Тема 5. Деловы письма (business letters) (стр. 3 )

Include just the right amount of information in your letter. (But better to include too much than too little). Plan your letter before you start writing to make sure it says every­thing you want to say and says it in a logical sequence. Use a simple but polite style of language. Beware of idioms. Your let­ter should be clear. Be careful with abbreviations and figures. Accuracy is important. Pay special attention to titles, names and ad­dresses, references, prices, specifications and enclosures.

Questions to the text 2 ("Contents and Style")

What would you call a letter of the right length? Should your letter make the necessary points in a logical sequence? What is the recommended plan for a written communication? What points will you cover in the first paragraph of your letter? Why is planning of the second paragraph most important? What should you write when closing the letter? In what way can abbreviations cause confusion? Can an inaccurate letter discourage your prospective supplier? What points should you bear in mind when writing a business letter?

Read the following statements and decide which are true and which are false

If a letter begins with the receiver's name, e. g. Dear Mr. Ross, it will close with Yours faithfully. The abbreviation c. c. stands for "correct carbons". If you were writing a letter to Mr. Peter Smith, you would open with Dear Mr. Peter Smith. In the USA, it is correct to open a letter with the salutation Gentlemen. The abbreviation "enc" or "end" means there are enclosures with the letter. In the UK, the abbreviated date 2.6.20_____on a letter means 6 February 20___. If a secretary signs her name on a letter and her signature is followed by p. p. (per pro) Daniel Harris, it means she is signing on behalf of Daniel Harris. The term PLC after a company's name, e. g. Hathaway PLC stands for "Public Limited Corporation". The abbreviation for the term "limited liability" in the UK, is Ltd. If you do not know whether a female correspondent In married or not, it would be correct to use the term Ms, e. g. Ms Tessa Groves, instead of Miss or Mrs. The following is an example of a blocked style.

Peter Voss

Oberiweinfeldweg 33

5207 Therwil

Switzerland

The above address is an example of "open punctuation". Rather than use the UK close of Yours sincerely / faithfully Americans often choose Yours truly. The abbreviation for "company" is Co.

VOCABULARY Texts 1 - 2

Structure and Presentation. Contents and Style

to communicate to compose to be recognized favourable impression to draft contents printed stationery letterhead/heading on the heading/ in the letterhead abbreviation Ltd (limited liability) Inc Pic blocked style indented style numerical expression accuracy salutation open punctuation to cause confusion recipient inside/recipient's address courtesy title (in)appropriate to insert underline colon brief indication complimentary close designation to sign on behalf of enclosure in a logical sequence to be (ir)relevant

общаться составлять/написать (письмо) являться общепризнанным благоприятное впечатление составлять план содержание фирменный бланк шапка на фирменном бланке в шапке письма сокращение компания с ограниченной ответственно­стью ам. акционерная компания открытое акционерное общество (компа­ния) расположение строчек на листе без крас­ной строки расположение строчек на листе, начиная каждый раз с красной строки цифровое выражение аккуратность, точность приветствие без знаков препинания вызывать путаницу получатель адрес получателя вежливое обращение (не)соответствующий, (не)уместный вставлять, вкладывать, вводить (данные) подчеркивающая линия двоеточие краткое указание заключительное приветствие указание должности подписывать от имени приложение в логической последовательности (не)относящийся к делу

Give the English equivalents

Составлять/написать (письмо), являться общепризнанным, благоприятное впечатление, составлять план, написать в шапке письма (2), расположение строк без красной строки, цифровое выражение, аккуратность/точность, приветствие, вызывать путаницу, получатель, адрес отправителя, вежливое обращение, (не)соответствующий, вставленный, подчеркивающая линия, краткое указание, заключительное приветствие, указание должности, подписывать от имени, приложение, в логической последовательности, (не)относящийся к делу.

Text 3

BUSINESS LETTERS

Read, translate and discuss the text. Make use of the vocabulary notes.

Letter writing is an essential part of business com­munication. A cheque, a contract or any other busi­ness paper sent by mail should always be accompanied by a letter. The letter says what is being sent, so that the recipient should know exactly what you intended to send. It is a typical business letter called «rou­tine».

A well arranged letter will make a better impres­sion on the reader, thus good letters make good busi­ness partners.

Nowadays more and more agreements are made in English, for English is a universal business language. Joint ventures, bank loans, and trademark licenses are frequently written in English.

There are three stages of transactions involving business contracts: first — negotiation of terms, sec­ond — drafting documents reflecting these terms, and third — litigation (спор) to enforce or to avoid exe­cuting of these terms.

Business letters may be divided into official and semi-official. The first kind of letters is characteris­tic of those people working in business: an executive, a department manager, a salesman, a secretary or a specialist in business and technology. But also many people may want to buy something, to accept an invi­tation or to congratulate somebody — this is a kind of semi-official letters. The first kind of letters may in turn be subdivided into such groups as: inquiries, of­fers, orders, and claims, and so on.

ENQUIRIES AND REPLIES

Enquiries for information about goods or services are sent and received in business all the time.

When a company or a firm needs information about a product or service they will make an enquiry in order to find the right supplier or provider.

An enquiry can be made by telephone, fax or e-mail. But if you need to give more information about yourself or ask the supplier for more information, you will have to write a letter. When writing a letter of enquiry it is advisable to observe the following recommendations (rules):

Tell your supplier what sort of firm you are.

Our company is a subsidiary of American Power Equipment and we specialise in...

We are one of the main suppliers of this equipment in Ireland am we are interested in...

How did you hear about the firm you are writing to? It might be useful to point out that you know the firm's associates or that they were recommended to you by a Consulate or Trade Association.

The Russian Chamber of Commerce and Industry in Moscow told us that you were looking for an agent in Spain to ^present you.

It is possible to give other references.

We were impressed by the range of your tableware displayed on your stand at this year's Home Exhibition held in Moscow.

Asking for catalogues, price-lists, prospectuses it would be helpful if you could briefly point out any particular items you are interested in.        

I would be grateful if you sent me an up-to-date price for your wall papers.

When asking for goods or services you must be specific and state exactly what you want. If replying to an advertisement you should mention the journal or newspaper, the date.

I am replying to your advertisement in the June edition of "Sports and Leisure"

You might want to see what a material or item looks like before placing an order. Most suppliers are willing to provide samples or patterns so that you can make a selection. But if you need a complex piece of machinery you will be invited to visit a showroom or the supplier would offer to send a representative.

We would also appreciate it if you could send some samples of the upholstery material so that we can examine the quality.

Firms sometimes state prices and conditions in their advertisements or literature. However, even if the conditions are quoted it is possible to mention that you usually expect certain concessions and by suggesting your terms you indicate that certain condition:, may persuade you to place an order.

We usually deal on a 30% trade discount basis with an additional quantity discount for orders over 1000 items.

Sometimes wholesalers and retailers want to see how a line will sell before placing a firm order with the supplier. They may be able to do this by getting goods on a consignment basis. In either case the supplier will have to know the Customer well or will want trade references. He will also place a time limit on when the goods must be returned or paid for.

We would like you to supply us with the goods on a consignment basis to see what the demand is.

And the last: usually a simple 'thank you' is sufficient to close an enquiry. However you could mention that a prompt reply would be appreciated, or as the examples show that certain terms or guaran­tees would be necessary.

Finally we would like to point out that delivery before the New Year is essential and hope that you can offer us that guarantee.

POINTS TO REMEMBER

Give details of your own firm as well as ask for information from your prospective supplier. It would be helpful if you could briefly point out any particular item you are interested in. Be specific and state exactly what you want. If possible quote box numbers, catalogue references, etc. to help your supplier identify the product. Ask for samples if you are uncertain about a ggest terms and discounts but be prepared for the supplier to make a counter-offer. Close with an expression such as "I look forward to hearing from you" or indicate the possibility of substantial orders or further business.

Questions: