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Файл:Business English. Учебное пособие для СПО
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Flanagan’s Department store
12207 Sunset Strip
Los Angeles, California 91417 (800)555-1234
www.anycompany.com
June 7, 19
Ketchum Collection Agency
1267 Hollywood Boulevard
Los Angeles, California 91401
ATTENTION: MS. TERRY ROBERTS
Gentlemen and Ladies:
Subject: Mr. Gary Daniels, Account # 69 112 003
We would like to turn over to your services the account of Mr. Gary Daniels, 4441 Natick
Avenue, Sherman Oaks, California 91418. The balance on Mr. Daniels’ account, $829.95, is
now 120 days past due; although we have sent him four statements and five letters, we have
been unable to collect his debt.
Mr. Daniels is employed by West Coast Furniture Showrooms, Inc. He banks at the Natick
Avenue branch of Third National City Bank and has been our customer for four years. We
have enclosed his file for your reference.
We are confident that we can rely on Ketchum as we have in the past. Please let us know if
there is any further information with which we can furnish you.
Sincerely yours,
FLANAGAN’S DEPARTMENT STORE
Martha Fayman
Credit Manager
MF/wg
Enclosure
Cc Mr. Norman Hyman
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Style and Font
Block Style
When writing business letters, you must pay special attention to the style
and font used. The most common layout of a business letter is known as block
style. Using this style, the entire letter is left justified and single spaced except
for a double space between paragraphs.
Modified Block
Another widely utilized style is known as modified block style. In this
type, the body of the letter is left justified and single-spaced. However, for the
date, subject line and closing, tab to the center point and begin to type.
Semi-Block
The final, and least used, style is semi-block. It is much like the modified
block style except that each paragraph is indented instead of left justified.
Keep in mind that different organizations have different format
requirements for their professional communication. While the examples
provided here contain common elements for the basic business letter (genre
expectations), the format of your business letter may need to be flexible to
reflect variables like letterheads etc. Our examples are merely guides.
If your computer is equipped with Microsoft Office 2000, the Letter
Wizard can be used to take much of the guesswork out of formatting business
letters. To access the Letter Wizard, click on the Tools menu and then choose
Letter Wizard. The Wizard will present the three styles mentioned here and
input the date, sender address and recipient address into the selected format.
Letter Wizard should only be used if you have a basic understand of how to
write a business letter. Its templates are not applicable in every setting.
Therefore, you should consult a business writing handbook if you have any
questions or doubt the accuracy of the Letter Wizard.
Font
Another important factor in the readability of a letter is the font. The
generally accepted font is Times New Roman, size 12, although other fonts such
as Arial may be used. When choosing a font, always consider your audience. If
you are writing to a conservative company, you may want to use Times New
Roman. However, if you are writing to a more liberal company, you have a little
more freedom when choosing fonts.
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Punctuation
Punctuation after the salutation and closing - use a colon (:) after the
salutation (never a comma) and a comma (,) after the closing. In some
circumstances, you may also use a less common style, known as open
punctuation. For this style, punctuation is excluded after the salutation and the
closing (only in the body).
Note: The salutation and closing should be punctuated consistently: either
both are followed by punctuation or neither is followed by punctuation.
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NORP
National Organization Of Retired Persons
123 Main Street, Freeport, Vermont 66622
October 14, 2007
Ms. Iva Stravinsky
Attorney-at-Law
200 Center Street
Freeport, Vermont 66622
Dear Ms. Stravinsky:
Subject: Guest Lecture
The members of the Freeport chapter of the National Organization of Retired Persons would
indeed be interested in a lecture on ―Proposed Changes in The Financing of Medicare.‖
Therefore, with much appreciation, I accept your offer to address our club.
The NORP meets every Tuesday at 8 P.M. in the auditorium of Freeport High School. The
programs for our meetings through November 20 have already been established. However, I
will call you in a few days to schedule a date for your lecture for the first Tuesday after the
20th that meets your convenience.
The membership and I look forward to your lecture on a topic so important to us all.
Sincerely yours,
NATIONAL ORGANIZATION OF RETIRED PERSONS
Henry Purcell
President
HP/bm
Full-Block Letter Style
Figure 2-2
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NORP
National Organization Of Retired Persons
123 Main Street, Freeport, Vermont 66622
(Tab to center, begin typing) October 14, 2007
Ms. Iva Stravinsky
Attorney-at-Law
200 Center Street
Freeport, Vermont 66622
Dear Ms. Stravinsky:
(Tab to center, begin typing) Subject: Guest Lecture
The members of the Freeport chapter of the National Organization of Retired Persons would
indeed be interested in a lecture on ―Proposed Changes in The Financing of Medicare.‖
Therefore, with much appreciation, I accept your offer to address our club.
The NORP meets every Tuesday at 8 P.M. in the auditorium of Freeport High School. The
programs for our meetings through November 20 have already been established. However, I
will call you in a few days to schedule a date for your lecture for the first Tuesday after the
20th that meets your convenience.
The membership and I look forward to your lecture on a topic so important to us all.
(Tab to center, begin typing) Sincerely yours,
(Tab to center, begin typing) Henry Purcell
(Tab to center, begin typing) President
HP/bm
Figure 2-3
Modified Block Letter Style
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NORP
National Organization Of Retired Persons
123 Main Street, Freeport, Vermont 66622
October 14, 2007
Ms. Iva Stravinsky
Attorney-at-Law
200 Center Street
Freeport, Vermont 66622
Dear Ms. Stravinsky:
Subject: Guest Lecture
(Indent) The members of the Freeport chapter of the National Organization of Retired Persons
would indeed be interested in a lecture on ―Proposed Changes in The Financing of Medicare.‖
Therefore, with much appreciation, I accept your offer to address our club.
(Indent) The NORP meets every Tuesday at 8 P.M. in the auditorium of Freeport High
School. The programs for our meetings through November 20 have already been established.
However, I will call you in a few days to schedule a date for your lecture for the first Tuesday
after the 20th that meets your convenience.
(Indent) The membership and I look forward to your lecture on a topic so important to us all.
Sincerely yours,
Henry Purcell
President
HP/bm
Figure 2-4
Postscripts
It is a brief sentence or paragraph introduced by the initials, ―P.S.‖ (―post
Semi-Block Letter Style
scriptus,‖ Latin for ―after having been written.‖) It implies that the writer,
having completed and signed the letter, had an after-thought. Although this is
still commonly used in informal letters, it is not widely accepted for use in
formal or business letters. Afterthoughts in a postscript give readers the
impression that the letter is poorly organized and that the writer did not consider
the ideas and their relationships carefully.
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The Envelope
An envelope should be addressed to correspond with the inside address.
On an envelope, though, the state name should be abbreviated in accordance
with the ZIP-code style. On a standard business-size envelope, the address
should begin four inches (inch = 2.5 centimeter) from the left edge, fourteen
lines from the top (see Figure 2-5).
In accordance with Postal Service guidelines, the address should be
blocked and single-spaced; and it should include the ZIP code one space after
the state. Because NO information should appear below the ZIP code, special
instructions (such as ATT: Mr. Smith) should be placed four lines below the
return address. Similarly, mailing services, such as Priority Mail should be
placed below the stamp.
The return address, matching the letterhead, is usually printed on business
envelopes.
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Flanagan’s Department store
12207 Sunset Strip
Los Angeles, California 91417 (800)555-1234
Attention Ms. Terry Roberts Registered Mail
Ketchum Collection Agency
1267 Hollywood Boulevard
Los Angeles, California 91401
Figure 2-5
The Envelope
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Summary
There are several parts to a correctly written business letter. These parts
must be arranged on the printed page following one of the three standard styles.
Also, the envelope must be prepared to follow United States Postal Service
guidelines.
REMEMBER, the appearance of your letters sends a message about you!
Practice Correspondence
Type this letter in each of the three arrangement styles: (A) Full-Block
Letter Style, (B) Modified Block Letter Style, and (C) Semi-Block Letter Style
Dateline: July, 9, 20-
Inside Address: The Middle Atlantic Institute of Technology,
149 Danbury Road, Danbury, Connecticut 50202
Attention line: Attention Dean Claude Monet
Salutation: Gentlemen and ladies
Subject Line: Education Exchange
Body:
The Commission for Educational Exchange between the United States and Belgium
has advised me to contact you in order to obtain employment assistance.
I received my doctoral degree with a ―grande distinction‖ from the University of
Brussels and would like to teach French (my native language), English, Dutch, or German.
My special field is English literature; I wrote my dissertation on James Joyce, but I am
also qualified to teach languages to business students. I have been active in the field of
applied linguistics for the past two years at the University of Brussels.
I look forward to hearing from you.
Complimentary Closing: Respectfully yours
Signer’s Identification: Jacqueline Brauer
Reference Initials: JB/db
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3. REQUEST LETTERS
Words to watch for:
ad (n) advertisement
applicable (adj) relevant
discount (n) reduction from the regular price
fiscal (adj) financial
potential (adj) possible
prompt (adj) done without delay; immediate
purchase order (PO) is a commercial document issued by a buyer to a
seller, indicating types, quantities, and agreed prices for products or
services the seller will provide to the buyer.
recipient (n) one who receives
reciprocate (v) to give and receive sth in return; to make a mutual
exchange of sth.
weather vane (n) a device for showing wind direction
As a businessperson, you will surely have to write request letters. The
need for information or special favors, services, or products arises daily in
almost every type of business. There are many reasons for writing a request
letter:
1. to obtain information (such as prices or technical data);
2. to receive printed matter (such as booklets, catalogs, price lists, and
reports);
3. to receive sample products;
4. to order merchandise;
5. to make reservations (at hotels, restaurants, theaters);
6. to seek special favors (such as permission, assistance, or advice).
Even though some requests, such as ordering merchandise, are routine
matters, the general guidelines for business letter writing are especially
important when writing any request. Tact and courtesy are essential when you
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