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Unit 3 Business correspondence - Деловая переписка

The business letter consists of the following parts:

1. Letterhead or heading. Сведения об отправителе, название фирмы или фамилия частного лица, адрес и телефон.

2. Inside name and address. Адрес получателя письма.

3. Attention line. Если Вы не знаете фамилии сотрудника фирмы, то рекомендуется указать его должность. Attention: The Personal Manager

4. Date. Дата.

5. Salutation. Приветствие.

6. Subject line of the letter. Тема письма.

7. Body of the letter. Основная часть письма.

8. Complimentary close. Заключительная часть.

9. Signature. Подпись.

10. Enclosures. Приложения.

1. The letter head or headline

This is normally printed on the paper. It must give all the necessary information: the name and address of the firm, the telephone number, fax. If the printed heading is absent; the company's address without the name of the sender is typed on the right side.

2. Inside name and address

This is the address of the person receiving a letter. It is typed on the left against the margin.

The courtesy titles

When we write to a man we write Mr. When we write to a woman we write Miss if a woman is unmarried and Mrs. if the woman is married. When we write to a man and his wife we write Mr. and Mrs. Johnson. If we don't know the name of the person we are writing to we can write: The Personal Manager.

When correspondent holds a special title such as Doctor, Professor, Sir, Mr. must not be used. The address is written as follows:

Mr. J. Barnley BBC Publications

9, High Street 35 Marylebone High Street

London London

WIM4AA WIM5YZ

Great Britain Great Britain

3.The attention line

If the attention line is used it is typed above the salutation line as follows:

Dunn and Chapter LTD

The Castle Brinkley

Hampshire

Attention: The Personal Manager

Dear Sir!

4. The reference

It consists of the initials of the person who signs the letter (and often dictates it). Sometimes other initials are added according to whatever may be useful for the filing system of the firm.

5. The date

The generally accepted way of writing the date is the following: October 17,200...

6. The Salutation

This is the greeting with which every letter begins and it must agree with the address.

Place of salutation is at the left margin of your letter. Use a comma after it. If you known the name of the person you are writing to, use it in the salutation: Dear Mrs. Smith, Dear Mr. Jones, Dear Miss Wright.

If you don't known the name, begin Dear Sir, Dear Madame, Dear Sirs (to more than one person and to all limited companies). Gentlemen: (in American English, with a colon instead of a comma).

7. The subject line

This line is typed immediately below the salutation in the center. If helps to ensure that the letter is passed without delay to the right person or department: Dear Sir,

your order №7858/73

8. The body

As business letters are written on behalf of a firm, use "we" and "our" instead of "my" and "I". Do not use the short forms "we'll, we've" in all formal and business letters.

Extra spacing is used between paragraphs to separate different points more effectively. The right margin should be as wide as the left one. Try to use short sentences and short paragraphs because it is easier to read and understand such a letter.

9. The complimentary close

The complimentary close depends on how well you know the reader. It can be formal, semi-formal, polite but distant.

When writing a complimentary close, leave two spaces below the last line of the body. Write the first word with a capital letter. The complimentary close must match the salutation.

Salutation Closure Comment

Dear Sirs, Yours faithfully Formal

Dear Madam, Yours sincerely Informal

Gentlemen: (Am.)

Dear Mr. Francis, Yours Very informal

Dear John,

10. The signature

Always sign the letter by hand and in ink. Always use the same style. You cannot sign Tom Wilson on one occasion and T. Wilson on another.

Do not use a title with a signature.

Exception: a woman writing to a stranger should indicate if she is married or not by adding "Mrs." or "Miss" in brackets in front of her signature - (Miss)Alice H. Brooks.

If your signature is illegible, type the name and sign the letter about it.

If an employee with special authority signs the letter use "per pro". An employee without special authority must use the word "for".

Examples:

Yours faithfully per pro Jackson, Brown Co.

11.The Enclosure

If there are enclosures, the word "Encl". Is typed at the bottom left hand corner with a short description of the enclosure.

Examples:

Encl: Catalogue

Encl: Price list

Encl: Drawings

Answer the questions:

1. Why is it so important to write short sentences and short paragraphs?

2. What is the difference between the types of the complimentary close?

3. How should you sign the letter?

4. What does the word Enclosure mean?

Read the following business letters paying attention to their layout. Then translate them into Russian.

1. Dear Mr. Jones, Mr. Walsky, our representative is visiting our customers in Germany and England and will be in London at the beginning of next week. He will telephone you as he arrives to arrange a meeting. Your sincerely J. Coke

2. Dear Mr. Harries, I was very pleased to have the opportunity of meeting you again to discuss the matters, our future cooperation. I am sending you under separate cover some leaflets, which will give you technical details of our products. I should like to extend a formal invitation to you to visit us and see our factories. I look forward to meeting you again. Yours sincerely T. Harrison

3. Dear Mr. Michalski, Please find enclosed a copy of the letter and prices sent to the buyers whose names you were kind enough to give me. I must apologize for the delay but I have been away a great deal lately. You mentioned last time when we met that it might be possible to visit Poland in September. I would like to confirm that we are much interested and if an exhibition is going to be started, we will meet again in the near future and I look forward to hearing from you. Yours sincerely E. J. Cooper

Read the following text. Fill in the blank spaces with the words from the list below and then translate the text.