Business Communication by Edwards 2012
.pdf
Course by Natalie M. Edwards
PhD in Education (2010) Msc. in Foreign Language U.S. Equivalency Certificate
World Education Services Inc (WES) New York March 2004
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Natalie M. Edwards 2012 |
Business Letter
A business letter is a
letter written in formal
language (English),
usually used when writing
from one business
organization to another,
or for correspondence
between such
organizations and their
customers, clients and
other external parties.
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Stages in Establishing
Business
Business contract: relationship
Business negotiations: interactions
Business correspondence: starting point
Business correspondence (BC) is the first step within the whole process of partner-to-partner interactions, where the purpose is to establish dependable long-term business links or relationship.
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BC: Basic Principles
BC serves to reach an agreement between the sides of various national backgrounds. Therefore, it should be understandable through its universal character acceptable by all, irrespective of the origin:
formal character
stereotype character
single meaning
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BC Principles: Formal
Character
BC written outlay is logic and expressively reserved
no emotional expressions
(high reputation instead of great or brilliant)
stylistically neutral lexis and simple grammar (is under progress instead of we are fulfilling)
many accepted abbreviations and Latin borrowings are possible (UNO, NATO, EU, e- learning/government, trade, VS., etc.)
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BC Principles: Stereotype
Character
standard clichés are used (Dear Sirs, sincerely yours, as stated, the above)
company-form based letters and papers
repetitive nature of the terms used (however, in that case, further details, we appreciate)
time-saving tools: one-line-long sentences, short phrases, simple tenses
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BC Principles: Single meaning
Different meanings are not acceptable: single meaning terms are used, e.g. предложение:
offer (предложение товаров или услуг)
proposal (проектное предложение, в виде
заявки)
proposition (предложение-суждение или
утверждение)
suggestion (предложение-высказывание, идея)
demand (supply and demand – спрос и
предложение)
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BC Principles: Single meaning
Single meaning for определять:
Define – определять/задавать характеристики (to define the alloy temperature)
Detect/Identify – определять/обнаруживать, выявлять (to detect hybrid cells, to identify new tropical species)
Estimate – определять/рассчитывать, оценивать (to estimate the real cost)
Test – определять физические свойства (to test material solidity)
Determine – определять /обуславливать (to determine the terms of delivery)
Locate – определять местонахождение (to locate the array coordinates)
Fix – определять / устанавливать дату, меру наказания (to fix the appointment)
Specify - определять / функции, обязательства, правила игры
(to specify the contract terms and conditions)
Appoint - определять / на службу, обучение (to appoint to school)
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BC: Conclusion on Basics
B. letter is a legal document
BC covers 10-15 standard business or typical commerce situations: invitations, offers, conflict-solving, requests, etc.
BC reflects the Sender’s image: competency, cultural level and reputation in the business world
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Business Letter: Sample
LINDSEY & MATHEW
AGRICULTURE TOOLS Co.
34 A Standby Street Office 45A
Chicago, Ill 60611
Attn: Sales Group
March 21, 2010
Dear Sirs:
Re: Harvester Sales
We thank you for your letter of June 5th enclosing your latest leaflet of the new model of Harvester. We have decided to place a trial order with you for three Harvesters.
As for the delivery date we agree that they should be shipped 2 months after your confirmation of the order. Our forwarding agents will give you the dispatch and marking instructions in London.
Your Invoice should include c.i.f. St. Petersburg, and the amount of our credit is sufficient to cover this and your bank commission. Please let us know by fax when the machines have been dispatched
We will appreciate your early reply.
Truly yours,
Mr. Santos,
Buyer
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