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

PART II: BUSINESS CORRESPONDENCE

LECTURE 1: Definition of a Business Letter

1.Definition of a Business Letter

2.Purpose of a Business Letter

3.Business Letters in English

4.Common Types of Business Letters

1.A business letter is a formal means of communication between two people, a person and a corporation, or two corporations. Business letters differ from personal letters because they follow very strictly set rules for composition.

Before you begin writing, answer the following questions:

1.What is my purpose in writing this letter/memo/report?

2.What does my reader want or need to know to understand my message?

3.Have I answered important questions and provided the necessary information for the reader?

4.Did I accomplish my purpose?

5.Have I included boring, confusing, or distracting information?

6.What do I want the reader to do when he or she is done reading this?

7.Is that clear to the reader?

8.Have I included all the information necessary for the reader to take this action?

A business letter serves the main purpose of communication between two companies, or it is a method to talk to different people within a business.

2.Purpose of a Business Letter

The purpose for business writings is to inform readers of information you want to get across or possibly persuade the readers to do something.

Most problems with business letters are they are either hard to understand or very long and drawn out. One solution that many writers use to correct this problem is to double check the writing to make sure it follows the seven C's of business writing. The seven C's are: Clear; Concise ; Correct ; Courteous ; Conversational ; Convincing ; Complete .

If you as a writer are able to effectively do all or part of these seven guidelines, then your paper will be on its way to being a good business letter.

The first thing you need to make sure of when writing a business plan is to make sure that you are not wasting the reader‟s time. There are two questions to make sure that you are not wasting their time and they are, "why am I writing" and "what do I want to achieve." If you are able to answer theses two questions you may just sit down and start to write. It is a good thing that your letter is short because that way you are getting straight to the point of what you want you readers to know.

3.Business Letters in English

Business letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier. Business letters are sometimes called "snail-mail" (in contrast to email which is

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faster). This lesson concentrates on business letters but also looks at other business correspondence. It includes:

letter

memo

fax

email

Most people who have an occupation have to write business letters. Some write many letters each day and others only write a few letters over the course of a career. Business people also read letters on a daily basis. Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient. Here are some examples of senders and recipients:

business «» business

business «» consumer

job applicant «» company

citizen «» government official

employer «» employee

staff member «» staff member

There are many reasons why you may need to write business letters or other correspondence: to persuade ; to inform ; to request ; to express thanks ; to remind ; to recommend ; to apologize ; to congratulate ; to reject a proposal or offer ; to introduce a person or policy ; to invite or welcome ; to follow up ; to formalize decisions.

4.Common Types of Business Letters

There are many different types of business letters that a person can write to achieve different things. The key to writing a letter that will achieve what you want is to know what type of letter you are writing. The different types of letters are: acknowledgement, adjustment, complaint, inquiry, order and response letter.

Acknowledgement letter: This letter is meant to thank the reader for something they did for you in the office. It could simply be saying thanks for receiving something the reader sent or maybe thanking them for their help with something. This type of letter is not required in a business environment, but it is appreciated.

Adjustment Letter: This letter should be used in response to a written complaint against someone or something. The purpose of it is to inform the reader that actions are being taken against the wrong doing as well as it serves as a legal document acknowledging the complaint.

Complaint Letter: The complaint letter is much like the adjustment letter except no wrong doing as taken place. Instead, this letter is just to let the reader know that an error has been found and needs to be corrected as soon as possible. Once again, this letter is a legal document letting the reader know that something is being done to correct the problem.

Inquiry Letter: An inquiry letter is written as a request for a certain something or in response to a request made by someone. The object of the inquiry letter is to get the object or material requested in the letter.

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Order Letter: Order letters are exactly as they sound, they are used to order material that is running low and will be needed soon. This type of letter is commonly known as a PO (purchase order). This letter is also a legal document showing a transaction between a business and a vendor.

Response Letter: A response letter is also exactly how it sounds. It is a letter written in response to another letter received by someone. The objective of this type of letter is to fulfill the request made by the person you are writing this letter to.

QUESTIONS:

1.Give the definition of a business letter.

2.What is the purpose of a business letter?

3.Speak about business letters in English.

4.What are the most common types of business letters?

LECTURE 2: Business Letter Writing

1.Planning a Business Letter

2.Writing a Business Letter

3.Proofreading a Business Letter

1.A business letter is not a place for chit-chat. Unlike business conversations where a certain amount of small talk is used to break the ice, a business letter should be clear and concise. By taking time to plan your letter, you will save time in the writing and proofreading stages. During the planning stage, ask yourself a few simple questions. Jot down your answers to create an outline before you start writing.

Identifying your audience always comes first. Are you writing to more than one person, to someone you don't know, or to someone you have known for a long time? This will help you to determine how formal the letter needs to be. You may need to introduce yourself briefly in the letter if the recipient does not know you. You may also need to find out the updated address and title of the recipient. This is a good time to confirm the correct spelling of first and last names.

The main reason for the letter should be understood from the subject line and first few sentences. You may cover more than one thing in one business letter, but there will almost always be a general reason for the letter. Identify your main goal and what you hope to accomplish.

Gather any dates, addresses, names, prices, times or other information that you may need to include before you write your letter. Double check details rather than relying on your memory.

Many types of business letter require a response. Others are written in response to a letter that has been received. Before you start writing, determine whether or not you require an action or response from the recipient. Your request or requirement should be very clear. In some cases you may even need to provide a deadline for a response. If you do require a response, how should the recipient

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