UNIT I

Commercial correspondence

Proper business letter writing is very important for normal commercial activity. In spite of the development of telephone, telex and telegraphic ways of communication and the increasing personal contacts in international trade, the writing of letters continues. In fact most telephoned and telegraphed messages have to be confirmed by letters. So every good businessman should be competent in writing effective business letters in English. Often it is the only representation of yourself and your company with a foreign counterpart. You make an impression by the tone of your letter, and by correct, tactful, and polite language.

“Remember the three C’s-Clearness, Conciseness, Courtesy (ясность, краткость, вежливость)”.

In some American and English firms they have this motto hung up on the wall so that their employees are always remined of it.

As with small talk and phone calls, letter writing is ruled by formulas.

Whether you write a special letter or make use of a standard letter, you should know the main parts of any business letter and its layout.

The ordinary business letter comprises the following principal parts:

1 Heading

2 Date

3 Address

4 Attention

5 Salutation

6 Subject

7 Opening paragraph

8 Body

9 Complementary close

10 Company name

11 Signature

12 Dictator’s title

13 Enclosures and postscripts

Slater and Steel Ltd. 14, Fore Street London, E.C.2 June 16,2003 Messrs, Jones and Co., 17 Scarlet Street Greyling, Cheshire Attn: Peter J.Brown, Purchasing Agent Dear Sirs, Your order № 364 We thank you for the letter of …. « » Yours faithfully, Slater and Steel Ltd. Sales manager Enc.

1. The Heading

Business letters are usually written on printed company-forms. The heading gives the name of the company, the postal and telegraphic addresses, the telephone numbers, the number of the telexes and telefacses; sometimes the names of important officials (e.g. directors), the particular official, spaces for references and the date.

Here is a characteristic heading:

Weavewell Woollen Co.Ltd. Victoria Street, London, E.C.4. Ref. GB/MC/E 19th October,20_____. Mr.C.E. Eckersley c/o Messrs. Longmans, Green and Co.Ltd., 48, Grosvenor Street, London, W.I. Dear Sir, AMERICAN SALES In reply to your letter of 17th October (CEE/JW) we are pleased to inform you …..

Notes

1. Limited and Company are generally abbreviated Ltd. and Co. The majority of business firms are limited companies now; professional firms like solicitors and accountants, however, are mostly partnerships.

2. Ref. is the usual abbreviation for Reference. The letters mean that the letter was dictated by Mr.G.Brown, typed by Miss M.Carson and should be filed under the letter E. The reference is placed against the left hand margin, either on the date line as above or at the foot of the letter. Where correspondence has already started, the reference to which you are replying is often quoted in the opening paragraph as in the above example. Some firms make provision for it in their stationery, e.g.

Our Ref ….. Your Ref…… (Date)