще всего письма пишутся на бланках.
Заголовок бланка содержит наименование фирмы, адрес, номера телефонов и факса. В англоязычных деловых письмах дата пишется с правой стороны листа. Она пишется полностью, например 4th March, 2009 или March 4, 2009, или March 4th, 2009.
В американских письмах дата пишется следующим образом: November 10, 2008. Название месяца может быть сокращено (например July to Jul. September to Sept).
Если дата написана цифрами, это выглядит следующим образом: месяц/число/год, например, 03/04/2007.
Обратите внимание на порядок написания адреса получателя. Вначале следует имя адресата или название компании, затем номер дома, название улицы, города, графства или штата. Затем указывается номер почтового индекса. На последней строке указывается страна, если письмо адресовано за границу.
Word List
бланк - blank form
заголовок бланка – letter head
дата – date
может быть сокращено – may be abbreviated
написано цифрами – is written in figures
следующим образом – as follows
адрес получателя – inside address
графство – county
штат – state
почтовый индекс – post code (Br.E), zip code (Am.E)
4. Translate the following sentences from English into Russian, using the Word List below
1. The letterhead (the heading) gives the name of the company, the postal and telegraphic addresses, the telephone numbers, the numbers of telexes and telefaxes.
2. In spite of the development of email, telephone and telex ways of communication and the increasing personal contacts in the international business, the writing of letters continues.
3. The use of Messieurs (the French word for Gentlemen) in front of the name of a limited company should be typed mostly when a partnership is being addressed.
4. More modern and clearer style of expression in business letter is particularly important, as very often neither the writer nor the reader of the letter is a native speaker of English.
5. The fully blocked layout is now the most widely used method of display for all business documents.
6. Some companies may prefer the indented style, but the most important thing is consistency, that is ensuring all the documents are displayed in the same format.
7. The name and address of the recipient should be typed on separate lines as it would appear on an envelope.
8. The name of the country should be always shown on the final line when writing letters abroad.
9. It is customary to end the letter in a polite way by using a complimentary close. The two most common closes are “Yours faithfully (used only with Dear Sir/Sirs/Sir or Madam) and Yours sincerely (used with personalized salutation).
10. The layout and presentation of your letter are important as they give the reader the first impression of the firm’s efficiency.
Word List
letterhead (heading) – заголовок
in spite of – несмотря на
partnership – партнерство
modern - современный
clear – четкий, ясный
neither…nor – ни…ни
fully blocked layout – полностью сблокированное расположение (письма)
indented – с отступом, с абзацами
consistency – последовательность, логичность
ensure – убедиться; обеспечить; гарантировать
recipient – получатель
it is customary – принято
complimentary – приветственный; лестный; хвалебный
close – конец; завершение; заключение
salutation – приветствие
efficiency – рентабельность, экономическая эффективность.
5. Translate the following sentences from Russian into English, using the Word List below
1. Не сокращайте даты в деловых письмах. Использование цифр вместо слов при написании дат может создать проблемы.
2. Обращайте особое внимание на то, чтобы правильно обозначить статус адресата в начале письма. Если вы не уверены, замужем женщина или нет, используйте обозначение Ms.
3. Название и адрес компании, которой адресовано письмо, обычно пишется слева от края, все строки начинаются с одной линии.
4. Ссылка (тема письма) гарантирует отправление письма без задержки и нужному адресату. Она печатается под обращением по центру текста письма.
5. При полностью сблокированном способе расположения письма все его части начинаются от левого края полz. Это самый быстрый и распространенный способ.
6. Обратите внимание: в английском языке после обращения никогда не ставится восклицательный знак, а только запятая, или же пунктуационный знак отсутствует.
7. В американском варианте иногда письма начинаются с обращения “Gentlemen(:)”, после которого ставится двоеточие, или знак препинания отсутствует.
8. В левом нижнем углу письма указывается количество приложений, если с данным письмом отправляются различные документы.
9. Указывая количество приложений, вы увеличиваете гарантию того, что они не затеряются и дойдут до адресата.
10. Предложения и абзацы следует делать короткими, чтобы было легче читать и понимать письмо.
Word List
сокращать – abbreviate
использование цифр вместо слов – the use of figures instead of words
создавать – create
обращайте особое внимание – make sure
статус – зд. title
ссылка (тема письма) – the subject line
гарантировать – ensure
без задержки – without delay
печатать – type
под обращением – below the salutation
по центру текста письма – is centered over the body of the letter
полностью сбалансированный способ расположения письма – fully blocked layout
распространенный – common
восклицательный знак – exclamation mark
запятая – comma
пунктуационный знак – punctuation mark
двоеточие – colon
в левом нижнем углу – at the bottom left-hand corner
приложение – enclosure
указывать – indicate
затеряться – get lost
дойти до адресата – reach the recipient
6. There are many ways to lay out a business letter. The two letters below are examples of the most common way. Look at the letters and complete the gaps
a) The address of the sender (the person who is writing) is at the ......................., on the ................ .
b) The name and address of the addressee (the person you are writing to) is at the ..........., on the ........ .
c) The date is at the ............., on the ................. , ................ the address.
d) The subject heading is ..............Dear ...
e) The paragraphs start at the .................. margin. Between the paragraphs, here is a space.
f) The signature is ............... Yours ...
g) The name and title of the sender is at the ................., ................... the signature.
h) There is no punctuation in the addresses or ............................ Dear ... or ......................... Yours faithfully/sincerely.
№1
 
California Commercial Bank
Your ref:* 74 Main Street
Our ref: JR/fh/520 Los Angeles 23269
USA
Tel 232 5677002
Mr. J Newby Fax 232 5677223
NY Furniture www.californiacommercialbank.com/usa
466 Busy Street
New York 35182 30 June 2007
Dear Mr. Newby
Order 5673
I am writing in connection with your email of 24 May concerning the
above order for some office furniture.
Unfortunately, we have not yet received the filing cabinets which were a
part of this order. We would be grateful if you could deliver these as
soon as possible or refund our money.
We look forward to hearing from you.
Yours sincerely
Ms James Roe
Office Manager
№2
 
James Roe NY Furniture
Office Manager 466 Busy Street
California Commercial Bank New York 35182
74 Main Street
Los Angeles 23269 3 July 2007
*Your ref: JR/fh/520
Our ref: JN/SL
Dear Mr Roe
Order 5673
Thank you for your letter of 30 June enquiring about the Linton filing
cabinets.
We must apologize for the delay in delivering these cabinets. As I
said in my email of 24 May, this is a result of problems at our
supplier's factory. As these problems are completely beyond our control, I should like to point out that we are not able to refund your
payment. I enclose a copy of our Terms of Sale for your reference.
We expect to receive the goods next week, so I hope that you will
not have to wait much longer.
With apologies once again,
Your sincerely
Joel Newby
Sales Executive
*The reference includes the initials of the writer and the typist, a file or departmental reference may also be included.
e.g. Our ref. 42 TN/JF (Наш исходящий номер 42; буквы после номера означают инициалы автора письма и секретаря, печатавшего письмо)
Your ref. 85 BN (Ваш исходящий номер 85. Берется из письма, ответом на которое является данное письмо)
7. Before you write a reply to a letter, it is best to carefully read the letter you received. This will help your reply. Match the numbers 1-6 to comments a-f.
a) Mention the date.
b) Notice the style (formal/informal).
c) Copy the address carefully.
d) Read the main part of the message carefully.
e) Use subject headings and references.
f) Notice how the writer refers to him/herself. 
 
California Commercial Bank
Your ref: 74 Main Street
Our ref: JR/fh/520 ❶ Los Angeles
23269
USA❷
Tel 232 567 7002
Fax 232 567 7223
www.californiacommercialbank.com/usa
26 September 2007❸
Mr. J. Newby
NY Furniture
466 Busy Street
New York 35182
Dear Mr. Newby
Order 5673 ❶
I am writing in connection with the above order for Digby
filing cabinets. ❹
It is now over seven months since we placed the order, and
we are still waiting for the cabinets.
I should like to remind you that we have already paid for
these cabinets. We must insist, therefore, that you deliver them I
immediately or refund our money.❺
Unless we hear from you within seven days, we will be
forced to take legal action.
Your sincerely
James Roe❻ Office Manager
8. Study carefully the information given below. Translate it into Russian.
Informal business letters and emails
If you are a friend of the person that you are writing to, you will want to make your letter informal. You should:
Open with the addressee’s first name
Use contractions
Use short, direct phrases
Use a friendly style and make personal comments
Sign with your first name (i.e. not your title).
The use of first names varies from culture to culture. In Europe and in English-speaking cultures, first names are frequently used in business correspondence.
In other cultures, this may cause offence. If you are in doubt, use the same style that the addressee uses to you.
Informal language: short phrases and contractions
Informal written language is much closer to spoken English than the language used in formal letters. For example, in spoken English we often use contractions, like this:
I’m going for a walk. I’d like a cup of coffee.
In the same way, contractions are often used in informal written language.
It’s a pity that we couldn’t meet. I’m enclosing some brochures.
Here is a very simple rule that is usually (but not always!) true:
Longer phrases are more formal than shorter phrases.
For example:
I would be grateful if you could tell me your prices.
is more formal than:
Please could you possibly tell me your prices?
and that is more formal than:
Please can you tell me your prices?
Some words sound more formal than other words. For example:
I regret to advise you that our prices have increased.
sounds more formal than:
I am sorry to say that our prices have gone up.
In the same way:
We have not yet received your invoice.
sounds more formal than:
We have not yet got your bill.
9. Look at the following twelve sentences and group together those which have a similar meaning. You should have four groups. Then put the sentences in each group in order according to how formal they are, with the most formal first.
If you need any more information, please feel free to ask me.
I am in receipt of your letter dated 16 March.
When do you think the goods will get here?
I am writing in connection with your advertisement in The News.
I have just seen your advert in The News.
Thanks for your letter of 16 March.
Please could you tell me when the goods will arrive?
If you’d like any more details, please ask me.
I would appreciate it if you could tell me when the goods will arrive.
Thank you for your letter dated 16 March.
If you require any further information, please do not hesitate to contact me.
I am writing with reference to your advertisement in The News.
10. Read the sentences, and match the words in italics with the words in the box below.
I am writing to enquire about your prices.
This is due to the fact that our costs have risen.
If you require any further information, please contact me.
I regret to advise you that the delivery will be delayed.
Unfortunately, I have to inform you that I will not be able to attend the meeting.
Please find enclosed some brochures describing our prices.
We have been forced to increase our prices.
We have opened a letter of credit in your favour.
11. Here is a formal business letter. Rewrite it so that it sounds more friendly and informal. Then compare it with the example answer given below.
  
Best Pesticides Co Ltd
52 THE HIL, EXTON PTH 8TS Tel 2516225336
Mr. Graham Davis Your ref.
British Garden Su Our ref. GW/pk
Manchester 20 May 2008
TF4 3MP
Dear Mr. Davis
I am writing in connection with your telephone order of 14 May,
in which you enquired about our ATTACK fly spray.
Unfortunately, I regret to inform you that we stopped producing
and distributing this fly spray last year due to the fact we now
specialise in agricultural products. I suggest you contact Harper's
Online Home Supplies, www.harperonline.co.uk., as they purchased all our stock.
With apologies once again.
Your sincerely
Simon Hotkins
Sales Executive
email best@uknet.co.uk
Example answer
 
Best Pesticides Co Ltd
52 THE HILL EXTON PTH 8TS Tel 2516225336
Mr. Graham Davis Your ref.
British Garden Suppliers Our ref. GW/pk
Manchester 20 May 2008
TF4 3MP
Dear Mr. Davis
Thank you for your order of 14 May for our ATTACK fly spray.
I'm sorry to say that we stopped making this fly spray last year
because we decided to specialise in agricultural products. We
passed all our stock to Harper's Online Supplies, so please contact
them. I am sure that they can help you. Their address is
www.harperonline.co.uk.
Sorry I can't be of more help.
Best wishes
Simon Hotkins
12. You have already got acquainted with the rules of laying out a business letter. Read them again and translate them into English. Then study the business letter given below and see if it corresponds to these rules.
Еще раз обратите внимание на следующие элементы оформления письма:
Шапка письма представляет собой напечатанные типографским способом название и адрес компании-отправителя. Если у отправителя письма нет бланка с шапкой, адрес печатается в верхнем правом углу письма.
Ссылки. В данном случае в качестве ссылок используются инициалы лица, составляющего письмо, за которым следуют инициалы секретаря, напечатавшего письмо.
Дата.
Фамилия и адрес лица или название и адрес компании, которым адресуется письмо.
Dear Sir. Эта форма обращения всегда используется при написании официальных писем. Если фамилия адресата известна, то к нему обращаются по фамилии. Например: Dear Mr. Osman.
Основная часть письма. Каждая новая мысль выделяется в отдельный абзац.
Письмо, начинающееся со слов Dear Sir, всегда должно заканчиваться словами Your faithfully (всегда ваш). Письмо, начинающееся с фамилии, например, Dear Mr. Davis..., следует заканчивать словами Yours sincerely (искренне ваш).
Подпись.
Имя и фамилия отправителя.
Должность отправителя.
  
Vans and Trailers LTD
25 First Avenue Street, Norfolk, Engines CT3 XY2
Your ref:
Our ref: AE/CP 6th May 2008
The Export Manager
Max Velicles
Janowice Grove
Montreal
Canada
Dear Sir,
We are interested in importing trailers and would be grateful
if you would send us a copy of your latest catalogue, your price
list and export terms. Could you also let us know the name of
your import agent in Engines?
We look forward to hearing from you.
Yours sincerely
Renee Martin
Marketing Manager
Word List
шапка — headings; banner
типографский — typographical
инициалы — initials
составлять — make up
печатать — type
обращаться к — address smb
заканчивать — end with; close with
подпись — signature
отправитель — sender
13. Answer the questions about the letter given above:
Who wrote the letter?
What is the company he works for?
What is his position in the firm?
What are the initials of secretary who typed the letter?
Who is the letter to?
Who do you think will answer the letter to Max Vehicles?
14. You can see some notes, that the secretary of Renee Martin made before writing the letter of enquiry. Make up the sentences based on the notes given. Then compare them with the example answers and correct your mistakes, if necessary.
attend/ Trade Fair/ this year. send/ application form. also/ opening hours of the fair
buy/ trailers in bulk. send/ copy latest catalogue. also/ what discount you are prepared to offer
order/ spare parts for trailers. send/ price list. also/ name of our nearest supplier
expand/ our factory. send/ planning application forms. also/ name of planning officer
export/ trailers to Engines. send/ list of import agents in Norfolk. also/ their addresses, telex numbers and Emails
We are interested in attending the Trade Fair this year and we would be grateful if you would send us an application form. Could you also let us know the opening hours of the fair.
We are interested in buying trailers in bulk and we would be grateful if you would send us a copy of your latest catalogue. Could you also let us know what discount you are prepared to offer.
We are interested in ordering spare parts for trailers and we would be grateful if you would send us your price list. Could you also let us know the name of our nearest supplier.
We are interested in expanding our factory and we would be grateful if you would send us planning application forms. Could you also let us know the name of the planning officer.
We are interested in exporting trailers to Engines and we would be grateful if you would send us a list of import agents in Norfolk. Could you also let us know their addresses, telex numbers, and emails.
15. Here you can see the main part of a formal letter, that Jack Davis sent to Renee Martin's letter of enquiry. Correct punctuation marks and write the whole letter in accordance with the rules of laying out the letter. There should be 3 paragraphs in the letter body. Then compare your variant with the example answer given below
Thank you for your letter of 6th may requesting information about our trailers I have pleasure in enclosing our latest catalogue and price list at the moment our export terms are negotiable and we are in the process of signing a contract with an import agent in Norfolk we will contact you about export terms as soon as the contract is completed in the meantime however if I can be of any further assistance please contact me again thank you for your interest in the firm.
Example Letter
M   ax
Vehicles
Janowice Grove. Montreal, Canada
Renee Martin
Marketing Manager
Vans & Trailers Ltd
25 First Avenue Street
Norfolk
Engines
11th May 2007
Our ref: JD/DL
Your ref: RM/CP
Dear Mr. Martin,
Thank you for your letter of 6th May requesting information
about our trailers. I have pleasure in enclosing our latest catalogue
and price list.
At the moment our export terms are negotiable and we are in the
process of signing a contract with an
import agent in Norfolk. We will contract you about export
terms as soon as the contract is completed.
In the meantime however, if I can be of any further assistance,
please contact me again.
Thank you for your interest in the firm.
Yours sincerely,
Jack Davis
Sales Manager
Encs
NB. Encs at the bottom of the letter stands for enclosure (things which are being sent with the letter). In this case the enclosures are the catalogue and price list.
16. Translate the text into English, using the Word List below
Стиль английских деловых писем
При написании деловых писем на английском языке старайтесь не пользоваться устаревшими справочниками, так как именно этот стиль подвержен постоянным изменениям. С каждым годом он несколько упрощается и становится менее официальным. Вместо принятого раньше “We are in receipt of your favor” теперь пишут “Thank you for your letter”. За исключением немногих фирм, которые придерживаются устаревшего стиля, большинство деловых людей сегодня предпочитают просто, но ясно выражать свои мысли. Настоящему бизнесмену дорого его время, и он не хочет тратить его на чтение длинных посланий с уймой ненужных слов. Но составитель делового письма должен уметь произвести благоприятное впечатление на адресата, особенно если он собирается что-либо продать ему. Поэтому не поскупитесь на несколько доброжелательных, располагающих к вам слов. Однако постарайтесь не злоупотреблять комплементами: это может произвести обратный эффект – вас заподозрят в неискренности.
При написании деловых писем на английском языке полезно руководствоваться следующими рекомендациями:
Каждая новая мысль должна начинаться с нового абзаца.
Изложение содержания должно быть максимально ясным и простым.
Если вы собираетесь что-либо продать, предлагайте свой товар в ненавязчивой форме.
Не злоупотребляйте комплиментами.
Помните, что искренние чувства имеют больший эффект, чем притворные.
Word List
старайтесь не – be careful not to
устаревшие справочники – old-fashioned commercial instruction books
менее официальный – less formal
за исключением – except
настоящему бизнесмену дорого его время – time is precious to a busy executive
составитель – зд.writer
произвести благоприятное впечатление – create a good impression
поэтому не поскупитесь на несколько ... слов – so a few words .. are not wasted
не злоупотребляйте комплиментами – compliments must not be exaggerated
быть неискренним – be insincere
руководствоваться – зд. follow
абзац – paragraph
навязчиво - aggressively
притворные чувства – pretended feelings
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