Unit 9 business letters

Words to remember:

available – той, що є у наявності

be in charge of – відповідати за

be subject to – залежати від, підлягати

body of the letter – головна частина листа

complimentary close – вираз ввічливості наприкінці листа

confidential – приватний, конфіденційний

dispatch of – відправка

distinguish – відрізняти

enclosure – вкладення (до листа); enclose – включати, вкладати у лист

enquiry – запит

effect – здійснювати

execute an order – виконувати заказ

forwarding agent – експедитор

grant – надавати

inside address – внутрішня адреса, адреса одержувача

invoice – рахунок-фактура

letter head – шапка листа

mailing indications – поштові позначки

offer – пропозиція; роботи пропозицію

firm offer – тверда пропозиція

offer without engagement (non-binding offer) – пропозиція без обов’язків

solicited offer – затребувана пропозиція

unsolicited offer – пропозиція за власною ініціативою

omit – пропускати, не включати

order – замовлення

trial order – пробне замовлення

firm order – тверде замовлення

standing order – постійне замовлення

initial order – первісне (початкове) замовлення

follow-up order – наступне замовлення

merchandise on call – товар на вимогу

advance order – попереднє замовлення

bulk order – оптове замовлення

repeat order – повторне замовлення

owing to – завдяки

per pro – підпис за когось, від імені та за дорученням

place an order (with smb) – розмістити заказ

post script – постскриптум, приписка

quote terms – встановлювати строки

receiver – одержувач

reference – посилання

salutation – вітання

sender – відправник

settlement of an account – сплачування рахунку

signature – підпис

turnover – обіг

Structure of a Business Letter

A business letter consists of: letter head, sender’s address, reference, date, special mailing indication, confidential, inside address, attention line, salutation, subject, body of the letter, complimentary close, signature, initials of person in charge, enclosures, copies, post script.

Exercise 1 Read three letters paying attention at their sections.

Letter 1

Sender’s address	Bredgade 51 DK 1260, Copenhagen K, Denmark
Date	6th May 2011
Inside address (Receiver’s address)	Soundsonic Ltd., Warwick House, Warwick Street, Forest Hill, London SE23 1JF United Kingdom
Attention line	For the attention of the Sales Manager
Salutation	Dear Sir or Madam,
Body of the letter	Please would you send me details of your quadraphonic sound systems which were advertised in the April edition of Sound Monthly? I am particularly interested in the Omega range of equipment that you specialize in.
Complimentary close	Yours faithfully,
Signature	B.Kaasen

Letter 2

Letterhead	Soundsonic Ltd. Warwick House, Warwich Street, Forest Hill, London SE23 1JF Chairman John Franks O.B.E. Directors S.B.Allen M.Sc., N.Ignot, R.Lichens Telephone (081)5661861 Fax: (081)5661385
References	Your ref: 6 May 2011-06-30 Our ref: DS/MR
	11th May 2011-06-30 Ms B.Kaasen Bredgade 51 DK 1260 Copenhagen K Denmark Dear Ms Kaasen, Thank you very much for your enquiry which we received today. I am enclosing our catalogue and price-list for the equipment you said you were interested in. I would like to draw your attention to pages 31-35 in the catalogue where you will find full details of the Omega range. We would welcome any further enquiries you have, and look forward to hearing from you. Yours sincerely, Mary Raynov (Ms)
Per pro	p.p. D.Sampson
Company position	Sales manager
Enclosure	Enc.

Letter 3

	Soundsonic Ltd. Warwick House, Warwich Street, Forest Hill, London SE23 1JF Chairman John Franks O.B.E. Directors S.B.Allen M.Sc., N.Ignot, R.Lichens B.A. Telephone (081)5661861 Fax: (081)5661385 Your ref: Our ref: DS/MR Date: 21st July 2011 Ms B.Kaasen Bredgade 51 DK 1260 Copenhagen K Denmark
Private and confidential	Private and confidential
Subject title	Non-payment of invoice 322/17
	I am sorry to see that, despite several reminders, you have not yet paid the above-mentioned invoice. Unless, therefore, the account is cleared within 14 days of the above date, I shall have no alternative but to place the matter in the hands of our solicitors. Yours sincerely, Mary Raynov (Ms) p.p. D.Sampson Sales manager
Copies	c.c. Messrs. Poole & Jackson Ltd., Solicitors

Примітка 1 Дата може бути указана так: 13, 2010, або 13^th July 2010, або July 13^th 2010. Місяць у даті не треба позначати цифрою, напр. 11.01.13 означає 11 січня 2013 року у Великій Британії, але 1 листопада 2013 року у США.

Примітка 2 Літери у посилання відповідають ініціалам автора, та людини, що підготувала цей лист.

Примітка 3 Якщо ім’я та прізвище адресата відомі, вони вказуються перед внутрішнім адресом так: Mr.J.E.Smith або Mr.John Smith, але НЕ Mr.Smith.

Існують такі форми звернення: Mr (до чоловіка), Mrs (до заміжньої жінки), Miss (при звертанні до незаміжньої жінки), Ms (при звертанні до заміжньої або незаміжньої жінки), Messrs (до двох або більше чоловіків). Адресувати лист можна на ім’я адресата, його посаду, або на ім’я фірми.

Примітка 4 Якщо ім’я та прізвище адресата невідомі, можна звертатися так: Dear Sir (Sirs, Madam, Sir or Madam, Gentlemen).

Примітка 5 Complimentary close залежить від звернення:

Title	Complimentary close
Mr/Mrs/Miss/Dr/Professor/Gerenal Smith	Yours sincerely
Sir / Madam	Yours faithfully

Exercise 2 a) Nowadays it is very popular to use e-mail letters in business relations. This type of correspondence has its own rules, and every businessman should be familiar with them. Read the tips for writing effective emails:

1. Use a short and clear subject line.

2. Use short and simple sentences.

3. Include just one main subject per email – the other person can reply and delete it.

4. Don’t use jokes, personal comments, etc, in business emails.

5. Consider using numbered points instead of continuous text.

6. End with an action point.

7. Don’t ignore capital letters, spelling and basic grammar – when writing to people outside the company – a careless email creates a bad impression.

8. Tailor your email to the reader: level of formality, buzzwords, etc.

b) Read an example of original letter and reformulated email.

Original Letter

Thank you for your letter dated 25 March enclosing a brochure with details of your new range of children’s toys. I apologise for not replying sooner, but I have been out of the country on business.

The new range looks very good, and we are particularly interested in your Action Hero figures that we are sure will sell well in our stores. I would be grateful if you could send me some samples, and also a price list with details of any discounts you offer for large orders.

Reformulated e-mail

Thanks for your e-mail with the attachment showing your new range. Sorry I haven’t been in touch – I’ve been really busy.

The new products look great – we’re very interested in the Action Hero figures.

Can you send some samples? And info re prices/discounts?

Примітка Для того, щоб email були коротші, часто використовують скорочення або абревіації для часто вживаних словосполучень. Вони звуться TLAs (three-letter acronyms), хоча деякі з них мають більш ніж три літери.

pcs – pieces asap – as soon as possible pls – please btw – by the way bw – best wishes qty – quantity bfn – by for now fyi – for your information

iow – in other words nrn – no reply necessary otoh – on the other hand re – regarding rsvp – please reply (fr. répondez s’il vous plaît) imo – in my opinion tbc - to be confirmed nb – please note (lat.nota bene)

c) Read the letter and reformulate it according to email style using the information above.

Dear Sirs, On March 1, we ordered and subsequently received one case of handsaws, model 88b. We paid for the order with our check no.7293, a photocopy of which is enclosed. When we decided to order these saws instead of model 78b, it was at the urging of your sales representative, Harold Saunders. In other words he assured us that the new saws were more durable and efficient than the older model. However, we have now had the saws on our selling floor for three weeks, and already six have been returned with broken teeth by extremely dissatisfied customers. We are therefore returning the entire order of 88b saws and would like to be refunded for their full purchase price plus shipping expenses. Yours truly, Jack Patterson Customers Relations