The layout and parts of a business letter

Written Communication

Part IV

VIII.

RSA Shorthand 100 wpm 1994

Experience:

1995 – 1996 Personal Secretary to

Marketing Manager

of Universal Toys in

Croydon

1996 Personal Assistant to

Finance Director

of EMF in Croydon

Interests: Squash, tennis,

reading, traveling

1. Read the conversation

Nick Armstrong is the Sales Director of Software Company. He is talking to his boss, John Brad.

N: Our sales have risen by ten per cent this quarter.

J: Do you think that’s good news?

N: Well, it’s better than last quarter.

J: Have you seen all the figures, Nick?

N: Yes, I have.

J: Have you studied them carefully?

N: Yes, of course, I have.

J: Then perhaps you’ve noticed that our main competitor has increased sales by a hundred per cent this quarter. How do you explain it?

N: Well, we’ve had some problems with our distributors and …

J: That isn’t an explanation. That’s an excuse.

N: Please, let me finish. I was going to …

J: For me, a twenty per cent increase at a time like this is very bad news.

N: Yes, I know. Sales have been disappointing, but it’s a good product. I think there are two reasons for poor sales.

J: Yes? What do you think the first reason is?

N: Our product isn’t very user-friendly. It takes too long to learn how to use it?

J: And what is the other reason?

N: The user manual is not clear enough. Not in the French translation, at least.

J: Hmm, I see. So, how do you think we can increase sales?

2. Focus your attention on the words and expressions you could use in business talks:

distributor – распространитель, оптовик

to increase sales by … per cent – увеличить сбыт на … процентов

main competitor – основной конкурент

to study the figures carefully – проанализировать цифровые данные

reason for – причина чего - либо

user-friendly – учитывающий возможности потребителя

user manual – руководство пользователя

3. Talk about the sales problems in your company.

Date (дата) The inside address (внутренний адрес- адрес получателя)   Salutation (обращение)   An opening (первый абзац письма) This says why you are writing.   The main message (содержание письма) This gives the details.   The close (заключительный абзац) This usually talks about the future.   Signature (подпись).

The date

Write the date in full, not just in figures.

Example: 10 October 2000

The inside address

Address the correspondence direct to the company's representative for whom it is intended, specify the company. After the name of the company the number of the house and the name of the street are given, then the name of the town, postcode and the country.

Example:

Mr. J. Brown

Sales Manager

Johnson and Smith Ltd

11 New Fetter Lane

London EC4P

England

The opening salutation and signature

Here are some ways to open a letter.

Dear Sirs – to a company Dear Sir – to a man if you do not know his name Dear Madam – to a woman if you do not know her name Dear Mr. Brown – to a man Dear Mrs Brown – to a married woman Dear Miss Brown – to an unmarried woman Dear Ms Brown – to a woman if you don't know whether she is married or not. Dear Peter – to a friend or someone you know well

The way you close a letter depends on how you open it.

Dear Sirs / Sir / Madam – Yours faithfully Dear Mr / Mrs / Miss / Ms Brown – Yours sincerely Dear Peter – Best wishes

The opening

Here are some ways to begin a letter.

We are writing to enquire about … We are writing in connection with … We are interested in … and we would like to know …

Example:

We are interested in buying your cars and we would like to know the prices.

Мы заинтересованы в покупке ваших автомобилей и хотели бы узнать цены.

If you are answering a letter, you can start:

Thank you for your letter of (date), We have received your letter of (date),

asking if … enquiring about … enclosing … concerning …

Example:

Thank you for your letter of 15 December enclosing your new price list.

Спасибо за ваше письмо от 15 декабря, к которому вы прилагаете новый прейскурант.

The close

Here are some ways to end a letter

I look forward to receiving your reply / order / products / etc. Looking forward to hearing from you

If you gave some information in the letter, you can close:

I hope that this information will help you. Please do not hesitate to contact me if you need any further information.

Example:

We look forward to receiving your order. Please do not hesitate to contact us if you need any further information.

С нетерпением ждем получения заказа от вас. Непременно свяжитесь с нами, если вам потребуется дополнительная информация.

Дата добавления: 2015-01-03