Abbreviations

Abbreviations can be useful because they are quick to write and easy to read. But both parties need to know what the abbreviations stand for.

The abbreviations c.i.f. and f.o.b., for example, are recognized internationally as meaning cost, insurance, and freight and free on board. But can you be sure that your correspondent would know that o.n.o. means or nearest offer?

Some international organizations, e.g. NATO, are known in all countries by the same set of initials, but many are not, e.g. EEC (European Economic Community) and UNO (United Nations Organization). National organizations, e.g. CBI (Confederation of British Industry) and TUC (Trades Union Congress), are even less likely to be known by their initials in other countries. Note, for telephone purposes, that with a few exceptions (NATO is one of them) these abbreviations are not usually pronounced as a word, but as separate letters:/ti:ju:si:/not/tʌk/ (TUC).

If you are not absolutely certain that an abbreviation will be easily recognized, do not use it.

Redundant or deadwood words

Some word combinations might contain words that are redundant or deadwood in business letters. These are the ways of reducing them:

• 8:00 a.m. in the morning = 8:00 a.m.

• at this point of time = now

• both together = both

• bring to an end = end

• during the time that = while

• enclosed herein = enclosed

• for the month of July = for July

• for the purpose of = to

• for the sum of = for

• give an answer = to answer

• have an ability to = can

• hold a meeting = meet

· inform of the reason = tell why

· in spite of the fact that = although

· in the event that = if

· just exactly = exactly

· letter under date of = letter of

· make a decision = decide

· make a speech = speak

· make a recommendation = recom­mend

· make changes in = change on

· the occasion of = on send

· an answer = reply

· take action = act

· take into consideration = consider

· write your name = sign

Figures

We saw, that the use of figures instead of words for dates can create problems.

Numerical expressions can also cause confusion. For example, the decimal point in British and US usage is a full point rather than a comma as used in most continental European countries, so that an English or American person would write 4.255 where a French person would write 4,255 (which to an English person would mean four thousand two hundred and fifty-five).

If there is a possibility of confusion, therefore, write out the expression in both figures and words, e.g. £10,575.90 (ten thousand five hundred and seventy-five pounds, ninety pence).

(Conversely, be wary of the words billion and trillion which mean different things in the UK and USA. For a full treatment of numerical expressions, see Appendix 4 in the Oxford Advanced Learner's Dictionary.)

Prepositions

Special care should be taken when using prepositions. There is a big difference between The price has been increased to £15.00, The price has been increased by £15.00, and The price has been increased from £15.00.

Accuracy

Careless mistakes in a letter can create a bad impression on your reader. Spelling, punctuation, and grammar should all be checked carefully, but there are some other ways in which inaccuracy may spoil your letter.

Дата добавления: 2015-11-14