II. Reading and discussion

Exercise 1. Read and discuss the text.

"Golden Rules" for writing business letters

1. Give your letter a heading if it helps the reader to see at a glance what you are writing about.

2. Decide what you are going to say before you start to write.

3. Use short sentences.

4. Put each separate idea in a separate paragraph.

5. Use short words that everyone can understand.

6. Think about your reader. Your reader ...

…..must be able to see exactly what you mean: your letters should be

CLEAR;

…..must be given all necessary information: your letters should be

COMPLETE;

. …is a busy person with no time to waste: your letters should be

CONCISE;

…. must be addressed to in a polite tone: your letters should be

COURTEOUS;

... may get a bad impression if there are mistakes in grammar: your letters should  be

CORRECT.

Seven steps in planning a business letter

1. Write down your aim: Why are you writing this letter?

2. Assemble all the relevant information and documents.

3. Arrange the points in order of importance. Make rough notes.

4. Write an outline and check it through, considering these ques­tions:

- Have you left any important points out?

- Can the order of presentation be made clear?

- Have you included anything that is not relevant?

5. Write a first draft, leaving space for additions and changes.

6. Revise your first draft by considering these questions:

Information:

- Does it cover all the essential points?

- Is it correct, relevant and complete?

English:

- Are the grammar, spelling and punctuation correct?

Style:

- Does it look attractive?

- Does it sound natural and sincere?

- Is it the kind of letter you would like to receive yourself?

- Is it clear, concise-and courteous?

- Will it give the right impression?

7. Write, type or dictate your final version.

NOTES ON LETTER WRITING

Structure of the letter:

1. Sender's address / Date. 2. Inside address (receiver's address).

3. Attention line. 4. Salutation.

5. Body of the letter. 6. Complimentary close.

7. Signature.

1.GIMBEL& CO Ltd 21 High Street, Blackheath, London SE3B 5HY Tel: 01-564-8843 7th May 2002	The address of the firm sending the letter (the letterhead) is often printed on the paper The date
2. M.Lawson Esq, Manager, Filbury & Johns, 20 Shaftsbury Avenue, London WlA 4WW	The name, position, firm and address of the addressee
3. Our ref: DM/SK Dear Mr Lawson,	The reference (the initials of the person writing the letter and the person who types it)
4. Thank you for your letter of 4th May enquiring about our range of office equipment.	The first paragraph says why you are writing
5. I enclose an up-to-date price list and our latest catalogue which I hope includes something of interest to you. You will notice that we offer very favourable terms of payment.	The second paragraph says what you want or what you are doing (the real reason for writing the letter)
6. I look forward to hearing from you again.	The final paragraph is a polite ending
7. Yours sincerely	You write “Yours sincerely”, if you know the name of the addressee and “Yours faithfully” if you don't
8. David Ripley Sales Manager	The signature The person writing the letter His position in the firm
9. Encs	Here the enclosures are the catalogue and price list

Opening Phrases

Dear Madam Шановна пані

Dear Sir Шановний добродію

Dear Mister Malforn Шановний пане Малфорн

Dear Sirs Шановні панове

We have received your letter of... Ми отримали Вашого листа від ...

We thank you for your letter of... Дякуємо за лист від ...

We have the pleasure to inform you Ми раді повідомити Вас

In reply to your letter of У відповідь на ваш лист від ...

То inform you Повідомляємо вас

We apologize for the delay in Просимо пробачення за

answering your letter затримку з відповіддю на ваш лист

Linking Phrases

• There is no doubt that Безперечно

• It is necessary to note Необхідно відзначити, що

• We'd like to draw your attention Звертаємо вашу увагу

to the fact... на той факт, що ...

• Considering the above said Беручи до уваги сказане

• In this connection У цьому зв'язку

• In connection with your request У зв'язку з вашим проханням

• Otherwise we shall have У противному разі ми будемо

змушені

• As regards your request Щодо вашого прохання

• Up till now we have received no reply Дотепер ми не отримали відповіді

• In case of delay У випадку затримки

• In case of your refusal У випадку вашої відмови

• In case you fail to make payments У випадку несплати

Closing Phrases

• We are looking forward to

receiving your Чекаємо вашої згоди /

consent / approval / confirmation схвалення / підтвердження

• Your prompt execution of our Будемо вам вдячні за швидке

order would be appreciated виконання нашого замовлення

• We wish to maintain cooperation Сподіваємося підтримувати

with you співробітництво

• Your early reply will be appreciated Будемо вам вдячні за швидку

відповідь

• We are looking forward to hearing Сподіваємося отримати від Вас

from you відповідь найближчим часом

• If we can be of any assistance, Просимо звертатися до нас, якщо

please do not hesitate to contact us ви потребуєте допомоги

• Yours faithfully 3 повагою

• Yours sincerely 3 повагою

Exercise 2. Read and discuss the letter.

D. Clark, Sales Manager, Priston & Co Ltd, 28 Kolas Court, North Middletown, NJ 07734 USA 5th March 2001 Our ref: MP/NK Dear Mr. Clark, Thank you for your offer of 3d March. We are favourably impressed by the quality of your commodity, but feel that the price is rather high. The prices quoted by other suppliers are, on the average, 10% lower. However, in view of the high quality of your commodity, we are ready to make a deal with you if you re-examine your prices. If you reduce your price by 5% we will place an order for some 10.000 items. We trust that in view of the size of the order you will see your way of making this concession. Your early reply will be appreciated. Yours sincerely, Mike Parson Sales Manager

Exercise 3. Answer the questions.

1. Who is sending the letter?

2. Who is receiving it?

3. What is the opening phrase?

4. The company is ready to purchase the commodity, isn't it?

5. What is its requirement?

6. What quantity is it ready to buy?

7. Do you think it is worth to make this concession?

8. What is the closing phrase?

Exercise 4. Translate into English.

1. Ми отримали вашого листа від 13 вересня 2002.

2. Дякуємо за лист-забов'язання від 1 березня.

3. Я надсилаю вам цей лист з проханням надіслати каталог вашої продукції.

4. Ми готові співпрацювати з вами.

5. Ми хочемо закупити таку продукцію.

6. Компанія має виключне право на виготовлення цих товарів.

UNIT VII