The Complimentary Closing.

The Closing appears two spaces below the last line of the letter’s main text, flush left. If the salutation is “Dear Sirs” or “Dear Sir” the complimentary close will read “Yours faithfully or less commonly “Yours truly”.

The complimentary close is a polite way of bringing a letter to a close. The expression used must suit the occasion. It must also match the situation.

So, use closings that are traditional: Sincerely, Best regards, Yours truly. Avoid overly personal closings.

Signature.

Type your name four spaces after the closing and write your signature in ink-preferably black ink for better reproduction – just above the typed version. Your title should either appear on the same line as your typed name (set off from your name by a comma) or typed one space below your typed name (no comma necessary). You can not sign Harry Wilson on one occasion, and H. Wilson in another.

A signature must not carry a title: it must be the plain signature of the writer. But, in case, when a woman writing to a stranger, she must indicate whether she is married or single and may do so by adding Mrs. Or Miss in brackets in front of her signature: (Miss Ross Wagner).

Traditionally the complimentary close and signature have been typed in the middle of the page, but it is becoming more and more common for firms the left-hand margin.

When the letter is signed by the typist or some other employee connected with the letter, but not by a person, who dictated a letter, she or he must write a word “for” or the initials “p.p.” immediately before the typed name of the employee responsible for the letter.

Examples:

Yours faithfully

P.P. Steve Straight

Yours faithfully

For Project Manager

Enclosures, Postscripts and Copies Sent

If you are sending one or more items along with your letter, place the word “Enclosure” or “Enclosures” (or Encl.) flush two spaces below the typist’s initials. Doing so alerts the reader that the letter comes accompanied by other materials.

For example.

... Encl: Catalogues

... Encl: Price list

Post Script = P.S. is an additional information in the end of a letter which wasn’t used in the Body of the Letter.

When you need to send copies of your letter to other people, place the lowercase letter “c” (or “cc” for multiple copies) two spaces below the enclosure notation, then list the names of the people you’ve copied.

It’s a good idea to send copies of important letters to everyone who is mentioned in the letter or who may be affected by the letter. Doing so keeps everyone informed, creates a “paper trail”, and promotes good will.

TASK 1. Match each word or phrase to its meaning. The first and the second are in the right position.

1 to pull together	a) to collect
2 to proofread	b) to read over
3 to respond	c) main part of a letter
4 to address	d) manner of expression
5 to the attention of	c) communication by letter
6 signature	f) to deliver
7 stationary	g) folded paper container for letter
8 envelope	h) greeting
9 salutation	i) to reply
10 body	j) writing paper and envelopes
11 to drop off	k) person’s name written by himself or herself
12 inquiry	l) to write in a destination
13 style	m) very important
14 high priority	n) person to receive the letter
15 correspondence	o) request for information

TASK 2. Dramatize the following dialogues paying special attention to the italicized words.

Conversation One:

RHONDA: Allen, would you please pull together the information for me to respond to this inquiry letter? This is high priority. I just found the inquiry on my desk and noticed its dated three months ago.

JEFF: Wow. You should clean up your desk more often. How should the letter be addressed?

RHONDA: To the attention of Mr. Martins.

Conversation Two:

JEFF: Here’s the letter for your signature.

RHONDA: Great, but it should be printed on our corporate stationery.

JEFF: Oh. Someone form the mailroom came to drop off an envelope and distracted me.

RHONDA: That’s okay. I want to change the salutation to “Dear Mr. Martins” and the closing to “Yours sincerely” anyway.

TASK 3. Read and translate the text “Short talk” and make up a dialogue based on it.

Short Talk:

When receiving an inquiry for materials, it is urgent that you respond within 48 hours. Customers come first, and we need to service their requests in a professional and prompt manner. Use a friendly style in the body of letters and proofread your work. Keep a photocopy of all correspondence to keep as a backup. If you have any questions, please contact the office manager.

TASK 4. Fill in the blanks to complete the sentences.

1. When Mary realized she had overlooked incoming ..., she decided to clean off her desk.

2. A formal writing ... is used for most business correspondence.

3. This letter has lots of typos. Did you ... your work before sending it out?

4. I need a photocopy of this ... for the accounting department’s billing records.

5. Allen addressed the ... by hand.

6. The letter was returned to me because it was ... incorrectly.

7. Please have this package delivered by courier, and put ... Mr. Martins on the envelope.

8. There are three main parts to a letter: the salutation, the ... , and the closing.

(body; style; inquiry; correspondence; proofread; envelope; addressed; to the attention of)

TASK 5. Match the sentences in column A with their endings in column B. Translate them into Ukrainian.

A	B
1. We’re running low on letterhead, so one of us ...	a) make those requests high priority items and respond immediately.
2. If customers make urgent requests, we must ...	b) at the post-office on your way home?
3. The boss signature ...	c) customers get the information they need quickly.
4. Would you drop off this package ...	d) needs to order stationary from the printers.
5. It is important to respond to every inquiry within 48 hours so ...	e) I’ll draft the report.
6. If you pull together the statistics and supporting materials, ...	f) is an example of a traditional style.
7. The salutation “To whom it may concern” ...	g) is required on all correspondence generated from this office.

TASK 6. Read an example of the body of the letter.

Dear Mr. White.

I’m pleased with invitation to speak to the National Associations of Secretaries.

Unfortunately I cannot attend the meeting on July II because I will not have sufficient time to prepare myself. I received your invitation on July 6.

I will be happy to address your organization on another occasion if you give me a bit more notice. Best of luck with your meeting.

Sincerely yours.

TASK 7. Give the correct salutation and complementary close in the following cases:

1. Mr. A. Moon, British Rail, London WIM 3BA

2. The Sales Manager, BGW Electrics Ltd; Liverpool, 4

TASK 8. Answer the following questions.

1. Why do some firms prefer writing letters to other means of communication?

2. What kinds of business letters are usually sent?

3. Is there any difference between how you sound on the page and how you sound when you speak face to face?

4. What are the principle parts of the ordinary business letters? (Describe each of them).

TASK 9. Put in the missing words.