Ділова кореспонденція
BUSINESS WRITING
BUSINESS
WRITING
LETTERS
A standard UK business letter has a particular layout, though there may be slight variations. The outline below is typical of a standard business letter. This letter accompanies a tourist information brochure.
ISLE OF SKYE TOURIST INFORMATION CENTRE
14 Broadway Skye Scotland |
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Our ref.LB/SKI----------1
Your ref.SK 1406--------2 |
Ms L Haakinen--------------------------------------------------------------------------------3 19 Kante 1 Helsinki Finland |
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17 May 2000--------------4 |
Dear Ms Haakinen ------------------------------------------------------------------------5 ‘Where to stay on Sky’ brochure -----------------------------------------------------6 Thank you for your letter of 10 May, asking for details of accommodation on the island.------------------------------------------------------------------------------------------ 7 I have enclosed a copy of the ‘Where to stay on Skye’ brochure which contains information about the hotel and bed & breakfast accommodation. You can book the accommodation directly by using the address/telephone numbers in the brochure. Skye is a very beautiful place, and I hope you decide to spend some time discovering it for yourself. Yours sincerely ----------------------------------------------------------------------------8 Pete Sinclair ----------------------------------------------------------------------------9 Pete Sinclair Tourism Manager-------------------------------------------------------------------------10 enc. ‘Where to stay’ brochure----------------------------------------------------------11 |
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COMMENTS
Sender’s address (not the name).
The company’s and the customer’s reference numbers.
Receiver’s address.
Date.
Salutations. When you know the name of the recipient, use Dear Mr/Mrs/ Miss/ Ms Haakinen. In American English Mr., Mrs. and Ms. include a full stop, e.g. Mr. von Trotta. When you don’t know the name of the recipient:
Dear Sir or Madam (Br E)
Dear Sir or Madam: (Am E)
The subject summarises what the letter is about. In most cases it is more preferable to use the pronoun we when writing for your company. This is more formal than I.
The body of the letter should be clear and polite. Business letters are usually quite formal.
Ending. When your know the name of the recipient, write Yours sincerely.
When you don’t know the name of the recipient, write Yours faithfully.
In American English write Yours truly,
Sincerely,
Your signature. Sign the letter with both first and second names.
Your name and position. Print them under your signature.
Common abbreviations:
Re: regarding
pp (on behalf) when you sign the letter for another person
Enc(s). documents are enclosed with the letter
cc: copies (The names of the people who receive a copy are included in the letter.)
Check yourself:
1. What is a layout of a typical business letter?
2. What are the salutations and the endings of your letters like when
a) you know the name of the person you are writing to
b) you don’t know the name of the person you are writing to ?
3. What are the common abbreviations of business letters?
E-MAILS
E-mail, or electronic mail, sent over the Internet, is increasingly common. E-mails can have a formal business style or a very informal style, similar to spoken English.
This is an e-mail confirming that the two colleagues will discuss contracts at a trade fair.
From: Judith Mahon@Waltersed – ema.com
To: Marcel. Lieberman@Goldrickpub – ema.com
Date: Fri, 16 Jul 2000 10:56:45
Subject: Trade Fair
Thanks for the message. I’m looking forward to seeing you at the Hamburg trade fair next month. I’ll bring you the final contracts with me and we can discuss them over lunch.
Best wishes
Judith |
COMMENTS
Information about the sender and the receiver appears at the top, so the writer does not use the traditional greetings. The style is much more informal than in letters, and can be quite casual. The ending is Best wishes rather than Yours sincerely.
The informal style is most suitable for e-mails within your company and for people you know well. Then the greeting is often Hi, Hello or even How are you? Sometimes the ending is omitted and people use abbreviations of words if they want to save time:
CU = see you
tkx = thanks
RUOK? = are you OK?
Check yourself:
1. What is the style of e-mail?
2. What necessary information must it contain?
3. Do you know and use any typical abbreviations used in e-mail letters?
MEMO (MEMORANDA)
A memorandum (plural memoranda, abbreviation memo) is sent to people or whole departments inside the organization, never to a customer.
This is a memo warning staff that they may have problems with their computers.
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BLOGGS & BLOGGS MEMO |
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To: All staff
C.C. M.D. |
From: Michael McGovern, I.T. Centre Subject: Computer Access
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Date: 18 August 2000 ---------------------------------------------------------------------1 ----------------------------------------------------------------------2 We will be upgrading the software installed on the network over the weekend. It is possible that you may have problems accessing your computer on Monday morning. ---------------------------------------------------------------------------------------3 If this is the case, please do one of the following:
We are doing everything we can to make sure things go smoothly, and will be glad to help if you have any problems.
MM -------------------------------------------------------------------------------5 |
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COMMENTS
Memos should include the following headings: To/From/Date/Subject.
No greeting (such as Dear…).
They should be short and include only useful information.
Points should be arranged in logical order. It is normal to use bullet points or to number different points.
You can end with your initials or a signature, not your full name.
Check yourself:
Is memo used for internal or external communication?
What are the main headings of a memo?
How should you end your memo?
CURRICULUM VITAE (CV)
Your CV should be: * word-processed
* laser printed on good quality paper
* no longer than two pages of A4 paper
You should include:
Personal details. The employer wants to know who you are and how to contact you (essential information only).
Profile.
Achievements. If you do not have a lot of work experience, this section will show your potential.
Skills. Be positive about your ability – never underestimate your experience.
Work experience. Don’t describe the job – stress what you achieved and what you learnt.
Education. Qualifications.
Interests. Stress any significant achievement related to your interests.
Referees.
Current students and recent graduates should choose an academic referee and a personal one (this could be an employer).
Get your referees’ permission first and tell them what you are applying for and what you would like them to stress in a reference.
Study the advice given above and look at Ana Lekic’s CV.
Following the guidelines, prepare your own CV.
Check yourself:
What is a CV?
What information should be included in your CV?
3. Why do you think it is necessary to give references in you CV?
CURRICULUM
VITAE
(Am. E.: RESUME)
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Ana Lekic |
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1. Address
2. Tel. 3. E-mail 4. Profile |
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89 Cara Lasara 21000 Novi Sad, Yugoslavia + 381 21 633 177 analekic@EUnet.yu |
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An Assistant Marketing Director in a medium-sized company, Avalia Airlines plc, seeking a more challenging position with more responsibility. Able to work on own initiative to tight deadlines. 5. Achievements * Contributed to the development of a successful sales strategy * Coordinated the work of sales, marketing and advertising personnel 6. Special skills * Negotiating contracts with foreign and domestic airlines * Working as part of a team * Proficient user of MS Windows, MS Word, MS Excel 7. Experience 1999 – present Assistant Marketing Director (Avalia Airlines plc, Belgrade) July – Sept 1998 Work placement at Malev Hungarian Airlines (London Office) 8. Education. Qualifications 1996 – 1998 MBA at Brentford College (UK/ Distant course) 1992 – 1996 BA in Economics at the University of Belgrade 9. Personal details Date of birth: 6 June 1973 Driving Licence: Full, clean 10. Interests Travel: I have travelled extensively in Europe Music: I play the guitar |
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11. Referees Dr Vanja Martinovic Professor of Economics 2 Dociteja Obradovica 11 000 – Belgrade Tel: +381 11 316 3645 E-mail: marvan@ptt.yu |
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Ms Celia Gutlerner Director MBA Programmes Brentford College 27 Burrad Street Brentford TW9 OAK E-mail: mbadir@BMBA.ac.uk |
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Check yourself:
1. Can you write your own CV according to the model given above?
COVER LETTER
When you send a CV and/or application form you should also send a cover letter with it. The main point of the letter is to tell the employer about relevant parts of your experience.
Prepare your curriculum vitae and following a layout of a standard business letter, complete the cover letter below to send with it. Point out any relevant skills/knowledge/experience that might help to get an interview.
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Dear--------------- |
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With reference to your advertisement in--------------------------------------------- I would like to apply for the position of---------------------------------------------. I feel I am well qualified for the job because---------------------------------------. I am very interested in working for--------------------------------------------------- and would be happy to come for an interview at any time convenient to you.
I have enclosed a copy of my curriculum vitae and hope you will contact me if you require any further information.
I look forward to hearing from you.
Yours faithfully, -------------------- |
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Check yourself:
What is the objective of a cover letter?
Why is it necessary to point out your any relevant skills and knowledge?
Do you remember that it is necessary to be positive about your experience and the previous place of work?
FAX
A facsimile or fax copy is an exact reproduction of a document, so when you send a fax it could be a copy of a document (e.g. a letter, memo) not a new document.
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FALCON HOTEL --------------------------------------1 |
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To: Tony King Marketing Manager, Big Corp From: Kate Murdoch Date: 25 March Re: Booking Confirmation
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Fax No: 0207 346346
Our fax No: 01291236236 Pages (inc. this one) 1
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If you do not receive all the pages, please telephone us on 01291236236
Following our telephone conversation, this is to confirm that the ‘Greenwich’ Conference room is booked in the name of Tony King for Thursday 8 April.
The room seats 15 people and the booking includes a sandwich lunch.
Conference participants may use the hotel’s facilities.
Thank you.
KM ------------------------------------------------------------------------3 |
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COMMENTS
Most companies print their own stationery.
Say how many pages you are sending, so the receiver knows if there is any problem with the transmission.
The fax ends with the sender’s name or initials, although the style of a fax message may be more formal depending on the subject and recipient.
Check yourself:
Are faxes new documents or are they just exact reproductions of existing ones?
Why is it necessary to show how many pages you are sending?
Do you always have to write your name at the end of your memo?
LETTER OF ENQUIRY
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Spiners & Windson Ready-Made Clothing 552 Green-Blue Avenue New York, 757 44003 November 24, 200… |
Messrs. Goodman &Jackson 888 Marine Street Leeds WIG 48C England |
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Gentlemen: We saw your children’s dresses and suits at the London Children Fashion Show, which was held in New York at the beginning of November. We have also heard that you are interested in finding new markets in the USA. Would you kindly let us know your conditions and send us complete information about spring and summer clothing that you might supply by the beginning of next January.
Payment will be made by Letter of Credit.
Thank you in advance.
Sincerely, Sam Jackson
Sam Jackson General Manager |
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COMMENTS
If your business needs a lot of information, you may ask about the following:
* description of the goods (services);
* supply of goods;
* time and method of delivery;
* catalogues, leaflets, booklets;
* samples;
* prices, quotations;
* terms of payment and insurance.
Clichés and useful phrases for letters of enquiry:
We read your advertisement in…
With regard to your advertisement in…
We have heard of your products from…
We are interested in buying…
Would you please inform us if it is possible to deliver…
We would like to have further details about…
We usually effect payment by letter of credit (cheque, bank transfer, etc.).
If your prices are competitive…
If your samples meet our requirements, we will let you have our regular orders.
We look forward to your early reply.
Your early reply will be appreciated.
Check yourself:
1. What information should be included in a letter of enquiry?
REPLY TO ENQUIRY
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Goodman & Jackson 888 Marine Street Leeds WIG 48C England Spiners & Winson 7 December 200… |
Ready-made Clothing 552 Green-Blue Avenue New York, 757.44003 |
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Attention: Mr. S. Jackson
Dear Sirs, Thank you for your order dated 24 November. We have pleasure in conforming that we have booked your order for 1,500 dresses and suits in each of the sizes 6-8, Thompson line. Air shipment can be made as soon as we receive confirmation that a letter of credit has been opened for the amount mentioned. Please note that our quotation is for sea freight c.i.f. New York. We can arrange for the goods to be sent by air, which is more expensive. However, you will receive the goods within a week, thus you will be able to distribute them in time for Christmas. Inform us which way you expect us to deliver the goods.
Yours sincerely,
Peter Campbell Export Department Manager
Enc.: Price list. 2 catalogues |
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COMMENTS
In your reply to any enquiry do not forget to
* thank for the enquiry;
* let your customer know if goods are available;
* enclose price lists, catalogues, booklets;
* show your willingness to supply further information and to have contacts.
Terms relating to prices:
B/E – bill of exchange – тратта;
B/T – Bill of entry – митна декларація;
B/L – bill of lading – коносамент;
CIF – cost, insurance, freight – сіф;
COD – cash on delivery – післяплата;
D/P – documents against payment – документи за готівку;
FOB – free on board – франко борт;
Check yourself:
1. Why is it necessary to enclose price lists and catalogues in replies to enquiries?
2. What are the main terms relating to prices?
OFFER
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NIPPONEX ELECTRICS TOKIO, JAPAN 27 December 200…
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Amperlite LTD. 146 O’Leary St. Dublin 2 Ireland |
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Dear Sirs DRILITE BATTERIES
Improved methods of production enable us to offer our range of Drilite batteries at a reduced price for large quantities. Details of the new prices for your market are enclosed, and you will see that the average price reduction is 5%. As our prices are quoted c.i.f. Dublin, you will agree that they are considerably lower than those of manufacturers of similar batteries, both here in Japan and elsewhere. The quality of our products remains the same – only the finest chemicals are used. The new prices are for minimum orders of £ 1000 and are effective from 1 January. Immediate dispatch is guaranteed, and we hold ample stocks. We look forward to supplying you in the new year at the new prices. Yours faithfully, NIPPONEX ELECTRICS
Enc.: Price list. 2 catalogues |
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Check yourself:
1. What is similar and what is different between replies to enquiries and offers?
CONTRACT
Any contract should include the following clauses:
1. Subject of the contract – тема, підмет контракту
2. Price and total value of contract – ціна та загальна вартість контракту
Time of delivery – термін поставки
Terms of payment – умови платежу
Technical documentation – технічна документація
Guarantee of the quality – гарантія якості
Insurance – страхування
Terms of transportation – умови транспортування
Claims (sanctions) – претензії, санкції
Force Majeure – форс-мажор
Arbitration – арбітраж
Other terms – інші умови
Juridical addresses of the parties – юридичні адреси сторон
DRAFT CONTRACT between WIDGETRY Ltd (hereafter known as ‘the seller’) and MERCURY plc (hereafter known as ‘the buyer’)
The seller undertakes to supply the buyer with 120,000 super widgets, to BSI specification 999 and to pay all freight/loading and insurance charges. The terms of payment and immediate payment of delivery charges by confirmed and irrevocable letter of credit are to be standard. A penalty clause will be included in the contract. It will be invoked against the seller for late delivery or substandard quality; against the buyer for late payment. In the event of non-payment, the seller shall be entitled to reclaim the goods. In case of a dispute between the parties to the contract, the matter will be taken to independent arbitration. All the terms of the contract must be complied with both parties. |
COMMENTS
Draft contract – проект контракту
To undertake – зобов’язуватися
Widget – будь-який гіпотетичний товар
Freight-loading charges – витрати на перевезення/вантаження
Insurance – страхування
Delivery – доставка
Irrevocable letter of credit – безвідкличний акредитив
Penalty clause – пункт про штрафи
To entitle to – давати право
To reclaim – вимагати повернути товар
Party to the contract – договірна сторона
Arbitration – арбітраж
To comply with – виконувати
Check yourself:
1. What are the main clauses of any contract?