There are some notes to help you with the new expressions.

I’ll pay you a visit means: I will visit you.

I’ll come back to you means: I’ll contact you (not I’ll visit you).

To keep the door open means: To make further contact possible.

I’ll drop you a line means: I will write to you.

Keep me in the picture means: Keep me informed.

4. PUTTING IT IN WRITING

1. You want to send a business letter but don’t know the rules how to do it, and whether it differs from a personal letter or not. Read the notes by Mrs. Anderson who has been working for 5 years as Sales Manager at the well-known company.

The layout of the business letter differs in some respects from that of the personal letter.

Not only the sender’s address is given (as in personal letter) but also the name and address of the person or organization to which the letter is being sent. This is written on the left-hand side of the page against the margin slightly lower than the date (which is on the opposite side). It should be the same as the name and address on the envelope.

A letter written to a man should be addressed to, for example, Mr.D.Smith or to D.Smith Esq. (Esquire). A letter to a woman, should be addressed to, for example, Mrs.C.Jones or Miss C.Jones. If you do not know the name of the person for whom your letter is intended you may address it directly to the company, e.g.:

The Branded Boot Co.Ltd.,

5 Rubberheel Road,

Wellingborough,

Northants,

England.

Co. and Ltd. are the usual abbreviations for Company and Limited. However it’s better to address your letter to some individual – The Managing Director, The Personal Manager, The Secretary, The Branch Manager, The Export Manager – followed by the name of the company.

If the person you are writing to is known to you, you should begin with, for example, Dear Mr.Thompson, Dear Mrs. Warren, etc. Otherwise you should begin Dear Sir(s), Dear Madam, or Gentlemen: (Am.). Note that Gentlemen is followed by a colon.

The body of the business letter usually includes: a) Reference, b) Information, c) Purpose, d) Conclusion.

You should begin your letter with a reference to a letter you have received, an advertisement you have seen, or an event which has prompted the writing of your letter.

e.g .: Thank you for your letter of May 3^rd. In your letter of January 13^th you inquire about …

It was a great pleasure to receive your letter of July 1^st that … I recently called your agent in this country to ask about … but he was unable to help me.

It is sometimes necessary to add some detailed information related to the reference, in a subsequent paragraph.

Purpose is the most important part of the letter, where you are expected to state clearly and concisely what you want and answer carefully and clearly all the questions that you have been asked.

Conclusion usually consists of some polite remark to round the letter off.

e.g.: I look (I am looking) forward to hearing from you soon.

I sincerely hope you will be able to help me in this matter.

I should greatly appreciate an early reply.

Please accept our sincere apologies for the trouble this mistake has caused you.

We apologize sincerely for the trouble caused to you, and will take all possible steps to ensure that such a mistake does not occur.

Then usually follows the complimentary close. If you begin your letter with Dear Sir(s) or Dear Madam you may end it with the words “Your faithfully”. If you address a person by name the words “Yours Sincerely” are preferable. There is a modern tendency however to use “Yours sincerely” even to people you have never met.

The signature: sign your name clearly, in full, as it should appear on the envelope of the letter addressed to you.

The connectives play an outstanding role in writing a business letter. They are used for better comprehension of the contents.

e.g.: Owing to, Unfortunately, However, We should be delighted, We do hope, It is possible that, We should be pleased, For this reason, We regret about, Taking into account that, Hopefully.

Дата добавления: 2015-10-31