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Normally, if you know the person that you are writing to and have met the reader socially, you will want to make your letter less formal and more friendly. Less formal letters often have a different structure from formal business letters.
Dear Mr/Mrs/Miss/Ms...
An opening
This mentions your feelings about the last contact you had with each other.
The main message
This says why you are writing and gives the details.
The close
This talks about the future and often mentions some personal information.
Yours sincerely/Best wishes
10.1. The opening.
a. Here are some ways to open a less formal letter.
Thank you for your letter/telephone call/telex.
It was a pleasure to meet you at/on…
| It was good to | see you again at/on … | hear from you again |
It was a pity that we did not have more time to talk at/on...
I am sorry that I missed you when you visited my office.
b. After each phrase you can give more details about what you said – or could not say – to each other. Like this:
Thank you for your letter. It was very interesting to hear about the new developments in Newtech Ltd.
It was a pity that I missed you when you visited my office last week. I would have liked to have heard all your news.
It was a pleasure to have dinner with you last Thursday. I think we had a very useful discussion.
It was good to talk to you on the telephone today. I was sorry to hear that you had not been well.
Thank you for your telex. I was pleased to hear that you will be coming to visit us next month.
Note: Prepositions of time AT, ON, IN
| AT | – times of the clock: at half past two, at 2.45 p.m. – points in time: at the weekend, at the beginning of May – religious festivals: at Christmas, at Easter |
| ON | – days: on Wednesday(s), on Christmas Day – dates: on 1st April |
| IN | – parts of the day: in (the) morning(s), (the) afternoon(s) – months: in June, in August – seasons: in (the) winter, in (the) spring – years: in 1994 |
10.2. The close.
a. Less formal letters often close by mentioning personal.
For example: I look forward to seeing you again next time I am in England.
If ever you are in Moscow, please do not hesitate to call me.
b. Sometimes, you can mention somebody that you both know:
Please give my regards to Peter Smith.
Please pass on my best wishes to Mr.Loveday. I hope that she has now recovered from the flu.
Note: Be careful not to confuse the two questions with 'like':
| Would you like | something to do something | – Invitation |
| Do you like | something doing something | – A question about things you enjoy |
Ideas in writing can be connected in three different ways:
1. By using a conjunction
TIME – before, after, while, when, and
REASON – because, so that, and, such a...that
CONTRAST – but, although
e.g. I called her back so that I could confirm some details. The goods were repacked while we were very busy.
2. By using a linking adverbial phrase (often starting a new sentence):
TIME – before that, after that, and then, during this time
REASON – because of this, this is why, as a result, consequently
CONTRAST – nevertheless, however
e.g. I wanted to confirm some details. That is why I called her back. The goods were repacked on Monday. During this time I was busy.
3. By using a preposition:
TIME – before, after, during
REASON – because of, due to
CONTRAST – in spite of
e.g. I called her back because of the need to confirm some details. The goods were repacked during a very busy time.
PRACTICE
1. Group the following expressions according to the part of the letter they mark – opening, body of the letter, closing:
We look forward to…, We are interested in…, This letter is to inform you that…, We wish to inform you that…, We thank you for your letter dated…, To your regret we shall have to…, Please could you…, At your request we send you…, Your prompt reply would be appreciated….
2. Fill in the table with the appropriate expressions given below:
| Структурные МКС | Эмоционально-оценочные МКС | Интенциональные МКС | Аргументирующие МКС | Контактные МКС |
| We look forward to… | I regret to inform you that… | Thank you for your letter of… | This is owing to … | Dear Sirs… |
This is owing to…, I regret to inform you that…, This is because of …, I am delighted to inform you that…, We would be pleased to receive…, Dear Mrs. Jones…, We refer to your advertisement in…, We require…, We are writing to inform you…, To the attention of…, We must apologise for….
3. Group the following expressions into two columns according to the information they present – positive or negative:
I sincerely regret that…, Please accept our apologies for…, We thank you for your invitation.., We are sincerely happy to join you…, It is a great pleasure to receive your letter of…, I very much appreciate having a reply from you…, I send you my best wishes and kind regards…, Unless you… we will have to…, If your company do not… I will be forced to….
4. Match the expressions in English with their Russian equivalents:
| 1. We have the honour to invite you… 2. Allow us to invite you… 3. It would give us a great pleasure if you could visit… 4. We would like to invite you to… 5. Many thanks for your invitation… 6. We would be grateful if you could visit… 7. We thank you for your invitation… 8. We are pleased to accept your invitation… 9. We regret we cannot accept… 10. We are very grateful for your kind invitation… 11. Unfortunately we are not able to accept your invitation… | а. Большое спасибо за ваше приглашение… б. К сожалению, мы не можем принять Ваше приглашение… в. Приглашаем Вас… г. Имеем честь пригласить Вас… д. Разрешите пригласить Вас… е. К сожалению, мы не сможем принять… ж. Мы были бы признательны, если бы Вы смогли посетить… з. Нам было бы очень приятно, если бы Вы смогли посетить… и. Мы очень признательны за Ваше любезное приглашение… к. Благодарим за Ваше приглашение… л. Нам приятно принять Ваше приглашение… |
5. Give English equivalents instead of the Russian word combinations in brackets:
1. (В ответ на) your letter of 2nd May this year we would like to inform you that the date of negotiations you offer is acceptable.
2. (Рады) to tell you that we have reserved the accommodation as you have requested.
3. (По Вашей просьбе) we are sending you the details of the alternations in engine model TX-34.
4. (Ссылаясь на) your letter I would like to inform you that I have to postpone my visit to Moscow due to personal circumstances.
5. (В дополнение к) our letter of 3 April we are sending you a copy of registration form.
6. With reference to the (запрос от) 4 July we would like to inform you that the delivery schedule is being considered by our Forwarding Agent.
6. Match the phrases with the intentions they express:
| 1.We are glad to inform you… 2. We thank you for your letter of… 3. We regret to inform you… 4. Please accept our apologies for… 5. Referring to your letter… 6. We confirm our consent to the alternations… 7. We would ask (request) you to… 8. May I wish you success in… 9. We are ready to accept your offer… 10. We are interested in… 11. I am writing to complain about… 12. We are pleased with the terms of payment… | А. Выражение извинения Б. Выражение благодарности В. Выражение удовлетворенности Г. Выражение сожаления Д. Ссылка на предыдущую переписку Е. Выражение просьбы Ж. Подтверждение предыдущей договоренности З. Сообщение хороших новостей И. Выражение заинтересованности К. Поздравление Л. Жалоба М. Выражение готовности к действию |
7. Here are some ways to begin a request letter:
We are writing to enquire about…
We are writing in connection with…
We are interested in… and we like to know…
How would you start these letters?
– You want to know the prices of some filing cabinets.
– You saw an advertisement in a newspaper and you want further information.
– You want to know if the company you are writing to organizes business tours to America.
8. You can start a response letter:
Thank you for your letter of (date) concerning/asking if…
We have received your letter of (date) enquiring about/enclosing…
How would you start your reply in these situations?
– A company wrote to you on 19 June. They wanted to know if you sell fax-machines.
– A woman wrote to you on 20 April. She wanted employment with your company. She also sent her curriculum vitae.
– A company sent you a telex on 8 September. They wanted to know if you were going to the marketing conference in Moscow.
– A lady telephoned you this morning. She wanted to know if her credit No. 1567 had arrived.
10. Here are some ways to give good/bad news:
GOOD NEWS. I am pleased/delighted/happy to tell/inform/advise you that…
BAD NEWS. I regret/advise to tell/inform/advise you that…
Complete these sentences using phrases for giving good/bad news:
1) _______________________ your order for some photocopiers, _____________________ we had to increase the price.
2) ________________________ your application for a post as an accountant, _________________________ that we would like you to start work as soon as possible.
3) __________________________ your application for a post as a receptionist. _________________________ you were not successful.
4) ________________________ our telephone conversation this morning. ______________________ that your car is not ready for you to collect.
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