Деловая и дипломатическая переписка = Business And Diplomatic Correspondence. Учебное пособие

Task5.Read the e-mails and think of the appropriate subject lines.

A.To:

______________________________________________________________________

Subject:

______________________________________________________________________

Dear Mr Rogers

With reference to your letter dated 24th March, I am writing to enquire about the availability of the product ‘Max Soap MTQ’at your Munich Depot.

Please let us know the payment details at the earliest so that we can make necessary arrangements for the deposit.

Please contact me, if you have any query. Yours faithfully,

Thanks.

J. Thomas

Purchase Department, IPL Inc.

B.To:

______________________________________________________________________

Subject:

______________________________________________________________________

Dear Mr Philshir,

As your business associate, it gives me great pleasure in informing you about the new offer we are giving on the Latest Office Computer Series.

As our customer of many years, you can get a Special Discount of 20 % on the offer. This offer is only valid for special customers like you and not across the board.

It gives us great pleasure to inform you that this latest series has been designed by our team keeping in mind comfort, style, and durability.

We request you to kindly order at the earliest, so that you can avail of the fabulous discount and also get an additional special gift from us.

Thanking You, Sincerely, BenedictSilver

General Manager

Great Computers Company Brussels

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C.To:

______________________________________________________________________

Subject:

______________________________________________________________________

Dear Mr Sunsher,

I would like to introduce our organization Cleaning Solutions Limited that specializes in the business of providing cleaning services to various office premises.

We have been specializing in this business since last ten years. Our client list includes the reputed organizations in the city.

Our clients have been satisfied by our service and we have never received a single complaint since the inception of the business. It would be a great honor do business with you and that will add another reputed organization in our client list.

I would be highly grateful if you consider us for providing cleaning service to your office premise. I am also attaching a word file stating our quotation. In case of any further query you can mail us or call us at 393-3989493

Regards, Christopher Rogers General Manager

Task 6. Here are two versions of an e-mail from a supervisor, JaneDoe,toagroupofheremployees.Comparethetwogivene-mails. Which version do you think is most effective? Why?

Version 1 of Jane Doe’s E-mail:

Subject: tomorrow

As you know, tomorrow afternoon we’ll be meeting to discuss the status of all of our current projects. Donuts will be provided. Be sure to arrive on time and bring along teh materials you have been working on this week — bring enough copies for everyone. Some of these material might include your calendars, reports, and any important e-mails you have sent.Also, I wanted to remind you that your parking permit requests are due later this week; you should turn those in to Ms. Jones, and if she is not at her desk when you stop by, you can e-mail them to her.

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Version 2 of Jane Doe’s E-mail:

Subject: materials for Wed. staff meeting

Hi, everyone

For tomorrow’s 3 p. m. staff meeting in the conference room, please bring 15 copies of the following materials:

•Your project calendar

•Aone-page report describing your progress so far

•Alist of goals for the next month

•Copies of any progress report messages you have sent to clients this past month

See you tomorrow Jane

Task 7. Write e-mails to the following situations:

1.You work for an international pharmaceutical company with a best-sellingheartdrug.Youarepartofaninternationalteam,preparing report on competitors’ products worldwide. Write an e-mail to a colleague in Japan,Akiko Yamada (a woman).

• Think about a subject line.

• Give the reason for writing.

• Request information about the competitors in Japan (market share, advertising).

• Offer to provide information about your own market.

2.You are the finance director of an international company. You have just finished the company accounts for last year and the results were very good. However, the outlook for the next year looks more challenging.Write an e-mail to your colleagues, telling them the news.

• Think about a subject line.

• Give the reason for writing.

• Give the good news about last year. Thank everyone.

• Give the bad news about next year.

3.You would like to inform a customer (who is a contractor) that the shipment of ceramic tiles he ordered last week would be delayed. You have known this customer for 10 years and have a good working relationship with him. Write an e-mail.

• Think about a subject line.

•Inform him about the delay and give reasons.

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•Ask if he might consider an alternative product.

•Describe a similar alternative that is available immediately (e. g., colour, size, material).

•Apologize for any inconvenience.

•End the message appropriately.

4. You have received an e-mail from your manager requesting a report on your monthly expenses. She would like to meet with you on Monday to discuss the report. You have other important business to attend to on Monday. Write an e-mail in response.

•Think about a subject line.

•Confirm that you received the request and attach your report.

•Give reasons for not being able to meet, and suggest an alternative meeting date (or offer to rearrange your previous commitment if needed).

•End the message appropriately.

Task 8. Working in pairs create your own business situation. Think of a company looking for a particular product. Think of the following:

•What product/service is the customer interested in?

•How did the customer find out about it?

•What information does the customer want?

•What information will the supplier give?

Now each of you write an enquiry based on the situation you created. Don’t forget about a subject line. When you finish exchange e-mails and write a reply to your colleague’s inquiry.

Task9.Work in pairs.You will exchange a series of short e-mails, inviting each other to visit and discussing the details of the visit. You may choose any business situation (you may think of inviting a colleague whom you have been working for a long time to visit your company, a potential partner to visit your headquarters, a famous person in your field to participate in the conference you organize, etc.).

•As a host, invite the person to visit you. Give the finished e-mail to your partner.

•As a guest, reply to the e-mail you just received. Accept the invitation. Give the finished e-mail to your partner.

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•As a host, suggest an itinerary. (This could include work schedule and some localsightseeing).Give the finished e-mail to your partner.

•Asaguest,replytothee-mailyoujustreceived.Includedetails ofyourflight,hotel,etc.Givethefinishede-mailtoyourpartner.

•As a host, confirm everything. Give the finished e-mail to your partner.

Task 10. Write an "internal message" e-mail. Choose from the ideas are given below, but you can adapt and change them as you wish.

1. An e-mail to all staff about somebody who is coming to visit your organization.

Ideas: basic information like dates and times; why the visit is important; any action you want staff to take etc.

2. An e-mail to your line manager about a training course you would like to go on.

Ideas: what the course will teach you; why you would like to go; how you and the organization will benefit; basic information like the cost and dates; whether you want the company to pay all or just a part of the cost etc.

3.An e-mail to all staff about a special event that is going to take place inside the organization.

Ideas: a product launch? an anniversary? somebody leaving after long service? basic information like dates and times; what will happen at the event; any action you want staff to take etc.

4.An e-mail to all staff announcing a change in policy or procedure.

Ideas:changestothesecurityproceduresinthebuilding?changes to Health and Safety procedures? changes to some aspect of working conditions like office hours or lunch breaks? changes to company policy about personal use of the Internet during working hours? changes to some aspect of company "perks" like a mobile phone, laptop or health club membership supplied by the company?

5.Your own idea.

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Part III. DIPLOMATIC CORRESPONDENCE

Unit 1.  Diplomatic letters

In Part I we have already discussed the rules of writing formal business letters. Speaking about diplomatic letters, the rules are nearly the same. However, we should focus on (be aware of) some parts of diplomatic letter.

Before we go any further it is necessary to point out that formal diplomatic letters are normally addressed to heads of State or Government, ministers for foreign affair and permanent representatives.

Writing a letter to an ambassador isn’t difficult. However, it just requires you to follow some basic rules.

Firstly, it is essential to use the block format.

Secondly, it is necessary to write (His or Her) Excellency, Ambassador (full name), on the first line, if you are writing to a foreign ambassador. Don’t forget to write Embassy of (country) and follow with the address. The full address should be given on the envelope, but details such as street address and room number may be omitted on the letter itself.The address should contain personal titles such as "His Excellency", "Her Excellency" and "Ambassador".

Generally people addressed as Excellency are heads of state, heads of government, governors, ambassadors, certain ecclesiastics, royalty, and others holding equivalent rank (e.g., heads of international organizations). It is sometimes misinterpreted as a title of office in itself, but in fact is an honorific that precedes various titles(suchasMrPresident,andsoon),bothinspeechandinwriting. In reference to such an official, it takes the form His or Her Excellency; in direct address, Your Excellency, or, less formally, simply Excellency.

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Thirdly, you should leave a space following the inside address, and then write the salutation. The correct format is "Dear (Mr or Madam) Ambassador" for an American ambassador and "Your Excellency" for a foreign ambassador. Then, it is necessary to leave a space again, and begin the body of the letter. After that you should explain why you are writing to the ambassador and get straight to the point by saying, "I am writing to request…".

Fourthly, when you start the final paragraph you should thank the ambassador for his time and for considering your request. Leave a space between the final section and the closing.

Opening and closing a letter

Theproperwaytoopenyourletteris"Sir" or"Madam" followed by a comma (,). When addressing a person with ambassadorial rank, the form "Excellency" may be used.

Example:

Excellency,

We have the honor to inform you that on 5 January 20__, the Governments­ of ___ and ___ issued a Joint Communiqué.

Here are proper salutations for a formal letter.

Dear (Madam), …

Dear Sirs (Mesdames), …

Dear Mr (Mrs, Miss, Ms), …

Dear Mr (Madam)Ambassador, …

Dear Dr., …

"Dear Sir" and "Dear Madam" can be use only in impersonal letters.

When the name of the addressee is known, you should use it. As you know from Part I (see Unit I), the way you close your

letter depends on how you open it.

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Opening Lines

Your letter should begin with the phrase:

I have the honour to…

It required only in the opening sentence.

Formal letters from undersecretaries or officials of equivalent rank should begin with:

On behalf of the Secretary-General, I have the honour to… I am directed by the Secretary-General to…

Example: I have the honour to refer to General Assembly resolution A/RES/72/185 of 19 December 2017… .

On behalf of Director-General, I have the honour to inform you that at the invitation of the Government of… .

Reference

If it is necessary to refer to a resolution or act or a previous communication from the Secretary-General, you should write:

I have the honour to refer to…

I invite your attention to…

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Example: I have the honour to refer to your letter dated

28 Оctober 2011 seeking support for candidature of…

Other ways to refer to a resolution or decision:

Request

If you make a request, it is necessary to use "I would be grateful if…" (See Part I, Unit…)

Example: I would therefore be grateful if you would inform me of the name and title of the person designated to represent your Government.

Complimentary closing

The complimentary closing should be indented as a separate paragraph and placed above the signature block.

I /We take (avail myself/ourselves of) this opportunity to renew to you (to Your Excellency) the assurance(s) of my (our) higher consi­ deration.

Example: Accept, Sir, the assurance of my highest consideration.

You can read more about diplomatic letters in Appendix I.

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Exercise 1. Translate into Russian.

1.Please accept, Excellency, the assurances of my highest consideration.

2.We consider it indispensable that Your Excellency should be fully informed of how the negotiations are going.

3.We, therefore, kindly requestYour Excellency to transmit this communication for the information of the Member States.

4.Please find enclosed the Provisional Agenda for the sixteenth session and a copy of the Rules of Procedure of the Committee.

5.I would appreciate any assistance you can render on this project designed to facilitate and expedite action on it by your Government.

6.I am looking forward to warmly welcoming Your Excellency in Cambodia. Please accept, Excellency, the assurances of my highest consideration.

7.Excellency, I have a great pleasure to extend my cordial invitation toYour Excellency to pay an official visit to the Kingdom of Cambodia on 11 October 2011.

8.ItakethiswonderfulopportunitytoexpresstoYourExcellency my desire to maintain and strengthen the excellent relations, both official and personal between our two Countries and Missions.

9.Excellency, I wish to refer to your letter dated 28 Оctober 2011seekingsupportforcandidatureofHon.JusticeVinodBOOLELL as Judge to the International Criminal Court (ICC) at the elections to be held during the 10th Session of theAssembly of the State Parties to the Rome Statute from 12 December 2011, in New York.

10.Excellency,Isincerelythankforyourkindlettercongratulating me on my recent appointment as Minister of Foreign Affairs of the Kingdom of Spain and, most especially, your good wishes and willingness to work together in the coming months. I would like to assure that the same arrangement will be ready from my part.

Exercise 2. Translate into English.

1. Примите, Ваше Превосходительство, уверения в моем самом высоком уважении.

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