Inviting people

1. We are happy to invite you to attend [name of the event].

2. We have pleasure in inviting you to the meeting [place].

3. My purpose in writing to you is to ask whether you would be interested in coming for a short visit to [visit].

Requesting to confirm the invitation

1. I would be glad if you could confirm your attendance.

2. I hope that you will be able to accept my invitation.

3. The final date of the visit will be fixed after receiving your confirmation.

Accepting an invitation

1. Thank you for your invitation which I accept with great pleasure.

2. I was pleased to get your e-mail inviting me to [place]. I accept your invitation with thanks/I will certainly be glad to come.

3. Many thanks for inviting me to [place]. I am enclosing a formal confirmation as you requested.

Refusing an invitation

1. Thank you for your e-mail inviting me to visit your firm. Unfortunately I am not able to accept your invitation due to previous arrangements which I cannot change.

2. I regret/am sorry to inform you that I have to cancel our meeting [will not be able to come to…as planned] in [place] scheduled for [date].

Postponing a visit

1. I am sorry to inform you that due to the reorganization in our company I have to postpone my visit for a week. Sorry for the inconvenience.

2. I regret very much but I will not be able to come to [place] on [date], as it was planned/agreed. I will let you know the time of my arrival later.

3. Following the telephone conversation I confirm that my proposed visit to [place] will have to be postponed. Please accept my apologies.

Proposing to pay a visit

1. I would like to visit your company and have some discussions on [subject].

2. I will be visiting Russia next month and would like to meet you and see your factory, if that could be arranged.

3. As there are many urgent issues to be discussed we suggest sending our representative to your company as soon as possible.

Accepting a proposal to pay a visit

1. Thank you for your letter suggesting a visit of your representative. We will be happy to receive him/We are looking forward to welcoming [name] in our company.

2. We are glad to hear that you will be visiting Moscow [date]. We will be grateful if you could find time and call on us.

Thanking for hospitality

1. I would like to thank you for your excellent hospitality.

2. Thank you very much for the hospitality extended to us during our stay in [place].

3. I wish to thank you very much for everything you did for us to make our stay in [place] so enjoyable and useful.

4. I hope I will be able to reciprocate your kindness.

►Fill in the blanks with the words from the box:

appreciate attend held know markets organizing

Dear Sir or Madam,

We are (1) a fair on the promotion of trade in the eastern (2) and are interested to (3) if you would like to (4) it. It will be (5) in Moscow in April, 03.

We would (6) your early confirmation.

аcceptable comments contracts declined improve informal issues suggest

Dear Sir or Madam,

I am writing this letter to (1) a meeting, either in Moscow or in London to discuss our trade (2). I am sorry to say that the business has (3) in the recent months and I think something should be done to (4) the situation. As there are many (5) to be discussed I am sure it can best be done during an (6) meeting of our representatives.

Will you please give your (7) and suggest a date if you consider my proposal (8) to you.

Invite given look forward confirmation give hosted presentation understand upgrading attend cover pleased believe

Dear Sir or Madam,

We are (1) to (2) you to attend a (3) to be (4) by representatives of RusGosBank on Monday, May 17, in Moscow.

The presentation will be (5) by Sergey Podolsky, Vice-President of the bank and will (6) the following topics of discussion:

• The present situation of the banking sector in Russia

• The (7) of banking services.

We (8) that this will (9) you an opportunity to (10) better the Russian banking system.

We (11) to receiving your (12) whether you will be able to (13).

visit hope thank extended stay be able to appreciate

Dear Ronan,

I wish to (1) you most warmly for your excellent hospitality, (2) to me during my (3) in England. I very much (4) your kindness and that of Mr Patrick Reinhart’s showing me round the new plant.

I (5) one day I will (6) receive a (7) from you here.

Thanks again.

►Fill in the blanks and put the verbs in brackets in a proper tense/form:

1. I (learn) --- you (return) --- your trip --- the Middle East and I --- discuss --- points --- cooperation.

I --- in London --- the whole next week and I --- telephone you --- Monday --- arrange --- day and time --- we --- meet.

Look forward --- (see) you.

►You are going for a two day visit to Amsterdam for talks with Mr Van Hoorn, a manager of a marketing agency. You will arrive at Schiphol airport at 5 pm on April 16, and would like someone to meet you at the airport and take you to the hotel. Mr Van Hoorn has invited you to dinner on the evening of April 17 but, as you have to return immediately after that day’s meeting to attend a conference in Brussels, you cannot accept it.

Write an e-mail to Mr Van Hoorn.

►Put in the missing words:

1. We received your letter --- the information that Mr Smith is planning to visit Moscow.

2. Would you please fax if the time --- the visit is suitable ---you.

3. --- behalf --- our delegation I’d like to thank you --- your hospitality.

4. I am afraid I will have to postpone my visit --- next month.

5. I regret but it will not be possible --- me to come --- Moscow --- 12 June.

6. Many thanks --- the hospitality extended --- me during my stay.

►Write e-mails:

1. Express delight at the news of a visit of Mr De Niro in Russia, who is planning a short stay in Moscow around May 1 and would like to see you. He is not sure of the date of his visit.

2. Mr. Higgins got this e-mail from Mr Branson in Moscow:

Dear Mr Higgins

I am glad to hear you can attend our conference on the 17^th. Please let me know what time you will be arriving and whether you want someone to meet you at the airport. Can you bring enough copies of your report with you, or will you want us to make the copies here?

I look forward to seeing you.

Yours sincerely,

Richard Branson

The following are the 8 points of Mr Higgins’ answer. Group them together and write an e-mail.

1. getting plane from London on April 17

2. will bring copies of the report

3. arrival in Moscow at 11 a.m.

4. looking forward to meeting Mr Branson again

5. not necessary to meet him at the airport

6. brother lives in Moscow and will collect him

7. will need 15 more copies

8. confirm Mr Branson’s e-mail of March 23

‘PROMOTION’ POINT

Promotional Letters

Promotional letters - sometimes referred to as ‘circular letters’ or ‘circulars’ - are multiple copies of the same letter sent to regular and/or prospective customers. These letters are the same as normal business letters except the inside address that is often omitted, and the signature which is usually typed or printed. In electronic mail circulars there is no signature, and the inside address appears in the form of an email address of a sender.

Promotional letters tell about important developments in business, such as reorganization of a company, opening a new branch, the change of address or personal changes in the management of the company. They also provide information about special offers of goods, changes in prices or launching a new product on the market. Their aim is to inform the customers about any action taken by the company to improve its activity.

Promotional letters as any other correspondence going out of office should be carefully written to create a good impression on the reader. It is worth remembering that such a letter must help consolidate good relations with the customer and in this way lead to further business.

Change of address

To all customers and correspondents

Change of address

We would like to inform you that we are moving our offices to new premises at

45 Petrovskaya st.,

117534,

Moscow, Russia

Our telephone number will remain the same +7 495 555 5555. The change will take effect on Monday morning, September 10, 2010

Change of telephone number

Change of telephone number

Would you please note that as from Monday, January 11, 2011, our phone number will be:

+7 495 333 3333

We would be grateful id you could inform of this change all concerned with telephoning to us.

Change at the post of Sales Manager

Dear Sir or Madam,

We would like to inform you that Mr. Mikhail Morozov will be leaving our company on November, 12 and that Mrs. Oxana Grace will be in charge of the Sales Department.

Mrs. Grace has had many years of experience in business and we are sure he will give you every satisfaction.

Yours faithfully,

Dmitry Zaitsev

Managing Director