Exercise 6. Write your own business letter . Use the following phrases as a help .

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 нас, якщо

hesitate to contact us. ви потребуєте допомоги.

• Yours faithfully/ sincerely - З повагою

 

 

Task 14. a) Nowadays it is very popular to use e-mail letters in business relations. This type of correspondence has its own rules, and every businessman should be familiar with them. Read the tips for writing effective emails:

1. Use a short and clear subject line.

2. Use short and simple sentences.

3. Include just one main subject per email – the other person can reply and delete it.

4. Don’t use jokes, personal comments, etc, in business emails.

5. Consider using numbered points instead of continuous text.

6. End with an action point.

7. Don’t ignore capital letters, spelling and basic grammar – when writing to people outside the company – a careless email creates a bad impression.

8. Tailor your email to the reader: level of formality, buzzwords, etc.

 

b) Read an example of original letter and reformulated email.

Original Letter

Thank you for your letter dated 25 March enclosing a brochure with details of your new range of computer games. I apologise for not replying sooner, but I have been out of the country on business.

The new range looks very good, and we are particularly interested in your Action Hero that we are sure will sell well in our stores. I would be grateful if you could send me some disks, and also a price list with details of any discounts you offer for large orders.

 

Reformulated e-mail

Thanks for your e-mail with the attachment showing your new range. Sorry I haven’t been in touch – I’ve been really busy.

The new products look great – we’re very interested in the Action Hero game.

Can you send some disks? And info re prices/discounts?

 

pcs – pieces asap – as soon as possible pls – please btw – by the way bw – best wishes qty – quantity bfn – by for now fyi – for your information

iow – in other words nrn – no reply necessary otoh – on the other hand re – regarding rsvp – please reply (fr. répondez s’il vous plaît) imo – in my opinion tbc - to be confirmed nb – please note (lat.nota bene)

c) Read the letter and reformulate it according to email style using the information above.

Dear Sirs, On March 1, we ordered and subsequently received one case of printers, model 88b. We paid for the order with our check no.7293, a photocopy of which is enclosed. When we decided to order these printers instead of model 78b, it was at the urging of your sales representative, Harold Saunders. In other words he assured us that the new printers were more durable and efficient than the older model. However, we have now had the printers on our selling floor for three weeks, and already six have been returned with mechanical breakdowns by extremely dissatisfied customers. We are therefore returning the entire order of 88b printers and would like to be refunded for their full purchase price plus shipping expenses. Yours truly,   Jack Patterson Customers Relations

• THE TYPES OF BUSINESS LETTERS.

 

Business letter is an old form of official correspondence. A business letter is written by an individual to an organization or by an organization to another organization. There are various kinds of business letters, used for various purposes. They are divided into two types: the business to business type and the business to client type. One writes a letter to enquire information, apply for a job, acknowledge someone's work, and appreciate one’s job done, etc.

As the motive of writing the letter is different, the style of the letter changes and you get different types of business letters. The various types of business letters are used by different people to serve the purpose of sending the message across.

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 a 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.

 

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