Megasoft ltd

46 HIGH STREET, WOLVERHAMPTON, WEST MIDLANDS(1)

HIGGINS AND BROWNS BROOKDALE LANCASHIRE

Ref: DG (3) September 25^th, 2011 (2)

Dear Sir, (4)

We would like to introduce ourselves as a manufacturer of software with machines currently used in your firm.

We specialise particularly in spreadsheet packages. Our firm has established a reliable reputation in this field over the past years, all over Switzerland, and we feel that we should like to extend our activities to a more European market.

(5)

Please find enclosed a pamphlet giving details of our range of software products and services. Should you require any further information, we should be only too pleased to

supply the necessary details.

Looking forward to working with your firm in the near future. (6)

Yours faithfully (7)

David Graveney

David Graveney (8) Sales manager

Encl.: pamphlet (9)

T. Sender’s address:

This is normally printed on the paper. On non-headed paper the address WITHOUT the name of the sender is typed out.

2. Date: various possibilities

InEnglandIn USA

28^thDecember, 2009 December 28, 2009

1 ^st April, 2008 April 1, 2008

28.12.2009 12/28/2009

3. Reference: This is usually an internal reference for filing purposes.

4. Salutation: This must agree with the address and closing:

a) If you don’t have a contact name:	Dear Sir(s)	Yours faithfully
	Dear Madam (s)	Yours truly

b) If you know the name: Dear Mr Jones (men) Yours sincerely

Dear Miss Jones (unmarried women) Yours truly

Dear Mrs Jones (married women)

Dear Ms Jones (married/unmarried women

5. Body of the letter: Expressions to use

This is the most important part of the letter, and may not contain all elements listed below.

T. To make the first contact

We would like to introduce…

I am writing to / inform you/ apply for / request …

b) To respond with a reference

With reference to ….

c) To answer a letter

Thank you for… I thank you for your letter of 1 July… We were pleased to ….

d) To confirm a telephone call

Further to our telephone conversation

e) For requesting

I would be grateful if… I would appreciate it if … Could you please….

f) for making excuses

	I regret that…	I am sorry…
I am afraid that…	I apologise for..
g)	for enclosing documents
	Please find attached…	Please find enclosed…

h) For confirming

I am pleased to confirm that… I confirm that… This is to confirm that…

6. Ending the letter:

In English we use very simple and succinct formulas for ending a letter.

Looking forward to …… I look forward to… I am sure that… I hope…

7. The close formulae:

This depends on the salutation (see salutation). We use no commas or points here.

8. Signature: Here we need 3 items:

The signature; the typed out name (it appears nowhere else!); and the title of the person in the company.

If someone signs the letter on behalf of someone else the initials p.p. (per pro) should be used before

the name to indicate this.

9. Enclosure: If there is an enclosure, we write the word: “Encl.” On the bottom left hand corner with a short description of the object.

EXERCISE 1.1. Complete this letter according to the prompt given in brackets:

RAINBOW TRAINING INSTITUTE J. Fisher

53 Bradburn Close The Personnel Manager Muswell Hill DJ Banking Corp. London N10 IPJ 54 Smithson Ave.

London E17 6TY

Re: International Sales Workshop 5 May

Dear Ms Fisher

20^thFebruary 1999

(explaining the reason for writing) about the above mentioned workshop. Unfortunately we have had to cancel it. However, we can include your staff in the July 8 workshop instead if this is convenient.

(apologising) we were unable to inform you of this change earlier, and I hope you will be able to attend at this date.

(requesting) you let me know as soon as possible the names of your staff who will be attending.

(ending) your staff will find the workshop both useful and informative.

Yours(closing)

T. Reading T Reading Training Manager

РАЗДЕЛ 2

E-MAIL WRITING

EXERCISE 2.1. Read the information below. Then match the sentences (a-1) to their descriptions.

Missing out words is common in emails and informal speech. It happens where the people know each other very well and the situation is relaxed and friendly. The meaning is clear from the context so the full grammatical form is not necessary.

a) (That's a) good idea! g) Just read (the) email about relocation.

b) (Did you) get my last email? h) Your suggestion (is) good, but needs clarification.

c) (1) think your idea -is great. i) (Are you) coming with us on Friday?

d) (It) sounds like fun! j) (I) hope you're well.

e) (I am) looking forward to seeing you. k) (It's a) pity we missed you yesterday.

f) (I'll) speak to you later. 1) Next week (would be) better than this week.

1 The subject T can be left out, especially with mental verbs like hope, think etc...... /

2 In a question, the subject 'you' and the auxiliary can be left out. /

3 The subject T and the auxiliary (be, have, will) can be left out. /

4 The words 'That' or 'It' can be left out, often with a form of 'be' as well. / /

5 A form of 'be' can be left out on its own.. /

6 The word 'the' can occasionally be left out.

EXERCISE 2.2. Put the missing words back into the email below.

Great evening, wasn't it! Really enjoyed the meal, and nice to see Mary and Roger again. Had a chance to

speak to Lucy yet? Don't worry if you haven't, will be seeing her tomorrow.

About next week - film you suggested sounds great. Been talking to some colleagues at work about it. Not

sure about the day, though. Tuesday might be difficult. Perhaps Wednesday better? Let me know.

Going to my parents at weekend - looking forward to it. They live in Chichester. Ever been there?

Sometime soon we need to talk about holiday plans for next summer. Things still a bit uncertain at work.

Might be possible to take two weeks off in July, but can't be sure. Three weeks impossible. A pity.

Anyway, got to go now. Hope you're well. See you next week.

EXERCISE 2.3 Match the abbreviations (1-4) with the meanings (a-d).

1 i.e. (id est)...... a) I am going to give an example.

2 e.g. (exempli gratia)........... b) I am going to explain what I mean using different words.

3 NB (nota bene).................. c) I am adding some information at the end that I forgot.

4 PS (postscript)................... d) I want you to give special attention to this next point.

EXERCISE 2.4. First, read the information about abbreviated forms. Then write out the emails in full.

In some emails you can find very abbreviated forms. The writer wants to write very quickly and the meaning is clear from the context. There are three techniques:

1 using a letter to stand for a sound ('c' = see)

2 making a short form of a common word ('yr' = your)

3 writing the first letters of a well-known phrase ('asap' = as soon as possible).

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