Business Communication by Edwards 2012

Course by Natalie M. Edwards

PhD in Education (2010) Msc. in Foreign Language U.S. Equivalency Certificate

World Education Services Inc (WES) New York March 2004

Business Letter

A business letter is a

letter written in formal

language (English),

usually used when writing

from one business

organization to another,

or for correspondence

between such

organizations and their

customers, clients and

other external parties.

Stages in Establishing

Business

Business contract: relationship

Business negotiations: interactions

Business correspondence: starting point

Business correspondence (BC) is the first step within the whole process of partner-to-partner interactions, where the purpose is to establish dependable long-term business links or relationship.

BC: Basic Principles

BC serves to reach an agreement between the sides of various national backgrounds. Therefore, it should be understandable through its universal character acceptable by all, irrespective of the origin:

formal character

stereotype character

single meaning

BC Principles: Formal

Character

BC written outlay is logic and expressively reserved

no emotional expressions

(high reputation instead of great or brilliant)

stylistically neutral lexis and simple grammar (is under progress instead of we are fulfilling)

many accepted abbreviations and Latin borrowings are possible (UNO, NATO, EU, e- learning/government, trade, VS., etc.)

BC Principles: Stereotype

Character

standard clichés are used (Dear Sirs, sincerely yours, as stated, the above)

company-form based letters and papers

repetitive nature of the terms used (however, in that case, further details, we appreciate)

time-saving tools: one-line-long sentences, short phrases, simple tenses

BC Principles: Single meaning

Different meanings are not acceptable: single meaning terms are used, e.g. предложение:

offer (предложение товаров или услуг)

proposal (проектное предложение, в виде

заявки)

 proposition (предложение-суждение или

утверждение)

suggestion (предложение-высказывание, идея)

demand (supply and demand – спрос и

предложение)

BC: Conclusion on Basics

B. letter is a legal document

BC covers 10-15 standard business or typical commerce situations: invitations, offers, conflict-solving, requests, etc.

BC reflects the Sender’s image: competency, cultural level and reputation in the business world

Business Letter: Sample

LINDSEY & MATHEW

AGRICULTURE TOOLS Co.

34 A Standby Street Office 45A

Chicago, Ill 60611

Attn: Sales Group

March 21, 2010

Dear Sirs:

Re: Harvester Sales

We thank you for your letter of June 5th enclosing your latest leaflet of the new model of Harvester. We have decided to place a trial order with you for three Harvesters.

As for the delivery date we agree that they should be shipped 2 months after your confirmation of the order. Our forwarding agents will give you the dispatch and marking instructions in London.

Your Invoice should include c.i.f. St. Petersburg, and the amount of our credit is sufficient to cover this and your bank commission. Please let us know by fax when the machines have been dispatched

We will appreciate your early reply.

Truly yours,

Mr. Santos,

Buyer