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Business correspondence includes all kinds of commercial letters, inquiries, replies to inquiries, Letters of Credit (L\C), invoices, letters of Acknowledgement,
Lesson 8. Business correspondence.
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orders, Claim Letters, Adjustment Letters, letters of delivery, Collection Letters, offers, letters of Introduction, replies to those of mentioned above, etc.
Rules and traditions of correspondence vary in time but some basic principles of a commercial letter remain unchanged.
A private business letter is written by hand, each paragraph begins with an indented line. But if a letter is sent by an organization it is typed on the form of the organization. In this case it is not necessary to use indented lines.
A letter can be typed on the organization’s form. Any form has its letter – head printed typographically. The letter – head bears the name of organization or firm, sending this letter, its address, address for telegrams, telephone, telex, fax. If you do not use the form, write your address (as a sender) on the upper right side of the letter. Do not indicate your name here, it will follow your signature. Ukrainian names of foreign trade organizations are not translated into foreign languages. They are written with Latin letters using English transcription. Your telephone number may be written below.
The address of the recipient (inside address) is written on the left above. Lower, the name flat is written under which the number of the house, street, city or town, state or a country are indicated, the last element should be the country.
The salutation is written on the left (not in the centre).
The salutation “Dear Sir” is appropriate, when you write to a real person if you do not know him. If you know this person, you should write “Dear Mr Jones”, for example.
If the letter is addressed to a firm, the salutation should be “Dear Sirs”. In modern business correspondence it is needless to use any other forms of politeness.
In the subscription the expression “Yours faithfully” is usually used if you are not acquainted with the person(s) or “Yours sincerely” if you write to a man (a woman) whom you know at least by correspondence. In American English the above expressions are rarely used. More common are the expressions “Sincerely yours”, or simply “Sincerely”, and sometimes “Very truly yours”.
Lesson 8. Business correspondence.
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The heading may be written above the main text of the letter. The heading indicates short contents of the letter or its subject.
Letter of introduction.
4. Read and discuss:
If you are writing to your partner for the first time it would be polite to start your correspondence with introduction of your firm. First of all you have to describe your organization in short and to represent its aims and tasks in the sphere of international business activity. Then you may praise your firm or represent its advantages among the other firms. You can also send an advertising booklet representing your products and a sphere of activity. If you are not acquainted with your partner quite well it would be better to find out what kind of business activity this company represents and what possibilities of future co-operation you can get. At the end of the letter you should express your hopes for fruitful co-activity.
Words and phrases:
1. The ‘firm`s name’ is a research and consultancy organization with a worldwide membership.
‘назва фірми’ є дослідницькою і консультативною організацією з широким представництвом у всьому світі.
2. The ‘…..’ company was established to satisfy its members` needs in up-to-day quality information on …
Компанію ‘…’ було засновано для задоволення потреб її членів щодо сучасної і високоякісної інформації з …
3. As you may know, we are one of the largest firms in the country, producing ‘…’ as well as ‘…’.
Lesson 8. Business correspondence.
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Як вам можливо відомо, ми – одна з найбільших у країні фірм, що виробляють ‘…’, а також ‘…’.
4. Our firm is active in all areas of ‘field’.
Наша фірма активно діє у всіх сферах ‘галузь’.
5. It has been very successful in recent years in recent years in producing and selling ….
Вона досить успішно працювала в останні роки у виробництві і продажу ….
6. We pride ourselves on providing all our customers with the highest quality production and personalized service.
Ми пишаємося тим, що забезпечуємо всіх своїх клієнтів продукцією найвищої якості і персоналізованим обслуговуванням.
7. It is very interesting for us to introduce our firm and to learn about your company.
Ми дуже зацікавлені в тому, щоб представити нашу фірму і дізнатись детальніше про вашу компанію.
8. It would be most helpful to know in which fields you are particularly interested and whether you would like to receive regular information about our activity.
Нам би дуже хотілося дізнатись, в яких саме сферах діяльності ви зацікавлені і чи бажаєте ви регулярно отримувати інформацію про нашу діяльність.
9. We look forward to beginning the dialogue and then to expanding our increasingly beneficial relations.
Ми розраховуємо на початок діалогу і, згодом, на поступове розширення наших взаємовигідних стосунків.
10. I hope that the future will bring us closer collaboration.
Я сподіваюсь, що майбутньому ми матимемо більш тісну співпрацю.
11. We would welcome the opportunity to co-operate with you.
Ми вітаємо можливість співпраці з вами.
Lesson 8. Business correspondence.
---------------------------------------------------------------------------------------------------------------------. 5. Read and discuss the letter:
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Rewrite each extract in your own words. | | | Letter of Introduction of the Firm |