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The most frequently written business letters are:

  1. sales letters (the letter advertising products and sending out promotion materials;

  2. enquiries (a letter asking for information, prices and sample products):

  3. orders (a letter placing an order for products); заказы

  4. letters of complaints (letters complaining about different kinds of errors, defects, damage to the products, contract violation, etc.);

  5. letters concerning different financial matters (asking for credit, granting or refusing credit, requesting or demanding payment, etc.)

  6. reminders (letters reminding the addressee or some facts);

  7. job applications;

  8. invitations;

  9. letters of apology, etc.

There are many more types of business letters, but whatever the contents, the introductory phrases are quite often the same. The basic rule is as follows:

if the information the letter contains is positive, begin your letter like that:

when you are replying to a letter

Thank you for your letter of 10 May informing

(requesting, ordering, etc.)...

when your letter is not a reply

We are (very) pleased to advise you (to confirm,

to learn, etc.).

if the information is going to disappoint or upset the receiver, begin your letter:

We have received your letter, but must point out that...

or We regret to inform you that...

or We have to advise you that...

    1. Ending (complimentary close).

If you begin the letter with: 'Dear Sir/Madam', the ending should be 'Yours faithfully'.

If you begin the letter with 'Dear Mr Smith', the ending should be 'Yours sincerely'.

    1. Signature.

    1. Name and title of sender printed clearly.

Prof. Charles Brown

Culture Language Studies Director

    1. Enclosure (enc): 2 (2 pages)

As you know there is quite a lot of difference between British English and American English. It couldn't but influence business correspondence.

Study the two letters below showing the styles and layouts used in British and American correspondence. Do you find any differences in the layouts, spelling, grammar, business formulas used? If you do, what are they?

Marketing Services Ltd. Trans Trans Company Inc.

18-20 Church Lane 650 California Street

London EC 3A5AY San Francisco, CA 94108

England 5 March 1998 USA 3/5/98

Consulting Services Delivery services

In Market Research across the USA

Dear Sirs Gentlemen

(or Dear Sir

or Dear Madam)

We've learnt your name and address We learnt your name and adress

from your agents MMC Inc. from your agents MMC Ltd.

Please, find enclosed our Please, find enclosed our program

programme and, let us know if the and let us know if the above lines

above lines of cooperation suit you. of cooperation suit you.

We look forward to receiving your We are looking forward to receiving

favourable reply. your favorable reply.

Yours faithfully Truly yours

Richard Taylor Gregory Link

Marketing & Promotion Manager Marketing Director

Enc: 3. Enc: 3.

Read the 'Golden Rules' and say which of them:

you already follow;

you would like to follow;

you'll never follow.

Give reasons for each of your answers.

Can you add any more recommendations as to letter-writing?