Different kinds of salutation and Complimentary close

Kind of a Letter	Salutation	Complimentary Close
Formal letters to officials' and supervisors^2	Sir: Madam:	Yours respectfully, Respectfully yours, Yours very respect­fully
Letters to business firms and companies	Gentlemen: Ladies:	Yours truly

 

¹official – служащий

²supervisor – должностное лицо

 

Kind of a Letter	Salutation	Complimentary Close
Answers In advertisements giving no name of person or firm	Gentlemen: (or omit the salutation)	Yours truly
Letters to persons unknown or slightly known to writer	My dear Mr. Moore: Dear Mr. Johnson: My dear Mrs. Stock: Dear Sir: Dear Sir and Madam:	Yours truly, Sincerely yours. Yours very truly. Very truly yours.
Letters to persons well-known to writer	Dear Mr. Warren: Dear Miss Macy: Dear Mrs. Jenkins: Dear Professor Lewis:	Very sincerely yours, Cordially yours, Yours cordially. Very cordially yours.

VIII. Put the verbs in brackets into the correct form.

 

 

21st June, 200...

Dear Mr. Brown,

I just ___ (to read) your promotion to sales manager. Let

me ___ (to offer) my warmest congratulations.

 

 

I ___ (not to have) to tell you that all of us ___ (to wish)

you best of luck in your new position.

We ___ (to be sure) we ___ (to read) more good news

about you in the trade papers in the future.

Yours sincerely,

F. Popov

25th November, 200...

16th July, 200…

 

Dear Sir,

Your order No 1355

We ___ (to write) to inform you that we ___ (to ship) the first grinding machine against the above order by the m.v. St. Petersburg this morning. Acknowledgment of receipt in good and condition ___ (to be appreciated).

Yours faithfully,

…

IX. Translate into English.

1. Умение писать деловые письма имеет огромное значение для нормального ведения коммерческой деятельности.

2. В письмах можно использовать некоторые общепринятые стандартные обороты.

3. Деловые письма обычно пишутся на фирменных бланках, отпечатанных типографским способом.

4. Заголовок к тексту письма сообщает его тему, тем самым давая возможность получателю сразу понять, о чем письмо.

5. Письмо должно быть посвящено лишь одному вопросу.

6. Деловые письма подписываются от руки четко и разборчиво.

 

 

X. Study the complimentary close phrases:

 

We expect your early reply – Надеемся на быстрый ответ

Please inform us in the shortest possible time – Просим сообщить нам как можно скорее

We are looking forward to your consent (approval) – Ожидаем Вашего согласия (одобрения)

Awaiting your.reply – Ждем Вашего ответа

Yours faithfully = Faithfully yours = Yours truly = Yours sincerely = Sincerely yours –

С уважением

 

XI. Read and translate a sample of a business letter to a personnel manager.

The Firs,

Long Lane,

Bickley, Surrey.

The Personnel Manager,

Harper & Grant Ltd.,

Great West Road,

London, W. 25.

 

1st October, 200...

Dear Sir,

I am writing to ask you if you have a vacancy on your staff for an assistant accountant.

I am twenty-two years of age and have been working in the accounting department of the Bedford Furnishing Company, Bedford House, London, E.C.I., for the past two years. I am studying accountancy and business management at the Polytechnic and wish to complete my course there, which has another two years to run.

The only reason for my seeking new employment is that Bedford Furnishing is moving shortly to a development area in the north-west, where its main works is already located.

If there is some chance of a vacancy occurring in the near future, I would greatly appreciate being given an interview. My present employers would gladly give a reference.

 

Yours faithfully,

Simon Deeds

an assistant accountant – помощник бухгалтера

costing department – отдел калькуляции

accountancy – бухгалтерский учет к управление экономической деятельностью

polytechnic – политехникум

which has another two years to run – который продлится еще два года

to seek new employment – искать новое место работы

a developing area – новый промышленный район

main works – главный, основной завод фирмы (Основное про­изводство)

to give a reference – дать кому-либо рекомендацию, отзыв

 

 

XII. Write a business letter according to the given situations using the useful phrases:

Письмо-предложение (о поставках оборудования), пись­мо-подтверждение (о поставках оборудования), письмо- приглашение (на работу, на совещание), письмо-просьба, письмо-благодарность, письмо-поздравление, письмо-отказ, жалоба на задержку с ответом, принятие предложения, письмо-претензия на качество товара, просьба о предоставле­нии информации по какому-либо вопросу, письмо об изменении условий или сроков поставок.

· I had spent two years taking a full-time diploma course...

· I’m 29, unmarried, fit and healthy...

· I’ve got all the qualifications and experience to make me the ideal.

· I’m sure I would be able to manage the department successfully..,

· I’m ambitious and my present job doesn’t offer me the chance to expand.

· I enclose a CV, which gives full details of my qualifications and work experience.

· In support of my application, Г should like to mention the following points...

· I’m looking for a more rewarding and challenging post...

· I would be grateful if I could discuss the post available in person...

· I have obtained the certificate from the University of Oxford...

 

XIII. Study the sample of a letter of application to an employer with an individual career of an employee. Write your own letter of application using the phrases from this sample.

 

A LETTER OF APPLICATION

 

Dear Sir,

I should like to be considered for the post of Personal Manager at your Croydon factory, which was advertised in the «Sunday Chronicle» on February 15th 2002.

The relevant information concerning my education and professional experience is as follows.

From 1980 to 1983 I studied Sociology at the University of Harrogate and graduated with a Second Class Honours Degree (Lower Division) in that subject. The main degree course was concerned with basic sociological topics, such as the history and theory of sociology, but there were also a number of optional courses available. From amongst these I selected the History of Industrial Sociology and the Psychology of Management. In order to satisfy part of the requirements for my Finals Examination I had to submit a short dissertation involving original research. I wrote a paper on Nineteenth Century Industrial Relations in Yorkshire and for this section of my examination received a mark of distinction.

Whilst at university I took an active part in a number of social activities, and was secretary of both the drama society and the student sociological society.

On leaving university I was a student for a year at the North York Business College, where I was successful in obtaining a diploma in Industrial Management, Class I. Courses at this college covered a wide field relevant to the management studies in general and I was able to supplement my theoretical knowledge with a great deal of practical experience of such things as office management, personnel selection and the development of modification of work schedules. But it was in the area of personnel management and control that I found my interests satisfying fully and I took all available opportunities of increasing my knowledge of theory and practice in this field.

From July 1984, when I left Business College, until September 1988, I was employed as an Assistant Personal Officer with Messrs. James Bradley, at their Leeds factory. The company manufactures a wide range of small components for use in the electronics and motor industries, and employed at that time a labour force of approximately five hundred men and women.

I enjoyed the work at Bradley’s very much, especially in that it kept me closely in touch with both workers and management, but after four years’ experience there, and in the absence of any prospects of promotion I applied for the post of Deputy Personal Manager with Yorkshire Engineers Ltd. I began to work there in September 1988 and am still employed in the same post.

My work at Yorkshire Engineers is in many ways similar to that which I was doing previously. The work is absorbing and rewarding, but now I feel that at this stage in my career I should like more responsibility.

In your advertisement you asked applicants to provide information on leisure activities, which may be considered relevant. First, I have continued ever since university to read widely in the literature relevant to my occupation. I find time to contribute articles to several of the journals in this field. Details of my publications are provided on an attached sheet. Second, I began doing some voluntary social work while at business college and have gradually extended my commitment in this direction ever since.

I enclose copies of two recent testimonials, and the names and addresses of two people who are prepared to act as my referees.

I hope that the information I have provided in this letter and the enclosures is sufficient for your purposes, but I shall of course be glad to expand it should you wish.

 

Yours faithfully,

Robert Drayton

Text G

BUSINESS LETTER

Correspondence is an essential part of business. In spite of telephone, telex, telegraphic and communication the writing of letters continues; in fact most telephoned and telegraphed communications have to be confirmed in writing. Every letter no matter what kind it is, should be laconic, precise, to the point and positive.

Letters are written on various occasions and on various subject matters. Many business letters are connected with establishing business relations, doing business and various miscellaneous questions.

 

Here is one of many business letters:

Words

1. essential

2. in spite of smth.

существенный, неотъемлемый

несмотря на что-либо

3. to confirm in writing

4. precise

5. to the point

6. occasion

7. on various occasions

8. subject matter syn. subject

9. to be connected with smth.

10. to establish

11. to establish business relations

12. miscellaneous

13. miscellany

14. chairman

15. hospitality

16. to extend hospitality to smb.

 

17. to look forward to smth.

18. to appreciate

19. to show smb. round a building (pavillion, shop, plant)

20. faithfully

21. yours faithfully

22. president

 

 

подтвердить в письменном виде

точный, ясный

по существу

случай, повод

по различным поводам

содержание, предмет

быть связанным с чем-либо

установить

установить деловые отношения

разный

смесь, сборник

председатель

гостеприимство

проявить гостеприимство к

кому-либо

с нетерпением ожидать чего-либо

оценивать

показывать кому-либо здание (павильон, цех, завод)

верно, добросовестно

с совершенным почтением

президент

 

Signature

Ending

Letter body

Salutation

Receiver's name and address

Sender's address

 

Sender's address

Receiver's

Name and address

Attention line

Salutation

Introduction

 

Letter body

Ending

 

 

Signature

 

Looking at the above given business letters you can see that a typical 'standard' business letter consists of several parts.

1. Sender's address (but not the name) can be written at the top or in the top right-hand corner.

2. Receiver's name and address is written a little lower, on the left.

3. Date (on the right) can be written in two ways: 28 June, 1998 or 28/6/98.

The American way of writing the date is different: June 28, 1998 or 06/28/98.

4. Attention line indicating either the subject of the letter: Job intervi ew

or the person the letter concerns: for the attention of Ms Smart.

5. S alutation is written on the left under the attention line or (if there is no attention line) under the receiver's address.

As has already been mentioned, the form of salutation depends on whether the receiver's name is indicated or not.

As to the punctuation the latest fashion in not to use any.

6. Body of letterand its introduction vary depending on the type of the letter and its contents, (содержание).

The most frequently written business letters are:

1. sales letters (the letter advertising products and sending out promotion materials;

2. enquiries (a letter asking for information, prices and sample products):

3. orders (a letter placing an order for products); заказы

4. letters of complaints (letters complaining about different kinds of errors, defects, damage to the products, contract violation, etc.);

5. letters concerning different financial matters (asking for credit, granting or refusing credit, requesting or demanding payment, etc.)

6. reminders (letters reminding the addressee or some facts);

7. job applications;

8. invitations;

9. letters of apology, etc.

 

There are many more types of business letters, but whatever the contents, the introductory phrases are quite often the same. The basic rule is as follows:

 

if the information the letter contains is positive, begin your letter like that:

– when you are replying to a letter

 

Thank you for your letter of 10 May informing

(requesting, ordering, etc.)...

 

– when your letter is not a reply

 

We are (very) pleased to advise you (to confirm,

to learn, etc.).

 

if the information is going to disappoint or upset the receiver, begin your letter:

 

We have received your letter, but must point out that...

or We regret to inform you that...

or We have to advise you that...

 

7. Ending (complimentary close).

 

If you begin the letter with: 'Dear Sir/Madam', the ending should be 'Yours faithfully'.

If you begin the letter with 'Dear Mr Smith', the ending should be 'Yours sincerely'.

8. Si gnature.

 

9. Name and title of sender printed clearly.

Prof. Charles Brown

Culture Language Studies Director

10. Enclosure (enc): 2 (2 pages)

 

As you know there is quite a lot of difference between British English and American English. It couldn't but influence business correspondence.

Study the two letters below showing the styles and layouts used in British and American correspondence. Do you find any differences in the layouts, spelling, grammar, business formulas used? If you do, what are they?

 

Marketing Services Ltd. Trans Trans Company Inc.

18-20 Church Lane 650 California Street

London EC 3A5AY San Francisco, CA 94108

England 5 March 1998 USA 3/5/98

 

Consulting Services Delivery services

In Market Researchacross the USA

 

 

Dear Sirs Gentlemen

(or Dear Sir

or Dear Madam)

 

We've learnt your name and address We learnt your name and adress

from your agents MMC Inc. from your agents MMC Ltd.

Please, find enclosed our Please, find enclosed our program

programme and, let us know if the and let us know if the above lines

above lines of cooperation suit you. of cooperation suit you.

 

We look forward to receiving your We are looking forward to receiving

favourable reply. your favorable reply.

 

Yours faithfully Truly yours

 

Richard Taylor Gregory Link

Marketing & Promotion Manager Marketing Director

Enc: 3. Enc: 3.

Read the 'Golden Rules' and say which of them:

– you already follow;

– you would like to follow;

– you'll never follow.