Тема: Ділова кореспонденція. Структура, змістові частини та оформлення ділового листа. Лист-запит.

Питання:

1. What “golden rules” is the person to be guided by before starting to write a business letter?

2. What kinds of sentences are used in a business letter?

3. What characteristics of a letter are obliged to make it available to read and to understand?

4. What are the seven steps in planning a business letter?

5. What are the structural components of it? Enumerate them.

Завдання:

1. Скласти та проаналізувати один з ділових листів згідно з основними вимогами їх написання (структура, зміст, стиль, граматика та орфографія

 

Список літератури:

1. Агабекян И. П. Деловой английский. English for business. Серия «Высшее образование». – Ростов н/Д: «Феникс», 2004. – 320 с.

2. Богацкий И. С., Дюканова Н. М. Бизнес-курс английского языка. Словарь-справочник. Под общей ред. Богацкого И. С. – 5-е изд., испр. – Киев: ООО «ИП Логос», 2004. – 352 с.: ил. (Серия «Вас ждет упех!»).

3. Буданов С. І., Борисова А. О. Business English. Ділова англійська мова. 2-ге вид. – Харків: ТОРСІНГ ПЛЮС, 2006. – 128 с.

4. Дарская В. Г., Журавченко К. В., Лясецкая Л. А., Памухина Л. Г., Чопрова Е. Г., Шах-Назарова В. С., Шелкова Т. Г. Новый деловой английский. New English for Business. - М.: Вече, 2005. – 672 с.

5. Хачатурова М. Ф. Английский язык для деловых контактов. – К.: Аконит, 2002. – 335 с.

1. Read the texts with the help of topical words. Write out the unknown words.

 

 

Topical words

heading	заголовок
irrelevant	недоречний
draft	чернетка
to include	містити (в собі)
essential	необхідний, обов'язковий
concise	короткий, стислий
courteous	ввічливий, чемний
letterhead	друкований бланк (установи)
addressee	адресат
range	низка, ряд
to enclose	вкладати (в пакет), прикладати до листа
up-to-date	сучасний
p.p. ("per procuretionem")	за дорученням
enc. ("enclosure")	вкладка, додаток
advertisement	оголошення, реклама
to cancel	анулювати, скасувати
quality	якість
commodity	товар
on the average	у середньому
to reduce	зменшувати, знижувати
concession	поступка
letter of intent	лист-зoбов'язання
execution	виконання
exclusive right	виключне право

 

"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.

2. Look through the structure of a business letter

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.

3. Use the given phrases in the business letter of your own.

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...

• To inform you… - Повідомляємо вас…

• We apologize for the delay - Просимо пробачення за затримку з

in answering your letter. 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 to the fact... - Звертаємо вашу увагу на той факт...

• 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/схвалення/

consent/approval/confirmation. підтвердження.

• Your prompt execution of our order would - Будемо вам вдячні за швидке

be appreciated. виконання нашого замовлення.

.• We wish to maintain cooperation with you. -Сподіваємося підтримувати

співробітництво.

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

• We are looking forward to hearing from you. - Сподіваємося отримати від Вас

відповідь найближчим часом.

• If we can be of any assistance, please do not - Просимо звертатися до hesitate to contact us. нас,якщо ви потребуєте допомоги.

 

• Yours faithfully/ sincerely - З повагою

5. Read and discuss the structure of the following letter according to the given statements and rules.

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 3^rd 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

 

6. 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?

7. Translate into English.

1. Ми отримали вашого листа від 13 вересня 2002. 2. Дякуємо за лист-зoбов’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.

8. Analyze the structure and the content of the enquiry letter as one of the business letter samples.

Topical words:

clothing	одяг
catalogue (Am. catalog)	каталог
suitable	підходящий
quotation	пропозиція, розцінки
to require	вимагати
supply	поставка
to supply	поставляти
payment	платіж
Letter of Credit (L/C)	акредитив
early reply	швидка відповідь
quantity	кількість
HOWARD & PRATT Ladies' Clothing 306,3d Avenue Chicago, Ill 60602 USA Oct. 21, 2000   JACKSON & MILES 118 Regent Street London WIC 37D UK Gentlemen: We saw a collection of women's dresses in your October catalogue. The lines you showed would be most suitable for our market. Would you kindly send us your quotation for clothing that you could supply to us by the end of November? We would require 1,000 dresses in each of the sizes 10-14, and 500 in sizes 8 and 16. We propose the payment made by Letter of Credit. Thank you for an early reply. Very truly yours   P. PRATT, Jr (P.Pratt) Buyers

 

 

9. Fill in the missing pronouns: somebody, anybody, nobody, everybody, anything, something, nothing, everything

1. The question is not difficult and … can answer it. 2. … called yesterday but he left no message. 3. Can … help me? 4. It is too late. I think there is … in the office now. 5. There is … interesting in this letter. 6. Is there... here who knows English? 7. You must find … who can offer it to you. 8. … knew the time of briefing. 9. Please, write to us if you want to order … else. 10. There is … in the office. I don’t know him. 11. Please, tell us … about your obligations. 12. Is there … you want to offer me? 13. We have … new in our catalogue. 14. There is … interesting in this offer.

Тема: Види ділових листів.

Питання:

1. What types of business letter do you know?

2. What letters of two types are often used?

3. What is the main aim of an offer?

4. What information do the offers usually include?

5. What are the types of the quotation?

6. What phrases do usually open a free offer?

7. How do a free and a firm offers differ from each other?

Завдання:

1. Підготувати доповідь на тему: «Основні види ділових листів».

2. Скласти 2 зразки ділового листа.

Список літератури:

1. Агабекян И. П. Деловой английский. English for business. Серия «Высшее образование». – Ростов н/Д: «Феникс», 2004. – 320 с.

2. Богацкий И. С., Дюканова Н. М. Бизнес-курс английского языка. Словарь-справочник. Под общей ред. Богацкого И.С. – 5-е изд., испр. – Киев: ООО «ИП Логос», 2004. – 352 с.: ил. (Серия «Вас ждет упех!»).

3. Буданов С. І., Борисова А. О. Business English. Ділова англійська мова. 2-ге вид. – Харків: ТОРСІНГ ПЛЮС, 2006. – 128 с.

4. Дарская В. Г., Журавченко К. В., Лясецкая Л. А., Памухина Л. Г., Чопрова Е. Г., Шах-Назарова В. С., Шелкова Т. Г. Новый деловой английский. New English for Business. - М.: Вече, 2005. – 672 с.

5. Хачатурова М. Ф. Английский язык для деловых контактов. – К.: Аконит, 2002. – 335 с.

1. Read and translate the texts with the help of topical words.

Topical words

firm offer	тверда пропозиція
are pleased	раді
regarding	що стосується
with regard to	відносно
size	розмір
to require	вимагати
nearly	майже
quantity	кількість
obtainable	який може бути отриманий
subject to	за умови, що...
to deliver	поставляти
to receive	отримувати
to prefer	надавати перевагу
air freight	перевезення повітряним шляхом
kind	рід, вид, сорт
shipment	відвантаження
to charge	назначати ціну
cost	вартість, витрати
extra at cost	за додаткову сплату

 

The Types of Business Letters .

There are different kinds of business letters, used for different purposes. They are divided into two types: the business to business type and the business to client type.

Business-to-business types are intended for company to company communication. Examples are:

· Appreciation letter – a letter of gratitude and appreciation for help extended, or a good business deal.

· Thank you – is a letter of gratitude.

· Congratulations – is a letter that praises the recipient for a job well done.

· Letter of recognition – a written statement of recognized efforts similar to an appreciation letter.

· Letter of reference – is a character reference letter. It is a letter building up the character of a person to be accepted in a job.

· Recommendation – is an endorsement letter to hire a certain person.

· Sympathy letter – is a letter of condolences to a person or family.

· Invitation letter – is a letter persuading a person or a company to join an event or an occasion.

· Letter of credit – is a way of endorsing a certain business to be considered a credit loan.

· Letter of interest – a reply to an invitation that confirms presence on the event/occasion.

· Business memorandum – notices that are distributed to the staff. They are reminders of company activities, or imminent changes in the company.

· Business introduction – is done to introduce a new business to the readers.

· Business letter – a letter that talks about the plans for the business.

· Donation letter – a letter asking for donations.

· Termination letter – more popularly known as a resignation letter. It signifies someone's desire to leave a job permanently.

Business-to-Client letters are:

· Welcome letter – welcomes the client and thanks him for choosing the company.

· Letter of appreciation – thanks the client for having business with the company.

· Apology letter – asks the client for reconsideration, and apologizes for failing to deliver.

· Collection letter – notices outstanding payments due.

· Invoice letter template – this is asking the clients to state the invoice number of their transactions.

· Letter of invitation – invites a client to join a certain gathering.

· Marketing letter – is stating the newest products that the company will provide soon or is presently providing.

· Rejection letter – is stating the rejection of the client's request.

Business letters are more formal in writing. Follow the formats strictly. Be concise, clear and direct to the point.

An Offer. Kinds of Offers

An offer (a quotation) is a statement by the Sellers usually in written form expressing their wish to sell the goods. Offers as a rule include the following information:

— the description of the goods offered (their quality, quantity);

— detailed prices, discounts and terms of payment;

— the date or the time and place of delivery.

There are two kinds of offers.

A free offer is made when Seller offers goods to regular customers without waiting for an enquiry and sends quotation to those who may be interested in the goods. These offers were formerly called offers without obligation. There must be an indication in such an offer that it is made subject to the goods being available when the order is received. The opening phrases in free offers may be: “We think you will be interested in our quotation for the goods” or “We have pleasure in enclosing our latest catalogue (or the price-list of our products)”.

A firm offer is a promise to supply goods on the terms stated (i.e. at a stated price and within a stated period of time). This promise may be expressed in a letter in the following words: “We make you a firm offer for delivery by the middle of May at the price quoted” or in some other words like: “The offer is subject to acceptance within fourteen days”, or “The offer is open for acceptance until the fifteenth of January”.

The Sellers making a firm offer have the right to withdraw it at any time before it has been accepted. In practice, however, no seller will risk his reputation by withdrawing his offer before the stated time.

2. Answer the questions.

1. When can the Sellers deliver the goods to the Buyers?

2. When can the Sellers supply all other models of dresses?

3. What is charged extra at cost?

3. Write the offer of your own using the given phrases and expressions.

Expressions used in enquiries for catalogues, brochures, etc. and in answers to such enquiries

We shall be obliged if you will send us your latest catalogues, brochures or any other publications.	Ми будемо зобов’язані, якщо Ви надішлете нам останні каталоги, брошури або будь-які інші публікації.
We are pleased to enclose our latest catalogue illustrating our range of products, which we trust you will find useful.	Ми раді додати наш останній каталог, який ілюструє асортимент наших виробів, які, на нашу думку, Вас зацікавлять.
As soon as the catalogues are available, we will send you some copies.	Як тільки-но каталоги будуть в наявності, ми надішлемо Вам декілька копій.
We regret to advise you that our catalogue is out of print.	На жаль, ми повідомляємо Вам, що весь тираж нашого каталогу розійшовся.
We are interested in... advertised by you in this catalogue.	Мі зацікавлені…, який Ви рекламуєте в цьому каталозі.
If you require further copies of this catalogue, please do not hesitate to write to us.	Якщо Вам потрібні ще копії цього каталогу, будь-ласка, повідомте нам.
The goods to which you refer are not in stock and therefore no catalogues are available as yet.	Товарів, на які Ви посилаєтесь, немає в наявності, і тому каталогів ще нема.
We enclose for your information our brochure and leaflet that we trust you will find useful.	Ми додаємо для Вашої інформації брошуру та рекламний листок, які, на нашу думку, Ви знайдете корисними.
We have been informed by... that you are manufacturers and exporters of...	Ми були проінформовані…, що Ви – виробники та експортери…
We have seen your advertisement in...	Ми бачили Вашу рекламу в…
We refer to your advertisement in...	Ми посилаємося на Вашу рекламу в…
We shall be glad to answer any additional questions you may ask.	Ми будемо раді відповісти на будь-які додаткові питання, які Ви можете поставити.

4. Exercise your grammar. Fill in the missing pronouns: much, many, little, few, a little, a few.

1. Will it take … time to answer this letter? 2. We give the customers … catalogues of our products. 3. We had … time, so we couldn’t prepare the goods for shipping. 4. Your order will receive … attention. 5. I like it here. Let’s stay here … longer. 6. She wrote us … letters from abroad. 7. There was … sugar in the bowl, and we had to put … sugar there. 8. I know French … and I can help you with the translation of this text. 9. Thank you very …! 10. I want to say … words about my travelling. 11. Please don’t ask me … questions. 12. How … money have you got? 13. We usually spend … money on advertising. 14. … in this work was too difficult for me. 15. There were … new orders and we spent … time executing them.