- •Предисловие
- •Introduction
- •Sender's address
- •Inside (or receiver's) address
- •1 Surname known
- •Structure of a business letter (1)
- •16 Bellview Road
- •16 Bellview Road
- •2 Title known
- •3 Department known
- •4 Only company known
- •Order of inside addresses
- •Facoltà di Medicina LehrstuI für Bodenkunde
- •Via Gentile 182 Amalienstrasse
- •Industrial House 6000 East Camelback Road
- •Bolton bl4 8tf United States
- •Style and punctuation of addresses
- •'For the attention of’
- •Salutations
- •The body of the letter
- •Complimentary closes
- •Signatures
- •Stuctue of a business letter (2)
- •34 Linden Avenue
- •C ompany position
- •Letterheads
- •1 Type of company
- •2 Boards of Directors
- •3 Addresses
- •4 Registered number
- •References
- •Enclosures
- •‘Private and confidential’
- •Subject titles
- •Structure of a business letter (3)
- •197, Goethestrabe
- •Too long or too short?
- •First paragraph
- •Middle paragraphs
- •Final paragraph
- •Courtesy
- •Idioms and colloquial language
- •Abbreviations
- •Figures
- •Prepositions
- •Titles, names, and addresses
- •Enclosures
- •Body of a Letter Requesting Information
- •Inquiry to a tour agency (private)
- •421 Michigan Avenue
- •Inquiry to a hotel (private)
- •421 Michigan Avenue
- •Inquiry to a hotel (business)
- •Bunbury estate builders
- •17 Fen Road * London * ec3 5ap
- •Body of a Letter Requesting a Service
- •Reservation of a tour
- •421 Michigan Avenue
- •Inquiry (enquiry)
- •Affirmative reply
- •344 North Cedar Avenue * Los Angeles * ca 90004
- •Phone (213) 655 0344
- •44 Cedar Avenue
- •I am delighted to enclose a skyways Holidays Golf brochure for next season.
- •Falcon ltd
- •1, Ligovsky Avenue, St.Petersburg, Russia, 191123
- •421 Michigan Avenue
- •I am delighted to enclose a falcon Family Tours brochure for next season. This brochure offers a widest selection of tours to St.Petersburg, Russia.
- •Visa support and registration in the hotel are included in the total price.
- •Hotel okhtinskaya
- •4, Bolsheokhtinsky Avenue * St.Petersburg, 195027 * Russia
- •421 Michigan Avenue
- •Body of a Letter Suggesting Alternative
- •Marlborough hotel
- •West Yorkshire jx2 6hc
- •Frederick Hotel
- •Body of a Letter Confirming Plans
- •Confirmation of a tour
- •Falcon ltd
- •1, Ligovsky Avenue, St.Petersburg, Russia, 191123
- •Confirmation of a hotel reservation
- •Replying to an inquiry
- •Body of a Letter Canceling Plans
- •Cancellation of a tour
- •Changes and cancellations
- •The language of complaints
- •Complaint
- •Body of an Adjustment Letter
- •1674 Sea Harbor Drive
- •I am extremely sorry that you found the service provided by Reception, the Hall Porter, and the Floor Waiter not up to our usual standard. I apologize for this and will make enquiries about it.
- •I hope we will continue to receive your custom and that, if you have a complaint, you will inform my staff immediately so that we can deal with the problem there and then.
- •Telex details
- •Telex (hotel reservation)
- •Telex (Inquiry)
- •Telex (reply to an inquiry)
- •Telex (reservation)
- •F. Lynch & Co. Ltd.
- •Fax transmission
- •Fax (reply to an enquiry)
- •Organizing a conference (inquiry)
- •Bunbury estate builders
- •17 Fen Road London ec3 5ap
- •Organizing a conference (conformation)
- •Hotel okhtinskaya
- •4, Bolsheokhtinsky Avenue,
- •Organizing a conference ( a letter providing information) grand-hotel
- •41 Goethe Strasse Berlin 156 ul
- •Organizing a conference (a letter requesting information)
Changes and cancellations
The reason for the new change is …
Several factors created the need for…
Because of the recent circumstances…
Several factors prompted us to make this change.
Recent events have forced us to …
We appreciate your support and cooperation.
We apologize for any inconvenience.
Part 4
Complaint Letters
Guest: I 'd like to speak to the manager, please!
Manager: I'm the manager, sir. How can I be of assistance?
Guest: There are no towels in my room!
Guest: Thank you.
Some complaints may be unreasonable or unjustified, or they may not be your fault. But it’s usually best to apologies and offer to take action. In a service industry “The customer is always right” (even if he or she is wrong). An apology costs nothing and can help the client to feel better. Remember that complains can help you to improve your service in future |
The language of complaints
Do not delay and do not apologize. Complain as soon as you realize a mistake has been made; delay not only weakens your case, but can complicate the matter as the people you are dealing with might forget the details. And there is no need to open your letter by apologizing for the need to complain (‘We regret to inform you…’, I am sorry to have to write to you about…’); this also weakens your case. Begin simply:
We would like to inform…
Do not be rude or personal. In most cases correspondence between firms takes place between employees in various departments. Nothing is gained be being rude to the individual you are writing to; you may antagonize someone who has probably had nothing to do with the error and, rather than getting the error corrected, she/he could become defensive and awkward to deal with. Therefore, do not use sentences like:
You must correct your mistake as soon as possible.
You made an error on the statement.
Use the passive and impersonal structures:
The mistake must be corrected as soon as possible.
There appears to be an error on the statement.
Do not use words like ‘fault’ (‘your fault’, ‘our fault’) or ‘blame’ (‘you are to blame’); these expressions are not only rude, but childish. Therefore, do not write: It is not our fault, it is probably the fault of your dispatch department.
But: The mistake could not have originated here, and must be connected with the dispatch of the goods.
Terms like ‘disgusted’, ‘infuriated’, ‘enraged’, ‘amazed’ have no place in business. You can express dissatisfaction by saying:
This is the third time this mistake has occurred and we are far from satisfied with the service you offer. Please ensure that this sort of problem does not arise again.
And finally, while writing the complaint remember that the person who you are writing to wants to correct the mistake and help you. He or she is not in business to irritate or confuse customers but to offer them a service.
Explaining the problem
If you think you know how the mistake was made, you may politely point it out. Sometimes when a mistake occurs several times, you may be able to work out why it is happening more quickly than the firm you are dealing with.
Suggestion a solution
If you think you know how the mistake can be corrected, let your correspondent know.
The best solution would be for me to return the wrong articles to you, postage and packing forward.
Rather than send a credit note, you could send six replacements which would probably be easier than adjusting our accounts.
Unjustified complaints
To have to complain is annoying, but to complain without good reason will also annoy your correspondent. If you complain, make sure you get your facts right.
I strongly object to the extra charge of ₤9.00 which you have added to my statement. When I sent my cheque for ₤56.00 last week, I thought it cleared this balance. Now I find…
:
Body of a Claim Letter
A claim letter generally has four parts |
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Examples |
1. OPENING |
Explain the problem. S ay exactly what is wrong..
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I should like to draw your attention to (the fact that)...
I am sorry, but I really feel I have to make a complaint about …
On March 3, 200…, I stayed at the hotel. I do not want to complaint, but…
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2. PURPOSE |
G ive your reaction |
As a result … |
3. ACTION |
Demand immediate action.
Give a solution.
Give a warning (if necessary). |
I must insist, therefore, that you take immediate action to improve the quality of your services.
If we do not receive adequate compensation, I will be forced to ...(write to the local newspaper/ to cancel our relationship)
Please could you....
We would be grateful if you could ....
We would appreciate it if you could...
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4. POLITE EXPRESSIONS |
T hank the reader. |
Thank you for your attention.
I appreciate your assistance. |