Деловые письма. Учебное пособие
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Министерство образования и науки Российской Федерации
Федеральноегосударственноебюджетноеобразовательноеучреждение высшего профессионального образования
"Тамбовский государственный технический университет"
Т.Г. БОРТНИКОВА, И.Е. ИЛЬИНА, М.Н. МАКЕЕВА
ДЕЛОВЫЕ ПИСЬМА
Утверждено Ученым советом университета в качестве учебного пособия для студентов, обучающихся на экономических факультетах
Тамбов
• Издательство ФГБОУ ВПО "ТГТУ" • 2012
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УДК 802.0(076)
ББК Ш13(Ан)я923
Б82
Рецензенты:
Доктор филологических наук, доцент кафедры иностранных языков ФГБОУ ВПО "ТГТУ"
Н.Ю. Бородулина
Доктор педагогических наук, профессор ФГБОУ ВПО "ТГУ им. Г.Р. Державина"
М.И. Долженкова
Бортникова, Т.Г.
Б82 Деловые письма [Электронный ресурс] : учебное пособие / Т.Г. Бортникова, И.Е. Ильина, М.Н. Макеева. – Тамбов : Изд-во ФГБОУ ВПО "ТГТУ", 2012. – 160 с.
Включает образцы аутентичных деловых писем по проблемам, связанным с ведением деловых контактов, различного рода задания для освоения основ переписки в сфере бизнеса и упражнения-тренинги для обсуждения вопросов, затронутых в данных образцах. Глоссарий пособия является справочным материалом как для работы над заданиями, так и для собственно деловой переписки.
Предназначено для студентов высших учебных заведений, обучающихся на экономических факультетах, а также для всех интересующихся основами деловой переписки.
УДК 802.0(076)
ББК Ш13(Ан)я923
©Федеральное государственное бюджетное образовательное учреждение высшего профессионального образования "Тамбовский государственный технический университет" (ФГБОУ ВПО "ТГТУ"), 2012
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INTRODUCTION
Специальная направленность данного учебного пособия – приобретение практических знаний по подготовке и оформлению деловых писем. Курс рассчитан на студентов-документоведов (специальность "Документоведение и документационное обеспечение управления" – 0613000). Однако книга может использоваться и студентами, изучающими различные разделы экономики, а также предпринимателями, которые связаны с зарубежными партнерами. Структура пособия отвечает этой задаче, потому что может служить как для поэтапного приема отработки материала, так и выполнять функции справочного характера.
Пособие ориентировано на изучение деловой корреспонденции и разбито на 8 тематических блоков. Каждый из них состоит из 3 частей: A – Study section, B – Activity section, C – Letter practice. Первый раздел
(A) содержит общие сведения, письма-образцы с заданиями для их разбора и дискуссии. Он включает в себя правила для составления и оформления писем. Обсуждению коммерческих проблем на английском языке посвящен второй раздел (B), где имеются упражнения, направленные на освоение и отработку лексики с одновременным приобретением навыков деловой переписки. Завершением каждого блока (раздел C) являются творческие задания – самостоятельное составление ответов на предложенные письма или написание деловых писем согласно данным, заключенным в служебных бумагах (служебных записках, распоряжениях и т.п.). Пособие содержит список международных сокращений, а также перечень наиболее часто встречающихся терминов и знаков, используемых при упаковке и транспортировке товаров. Для более полного и глубокого понимания специфики деловых сообщений (для тех, кто еще не в полном объеме владеет английским языком) предложен англо-русский глоссарий, который также поможет разнообразить лексику при составлении деловых писем. Преимуществом данного вида изложения справочного материала перед обычным англо-русским словарем является его специфика в плане унификации терминологии, проведения работы над осмыслением терминологических англо-русских соответствий и освоением специальных конструкций, характерных для деловой корреспонденции.
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U n i t 1
COMMERCIAL LETTER AND ITS PARTS.
LETTER LAYOUT
1A Study section: letter layout, parts of the letter, the date, opening / closing a letter, subject headings
1.1. BLOCK STYLE
There are many ways to lay out a business letter. Currently there are several ways of setting out a business letter in Britain, and policy in this respect differs from company to company. The letters from Intercity Bank are examples of a modern way, called ‘block style’. Notice:
−the name and address of the addressee are at the top on the left (The addressee is the person you are writing to.)
−the date is on the right
−there is no punctuation in the address or after ‘Yours faithfully/sincerely’ or ‘Dear...’
−the paragraphs start at the margin and there are line spaces between them
−the writer’s name and title are under the signature.
In this book, you will also see some other ways of laying out business letters, but ‘block style’ is the most useful to learn because it is accepted everywhere.
1.2. THE DATE
Be careful with the date! In Britain, they write the day first, but in the United States they write the month first. This means that
10 06 12
is the tenth of June in Britain but in the United States it is the sixth of October! So write the date like this:
10 June 2012
and then everybody will know what you mean. Remember to use a capital letter for the month. You do not have to write th, rd, nd or st after the day.
► How would you write these dates in a letter?
a) Feb. 19th, 2012 |
c) 3/12/12 (UK) |
e) 24.06.12 |
b) 23rd April 2012 |
d) 10-11-12 (USA) |
f) 03.01.12 (USA) |
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1.3. DEAR ... / YOURS ... |
Here are some ways to open a letter. |
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Dear Sirs |
– to a company |
Dear Sir |
– to a man if you do not know his name |
Dear Madam |
– to a woman if you do not know her name |
Dear Mr. Black |
– to a man |
Dear Mrs Black |
– to a married woman |
Dear Miss Black |
– to an unmarried woman |
Dear Ms Black |
– to a married or unmarried woman |
Dear John |
– to a friend or someone you know well |
Note: It is wrong to open a letter with ‘Dear Mr. John’ or ‘Dear Mr. John Black’.
The way you close a letter depends on how you open it.
Dear Sirs/Sir/Madam |
– Yours faithfully |
Dear Mr./Mrs./Miss/Ms Black |
– Yours sincerely |
Dear John |
– Best wishes |
►1. Join these openings to the right ending
a)Mrs. Brown
b)Dear Madam
c)Dear Ms Sanders
d)Dear Mary
e)Dear Mr. Lopez
2. Put in the missing openings and closings.
a) The Manager Fuchi |
b) Ms B Gonsalez |
Bank |
Restaurante ‘Bien Padre’ |
Tokyo |
Guadalajara |
Dear____________ |
Dear____________ |
Yours___________ |
________________ |
d) |
e) The Manageress |
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Bells Supermarket |
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76 Oxford Road |
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Bath BA2 5HD |
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Dear John __________ |
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___________________ |
Best wishes
James
James
Yours faithfully
Richard Smith
Richard Smith
c) Trufit Shoe Co. 725 Pacific St Los Angeles
______________
______________
f) Mrs H Cheng 5 Hatton Road Hong Kong
____________
____________
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1.4. SUBJECT HEADINGS
The letter to Jakarta Furnishings (1.1) has a heading, Office furniture. This says what the letter is about. It will help Mr. Basuki give the letter to the right person. Often, when we put a heading we then use the word above or above-mentioned, like this:
Dear Mr. Smith
Order No. 239
The above-mentioned order of apple juice has now arrived. Please can you come and collect it as soon as possible.
Yours sincerely
Michael Brown
Michael Brown
Sub-Manager
1B Activity section
3. There are ten mistakes in this letter. Can you find them? Write out the letter correctly, in ‘block style’
Island World Holidays |
181 North Street |
Miss Irina Ustinova |
London W1M 2FW |
Tel. 01-676 7095 |
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15 Sovjet StretSlottsberget, |
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Tambov, 392000 |
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Russia |
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Your ref: |
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Our ref: FH/TС |
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Dear Sir |
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Thank you for your letter of the nineteenth of May twenty hundred and four.
I have pleasure in sending you our brochure with details of all our holidays.
I look forward to hearing from you. |
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2012, may 21st. |
Best wishes |
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Sales Manager |
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Fred Henderson |
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Fred Henderson |
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4. Misplaced orders
1 Fruit Firm, a wholesaler in Belgium, has problems. Business is not good and their profits have fallen. They have dismissed a lot of staff and now their offices are very badly organised. Here are some orders that their sales representative brought back after a trip to England.
►a) What has ABC (Drink Machines) Ltd ordered?
b)Who ordered the juice?
Apple juice Court Hotel
1,000 small bottles carrot juice Contact: Ms D. Hicks Super Market
400x125ml
A B C (Drink Machiens) Ltd 150 kgs dried fruits
2.The accounts department made out these invoices for two of the orders.
►a) Are they correct?
FRUIT FIRM
16 Bastionnaya Street
Tambov
Russia
Invoice No. 391
Order No. 256 Contact: 5. Chis-
lain
To: Court Hotel
Chilompton
Bath. England BAЗ 4 SA
1000 small bottles |
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of carrot juice |
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& £ 40 per 100 £ |
400 |
– |
fixed dolwery |
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change £ |
15 |
– |
TOTAL £ |
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415 |
– |
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Prices agreed in £ |
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FRUIT FIRM
16 Bastionnaya Street
Tambov
Russia
Invoice No. 732 |
Contact: |
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Order No. 260 |
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Machines) Ltd |
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To: ABC (Drink |
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186 Park Lane |
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Bristol B 52 8 BE |
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150 Kgs |
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dried fruits |
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& £ 3 per Kg £ |
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450 |
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– |
fixed dolwery |
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– |
change £ |
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15 |
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TOTAL £ |
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465 |
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– |
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Prices agreed in £ |
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b) Look at the invoices again.
1)If the Court Hotel wants to write to Fruit Firm, who will they address the letter to?
2)How will they open the letter? (Dear ...)
3)What subject heading will they put?
4)If they want to ask Fruit Firm to deliver the order as soon as possible.
5. Can you complete these letters? There are two things missing in each one.
Dear ………………………………
Thank you for your letter of 12 February.
I am happy to say that I will be at the Marketing Conference in London next March.
I look forward to seeing you there. |
Reminder! |
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John |
Write to Peter about |
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the Conference |
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John Williams |
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Dear Miss Spencer
………………………….
I am writing about the above invoice for £1,456.75. I would like to remind you that it is
now three months since we delivered the goods.
Please could we have your payment as soon as possible.
………………………….
B. East
Western Computers
Invoice № 1 |
3/03/12 |
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1 DGS Computer |
450 |
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50 |
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1 |
SH 1000 Monitor |
300 |
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26 |
1 |
Word prosessing |
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disk |
206 |
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00 |
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Total £ |
1,456 |
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75 |
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Dear Sirs |
Daily Observer |
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…………………………………… |
Special Report on Travel Agencies |
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Advertising prices: |
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This year the Daily Observer newspaper will print a |
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special report on travel agencies. We were wonder- |
Full Page1,100 |
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ing if your company would like to put an advertise- |
Half Page600 |
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ment in it. |
Quarter Page...400 |
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I enclose our price list and look forward to hearing |
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from you. |
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………………………………… |
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Renate Makosch |
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1C Letter practice
6.Design a letter heading for a company manufacturing washing machines, refrigerators and other household equipment. Include all the information about your company which is normally shown in a modern letter heading.
7.Write out the following date in three different ways in which it might appear at the top of a business letter: the fifteenth of May twenty zero six.
8.Give the correct salutation and complimentary close in each case:
Burke and Sons Ltd.,
55 Inkerman Road,
London SE5 8BZ
Dear ………….
Yours …………..
Mr. A.L. Moon,
British Rail (Southern Region),
London W1M 2BT
Dear ……..
Yours ……………
The Sales Manager,
BGW Electrics Ltd.,
Liverpool 4
Dear …….
Yours
Mrs. Angela Box,
Gorton and Sons,
344 Oxford St.,
London W1A 3BA
Dear …….
Yours …………
9. You are the Purchasing Supervisor at Super Markets Ltd, 13 Station, Road Dublin, Ireland. Your manager has just sent you this memo.
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SUPER MARKET |
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To Purchasing Supervisor |
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Date 14 April 2012 |
From Manager |
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Subject Order 564 |
We sent an order for apple juice to Corona Ltd on 11 January but we have still not received it.
Please write to them and ask them when they can deliver the apple juice. Their address is 2a, Soviet Street, Tambov, Russia.
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U n i t 2
COMMERCIAL LETTER AND ITS PARTS.
BUSINESS TRIP
2A Study section: parts of a letter, beginning and ending discussing date of arrival, booking tickets, hotel accommodation and other details of the trip
2.1. TWO LETTERS CONCERNING A BUSINESS TRIP
Business Trip is an important part of the commercial activity. Naturally, this is not the matter of correspondence, but of unavoidable day-to- day business routine.
123 Green Str. |
Telephone 8(812)2723812 |
London |
Telex 8(812)31227235 |
England |
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J.V. "Tambovpribor" |
27 November 2012 |
54 Sovjet Street |
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Tambov |
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Russia |
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Dear Sirs, |
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We refer to the recent discussion we |
had with your representative |
Mr. P.N. Maksimov in London on the possibility of our supplying your company with the office equipment manufactured by our company and distributing the appliances produced by you in Great Britain.
To examine this matter in detail, our Managing Director Mr. Peter Smith is prepared to travel to St. Petersburg at the beginning of December, 2006, and have personal discussions with the management of J.V. "Piterpribor".
At the suggestion of Mr. Maksimov we enclose a list of points which we would like to discuss in St. Petersburg.
We look forward to your reply.
Yours faithfully, John Brown
J. Brown
Manager
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