Методички ЭД-203фк / Деловая переписка на английском языке. Учебное пособие

2.3.Письмо о назначении встречи

Вписьме о назначении встречи (letter arranging a meeting) указывается предполагаемая дата, время, место, вопросы для обсуждения или тема, список участников. Кроме того, могут быть даны инструкции, как добраться до места встречи, если оно не известно адресату. Составитель письма может попросить адресата выполнить какие-либо действия, необходимые для организации встречи, и поблагодарить его за беспокойство. В конце письма содержится просьба подтвердить согласие присутствовать на встрече.

Dear Mr Molehill,

I am writing to inform you that I shall be in Basingham from 16 to 21 October and I think it would be a good idea if we met on Monday 19 to discuss the renovation of the plant further. I should be pleased to visit your plant site in the morning before the meeting at the Country Hall. If it were convenient, I would like to suggest that I arrive at your office for a breakfast meeting, followed by a visit of the site and presentation of the new production and assembly lines.

If it suits you, I shall be arriving on flight No BA 301 from Chicago at Gatwick Terminal 1 at 18.15 on Friday 16 October. Could you possibly book hotel accommodation near your office for 5 nights? I would be grateful if you could arrange a meeting with the Quality Manager on Tuesday 20 October in the morning, if possible. I should also like to have an appointment with the Marketing Manager.

I look forward to receiving confirmation of these arrangements.

Yours sincerely,

John Stewart

2.4. Письмо-подтверждение

Письмо-подтверждение (letter of confirmation) высылается для

подтверждения присутствия адресанта на мероприятии или встрече, а также в

ответ на просьбу забронировать номер, билет, предоставить автомобиль и т.д.

Оно начинается со ссылки на предыдущую корреспонденцию. При ответе на

приглашение следует поблагодарить адресата и еще раз уточнить дату и время

будущей встречи. При ответе на просьбу следует описать предпринятые

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действия и их результат. В случае отрицательного ответа – извиниться,

объяснить причину отказа и предложить другие варианты решения проблемы.

Dear Mr. Stewart,

Thank you for your letter of 29 September. We look forward to seeing you on Monday 19 October and I shall meet you at Gatwick on October 16. As requested, I have booked a single room at the Seaview Hotel for 5 nights.

I have fixed an appointment with the Quality Manager on Tuesday morning at 9 a.m. I regret to inform you that I shall be unable to make an appointment with the Marketing Manager on Tuesday morning as planned. I would like to suggest that we set up a meeting on the Tuesday afternoon at 4.30 p.m., and I should be pleased to take you out to lunch beforehand. Please accept my apologies for this inconvenience.

We look forward to seeing you.

Yours sincerely,

Greg Molehill

2.5.Письмо-благодарность

Вбизнесе очень важно правильно и вовремя поблагодарить делового партнера за оказанные услуги, гостеприимство, пожертвования, поздравления и т.д. Письмо-благодарность (thank-you letter) является экономичным и эффективным методом поддержания хороших отношений. Оно должно быть простым и кратким и содержать следующие элементы: слово «спасибо» в

начале, искреннее выражение благодарности и в заключении – выражение доброжелательного отношения к адресату.

Dear Mr. Molehill,

Back now in my country I wish to thank you most warmly for your very excellent hospitality extended to me. The opportunity to meet yourself and your managers is something I had long looked forward to and I can only hope now that one day may be able to receive a visit here from you. I very much appreciated your kindness and that of Mr. Duggan in showing me round the plant.

Yours very sincerely,

John Stewart

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TASKS

Task 1. Match the parts of the sentences (in some cases there is more than

one variant).

1)	I am writing to…	a)	…you have a group rate?
2)	It is with regret…	b)	…breakfast and all taxes.
3)	Please find enclosed…	c)	…your quotation.
4)	The price includes…	d)	…book a room for two days.
5)	We require…	e)	…confirm this booking.
6)	Could you let me know if…	f)	…a cheque for the deposit.
7)	Is your quotation for…	g)	…from 19 th to 21st September.
8)	For all reservations we require…	h)	…a hotel with suitable facilities.
9)	In the name of…	i)	…confirm your reservation for___
10)	We would be pleased to receive…	j)	…half board with English breakfast.
11)	We are looking for…	k)	…an all-in tariff?
12)	I would be grateful if you could…	l)	…a confirmation by fax.
13)	We are pleased to…	m) …Will Smith.
14)	For three days…	n)	…that I have to cancel the reservation.

Task 2. Fill in the gaps in the letters with the words on the right.

	1) The Chairman and the __1__ Director of this Company will be	a)	bedrooms
	visiting Glasgow in September, for the World __2__, and will	b)	suite
		c)	floor
	require a __3__ with two __4__. A __5__ room, on the same	d)	single
	__6__ if possible, will also be needed for their __7__.	e)	accommodation
		f)	charges
	Please let me know whether we can receive this __8__ from 10 to	g) managing
		h)	Trade Fair
	15 September __9__. I shall be glad to have a reply by fax, with
		i)	inclusive
	details of your __10__.	j)	secretary
	2) Our __1__ Director, Mr. Rogers, will be __2__ in London	a)	account
	next week and will then __3__ to Sweden and Finland. We shall	b)	obliged
		c)	plane
	be therefore __4__ if you will __5__ a seat for him on a __6__	d)	technical
		e)	go on

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	leaving Britain on or about the 21st, for Stockholm. Your __7__	f)	book
	for the fare and booking __8__ will be paid by our National Bank,	g)	arriving
		h)	fee
	who have __9__ to do so on our behalf.	i)	attention
	We thank you in advance for your kind __10__ to this matter.	j)	instructions
	3) The name of your __1__ has been given to me by the Hotels	a)	indicated
	__2__, and I shall be __3__ obliged if you will __4__ me know	b)	private
		c)	accommodate
	whether you have the __5__ accommodation __6__ for 3 weeks,	d)	let
	from 15 July: one __7__ room, if possible with __8__ bathroom,	e)	advance
		f)	available
	and one single room.	g)	following
	If you are able to __9__ us at the time __10__ please let me have	h)	board
		i)	hotel
	your __11__ or brochure giving inclusive __12__ for full __13__.	j)	much
		k)	terms
	I thank you in __14__ for your reply.
		l)	double
		m) tariff
		n)	association
	4) We wish to make __1__ for the __2__ of a car and four __3__	a)	service
	from France to England, and shall be glad to __4__ what your	b) know
		c)	transportation
	__5__ is for the car-ferry __6__, also how much notice you	d)	charge
	require for the __7__. At the same time please give us an idea of	e)	routes
		f)	booking
	possible alternative __8__ and the time required for the __9__ in	g)	passengers
	each case.	h)	arrangements
		i)	crossing

Task 3. Match the formal and informal phrases. Then cover the left column and try to remember the formal equivalent for each phrase on the right.

	Formal		Informal
1)	The meeting will be held on…	a)	That suits me.
2)	I would be pleased to take you out to lunch.	b)	Could we organise another
3)	I think it would be a good idea if we meet		meeting?
	to discuss this further.	c)	I would like to make an
4)	I would be pleased to make an appointment…		appointment.
5)	I would be grateful if you could…	d)	See you on Friday, then.

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6)I regret to inform you that I shall be unable to make the appointment.

7)Would it be possible to set up another meeting?

8)I would like to suggest that we put back the meeting.

9)Please accept my sincere apologies for this inconvenience.

10)…if it were convenient.

11)I look forward to receiving confirmation of these arrangements.

12)As requested, I have set up a meeting.

13)We look forward to seeing you on Friday.

14)That would be convenient.

e)…if it suits you.

f)I am sorry about this.

g)I’m afraid I cannot make the appointment.

h)We are having a meeting on…

i)I have fixed a meeting.

j)Perhaps we should discuss this more.

k)Could we postpone the meeting?

l)Could you possibly / Could you…?

m)Please confirm these arrangements.

n)Would you like to meet for lunch?

Task 4. Choose more formal phrases in the letter of reservation.

Reservations Manager

Carlton Hotel

78 Park Lane, Bristol, BY12 3 GR

16 June 20--

Dear (1) Jack / Sir or Madam,

(2) I am writing / This is just a note to confirm a reservation that (3) was made / I asked you for this morning by telephone. The reservation, for (4) a couple of / two nights, is for myself, David Cook.

I (5) want / would like a room with a bathroom, from 12-14 July inclusive. I (6) will be attending / ’m going to pop into the Trade Fair that is being held in Bristol that week.

(7) Thank you / Thanks for sending me the brochure (8) about / regarding your conference facilities, which I received this morning. They look (9) interesting / great.

(10) Unfortunately / I’m sorry (11) I can’t give you / am unable to provide you with any definite dates (12) at the moment / now. (13) But / However, I (14) will contact you / ’ll drop you a line as soon as possible.

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(15)I look forward to meeting you / See you on 12 July.

(16)Best wishes / Yours faithfully,

(17)David Cook / Dave

Sales Manager

Task 5. Study the hotel reservation form carefully and practice filling it in.

Hotel Reservation Form

Please print and fill in this form. Then mail or fax it to:

DESTINATION SOUTHAMPTON, Southampton, United Kingdom

Phone: [phone] Fax: [phone]

http://www.destinationsouthampton.co.uk

First name: _________________________ Last name: ________________________

Company/Organization: _________________________________________________

Phone: _____________________________ Fax: _____________________________

Address: ____________________________________________________________

Zip/Postal Code: _____________________ Country: _________________________

E-mail address: _______________________________________________________

Please indicate your choice:
Single room Double room	Smoking Non smoking

Arrival date: _________ Departure date: _________ Total number of nights: _____

Please provide us with a credit card number to guarantee your hotel reservation, no reservation will be made without it:

Visa American Express Eurocard Master Card Diners Card holder: __________________________________________________________

Card number: __________________ Card expiration date (Month/Year): ____/_____

Signature: _____________________ Date: _________________

You will receive a confirmation letter by mail (or fax).

Important: please note all cancellations have to be done 48h in advance

Task 6. Put the sentences in the letters in the correct order.

1)a) It would be appreciated if I could visit your University and some hospitals on Wednesday, 5 September, at a time convenient to you.

b)I look forward to receiving your confirmation.

c)I shall be visiting Glasgow next month as a member of the medical delegation.

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d)If this date is not convenient for you, could you please advise an alternative?

2)a) I will arrive by plane from Sophia in the evening of June 18.

b)I look forward to meeting you on 19 June.

c)I will be on a short visit to Sophia in the middle of June and would be delighted to attend your festivity.

d)We are planning to depart from Sophia on Fin Air Flight 75 for St. Petersburg.

e)We thank you very much for your kind invitation to the reception on the occasion of the 50th anniversary of your plant at the Plaza Hotel on 20 June.

3)a) I have received your letter of 1 March informing us of your forthcoming visit to Kiev and requesting an appointment on 20 March.

b)I would be delighted to meet you, but unfortunately I will not be able to see you.

c)I hope to hear from you soon.

d)Could you offer an alternative date?

e)I have already made arrangements to attend an exhibition in Brussels which cannot be cancelled.

4)a) Unfortunately, we are unable to offer you any accommodation and conference rooms at our hotel at the beginning of October.

b)Can we offer you alternative accommodation?

c)We have already reserved our available space for a large group of businessmen arriving to participate in the fair which is being held here from 1 to 10 March.

d)Thank you for your request of 27 April.

e)Please, advise.

Task 7. Sort out the sentences below and put them in order so as to get three thank-you letters to: a) colleagues for their hospitality during the business trip; b) another company for referring a customer; c) a customer for choosing the company’s service.

1)We are, of course, pleased to take on a new client.

2)Be assured that we will continue to make every effort to live up to your expectations.

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3)I would say that we spent an extremely interesting time, and I believe the discussions were of great value to the development of co-operation between our two organizations.

4)I am sure we can come to some worthwhile agreements.

5)Again, we thank you for being able to provide our service to you, and will be looking forward to serving you in the near future.

6)I thank you once again.

7)Thank you for referring Natalie Slate to us.

8)I very much appreciated your kindness and that of Mr. Donaldson in showing me round the new plant.

9)The opportunity to meet yourself and your directors is something I had long looked forward to and I can only hope now that one day I may be able to receive a visit here from you.

10)You may be surprised to find out just how economical this service can be.

11)Thank you for choosing our company to deliver your air freight to Lisbon.

12)We thought you might be interested in knowing that we can make deliveries anywhere in the world and most of our overseas deliveries can be made overnight, directly to the address of the recipient.

13)Back now in my country I wish to thank you most warmly for your excellent hospitality extended to me.

14)While the cost for this service will vary depending on the ultimate destination of your package, our prices are highly competitive.

15)But even more, we appreciate your confidence in our legal services and your willingness to communicate this confidence to others.

Task 8. Write three letters concerning an invitation to a meeting or event.

A) A letter to a business contact to invite them to a meeting or event. Prepare the situation, real or imaginary, using the questions below.

What is your company’s business? What products/services do you offer?

What kind of meeting/event are you going to organise? What is the agenda/reason?

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Who is the person that you are inviting?

Why would they be interested and want to come?

Do they need to prepare or bring anything?

What are the details? (date, time, place, etc.)

Are there any other practical details like lunch, refreshments, etc.?

Do you want them to reply by a certain date to tell you if they can come?

B) Exchange letters with your partner. Reply by fax to the letter you receive. Some ideas are given below, but you may adapt and change them as you wish.

Thank them for their letter.

Agree that the meeting is important.

Say that the time is not good for you, and suggest an alternative.

Apologise for any inconvenience caused (if appropriate).

Say that you will call them to finalise the arrangements.

Respond to any other points in the letter you received.

C) Exchange your faxes and reply by e-mail to the fax you receive.

Confirm that the new time is fine.

Say that you look forward to their call (where you can finalise the arrangements).

Close in a friendly way.

Task 9. Write the initial letter of reservation to which the confirmation below is

the reply.

Dear Miss Moon

We hereby confirm that a single room has been booked for Mr Henry Thatcher from 10th to 13th May of this year at the

Hilton Minneapolis

1001 Marquette Avenue South,

Minneapolis, Minnesota 55403-2440, USA

The hotel made the reservation as a guaranteed booking, which means that if Mr Thatcher arrives late, no problem will ensure. The price of $110/night for a single room

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includes a breakfast buffet. If Mr Thatcher requires garage parking, please inform us by telephone.

Yours truly

Leanna Hamilton

Task 10. You want to organise a seminar for 12 senior managers. Study the advertisement and write a fax booking rooms in the hotel. Some ideas are given below, but adapt and change them as you wish.

Sarsfield Bridge Inn, Limerick, Ireland

Bright, comfortable and relaxing, with excellent views of the majestic River Shannon

All of the guest rooms are comfortable and nicely equipped to give a feeling of being at home while you are away. The hotel also has a variety of facilities and services

that are sure to meet the needs of both business and leisure travellers.

Rates B&B (Breakfast Plain Continental, self service)

Single £25.00 Sharing £17.50 Group Rate £15.00 per person sharing For Reservations Tel: [phone] Fax: [phone]

e-mail: [e-mail]

write how you found out about the hotel;

tell them the dates you want;

give them the details of guests and kinds of rooms they require;

ask about other facilities they will need (a conference room, Internet access, a flipchart, an OHP, etc.).

Task 11. Study the information about the PA Specialist Forum and write a letter inviting your friend or colleague to it.

The PA Specialist Forum

is an opportunity for you to ‘network’ with other p eople in your profession.

∙Dates: July 24-26

∙Place: The Business Support Centre, 25 Weldon Road, Basingham

∙Target audience: senior secretarial staff working in specialist areas, including banking, accountancy, stockbroking and financial services.

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