Деловое письмо_печать

Структура делового письма

Деловые письма пишутся по установленной форме на отпечатанных типографским способом бланках.

1. Заголовок. Заголовок чаше всего печатается на бланках типографским способом и содержит название организации или фирмы, от которой исходит письмо, её адрес, номера телефонов, название кодов и другие данные. Названия всесоюзных внешнеторговых организаций пишутся латинским шрифтом, например: Sojuzexport

2. Дата. Наиболее распространенные способы написания дат следующие:

20^th May, 19.,. the twentieth of May, 19...

Читается

May 20, 19... May the twentieth, 19...

3. Адрес. Адрес получателя пишут на левой стороне письма в следующем порядке:

   1. наименование организации (или фамилия должностного лица);

   2. номер дома, название улицы;

   3. название города (с указанием почтового района или штата):

   4. название страны.

В заголовках и дате писем точка не ставится.

4. Вступительное обращение. Наиболее распространенными формами вступительного обращения являются:

Dear Sirs, Уважаемые господа!

Gentlemen: Господа! (форма, чаше употребляемая е США)

После вступительного обращения в Великобритании ставится запятая, в США — двоеточие.

5. Текст письма. Перед основным текстом часто дастся пояснение относительно его содержания, например:

   1. Re: (читается: regarding) Order No.... for Working Drawings

   2. About: Contract No. 2535/45

Re - сокращение латинского выражения in re - no делу». Оно означает «касательно» или «относительно».

3. Subject: Order for Pumps

В деловом письме не допускаются произвольные сокращения или изменения наименований советских и иностранных организаций, объединений или фирм. Например, нельзя Посольство Арабской Республики Египет именовать Египетским посольством. В тексте делового письма недопустимы также сокращенные грам­матические формы. Например, нельзя писать we shan't, we don't, it can't, it won't, well, etc.. а следует писать: we shall not, we do not, it cannot it will not, we shall (will), etc. С прописной буквы пишутся:

1) все слова в заголовках (кроме артиклей, предлогов и союзов), включая сокращения

2. слова, обозначающие государственную и национальную принадлежность (Soviet, English. French, etc.):

3. названия организаций, фирм, отделов, контор и т.д.;

4. географические названия;

5. названия месяцев и дней недели;

6. слова во вступительных обращениях;

7. первое слово в заключительной формуле вежливости;

8. названия документов и объектов.

   6. Заключительная формула вежливости. В качестве заключительной формулы вежливости обычно используются:

Yours faithfully

С уважением

Respectfully yours

Формулы Yours truly и Yours sincerely в деловой переписке, как правило, употребляются в США.

6. Подпись. После заключительной формулы (иногда) ставится запятая и затем подпись.

7. Приложение. Если в одном конверте с деловым письмом адресату посланы какие-либо материалы, например, спецификации, каталоги и т.п., на письме делается пометка Епсl., сокращение, принятое для слова Enclosure «приложение», которое ставится в нижнем левом углу письма, после подписи.

Study section

Lei's read this business letter and see its main pans.

AGRICO DENMARK

Структура делового письма 1

12. 3

When the subjects covered by a letter have been dealt with ii should be ended quite simply with the words "Yours faithfully" or "Yours sincerely".

If the letter begins with "Dear Sir", "Dear Sirs" or "Dear Madam" or "Gentlemen" ii will close with "Yours faithfully".

If it begins with "Dear Mr. Brown" or -"Dear Mrs. (Ms) Brown" it will close with "Yours sincerely".

Reference

At the beginning or sometimes at the end of the fetter, it is customary to place a reference to enable the earlier correspondence on the same subject to be traced easily. Sometimes these references are a set of figures, more usually they are the initials of the person dictating the letter. "SFS/lF"— is how they might appear.

Signature

The name of the signatory of the letter and his function should be typed underneath the signature (see the specimen letter).

Thinking over the message of the business letter remember that it should produce a favorable impression on your correspondent. It must be friendly, courteous, concise and clear.

The list of helpful phrases that follows will help you meet the requirements.

ПОЛЕЗНЫЕ ФРАЗЫ ДЛЯ СОСТАВЛЕНИЯ ПИСЬМА

Маке use of the following phrases

1. to acknowledge the receipt of the letter:

We have received you teller of (or dated) (the) 20th January

We acknowledge your teller of (or dated) (the) 22nd January

Please acknowledge receipt of the letter.

2. to refer to previous correspondence:

We refer to your cable of (the) 20th January. 1994.

We refer to your letter of the 20th December. 1993.

We refer to your cable of the same date.

We refer to the letter of today's date.

3. to open the letter

We write to inform you that...

In reply to you letter of...

In response to your telex ...

4. to request information:

We request you to inform us of....

We shall be grateful if you will inform us of…

We should be obliged if you would send your opinion of…

We should appreciate il if you would…

5. to give or to receive news:

I am pleased to inform you that. ..

We have pleasure in informing you that

We learn from...

We hove been informed that...

We regret to inform you that ...

We w rite to inform you...

6. to call attention to the enclosure:

Please find enclosed...

We enclose with the letter the cheque for. .

We are pleased to send you under separate cover..

We attach a copy of…for your information...

7. to apologize:

Please accept my apologies for the delay of...

I 'm sorry not to have replied to ...

8. to express gratitude:

We thank you for your enquiry of...

We owe it to you that...

9. to confirm:

We confirm our request (information, telephone conversation).

We are sending you our confirmation of the order.

10. to express-opinion:

In my (our) opinion…

I think (consider) that..

What is your opinion of (about)...

11. Other helpful phrases and words:

In compliance with your request, order, proposal...

In accordance with..

Owing to .

Because of..

Due to the fact that...

12.

Hitherto - прежде, до сих пop

Hereafter - в будущем

Hereby we give you notice - настоящим извещаем Вас ...

Hereto - к этому, к тому

Herewith - при сем; настоящим, посредством того

Herein - в этом письме

Remember that the salutation and complimentary close should correspond to the style of your letter. The table below will help you choose the appropriate variant.

The inside address	Salutation	Complimentary close
Messrs A. Collins & Co, Ltd	Dear Sirs, Gentlemen (the U.S.) very formal	Yours faithfully,... Years truly,…
Mr. A. Collins	Dear Sir, very formal	Yours faithfully,.... Yours (very) truly,...
Mr. A. Collins	Dear Mr. Collins less formal	Yours sincerely,,…
Mrs. B. Collins Miss C. Collins	Dear Madam, (to married and «married women) very formal	Yours faithfully,... Yours (very) truly,...
Mrs. B. Collins Miss C. Collins	Dear Mrs. Collins Dear Miss Collins less formal	Yours sincerely,... Yours very sincerely,...

LETTER WRITING PRACTICE

Exercise 1

Business letters 1

Choosing from the north in the box, label the parts of the letter.

The first has been done for you.

date main paragraph letterhead

references salutation introductory paragraph

concluding paragraph recipient's address (sender's) address

(typed) signature complimentary ending enclosures

position/ title signature

1. WIDGETRY LTD

6 Pine Estate. Westhornet, Bedfordshire, UB18 22BC.

2. Telephone [phone] Telex X238WID Fax [phone]

Michael Scott, Sales Manager, Smith and Brown pic.

3. Napier House,

North Molton Street,

Oxbridge OB84 9TD.

4. Yourref.MS/WID/IS/88

Ourref.ST/MN/10/88

5. 31 January 19__

6. Dear Mr. Scott.

7. Thank you for your letter of 20 January, explaining that the super widgets.

catalogue reference X-3908, are no longer available but that ST-1432.

made to the same specifications but using a slightly different alloy, are now available instead.

Before I place a firm order I should like to see samples of the new super widgets. If the replacement is as good as you say it is. I shall certainly wish to reinstate the original order, but placing an order for the new Items.

8. Apart from anything else, I should prefer to continue to deal with Smith and Brown, whose service has always been satisfactory in the past. But you will understand that I must safeguard Widgetry's interests and make sure that the quality is good.

9. I would, therefore, be grateful if you could let me have a sample as soon as possible.

10. Yours sincerely,

12. Simon Thomas

13. Production Manager

14. Enc.

Exercise 1

Business letters 2

This second letter has been revised so many times by Mr. Thomos that it has

become all mixed up and hit word processor has failed to reorganize it Arrange

the letter so that everything is in the right place. The first point in the letter is:

(2) WIDGETRY LTD

1. Simon Thomas

2. WIDGETRYLTD

3. 6 Pine Estate, Westhornti, Bedfordshire, UB 18 22BC

Telephone [phone] Telex X238WID Fax [phone]

4. I look forward to hearing from you.

5. Your ref. MSAVD/22/88

Ourref.JB/MS/48/88

6. Yours sincerely,

7. James Bowers. Sales Manager,

Electroscan Ltd, Orchard Road Estate,

Oxbridge UB8410SF.

8. Production Manager

9. Thank you for your letter. I am afraid that we have a problem with your order.

10. 6 June 19__

11. Unfortunately, the manufacturers of the part you wish to order have advised us that they cannot supply it until September. Would you prefer us to supply a substitute, or would you rather was until the original pens are again available?

12. Dear Mr. Bowers

Структура делового письма 1

12. 3

If you agree to the changes, please sign the agreement and send it by return mail.

Yours sincerely

Brent Forwarding Company

10 Bond Street

Sydney

Australia

Dear Ms T. Trilling

Your Ref:

Our Ref:

MALTA SHIPPING COMPANY MALТА

Telex: 39676 marsh Fax: [phone]

Telephone: [phone]

Re: Agreement 056/3559

Mr. Starros Papesku

President

Encl.

19 July 19...

Enclosed is the Modification Agreement that we discussed during your stay in Malta in June.

Exercise 4

GUIDED LETTER WRITING

Parties

Mr. W. Baker Mr. N. Kainashi

Sales Manager Export Department

Tools Lid. Wichinata

Addresses

553 Broad Street 64 Market Square

Harrisburg PA Singapore 1

17285 USA

1. Mr. W. Baker is sending Mr. N. Kainashi an order for spare part.

He informs his partner of it in a covering letter. Help Mr. W. Baker to

write the letter.

2. Do not forget to mention that the order is duly signed.

3. Your letter must contain the necessary framing elements.

Letter writing practice

Exercise 1 Write a covering letter to NTG Industries suiting the draft contract as enclosure.

NTG is an English firm located in Edinburgh, Mortimer Street, 101. Ask the firm to consider the draft and to make the necessary alterations.

Exercise 2 You are sending samples of cotton fabrics to Alexiou Textile Company in Greece. The company's address is 162 Omonia Square. Athens. Write a covering letter.

Exercise 5

Parties

Q. Simonov T. Gupta

General Director Manager

Russian Hotel Gopal Traders Ltd

Addresses

36 Pokrovsky Blvd. 23 Chittaranijan Road

Moscow 118306 Madras

Russian Federation India

Russian Hotel has orders for Indian spices and nuts from several first-class hotels in Moscow. Write an enquiry for Russian Hotel to Gopal Traders Ltd. of India along these lines:

1. Introduce your firm. Russian Hotel is a trading organisation engaged in importing different products (often foodstuffs) for their client including a number of first-class hotels in Moscow.

2. Say that you wish to know what kinds of spices and nuts Go­pal Traders Ltd. have to offer.

3. Ask the Indian firm to send you some brochures and price lists.

4. Express hope in establishing close business relations with the firm.

5. Do not forget to properly sign your letter.

Exercise 6

Parties

Mr. G. Brentsin Mr. R. Stone

Manager Manager

Pencil Group Ltd. Fortune Estate Ltd.

Addresses

157 Patpong Road 12 Junction Mews

Bangkok Sales place

Thailand London W2 IPN

United Kingdom

Pencil Group Ltd. plans to open an office in London. Help Mr. G. В rents in to write a request to Fortune Estate Ltd. Here are some suggestions:

FAX Dale 09/02/98 .

N umber оf pages including coversheet

TO: Simon Clark From: Richard Shark

GLSP Corporation Concord International

Phone [phone] Phone [phone]b 65

Fax Phone [phone] Fax Phone [phone]b 65

CC:

REMARKS: Urgent For your review Reply ASAP Please Conmen

Dear Mr. Clark.

Thank you for your fax dated 11.02.98

Concerning our mutual project I would like to obtain more information regarding your company's ISO 9000 certification: Accreditation Body, date of accreditation, registration number. Your prompt response will be appreciated.

I hope for a fruitful cooperation.

Yours sincerely.

Richard Shark

Deputy General Director

Letters Message	letter 1	letter 2	letter 3	letter'%
Exercise 7 Think over and write four business letters, considering the basic rules and the requirements given below.

Acknowledge the receipt of...	the letter of...	the cable dated...	the telex of...	he invitation da­ted ...
Thank your correspondent for...	the information about...	the request for the draft-documents	the proposal to negotiate a loan of money for ...	the invitation to attend the meeting of...
Express your opinion of...	the adequacy of the information about...	the possibility of introducing changes into the- d raft-documents	the consequences of...	the expedience of accepting or turning down the invitation …
Inquire about your correspondent's opinion about	further details of relevant information ...	the terms of payment, interest rate, the expiry date...	the redemption of the loan ...	the subject-metter of the meeting…
Offer your recommendations how to...	make use of the acquired information...	stipulate your right of claim	profit by the loan ...	contribute to the success of die meeting and settle the matter
(Once again) thank your correspondent for...	the duly received information...	the assistance and support in	competence and experience in	the arrangement of the meeting...
Give your promise to	extend cooperation with...	act in partnership with...	put up the loan	exercise pressure on the participants ...

Задания на контрольную работу «Деловое письмо»

Business Letter

Task 1

Give-the Russian equivalent of the Business Letter.

Sample 1

VALMET Valmet-KMWAB,

P.O. Box ICI4, S-651 Karlstad;

Sweden

KMW Telephone: [phone],

Telex: 66181 vide s,

Telefax: 54 18 15 77.

Your Ref:

Our Ref: NV/sk

3 November 19...

Collins Paper Supplies

7 Bond Street

Sydney

Australia

Dear Sirs

Finnish Valmet and Swedish KMW — two of the world's leading paper machine manufacturers have joined hands to form Valmet-KMW AB. A superb partnership in the area of tisane, board and pulp drying machines as well as the multilayer technique.

Comprehensive research facilities and product know-how, a wide range of experience and efficient production facilities arc some of the advantages which will directly benefit the r-customer. We aim to be equally effective with new- deliveries and with optimisation of existing equipment. Please find enclosed our new catalogues and do not hesitate to contact us at the above address.

Yours faithfully

Nils Vikstrom

President

Enclosure

Sample 2

OLYMPIA HEAVY INDUSTRIES,

LTD.

Your Ref:

Our Ref: TM/ng

5 July 19...

Asia Bank

23 Soi Saladaeng

Bangkok

Dear Sirs

Olympia today is one of the largest internationally famous industrial and financial groups in the USA.

Olympia Heavy Industries, Ltd. is America's leading manufacturer of ships and material handling equipment, construction machinery, iron and steel making equipment, presses, chemical plants, speed variators and reducers, prime movers and steel structures and bridges as well as many other kinds of machinery and equipment for various industries.

Olympia Heavy Industries. Ltd. at present has modem manufacturing facilities in seven states of the USA, each specialised in the manufacture of different products, in order to give you an Idea of the capacity of out organisation, we are enclosing our comprehensive illustrated brochure. Yours faithfully

Tony Merchant President

Enclosure

Task 2

Are these addresses correct?

What changes should be made?

Give the proper variant

Mathews & Wilson Chicago, I Lin. 1562

Ladies’ Clothing 21 Conduit Street

General Manager W. & T. Avery Limited

75 High Street Mr. Simpson

Glasgow 411563

Scotland

W 13

Task 3

Rewrite the letter frame.

Name the elements circled.

1

2

3

7

8

9 9

10 10

11

Структура делового письма 1

12. 3

4. C.O.D.-

5. f.o.t-

6. &-

7. Ltd.-

Task 5

Guided letter writing.

Parties

Mr. Paolo Barblere Mr. V. Fadin

Export Manager Department of foreign

Economic relations

ENTI Group Machine-building

plant

Addresses

117 Via Veneto 36 Mir Avenue

Rome Irkutsk

Italy Russian Federation

The representative of the Russian firm Mr. V. Fadin receives a letter from Mr. Paolo Barbiere and writes a reply in which he:

• acknowledges receipt of Mr. P. Barbiere’s notification of readiness;

• informs his partner that representative of there plant Mr. A. Ivanov will go to Italy to take part m the tests on 15 July.

Приложение 1

Список сокращений названий штатов,

используемых в почтовых индексах США

Alabama	AL	Алабама
Alaska	AK	Аляска
Arizona	AZ	Аризона
Arkansas	AR	Арканзас
California	CA	Калифорния
Colorado	CO	Колорадо
Connecticut	CT	Коннектикут
Delaware	DE	Делавэр
District of Colambia	DC	Округ Колумбия
Florida	PL	Флорида
Georgia	GA	Джорджия
Hawaii	III	Гавайи
Idaho	ID	Айдахо
Illinois	IL	Иллинойс
Indiana	IN	Индиана
Iowa Kansas	KS	Айова Канзас
Kentucky	KY	Кентукки
Louisiana	LA	Луизиана
Maine	ME	Мэн
Maryland	MD	Мэриленд
Massachusetts	MA	Массачусетс
Michigan	Ml	Мичиган
Minnesota	MN	Миннесота
Mississippi	MS	Миссисипи
Missouri	MO	Миссури
Montana	MT	Монтана
Nebraska	NE	Небраска
Nevada	NV	Невада
New Hampshire	NH	Нью-Хэмпшир
New Mexico	NM	Нью-Мексико
New York	NY	Нью-Йорк
North Carolina	NC	Северная Каролина
North Dacota	ND	Северная Дакота
Ohio	OH	Огайо
Oklahoma	OK	Оклахома
Oregon	OR	Орегон
Pennsylvania	PA	Пенсильвания
Rhode island	PI	Род-Айленд

South Carolina	SC	Южная Каролина
South Dacota	SD	Южная Дакота
Tennessee	NT	Теннеси
Texas	TX	Техас
Utah	UT	Юта
Vermont	XT	Вермонт
Virginia	VA	Вирджиния
Washington	WA	Вашингтон
West Virginia	WV	Западная Вирджиния
Wisconsin	WI	Висконсинг
Wyoming	WY	Вайоминг

Внимание: и некоторых новых деловых адресах после 5-цифрового потового индекса может стоять дополнительная комбинация цифр, которую следует указывать во всей корреспонденции.

Например:

Iowa State University Ames,

10 50011

University of Kansas Lawrence,

KS 66045-2140

Michigan State University

East Lansing, Ml 48824-1035

Учётные степени

В.A. Bachelor of Arts бакалавр гуманитарных наук

M.A. Master of Arts магистр гуманитарных наук

M.D. Doctor of Medicine доктор медицины

Ph.D. Doctor of Philosophy доктор философия

Адреса

Apt. apartment квартира

Ave. avenue авеню, проспект

Bldg. building здание, дом

Blvd. boulevard бульвар

Dr. drive проезд

Pkwy. parkway парковав дорога

PL. place 1. площадь, 2. небольшая улица, 3. имение

P.O. post-office почта

Rd. road дорога

Rwy, Ry railway железная дорога

Sq square площадь

St. street улица