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8. Answer the following questions:

1. What are the purposes of writing business letters?

2. What does a business letter planning include?

3. How many parts does the typical business letter consist of?

4. What expressions should be avoided when writing business letters?

5. What styles of writing can alienate the reader?

6. What negative impact can failure to observe business letter etiquette have on your success in business?

9. Read the following statements and decide if they are true or false:

1. Business letters do not differ much from personal letters in their layout and content.

2. Writing a business letter you can get your reader’s attention by stating his/her problems or needs.

3. The heading of the business letter contains the full address of the person to whom you are writing.

4. The business letter should be organized logically, with smooth transitions between sentences and paragraphs.

5. Minor errors in spelling, punctuation, and grammar do not affect your credibility.

6. Business people highly appreciate long, detailed letters on several pages.

10. The business letter should have the following structure:

  1. The heading (with the date)

  2. The inside address.

  3. The salutation.

  4. The body.

  5. The complimentary close.

  6. The signature.

Put the following parts of a business letter in the correct order using the structure given above:

Letter 1

1. Dear Mr. Winters, 2. Kate Brown

3. 14 South Fremont St. 4. I am writing in connection

Suite 1310 with your advertisement for

Grand Terrace, CA 92313 the post of an executive

October 11, 20XX assistant in…

5. Sincerely yours,

6. John Winters

11850 Mount Vernon Ave.

Grand Terrace, CA 92313

Letter 2

1 We are sorry for the delay in 2. Yours faithfully,

the delivery of the goods…

3. OGF Company 4. Dear Sirs,

228 E 7th Street #312,

St Paul, MN 55101,

United States

5. 6 Pike Close, Folkestone, 6. Mary Johnson

Kent, CT19 5UT, Sales Manager

United Kingdom

May 13, 2011

Letter 3

1. Ann Kelly 2. John Barton

6 Hill Court Chapel Head of Personnel

Lane Wilmslow Department

Cheshire SK9 5JH

3. Green Rooney, 4. Dear Ms. Kelly,

United Kingdom

40 Capper Street, Telarah,

Maitland,

New South Wales 2320,

Australia

June 21, 2008

5. Sincerely yours,

6. We are delighted to inform you that you have been selected as one of the best candidates for the position and would like to invite you to attend the interview that is going to take place at…

11. Business letters serve various purposes and can be classified according to these purposes. Match the letters from the left column with the corresponding letter genres in the right one:

1. Dear Sirs,

We have heard from the British Embassy in Paris that you are producing for export hand-made shoes and gloves in natural materials. There is a steady demand in France for high-quality goods of this type.

Sales are not high, but a good price can be obtained for fashionable design.

Will you please send us your catalogue and full details of your export prices and terms of payment, together with samples of leathers used in your articles and, if possible, specimens of some of the articles themselves.

We are looking forward to hearing from you.

Yours faithfully

Fournier et cie sa

J. du Pont

Managing Director

a) Letter of complaint

2. Dear Mr. North,

Thank you very much for your enquiry. We are pleased to inform you that we have a new line of batteries that fit your specifications exactly.

The most suitable of our products for your requirements is the Artemis 66A Plus. This product combines economy, high power output and quick charging time and is now in stock.

I enclose a detailed quotation, specifications and delivery terms. As you will see from this, our prices are very competitive.

If you would like further information, please telephone or telex me: my extension number is 776.

I look forward to hearing from you.

Yours sincerely,

Fred Stock.

b) Letter of recommendation

3. Dear Sirs,

In response to your letter of 17th March, we thank you for sending us your catalogues of men’s silk shirts. We are sure there will be a great demand for them in Ukraine.

We are enclosing our Order №142, and would ask you to return its duplicate to us, duly signed, as an acknowledgement.

Yours faithfully,

Vladimir Smurov.

c) Letter of apology

4. Dear Mr. Smurov,

Your letter of 18th April, 1997, was duly noted. The shirts you returned to us are indeed defective. We have to admit that these defects were overlooked by our controller and offer apologies for the oversight.

We are sending you new shirts as a replacement this week by air, carriage paid, and would ask you to confirm their receipt by fax.

If any other problems arise, please do not hesitate to contact us.

Yours sincerely,

Jack Brown.

d) Thank-you letter

5. Dear Nelson,

It is our great pleasure to inform you that our new product line is ready for your inspection.

We believe that you will be delighted with a surprise when you see some of our latest innovations in the conception and design, and we invite you to visit April 12, 2012 our showroom (56, Pushkin Street, Moscow, Russia), where your convenience, will be organized demonstration.

We will look forward to seeing you soon.

Sincerely yours,

Igor Petrov,

Managing Director Ltd. The company "Center"

e) Letter of enquiry

6. Dear Jason,

I am writing regarding the consignment of tables we received to the above order yesterday. There seems to be a mistake in the order as we ordered light pine-finished tables not the heavy mahogany-finished units that were delivered.

As I have firm orders for the tables I asked for, I would be grateful if you could send my consignment as soon as possible, and collect the wrongly delivered goods. Thank you very much in advance.

Best regards,

Jane Lopez

f) Letter of offer

7. Dear Mr. Stewart:

It was very enjoyable to speak with you about the assistant account executive position at the Smith Agency. The job, as you presented it, seems to be a very good match for my skills and interests. The creative approach to account management that you described confirmed my desire to work with you.

In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness and the ability to encourage others to work cooperatively with the department. My artistic background will help me to work with artists on staff and provide me with an understanding of the visual aspects of our work.

I understand your need for administrative support. My detail orientation and organizational skills will help to free you to deal with larger issues. I neglected to mention during my interview that I had worked for two summers as a temporary office worker. This experience helped me to develop my secretarial and clerical skills.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you about this position.

Sincerely,

Jane Gordon

g) Letter of order

8. Dear Mr. Wakefield:

John Smith has worked under my supervision as a copyeditor for 3 years at Northfolk Publishing. As chief copyeditor, I implement quality control standards in my team’s work.

Mr. Smith’s expertise on the Chicago Manual of Style has been an asset to this company. During his service, he has commendably edited over 500 manuscripts.

Mr. Smith’s dedication and hard work has set a great example to the rest of the team and will continue to benefit Northfolk Publishing for some time.

With Mr. Smith’s vast experience as a copyeditor and good working attitude, I am sure that he will be a great addition to your company. Should you have any questions, please contact me at the number above.

Best regards,

Anne Lawrence

Chief Copyeditor

Northfolk Publishing

h) Letter of invitation

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