Structure of the business letter

There are seven main parts to a business letter: the letterhead (I), the date (II), inside name and address (III), salutation (IV), body of the letter (V), complimentary closure (VI), the writer’s signature and official position (VII).

I. The letterhead (Дані про відправника листа). It is placed at the upper right-hand side and consists of the exact address of the writer which include the name and address of the firm, its telephone numbers, telegraphic addresses, e-mail, telegraphic (zip) codes used.

II. The date (Дата). Always type the date in full not in figures, in the following order of day, month, year (UK) / month, day, year (USA).

e.g. 12^th October 2003 12 October, 2003

October 12^th 2003 October 12, 2003

III. Inside name and address (Дані про одержувача листа). The usual practice is to set out the name and address of one’s correspondent at the head of the letter, at the left-hand corner.

Courtesy titles.

The courtesy titles used in correspondence are Mr., Mrs., Miss (if unknown whether a woman addressed is married or single), Messrs. [¢mes ə rz], Mmes. [¢meidæm].

Postcodes.

It consists of letters and figures in Britain and five figures in the USA.

IV. The salutation (Привітання). This is the greeting with which every letter begins. The customary greeting in business letter is Dear Sir, but others are used as follows:

Dear Madam (for both single and married woman);

Dear Sirs (when a partnership of men and women is addressed in the UK);

Gentlemen (when a partnership of men and women is addressed in the USA);

Mesdames (when a partnership consists of women only).

V. The message (body). (Інформативна частина листа). It generally consists of three parts as follows:

Introduction (only one paragraph) – states the subject of the letter. It also may say if a correspondent’s letter was received.

Development (one, two or more paragraphs) – gives some facts, arguments, explanation, etc.

Conclusion (only one paragraph) – It refers to future action.

VI. Complimentary closure (Заключна частина) It should be consistent with other parts of the letter. The following are correct in business letters:

Respectfully yours (highly formal – to a high-ranking addressee)

Very truly yours (politely neutral – usually used in general correspondence)

Yours sincerely (friendly and less formal)

Most cordially (more friendly and informal)

VII. The writer’s signature and official position (Підпис відправника листа та його посада). Always sign your letter by hand and in ink. The signature is placed just below the close. The signature of a letter sent out by a business organisation includes the name of the firm and position of the writer. The following are examples of correct signatures:

Henry J. Gray Henry J. Gray President AMERICAN BUILDING COMPANY

Frank G. Wilson Frank G. Wilson Business manager BROWN PRINTING COMPANY

№2.Read the following words and word combinations and learn them.

requirement layout accuracy hackneyed expressions letters of condolence upper right-hand side zip (zone improvement plan) codes courtesy titles consistent

вимога схема розташування точність банальні вирази листи співчуття верхня права сторона поштовий індекс “титули ввічливості” послідовний, відповідний

 

№3. Answer the following questions.

1. What are the two general classes of letters?

2. Why is studying of business letters writing important?

3. What are the requirements to a good business letter?

4. Should business letters be typed or handwritten?

5. What parts does a business letter consist of?

6. What does the letterhead include?

7. In what way is it necessary to write the date?

8. What courtesy titles are used in correspondence?

9. What are the salutations accepted in Britain / the USA?

10. What parts does the body of the letter consist of?

№4. Put the parts of the business letter into the correct places.

______(1)______ _______________ ________(2)_________ ____________________ _________(3)________   ________(4)__________   __________________________(5)_____________________ __________________________________________________   __________________________(6)_____________________ __________________________________________________ __________________________________________________ __________________________(7)______________________ ___________________________________________________   _________(8)___________ __________(9)__________   __________(10)_________ _______________________

 

A) Sincerely yours,

B) Michael Walton

C) Utah University

155 Lori Boulevard

Marino, Utah

D) Dear Dr. Jackson:

E) Thank you for your last delivery of computers research literature.

F) May 13, 2003

G) We also would like to purchase such a system. However, we need some additional information before purchasing it. Please provide us with any information that may help us in evaluation of this new product.

H) Dr. Mary Jackson

Jackson Laboratory

20 Hill Avenue

York, Colorado 75513

I) Michael Walton

Chairman

Computer Department

J) Last week we had a stuff meeting of our Computer Science Department. One of our professors mentioned that you have a new system of computer-supported instruction. All of us are interested in learning more about it.

№5.Read and memorise the following rules for writing letters.

TEXT B

“GOLDEN RULES” FOR WRITING LETTERS

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

2. Decide what you are going to say before you start to write or dictate: if you don’t do this, the sentences are likely to go on and on until you can think of a good way to finish. In other words, always try to plan ahead.

3. Use short sentences.

4. Put each separate idea in a separate paragraph. Numbering each paragraph may help the reader to understand better.

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 letter should be CLEAR

… must be given all necessary information:

your letters should be COMPLETE

… is likely to be a busy person with no time to waste:

your letter should be CONCISE ( короткий, чіткий)

… must be addressed in a sincere, polite tone:

your letters should be COURTEOUS

… may get a bad impression if there are mistakes in grammar, punctuation and spelling:

your letters should be CORRECT.

№6.Confirm or contradict the following statements.

1. It is desirable that any business letter should be concise, courteous and correct in tone.

2. As a rule, a message in the business letter has three parts.

3. “Development part” of a letter states the subject of the letter, acknowledges a correspondent’s letter if one was received.

4. “Introduction part” of a business letter has one or more than one paragraph. It deals in a methodical way with the subject previously referred to.

5. “Conclusion part” has usually one paragraph. It shows the reader goodwill and is intended to leave a favourable impression in the reader’s mind.

6. It isn’t necessary to sign your letter by hand.

 

№7. Read and translate.

TEXT C

TYPES OF BUSINESS LETTERS

The exact composition of any letter depends on the purpose for which it is written. However, any good letter should be concise, courteous and correct in tone. There are business letters appropriate to all phases of business; therefore it would be almost impossible to classify all types of the business letters. Among them are: letters of inquiry, reply to inquiry, accommodation, application, congratulation, condolence, invitation …

Letters of Inquiry

This letter should make absolutely clear the information wanted. It should be as brief as is in keeping with courtesy and clarity. If your are writing to a potential supplier for the first time include:

1.where you found the supplier’s name,

2.information about your business,

3.where the supplier can find references about your company.

Useful Phrases:

v We were given your name by …

v You have been recommended to us by …

v Your goods have been recommended to us by …

v We refer to a special offer of …

v We saw your advertisement in …

v We would like to expand our range of …

v Please send us full details about your products (services).

v Thank you in advance.

v Would you kindly let us know …

v Thank you for an early reply.

Sample Inquiry Letter

Pet Products Ltd. 180 London Road Exeter EX4 4JY England 25^th February, 2002 Dear Sir, We read your advertisement in the ‘Pet Magazine’ of 25^th December. We are interested in buying your equipment for producing pet food. Would you kindly send us more information about the equipment: price dates of delivery terms of payment guarantees if the price includes the cost of equipment installation and staff training.   Our company specializes in distributing pet products in Ukraine. We have more than 50 dealers and representatives in different regions and would like to start producing pet food in Ukraine. If your equipment meets our requirements, and we receive a favourable offer, we will be able to place a large order for your equipment.   Your early reply would be appreciated. Yours faithfully, V.Komarov V.Komarov Export-Import Manager

Letters of Reply to Inquiry

A reply to an inquiry may take different forms. In any case when replying to any inquiry remember the following:

o thank the writer for the inquiry;

o make sure that all the inquiries have been answered;

o let the prospective customer know if your goods are available at once or, if not, how long a delay may be. If you do not have the goods requested, offer some alternative;

o enclose current price lists, catalogues, leaflets or booklets informing the customer of other items in stock;

o show your willingness to supply further information and to have contacts.

Sample Reply Letter

SUNSHINE FLAVOURS LTD 44 Emerald Drive, Shanon Technology Park, Cork C06 9TS, Republic of Ireland Mme Susanne Dufras Les Gourmets du Politou S.A. 33 rue Mirabeau 44000 Poitiers France 18 January 2002 Dear Madame Dufrais, You asked us to send you our price list and catalogue for the 2002 season. I am sure you will find plenty to interest you in it. You will notice that all our products are made from 100% natural ingredients – we do not use any artificial additives. This year, for the first time, we have included Scratch ‘n’ Sniff samples of our ten most popular aromas. I think you will agree that our range of well over 200 natural flavours and aromas is second to none and is outstanding value for money. If you need more information, do please get in touch with me. If you are telephoning, please ask to speak to me personally or to my assistant, Ms Hannah Rosser, and we will be very pleased to help you. I look forward to hearing from you.   Yours sincerely, J. G. O’Reilly James O’Reilly Sales manager enc: catalogue, price lists, order form

 

Letters of Accommodation

Doing business one has to travel from town to town, from country to country.

When writing to a hotel to ask about accommodation it is important first of all be specific about the type of accommodation you want. It is also necessary to state if you are interested in bed and breakfast accommodation.

You should not only mention but give details about the number of rooms and beds you need. If you are ready to accept alternative accommodation, say a few words about it.

Besides, give the dates when you will need the accommodation, the number of nights you want the room being stated here too. Don’t forget to ask about prices.

At the end of the letter it is recommended to ask confirmation of booking.

Useful Phrases

v please reserve a room

to be going to leave on

a price of bed and breakfast

to make a firm offer

a forthcoming visit

let us know your wishes

to expect to arrive

to confirm booking

Letter of Accommodation