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. Read one of the examples of a business letter. State to what type it belongs to.

3. 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?

4. 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

5. 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.

6. Study new business proverbs:

§ Nothing succeeds like success.

§ Our greatest glory is not in never falling but in rising every time we fall.

§ Power tends to corrupt; absolute power corrupts absolutely.

§ Rome was not built in a day.

§ Seize opportunity by the beard, for it is bald behind.

§ Sell a man a fish, he eats for a day, teach a man how to fish, you ruin a wonderful business opportunity.

§ Teachers open the door. You enter by yourself.

Практичне заняття № 7

Тема: Електронні засоби зв’язку. Факс. Телекс.

Питання

1. What is the principle of a fax machine work?

2. What is fax?

3. What are the advantages of sending messages by fax?

4. How is sending messages by telex performed?

5. How can one correct the mistake made while sending a telex?

6. Name the abbreviations used when sending telexes.

Список літератури:

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

2. Мёрдок-Стерн С. Общение на английском: телефон, факс, E-mail, деловая переписка: учеб. пособие / Серена Мёрдок-Стерн; пер. с фр. И. И. Максименко. – М.: Астрель: АСТ, 2005. – 142 с.

3. Науменко Л. П. Business English Course: Бизнес-курс английского языка. – К.: А.С.К., 2005. – 448 с. – Англ., рус.

Topical words

1. Read and translate the text.

Fax

The word "fax" comes from the word "facsimile". A fax machine will send a duplicate of the message, document, design or photo that is fed into it.

Faxing is a means of telecommunication that has developed very quickly over the past few years. There are various models of fax ma­chines which connect to a telephone socket and which work on a system similar to the telephone system.

Charges are measured in telephone units and therefore vary ac­cording to the time of day and where the fax is being sent. The advantages of fax include instant reception of documents and documentary evidence of what has been transferred. A document can be relayed from one source to hundreds of other receivers, for example, if the head office of a chain store wants to circulate a memo or report to its branches.

2. Read and discuss the following faxes.

a) This fax is from Lynk & Co, who received a damaged consignment and was told by their supplier, Mr Causio, to return it.

P. Lynk & Co. Ltd

(Head office), Nelson House, Newell Street, Birmingham B3 3EL.

Telephone: 021-327 5385 Cables: MENFINCH Birmingham Telex: 556241

Fax transmission from: K. Pane

Message for: D Causio

Address: Satex S.p.A., Via di Pietra Papa, Date: 24 January 20

Fax number: (06) 394 8629

Dear Mr. Causio,

This is an urgent request for a consignment to replace the damaged delivery which we received, and about which you have already been informed.

Please air freight the following items:

Cat. no. Quantity

PN40 60

AG20 75

L28 100

The damaged consignment will be returned to you on receipt of the replacement.

Yours sincerely,

K.Pane

Chief Buyer

b) This fax is an example of an informal message from a sales repre­sentative, who needs something to be done urgently by his Head Of­fice. Notice that the fax is kept brief and clear.

MANSON OFFICE SUPPLIER LIMITED

Canal Street, Manchester M12 4KQ

Fax transmission

From: Nick Manson

To: Sue Bresson

Sue,

I've been in Bournemouth now since yesterday, and our clients seem to be most enthusiastic about our new range of notepaper. Can you send some more samples and about twenty more catalogues? Please send them Data post, and then I'll definitely get them tomorrow.

Also, just to let you know I'll be in Norwich on Thursday 18^th and Friday 19^th and back at the office on the Monday.

Thanks, and see you next week.

3. Complete the dialogue.

A: Where does the word "fax" come from?

B: ......................................................................................

A: What can a fax machine do?

B: ......................................................................................

A: When did this means of communication develop?

B: ......................................

A: How does it function?

B: ......................................

A: And how are charges measured?

B: ......................................

A: What are the advantages of fax?

B: ......................................

4. Write two faxes: one – formal, the other – informal.

5. Read and translate the text. Write out the unknown words.

The Telex

The mobile telephone, fast train and air travel have cut the problem of distance for today's business executives. However, where the addressee cannot be reached by telephone, the fax and the telex messages may still prove valuable. Generally speaking, telex machines are now used only where there is a need for a legal proof and when a fax message is unacceptable.

The telex is a machine like a typewriter, but with a dial on its casing. A message can be sent by dialing the receiver's number, by dialing and using the keyboard for some countries, or by ask­ing the operator to connect you.

The telex has all the advantages of sending a cable and in addition it operates in the office and offers a direct line. It is available twenty-four hours a day, and can send cables as well as telex messages.

Operating the telex: once the telex operator has dialed the code, an answerback code will appear on the teleprinter indicating that the sender is through. If the wrong code appears, the sender dials again. The message is typed, as with a normal typewriter, and appears on the receiver's machine.

Corrections are made by typing five X's: WE ARE SEDXXXXXSENDING ORDER.

Each telex message is finished with + sign, if the end is not clear; + + sign is used after the last message; + ? sign at the end of a message means either “reply, confirm” or “A further message will be sent”.

6. Study the layout and the language of telexes.

The Layout of the Telex:

Telexes have their own language. Some words are left out altogether, e.g. articles, prepositions, pronouns “I”, “you”, auxiliary verbs “to be”, “to have”, “will”. Instead of “I'll write soon” it is written “WRITING SOON” or “LETTER FOLLOWS”; instead of “Please will you write soon” –“PLEASE WRITE SOON”.

Telex charges depend on the time it takes to send the message, so telex operators have developed their own abbreviations:

ASAP, SOONEST – as soon as possible

ATTN – attention

CFM – confirm, I confirm

EEE – error

ETA – estimate time of arrival

EXT – extension

FIN - I have finished my message now

FR – from

L/C – letter of credit

MGR – manager

MOM – waits, waiting

PLS, SVP – please

RAP – I shall call you back

RECALL – call me back

RODS – regards

THRU – through

THKS – thanks

TLX – telex

U – you

W – words

X – error

Figures and symbols should be written in words, e.g.: FIFTY DOLLARS for $50.00; AT for @; PER CENT for %.

The word “telex” can be used as a noun, a verb and a participle, e.g.: “Please telex as soon as possible” or “We received a telexed reply”.

7. Decode the following two telexes

8. Write these sentences as if you are sending a telex.

1. I have booked your flight to Manchester, departing from Brussels at 12:30 on Monday.

2. Would you please inform your representatives?

3. I would be happy if you could suggest a suitable meeting date in August or September.

4. Would you please tell us which day you will be returning?

5. The Madrid conference has been postponed.

6. Thank you for your letter.

7. I can confirm that your order number 442/7 (550 rolls of wire netting) was dispatched on 24^th November.

8. I intend to meet Foster and Gamble on Wednesday, and shall fly back two days later.

9. Consignment No. 441 should arrive Southampton on M.S. Atlanta tomorrow.

10. I met Mr. Larwood yesterday. Everything is satisfactory.

9. Change the following message into telex.

With reference to the construction of the new administrative building, the drawings and details of the project which have so far been received from the consultants are now available. Each department head is asked to study them and forward their comments to this department as soon as possible so that the necessary action can be taken.

10. Underline the key message words in the below text. List the main points covered in the telex.

TO: MARIE ZOLI, EUROPEAN WOMEN’S ASSN.

FROM: ANN WILLIAMS

DATE: NOVEMBER 25, 1999

RE: OURTELCON PROPOSED LUNCHEON

CONCERNING POSSIBILITY OF A LUNCHEON FOR YR CLUB MEMBERS ON BOARD THE FLYING DUTCHMAN IN JUN, AM PLEASED TO CONF THAT WE CAN CATER FOR TWENTY AND SHALL SEND YOU SAMPLE MENU IN NR FUT. A SIMPLER, LESS EXP MENU CAN BE ARRNGD IF DESIRED. RE YR PROPOSED TALK ON LIFE IN ITALY, I REGRET TO SAY THAT WE DO NOT HAVE SUFF SPACE TO ACCOMM ONE HUNDRED. ON THE OTHER HAND, WE COULD ARRNG SPACE FOR FIFTY FOR YR ANN GEN MTG. IN FACT, I HAVE ALREADY DISC THIS WITH MRS. HEWLETT WHO CONTACTED ME ON THIS SUBJ LST MTH. PLS DO NOT HESITATE TO CONTACT ME FOR FURTHER DETAILS.

11. The following telexes have just come to you. Paraphrase them verbally and choose the correct action to be taken in the questionnaire.

1. AM ADV PLASFIL CO EARLY THIS MTH PRODUCED TWO DOCS WHICH ARE ON WAY TO TRIAL COUSEL IN MUNICH AND THAT ADDTL DOCS MAY BE SUPPLIED BY NOV 18. CALL US WHEN U REC COPIES OF DOCS TO DISC APPROACH FOR RESP TO COMPLNT.

2. THIS IS TO CONF MY UNDERSTANDING OF OURTELCON. THE PURCHASE PRICE OF INDIV SHARES WILL BE BOOK VALUE AT OCT 31 OF YR PRECEDING PURCHASE, BUT WILL NOT EXCEED AMOUNT ORIG DISCUSSED. PLS NOTIFY YR REQUIREMENTS.

3. URG U CALL THIS OFFICE WITHIN 48 HRS CONC YR DEFAULTED STUDENT LOAN. FAILURE TO PAY YR DEBT MAY RESULT IN ASSIGNMENT OF YR ACCT TO U.S. ATTORNEY. UNL THIS DEBT IS PD IN FULL, ADMIN COSTS, ATTORNEY FEES AND COURT COSTS WILL BE ADDED TO THIS DEBT.

Questionnaire

Choose the correct action to be taken in each of the following:

1. (a) Call sender when you receive copies of documents.

(b) Send two documents to Munich.

(c) No action to be taken.

(d) Call sender to discuss approach to adopt.

2. (a) Call to confirm telephone conversation.

(b) No action to be taken.

(c) Inform sender of your requirements re shares.

3. (a) You must pay your debt immediately.

(b) No action to be taken.

(c) Call sender’s office immediately.

(d) Pay administration costs.

Практичне заняття № 8

Тема: Інтернет. Електронна пошта.

Питання:

1. Tell the story of creating the Internet.

2. What is the purpose of using the Internet?

3. Which main spheres/branches of using the Internet do you know?

4. What is e-mail?

5. How does a typical e-mail address look like? Give examples.

6. What does an e-mail message consist of?

7. Name abbreviations used when writing an e-mail message.

Список літератури:

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

2. Мёрдок-Стерн С. Общение на английском: телефон, факс, E-mail, деловая переписка: учеб. пособие / Серена Мёрдок-Стерн; пер. с фр. И. И. Максименко. – М.: Астрель: АСТ, 2005. – 142 с.

3. Науменко Л. П. Business English Course: Бизнес-курс английского языка. – К.: А.С.К., 2005. – 448 с. – Англ., рус.

1. Read and discuss the text. Write out the unknown words.

INTERNET

The best way to think of the Internet, or Net as it is often called, is a vast global network of networks connecting computers across the world. At present, more than 33 million people use Internet and over three million computers worldwide are linked in. They use the Net for transferring data, playing games, socializing with other computer users, and sending e-mail.

The Net was dreamt up in the late 1960s by the US Defense Department's Advanced Research Projects Agency which decided that it needed a means by which messages could be sent and received even if phone lines were inoperative. In 1969, there was a network of just four computers. By 1972 the number had risen to 40. About this time the idea of electronic mailbox was born. By 1984 the Internet began to develop into the form we know it today.

The Internet can be divided into five broad areas.

Electronic mail, which is much faster than traditional mail. Any­thing that can be digitized (converted into digital form) – pictures, sound, video – can be sent, retrieved, and printed at the other end.

Information sites. This is perhaps the fastest growing area of the Internet as more and more people put their own information pages on line. Computers process vast amounts of information very fast, by specifying a key word or phrase. The computer can then search around the Net until it finds some matches. These information sites are usu­ally stored on big computers that exist all over the world. The beauty of the Net is that you can access all of them from your home, using your own PC.

The World Wide Web, usually referred to as WWW or 3W, is a vast network of information databases that feature text, sound, and even video clips. On the WWW you can go on a tour of a museum or exhibition, see the latest images from outer space, go shopping, and get travel information on hotels and holidays.

Usenet is a collection of newsgroups covering any topic. Each newsgroup consists of messages and information posted by other us­ers. There are more than 10,000 newsgroups and they are popular with universities and businesses.

Telnet programs allow you to use your personal computer to ac­cess a powerful mainframe computer.

2. Make the following sentences complete.

1. More than 33 million people use the Net for.................

2. It was in the late 1960s when........................................

3. By 1984.........................................................................

4. ………………………………........... five broad areas.

5. Anything that can be digitized, can...............................

6. One thing that computers do very well is......................

7. On WWW you can........................................................

8. More than 10,000...........................................................

3. Read and discuss the text. Try to retell it.

Topical words

to retrieve – отримувати; знайти

password – пароль

use rid – ідентифікація користувача; ім’я або псевдонім

personal handle – приватне користування, особистий код

domain – домен (місцезнаходження або сфера діяльності адресанта)

server – сервер, накопичувач

login – логін (комп’ютерне ім’я)

E-mail

The electronic mail (e-mail) was started in the late 60s by the U.S. military that were searching for a way of communication in the event of a large-scale nuclear war. They needed a system that would be decentralized, reliable, and fast in case the central institutions were destroyed. They came up with e-mail.

In the early 70s, e-mail was limited to the U.S. military, defense contractors, and universities doing defense research. By the 70s it had begun to spread more broadly within university communities. By the 80s, academics in a number of fields were using e-mail for professional collaboration. The 90s saw an explosion of the use of e-mail and other computing networking. It is estimated that more than 25 million people throughout the world were using it in the mid-90s.

E-mail is a way of sending a message from one computer to one or more other computers around the world. A subscriber to e-mail needs a terminal, such as a PC, a telephone line, and a modem, which is a device of converting signals into text. E-mail users must also have access to a mailbox, which they can call from anywhere in the world to retrieve messages. They receive a mailbox number and a password for confidentiality.

E-mail is fast, cheap, and relatively reliable. It permits to send large amounts of information to different addressees and allows people to retrieve messages at any time.

A typical e-mail address is: direct@askbooks.kiev.ua (the e-mail address of the A.S.K. Publishers House). The part to the left of the @ sign, called use rid, has been chosen as a personal handle. The part to the right is called the domain and represents the particular computer that receives and delivers the message.

E-mail message usually comes into two parts: the heading and the body. The heading includes: the date, the writer's name, the addressee's name, which is to receive a copy (c.c.), if any, and the subject. The body of the message bears an ordinary content of a letter but a bit shorter.

The golden rule for writing e-mail messages is KISS (keep it short and simple). Use short phrases instead of long, active voice instead of passive; avoid foreign words, metaphors, and scientific terms.

There's no bold in e-mail, so use capitals or asterisks. Among the abbreviations used in e-mail there are: BTW – by the way; IMHO – in my humble opinion; CONT – container; SHPT – shipment; RQST – request; BUZ – business; MESS – message.

4. Rewrite the letter; substitute the phrases in bold type with more suitable ones for e-mail correspondence. Don’t hesitate to omit unnecessary information.

5. Complete the sentences with the enlisted words.

a) INBOX

b) OUTBOX

c) SENT ITEMS

d) NEW MSG/NEW/NEW MAIL/COMPOSE

e) REPLY

f) FORWARD

g) ADDRESS BOOK

h) SEND/RECV/SEND&RECEIVE

i) capital/small/at/dot

j) DRAFTS

1) My address is HollyWoods@hotmail.com, that’s ______ H ______ o-l-l-y ______W ______ o-o-d-s ______ hotmail ______ com.

2) I need my ______ to add/remove/amend e-mail addresses.

3) My ______ is where my incoming messages are stored.

4) If I ______ a message it goes on to another person.

5) With “______” I can write a new letter.

6) If I press ______ I connect with Internet.

7) I look at ______ to see what messages I have sent.

8) Before being sent across Internet, my messages are stored in the ______ .

9) I need to send an answer to that message, I’ll use ______ .

10) I’ll have to finish that e-mail later, I’ll store it in ______ .

6. A “smiley” is a symbol in the Internet to express your emotions. What is the meaning of the following symbols?

1. :-)

2. :-( or :-<

3. :-#

4. .-)

5. :-=

6. :-o

7. :-t

8. :-/

9. l-l

10. :-&

The user:

a) will not say anything

b) is cross

c) has a moustache

d) is undecided

e) is tongue-tied

f) is winking at you

g) is surprised/ shocked

h) is sad

i) is happy

j) is asleep

7. There are a lot of words/phrases for the Internet. Match the following terms and phrases with their explanations.

8. Choose the correct definition.

1. E-business a) economic business

b) electronic business

2. T-commerce a) total commerce

b) television commerce

3. C2B a) customer to business

b) client to boss

4. B2B a) buyer to boss

b) business to business

5. IMO a) international monetary

organization

b) in my opinion

6. IMHO a) in my humble opinion

b) international monetary help organization

7. OTL a) over the limit

b) out to lunch

8. HSIK a) how should I know

b) have something in kit

9. SPAM a) unwanted mail

b) compacted meat

10. LOL a) look over lengthily

b) laugh out loud

11. BBL a) bring back later

b) be back later

12. TTYL a) talk to you later

b) the time you left

13. NOYB a) not only your business

b) none of your business

14. FWIW a) for what it’s worth

b) full with internet words

15. IRC a) internet relay chat

b) internal relay comment

Практичне заняття № 9

Тема: Залікова контрольна робота. Залік.

Питання до заліку:

1) What is the first step in a successful search for a job?

2) What questions must you ask yourself beginning to search for a job?

3) What methods of finding a job do you know?

4) Why should you read the want ads?

5) What may the ad tell you about?

6) What suggestions will help you to use want ads effectively?

7) What is a resume?

8) What are the basic requirements for a good resume?

9) How many types of resumes do you know? What do they differ in?

10) What type of resume is the most popular with the recruiters?

11) What information is recommended to exclude from your resume?

12) Which of special suggestions that can help you write a perfect resume do you think are the most important?

13) How do you understand the meaning of the word “the job interview”?

14) What does the employer judge during the interview?

15) What makes a good interview?

16) Which guidelines do you think are the most important? Why?

17) Can you give any other advice to a candidate?

18) What are the “Golden Rules” for writing business letters?

19) What steps in planning a business letter do you know?

20) Which steps do you think are the most important? Why?

21) What is the structure of the letter?

22) What are the opening (closing, linking) phrases in a business letters?

23) What types of business letter do you know?

24) What letters of two types are often used?

25) What is the main aim of an offer?

26) What information do the offers usually include?

27) What are the types of the quotation?

28) What phrases do usually open a free offer?

29) How do a free and a firm offers differ from each other?

30) What is the principle of a fax machine work?

31) What is fax?

32) What are the advantages of sending messages by fax?

33) How is sending messages by telex performed?

34) How can one correct the mistake made while sending a telex?

35) Name the abbreviations used when sending telexes.

36) Tell the story of creating the Internet.

37) What is the purpose of using the Internet?

38) Which main spheres/branches of using the Internet do you know?

39) What is e-mail?

40) How does a typical e-mail address look like? Give examples.

41) What does an e-mail message consist of?

42) Name abbreviations used when writing an e-mail message.

Список літератури :

1. Андрюшкин А. П. Business English. Деловой английский язык: Учебное пособие. – 3‑е изд., испр. и доп. – М.: Издательско-торговая корпорация «Дашков и К^о», 2008. – 332 с.

2. Бессонова І. В. Англійська мова (за професійним спрямуванням). Частина II: Навч. посіб. для дистанційного навчання. – К.: Університет «Україна», 2005. – 263 с.

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. Карпусь И. А. Английский деловой язык: Учебное пособие. – 2-е изд., испр. и доп. – К.: МАУП, 1996. – 208 с.

6. Мёрдок-Стерн С. Общение на английском: телефон, факс, E-mail, деловая переписка: учеб. пособие / Серена Мёрдок-Стерн; пер. с фр. И. И. Максименко. – М.: Астрель: АСТ, 2005. – 142 с.

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