Тема 5. Деловы письма (business letters) (стр. 1 )

ТЕМА 5. ДЕЛОВЫ ПИСЬМА (BUSINESS LETTERS)

Text 1.

STRUCTURE AND PRESENTATION

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

Developments in technology have made a great impact on business com­munication as they have made it possible to have instant communication all over the world. Speed has become the key to successful business communications. Fax messages and electronic mail superseded telex messages and letters. But the importance of the first impression of your printed communication is as essential as it was 50 years ago. High communication standards are vitally important in today's competitive setting high standard in the important area of printed com­munication you will be helping to create the corporate image of your or­ganization.

Nowadays companies use printed stationery with their own letterhead, which comprises:

The company's name The full postal address Contact numbers - telephone, fax, e-mail address

The printed letterhead of the company also gives information about the type of the company: abbreviation Ltd. is used for private limited companies with limited liability whose shares are not available to the public. In the USA the term Incorporated (Inc.) is used.

The abbreviation PLC (Public Limited Company) shows that the company's shares can be bought by the public.

The fully blocked layout is now the most widely used method of display for all business documents. The style is considered to have a businesslike appearance. Open punctuation is often used with the fully blocked style. However some companies may prefer the indented style, but whichever layout you use for your business documents, the most important is consistency, i. e. ensuring all the documents are displayed in the same format.

Blocked style Arnett House Hawks Lane Canterbuty Kent CT 1 2 NU UK

Indented style: Arnett House, Hawks Lane, Canterbuty, Kent CT 1 2 NU, UK

Specimen Letter 1

Letterheaded paper	ICF Ltd International Conferences and Fairs Am Hofgarten 953113 Berlin Germany Tel.: [phone] Fax: [phone] e-mail: *****@***com
Reference (initials of writer/typist, some­times a filing refer­ence) Date (day, month, year) Inside address (name, title, company, full address, postal code)	DE/KM 12 November 20__ Mr. Paul Norman Director BSE Daisy House, 26 Harley Road Bournemouth BH2IW United Kingdom
Salutation	Dear Mr. Norman
Heading (to give an instant idea of the theme)	The Berlin Conference
Body of Letter (one line space between paragraphs) Complimentary close Name of sender Sender's designation or department Inc (if anything is inclosed) Show if any copies are circulated (if more than one, use alphabetical order)	If you are sending students abroad and are looking for new partners or wish to keep in contact with existing ones, we invite you to attend the Berlin Conference taking place in Intercontinental Hotel in Berlin March 29-30, 20         THE BERLIN WORKSHOP will put you in face-to-ace contact with education providers from around the world, including hoarding schools, hotel management and hospitality schools, МBA programmes, language programmes and summer schools, as well as colleges and universities offering graduate and post-graduate studies, who are interested in appointing new student recruitment partners. Please find enclosed the programme of the event and visit our site for details. Yours sincerely, Dorothee Elger Assistant Manager Appointment section ICF Enclosure BSE Branch Manchester

Specimen Letter 2

Letterheaded paper Include the main heading "FAX MES­SAGE" These headings are important so that all the essential details can be inserted along­side It is important to state the number of pages being sent A salutation may be included if preferred The heading should state the main topic of the fax message The body of the fax message should be composed similarly to a business letter A complimentary close is not necessary

Homebase PLC  Tel: [phone]   Fax:[phone]  E-mail: *****@***uk 21 Bond Street London WC1 UK FAX MESSAGE To  Petro Cifani, Manager Company  Bruno Ltd Fax Number  39 55 383557 From  Jane Gartfield, Sales Manager Ref  JG/AD Date  12 January 20         Number of Pages (including this page) 1 Dear Mr. Cifani Reply to enquiry I am sending under separate cover a catalogue and a price list for our culculators as requested in your letter of 10 January 20_______. At the moment we have in stock both models you are interested in. But as these models are extremely popu­lar we cannot make you a firm offer. Please, contact me if I can provide any further help. Look forward to hearing from you. Jane Gartfield

Specimen Letter 3

e-mail letter

From  *****@***com

To  *****@***net

Sent  1 December 2004 10.27 a. m.

Subject  Christmas post card quotation

Attached  December price list

Hi Leo Nice to hear from you. Yes, we did enjoy the holiday which regretfully was too short. As to your request I've attached the December price list and a leaflet for the latest range of Christmas post cards. Plenty to choose. Promise to do my best about the delivery dates but I have to hear from you asap. Best wishes Jullian

Parts of a business letter

Reference

The reference includes the initials of the writer and the typist, a file or departmental reference may also be included. Normally the reference is inserted on the line above the date.

Example

DH/FN

Date

The date should be always shown in full. In the UK it is usual to show tin date in the order day/month/year. No commas are used.

Example

14 June 20_        

In some other countries the date is typed in the order month/day/year

Example

June 14 20_

The month in the date should not be written in figures as they can be con­fusing: for example, 11.01.02 means 11 January 2002 in the UK but 1 No­vember 2002 in the USA.

Inside address

The name and address of the recipient should be typed on separate lines as it would appear on an envelope. Care should be taken to address the recipient exactly as they sign their letters. For example, a person signing as "June Mackenzie" should be addressed as such in the inside address preceded with the courtesy title "Ms". To address her as "Ms J. Mackenzie" would be inappropriate.

Example

Ms June Mackenzie

Marketing Manager

Abacus College

Threeways House

George Street

Oxford OX1 2BJ

UK

The name of the country should be always shown on the final line when writing letters overseas.

If a letter is sent by airmail, this should be indicated one clear line space above the inside address.

Example

AIRMAIL

Mr. Roland Ernst

General Manager

Actilingva Gmbh

Gloriettegasse 8

A-1130 Wien

Austria

Special markings

If a letter is confidential it is usual to include this as part of the inside ad­dress, one clear line space above it. This may be typed in capital letters or in initial capitals with underline.

Example

CONFIDENTIAL

Mrs. Jane Morell

Development Director

636 Broadway, Surte 210

San Diego California 92101

USA

It should rarely be necessary to use an attention line in today's business communications where we almost always know the name of the person we are writing to. As shown in the above examples, the name of the recipient is included in the inside address, and a personalized salutation will be used.

In the past, however, an attention line was used when the writer simply wanted to ensure that the letter ended up on a certain person's desk, even though the letter was addressed to the company in general, and always began with "Dear Sirs".

Example

LAL Group

Possidonos Avenue

16675 Glyfada

Greece

FOR THE ATTENTION OF MR. PETER CASSALETTE, SALES MANAGER

Dear Sirs

Salutation

If the recipient's name has been used in the inside address, it is usual to use personal salutation.

Example

Dear Mr Hofmann         Dear Eric  Dear Mrs Hamwee

If your letter is addressed generally to an organization, then the more formal salutation "Dear Sirs" should be used. Note that in the USA a letter to a company usually opens with Gentlemen, followed by a colon, not Dear Sirs.

If your letter is addressed to the head of a department or the head of an organization whose name is not known, then it would be more appropriate to use salutation as shown here.

Example

Dear Sirs  Gentlemen:

In the UK  in the USA

If you letter is addressed to the head of a department or the head of an organization whose name is not know, then it would be more appropriate to use salutation as shown here.

Example

Dear Sir or Madam

Heading /Subject title

The heading gives a brief indication of the contents of the letter. It is usu­ally placed one clear line space after the salutation. Capital letters are generally used, although initial capitals with an underline may be used if preferred.