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

The following phrases provide a frame and introduction to the content of business letters:

The Start: the start of any business letter begins by addressing the recipient of the letter:

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Dear Frank: (use if the person is a close business contact or friend)

Note: If you are unsure how formal you should be, always choose a more formal form. Writing to a specific person is always preferred if at all possible.

The Reference:

Begin by referencing a specific conversation or other contact means. If this is the first letter in a conversation, you can also provide the reason for writing:

With reference to your advertisement in the Times / your letter of 23 rd March / your phone call today,…

Thank you for your letter of March 5 th …

The Reason for Writing:

I am writing to...

... inquire about

... apologize for

... confirm

... comment on

... apply for

I am writing to apologize for the difficulties you experienced last week at our branch.

Once you have introduced the reason for writing your business letter, move on to stating more specifically the purpose of your letter. Here are a number of possibilities:

Requesting:

Could you possibly?

I would be grateful if you could…

Agreeing to Requests:

I would be delighted to…

Giving Bad News:

Unfortunately… I am afraid that…

I would be delighted to give you a tour of our facility this coming month.

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Enclosing Documents:

I am enclosing… Please find enclosed… Enclosed you will find…

Closing Remarks:

Thank you for your help. Please contact us again if we can help in any way.

…if there are any problems. …if you have any questions.

Reference to Future Contact:

I look forward to ...

…hearing from you soon. …meeting you next Tuesday. …seeing you next Thursday.

The Finish:

Yours faithfully, (If you don't know the name of the person you're writing to) Yours sincerely, (If you know the name of the person you're writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

2.Sample Business Letters

Letter Requesting Information: How to ask somebody to send you information.

Dreamtime Movies Universal Ltd

54 Oxford Road, Skagnes SK3 4RG Tel: 0223 123 4567 Fax: 0223 765 4321 Email: info@dreamtimemovies.com.uk

Date

Lingua Services Galactic Ltd

69 Milk Street

LONDON SW7 6AW

Dear Sirs,

I should be grateful if you would send us your brochure and price list about your translation services.

We are currently developing our sales literature and web sites and are interested in translating these into five languages apart from English.

I look forward to hearing from you.

Yours faithfully,

Andrea Philips

Andrea Philips,

Marketing Manager

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Letter Sending Information: What to say when you send information.

Lingua Services Galactic Ltd

69 Milk Street, LONDON SW7 6AW, UK Tel: +44 20 123 4567 Fax: +44 20 765 4321 Email: info@linguaservicesgalactic.com

Date

Ms Andrea Philips

Dreamtime Movies Universal Ltd

54 Oxford Road

Skagnes

SK3 4RG

Dear Ms Philips,

Thank you for your letter of 22 January enquiring about our translation services.

Lingua Services Galactic offer a full range of translation services to help you in the development of sales literature and web sites. I have pleasure in enclosing our latest brochures and price list from which you can see that our prices are highly competitive.

I look forward to calling you in a few days.

Yours sincerely,

James Brown

James T Brown,

Sales Manager

Enc: 3

Letter Changing Information: When a person or company changes important information, such as an address, price, or date, it is necessary to send valued customers a letter with the new information. This letter informs customers of a change in price.

Symphony of Sound

12 Main Street, Arrington, Tennessee, 37014

Tel: (615) 395-8765

November 21st, 20--

Alicia Hathoway

14 Sparks Rd

Arrington, Tennessee, 37014

Dear Ms. Hathoway:

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Season tickets for this year's symphony are going on sale next month and we wanted you to be among the first to know.

As you probably know, rental prices have skyrocketed throughout Tennessee this year. Due to our increase in rent at the Arrington Forum, we are finding it necessary to raise the price of our season tickets from $228 to $275. Single viewing tickets will also be subject to a price increase.

We hope that you will consider purchasing season tickets for next year despite this change. The Arrington Symphony has been together for 23 years, and relies on season-ticket holders to fill 25% of the seating at each event. Without your support the Arrington Symphony could be forced into retirement before its 25th anniversary.

To purchase tickets for the 20-- season, please visit our website at www.arringtonsymphony.net, or call the ticket agent representative at (615) 3958750.

We look forward to having you in our audience again next year.

Yours truly,

Colin Fairchild

Colin Fairchild,

Promotional Director

Letter of Reference: Companies and other organizations often ask for a letter of reference. This is a character reference written by someone such as an ex-employer who knows the subject personally.

A.N.Y. Company Ltd

69 Any Street, Anyville, Anystate

Tel: 0123456789

Date

To Whom It May Concern:

Reference for Mr James Blond

James Blond joined the A.N.Y. Company in July 1998. Since then he has proved to be a most reliable and effective member of the sales team.

James is professional and efficient in his approach to work and very wellliked by his colleagues and executive clients. He is well-presented and able to work both independently and as part of a team.

His contribution to all areas of company activity in which he has been involved have been much appreciated.

I believe that James will make a valuable addition to any organization that he may join. We deeply regret his decision to move on and I recommend him without hesitation.

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I would gladly answer any request for further information.

Sincerely,

Penny Farthing

Penny Farthing,

Managing Director

penny.farthing@a-n-y.com

Letter of Resignation: Though it is not necessary to give a reason, it is standard business procedure to send written notice informing your employer that you are planning to quit your job.

22 Tufton Street

London, SW1P 3TL

Tel: 020 7593 1760

November 1st, 2012

Josie Waters

Fielders Pharmacy

14 Broadway

London, SE1 7DG

Dear Mrs. Waters,

I am writing to provide formal notice of my resignation from Fielders Pharmacy. My last day will be November 14th, 2012.

I trust that two weeks is sufficient notice for you to find a replacement for my position. I would be pleased to help train the individual you choose to take my place.

Thank you for employing me for the past three years. My experience as clerk, supervisor, and floor manager has been very positive and I'm confident that I will use many of the skills I have learned at Fielders in the future.

If you have any concerns, please contact me at my personal email address.

All the best, Annie Wright Annie Wright awright@homemail.com

Lay-off Notice: Companies and other organizations are usually required by law to present a written notice to employees informing them of a lay-off. This letter usually cites reasons for the lay-off, and acts as a formal apology. Employee rights may be included.

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