Материал: Business Communication and Correspondence Деловая коммуникация и коммерческая корреспонденция. Меркулова Н.В

Opening paragraph - Use one of the following to bring yourself to the attention of the reader and make clear what job you are applying for:

1.Summarize the opening

2.Name the opening

3.Request an opening

4.Question the availability of an opening

Middle paragraph(s) - Use one of the following in each of your middle paragraphs to provide the reader with plenty of reasons to invite you to an interview:

1.Education

2.Work experience

3.Ability to work with others and/or alone

4.Interest in your field

5.Interest in the company

6.Responsibilities in previous positions

Closing paragraph - Use the closing paragraph to ensure action on the part of the reader

The last paragraph needs to help ensure that action is taken. You can ask for an interview appointment time, stating that you will be happy to come to the employer's office when convenient. Make it easy for the reader to follow-up by providing your telephone number and email address.

Sincerely, Kenneth Beare Enclosure

Important Salutation Notes:

1 - Begin your cover letter by placing your address first, followed by the address of the company you are writing to.

2 - Use complete title and address; don't abbreviate.

3 - Always make an effort to write directly to the person in charge of hiring. 4 -Always sign letters.

Here is an example of a sample cover letter written in response to an advertisement in the newspaper. Before taking a look at the letter, here are some useful key phrases to use in your own cover letters.

Useful Key Phrases:

I am writing to you in response to your advertisement for...

As you can see from my enclosed resume, my experience and qualifications match this position's requirements.

I would like to point out... immediately upon his return.

During ...., I improved (furthered, extended, etc.) my knowledge of...,

I look forward to an opportunity to speak with you in person (OR to speak with you personally).

Example Cover Letter:

2520 Vista Avenue Olympia, Washington 98501

April 19, 2012

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Mr. Bob Trimm, Personnel Manager Importers Inc.

587 Lilly Road

Dear Mr. Trimm:

I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which appeared in the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and qualifications match this position's requirements.

I especially would like to point out that I graduated Cum Laude from The University of Tacoma and was hired directly upon graduation due to my expertise in port authority regulations.

During the four years that I worked for Shoreman and Co., I further deepened my knowledge of the fast changing regulatory laws in our state. My employer also thought highly enough of my abilities to promote me to head legal researcher after my first year of employment.

I look forward to an opportunity to personally discuss the position with you. I will call you within the next five days to arrange an interview.

Sincerely, Kenneth Beare. Enclosure: 3.

QUESTIONS:

1.What do you know about the business letter writing basics?

2.How to place an order?

3.How to make a claim?

4.What can you say about adjusting a claim?

5.Why do we need cover letters?

LECTURE 5: Business Letter Formats

1.Formatting Business Letters

2.Formatting Envelopes for Business Letters

3.Formatting Business Memos

4.Formatting Business Email

There are certain standards for formatting a business letter, though some variations are acceptable (for example between European and North American business letters). Here are some basic guidelines:

Use A4 (European) or 8.5 x 11 inch (North American) paper or letterhead

Use 2.5 cm or 1 inch margins on all four sides

Use a simple font such as Times New Roman or Arial

Use 10 to 12 point font

Use a comma after the salutation (Dear Mr Bond,)

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Lay out the letter so that it fits the paper appropriately

Single space within paragraphs

Double space between paragraphs

Double space between last sentence and closing (Sincerely, Best wishes)

Leave three to five spaces for a handwritten signature

cc: (meaning "copies to") comes after the typed name (if necessary)

enc: (meaning "enclosure") comes next (if necessary)

Fold in three (horizontally) before placing in the envelope

Use right ragged formatting (not justified on right side)

1.Formatting Business Letters

Block format is the most common format used in business today. With this format, nothing is centred. The sender's address, the recipient's address, the date and all new paragraphs begin at the left margin, like this:

This are other, slightly different ways of formatting a business letter, where for example paragraphs are indented or the date is typed on the right hand side. You can see examples of these in the sample letters.

2.Formatting Envelopes for Business Letters

It is best to type an envelope for a business letter.

Most word document programs contain an envelope labelling function to help

you.

All you need to do is indicate the size of envelope you are using and type the correct information in the appropriate fields, for example:

Ms. Maggie Jones

Angel Cosmetics Inc.

110 East 25th Street

New York

NY 10021

USA

3.Formatting Business Memos

Memos are short internal business letters, sent to other staff within the same company. A memo (or memorandum) may also be posted somewhere inside a company for all to see. Memos are becoming less common as electronic mail becomes more common. In contrast to letters, memos do not usually contain salutations or closings, and may be typed or hand-written. The text portion of the memo is generally in block format. Memos should include "From", "To", "Date", "Subject" and the message itself, like this:

[Company logo]

MEMORANDUM

From: [name or initials]

To: [name or initials]

Date:

Subject: [short description]

Message starts here...

4.Formatting Business Email

When using email in business, most of the guidelines for standard formatting in business letters apply. Here are a few differences:

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Choose a subject line that is simple and straightforward. Refrain from using key words that might cause an email to go into another person's trash box.

Repeat the subject line in the body of the email, beneath the salutation (as with a letter).

Use the "cc" address line to copy more than one person with your correspondence.

You can request a receipt for important letters. The system will automatically let you know when someone has opened your email.

Instead of a signature, include your typed name, and below it include your email address, business name and address, phone and fax number, and website if appropriate.

Remember that people often print out emails, so your own email address and the subject line would be lost if you had not included them in the body of the email.

Internal electronic mail may be formatted more like a memo than a formal letter.

QUESTIONS:

1.Speak about business letter formats.

2.What are the common rules for formatting business letters?

3.What are the common rules for formatting envelopes for business letters?

4.What can you say about formatting business memos?

5.Are there any particularities for formatting a business email?

LECTURE 6: Basic Business Letters

1.Business Letter Writing Steps

2.Sample Business Letters

1.The basics of good business letter writing are easy to learn. Think of a basic business letter in three steps:

1.Introduction - the reason for writing:

The introduction helps the reader understand in which context the letter should be considered. Possibilities include job interview inquires, business opportunity requests, complaints, and more. Each type of business letter has its own standard phrases.

2.Details - what you would like to accomplish:

The detail section of a business letter is extremely important. This is where you achieve your goals in writing a business letter.

3. Conclusion / Next Steps - what you would like to happen in the future: Provide a call for future action. This can be a chance to talk in person, a

follow-up letter or more. It's important and expected to make it clear what you would like for the next step from the person reading your business letter.

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