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Date Writing, Salutation and Closing in Business LettersСодержание книги
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Date writing It is always better to write the dates as words in international letters, because date formats vary in different cultures. For example, 06.05.04 could be 6th May in the UK or June 5th in the USA. The ways of writing the date in words in the UK and the USA also differ: The British write: 10 December, 2008 Americans write: December 10, 2008 Salutations Always use the name written in the inside address, don’t forget to include the personal title. Leave one line blank after the salutation. The rules of punctuation are important to follow in business letters. If you know the person well and your personal relations allow you to address him or her by the first name, it is acceptable to use only the first name in the salutation and put a comma after it. For example: Dear Mary, In more formal situations, use the personal title and name followed by a colon. For example: Dear Mr. Davies: It is acceptable to use the full name in a salutation if you cannot determine the gender. For example, if you are unsure of Chris’s gender, you can write “Dear Chris Morgan:” instead of “Dear Mr. Morgan” or “Dear Ms Morgan”. Closing The closing begins one line after the last communication paragraph. Leave four lines between the closing and your printed name for a signature. The closing is usually followed by a comma. “Yours sincerely” is addressed to a person you’ve met or talked to. “Yours faithfully” is more formal and addressed to people you don’t know. “Sincerely yours” and “Yours truly” are American ways of closing letters. Notes: blank – пустий comma – кома colon – двокрапка gender – стать
Task 12. Say whether the following statements are true or false. Correct the false ones.
Exercise 2. Fill in the following chart with dates in writing:
Exercise 3. Match the salutations with the corresponding closings:
Exercise 4. You are going to write letters to these people. Write their addresses: A. To Tatiana Polyanskaya, Managing Director of a Private Limited Company “Education & Travelling”. The head office is in Ukraine, Kharkov, postal code 61007, on Sumskaya Street, building № 111. B. To Professor Peter Kickdown, Director of a Corporation “Learn Fast Open University” in the USA, state – North Dakota, town – Greenville. The postal code is 44444. The building is № 345. C. To Mark Crackton, Sales Manager of “British Files”. It’s a Public Limited Company. The office is in the North West of London, the Postal Service abbreviation is 8BA. The street is High Holborn, the number of the building is 265.
Task 13. Read the following text and single out helpful hints. Language Tips The next line after the start of the letter should begin with a capital letter. For example, Dear Mr. Bravo: W ith reference to our recent telephone conversation… Write 15th October, not the 15th of October – it’s not usually accepted in writing. If you start a sentence with a number, this number should be written in a word. E.g. Twenty-six people attended the meeting. Don’t use short forms such as I’m, we’ll, hasn’t, I’d, or isn’t in formal writing. These forms are used in speaking and informal letters. In formal writing words are normally written out in their full forms. Avoid using the ‘have got’ form as it sounds informal, use ‘have’ instead. E.g. I have (not have got) experience in translating scientific texts. Avoid starting sentences with the words ‘And’ or ‘But’. It is not a proper style for a formal communication. Print your name and job title together with your signature – some signatures are difficult to read. E.g. Brian Smith Brian Smith Sales and Marketing Manager Some word combinations might contain words that are unnecessary (redundant) in business letters. These are the ways of reducing them:
8:00 a.m. in the morning = 8:00 a.m. in spite of the fact that = although at this point of time = now in the event that = if both together = both just exactly = exactly bring to an end = end letter under date of = letter of during the time that = while make a decision = decide enclosed herein = enclosed make a speech = speak for the month of July = for July make a recommendation = recommend for the purpose of = to make changes in = to change for the sum of = for on the occasion of = on give an answer = to answer send an answer = to reply have an ability to = can take action = act hold a meeting = meet take into consideration = consider inform of the reason = tell why write your name = sign
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