- •Unit 1 structure of a business letter
- •Read and learn the following topical words.
- •II. Read and remember the following word combinations.
- •III. Read and translate the following text. Structure of a business letter
- •III. Have a discussion on the topic «structure of a business letter». Use the following questions as a plan.
- •Read and learn the following words and word combinations:
- •Read and analyze the following text. Elements of a business letter
- •Write a business letter of your own. Use the information from the unit and the examples of the letters in Appendix 1. The following phrases may be in use by you.
- •Analyze the following words and phrases:
- •Preparing business letter
- •III. Make a list of the business writing techniques mentioned in this dialogue.
- •IV. Give the main idea of the dialogue in your own words.
Unit 1 structure of a business letter
SECTION A
Read and learn the following topical words.
confidential, adj [ֽkɒnfiˈdenʃ(ə)l] – конфіденціальний, секретний
enclosure, n [inˈkləuʒə] – вкладка, додаток
letterhead, n [ˈletəhed] – друкований бланк установи
reference, n [ˈref(ə)rəns] – посилання, вихідний номер
salutation, n [ֽsæljuˈteiʃ(ə)n] – привітання
II. Read and remember the following word combinations.
complimentary close – слова перед підписом у письмі
inside (receiver’s) address – ім’я та адреса одержувача
sender’s address – ім’я та адреса відправника
subject title – назва теми листа
III. Read and translate the following text. Structure of a business letter
A business letter is usually used when writing from one company to another, or for correspondence between organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to reply directly to a request, to apologize for a wrong or simply to convey goodwill. Even today, the business letter is still very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-considered messages.
A business letter of international standard has a well-defined structure, a specific set of standard elements, which are located specifically. A complete business letter includes the following structural elements:
(1) Letterhead (Sender’s address) |
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(2) References |
(2) References |
(3) Date |
(3) Date |
(4) Special mailing indication |
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(5) Confidential |
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(6) Inside address (Receiver’s address) |
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(7) For the attention of |
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(8) Salutation |
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(9) Subject (Re.:) |
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(10) Body of the letter
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(11) Complimentary close |
(11) Complimentary close |
(12) Signature |
(12) Signature |
(13) Enclosures |
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(14) Copies (c.c.) |
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(15) PostScript (P.S.) |
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The letter shown on this page (Example 1.1) is from a private individual in Denmark to a company in the UK. It shows some of the structural elements of a simple business letter.
Example 1.1
Business letter
(1)
(3)
(6)
(7)
(8) (10)
(11)
(12)
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Sender’s address
Date
Inside address (Receiver’s address)
Attention line
Salutation Body of the letter
Complimentary close
Signature |
Bredgade 51, DK 1260, Copenhagen K, DENMARK
6th May 2013
Soundsonic Ltd., Warwick House, Warwick Street, Forest Hill, London SE23 1JF UNITED KINGDOM
For attention of the Sales Manager
Dear Sir or Madam, Please would you send me details about your quadraphonic sound systems which were advertised in the April edition of Sound Monthly?
I am particularly interested in the Omega range of equipment that you specialize in.
Yours faithfully,
B. Kaasen (Ms)
B. Kaasen
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The next letter (Example 1.2) is the firm’s reply to the letter from the prospective customer in Denmark. It shows some further features of a normal business letter, and uses the other kind of layout.
Example 1.2
Business letter
(1)
(2)
(3)
(6)
(8) (10)
(11)
(12)
(13)
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Letterhead
References
Date
Receiver’s address
Salutation Body of the letter
Complimentary close
Signature
Per pro Company position
Enclosures |
SOUNDSONIC Ltd. Warwick House, Warwick Street, Forest Hill, London SE23 1JF Chairman John Franks O.B.E. Directors S.B. Allen M.Sc., N. Ignot, R. Lichens B.A. Telephone (081)566 1861 Fax: (081)566 1385 Telex: 819713
Your ref: 6 May 2013 Our ref: DS/MR Date: 11th May 2013
Ms B. Kaasen Bredgade 51 DK 1260 Copenhagen K DENMARK
Dear Ms Kaasen, Thank you very much for your enquiry which we received today.
I am enclosing our catalogue and price-list for the equipment you said you were interested in. I would like to draw your attention to pages 31-35 in the catalogue where you will find full details of the Omega range.
We would welcome any further enquiries you have, and look forward to hearing from you.
Yours sincerely,
Mary Rayon (Ms)
p.p. D. Sampson Sales manager
Enc.
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