Пишем и говорим на деловые темы по-английски. Tips for business writing and speaking skills

Н.Л. Колесникова

ПИШЕМ И ГОВОРИМ
НА ДЕЛОВЫЕ ТЕМЫ ПО-АНГЛИЙСКИ

TIPS FOR BUSINESS WRITING
AND SPEAKING SKILLS

Учебное пособие

Москва
Издательство «ФЛИНТА» 

2018

УДК 811.111-26(075)
ББК 81.432.1-5/6я73
К60

Колесникова Н.Л.
К60 
Пишем и говорим на деловые темы по-английски. Tips for

Business Writing and Speaking Skills  [Электронный ресурс] : учеб. 
пособие / Н.Л. Колесникова. — М. : ФЛИНТА, 2018. — 136 с.

ISBN 978-5-9765-3442-1
В настоящем учебном пособии представлены материалы для 
развития письменных (деловая корреспонденция, документы при 
устройстве на работу) и устных (телефонные разговоры, собеседование) навыков современной деловой коммуникации. Практические 
задания сопровождаются теоретическими пояснениями относительно стилистических, грамматических и лексических особенностей 
письменного и устного стиля делового общения.
Учебное пособие составлено на английском языке и предназначено как для аудиторной, так и самостоятельной работы студентов 
в процессе изучения раздела Business English в вузах, колледжах, 
старших классах средней школы. В качестве справочника данное пособие может быть использовано работниками деловой сферы, которым по роду их деятельности необходимы знания в области деловой 
коммуникации.
УДК 811.111-26(075)
ББК 81.432.1-5/6я73

ISBN 978-5-9765-3442-1 
           © Колесникова Н.Л., 2018

 
© Издательство «ФЛИНТА», 2018

I. WRITING STYLES IN BUSINESS LETTERS

The pace of today’s business life requires swift exchange of 
information. E-mail messages often replace both traditional business 
letters to outside partners or organizations and memos to superiors, 
subordinates or peers within the organization.
Whatever channels of communication you choose to deliver 
your business message do not forget that there are certain rules in 
international business correspondence which are recommended to 
follow if you turn to business writing. First of all they concern the 
language style and the layout of a business letter.
The style of a business letter implies usage of common 
vocabulary in different spheres of business activities. However, if 
business partners maintain correspondence in a certain sphere, such 
as banking, medicine, education or trade, it is necessary for them to 
know certain terms and terminology.
The tone of a business letter is as important as the vocabulary 
you use. It should be confi dent, consistent, polite, and sincere.
Depending on the formality of the occasion for writing a business 
message, three different language styles are often found in business 
writing:

Formal style is used in traditional business letters (sometimes 
regarded old-fashioned in everyday e-mail business writing). Its 
characteristic features are found both in the vocabulary used and 
syntactical patterns:
1. A special system of clichés, terms and set expressions used 
both in English and Russian.

2. The use of abbreviations, conventional symbols and 
 contractions (Appendix 1 ‘Abbreviations Used in Business 
 Documents’).
3. The use of words in their logical dictionary meaning. There 
is no room for contextual meanings or for ambiguity.
4. Words with emotive meaning are not to be found in the style 
of traditional business correspondence. Even such greetings 
and complimentary closings as Dear Sir — Yours faithfully, 
used in business letters, are regarded as conventional phrases 
of greeting and closing.
5. The use of modal verbs and phrases; tense forms; passive 
forms; conditional mood; full forms of auxiliary verbs.
6. The use of verbal complexes instead of complex sentences.

Neutral / Standard style is the most common one used in 
professional / work e-mails. Its features are characterized by:
1. Simple, clear and direct language.
2. The language is not formal, still the vocabulary used lacks 
emotive or slang words. But in case the subject-matter of 
the e-mail is important, the language style should be formal 
rather than standard.
3. Sentence patterns are short and simple.
4. Auxiliary verbs may be used in a contracted form.

Informal is the most common style for e-mails between friends. 
Sometimes the e-mail can be very short or it could include personal 
news, funny comments etc. This is the style that is closest to speech, 
so there are everyday words and conversational expressions. The 
reader will also be more tolerant of bad grammar.

Practice tasks

Task 1. Match informal phrases with their formal or neutral equivalents:

1. What do you need?
a. With regard to ... (or With 
reference to)

2. Thanks for the e-mail of 1 
Mar.
3. Sorry, I can’t make it.

4. I’m sorry to tell you that ...

5. I promise ...

6. Could you ... ?

7. You haven’t ...

8. Don’t forget ...

9. We need to ...

10. Shall I ... ?
11. But ... / Also ... / So ...

12. Please can you ...

13. I’m sorry for ...
14. Re ...

15. See you next Tuesday.

b. I can assure you that ...

c. We note from our records 
that you have not ...
d. Please let us know your requirements.
e. I was wondering if you 
could ...
f. We would like to remind you 
that ...
g. I look forward to meeting 
you next Tuesday.
h. Thank you for your e-mail 
received 1 March.
i. I am afraid I will not be able 
to attend.
j. Would you like me to ... ?
k. I would be grateful if you 
could ...
l. Please accept our apologies 
for ...
m. It is necessary for us to ...
n. We regret to advise you 
that ...
o. However ... / In addition ... / 
Therefore ...

Task 2. The abbreviations given below are often used in business 
documents. Put each of them into one of these categories:

time, money, people, companies, other

MD, AGM, i.e., Plc, n/a, ASAP, AOB, lmt, Co, ad, PAYE, 
GMT, CEO, e.g., c/o, Corp, SFr, p.a., am, Assn, IOU, a.m., N/A, 
B/L, Ltd, VAT
_____________________

Each business document has its own pattern of composition 
and layout. Here belong a traditional business letter, e-mail  letter, 
 memorandum, business report, and contract. And it will not be 
an  exaggeration to say that the form of the document is itself 
 informative. To some extent a business letter is your business card. 
Keeping to standards of business writing or violating recommended 
guidelines refl ect how much accurate, punctual or careless and 
inconsistent you are in business deals.
Despite all the differences between formal, neutral and informal 
styles in business writing as well as in their layout, they have one 
thing in common — the component parts of the body of the letter 
are always the same: opening salutation, the subject heading, the 
opening paragraph, the subject-matter, the closing paragraph, 
complimentary closing, and the signature of the sender.
Compare the following sample business letters arranged in 
different styles:

1. E-mail Letters

1. Neutral / Standard style

То: judith_james@business.co.com
From: margaret@tutor.com
Date: 13.5.16 11:20

Subject: International Business Etiquette Seminar

Dear Judith

We are considering sending some of our staff on a training seminar 
on International Business Etiquette. Do you have a suitable one to 
hold within the next few weeks? If so please let me have the dates and 
 charges.
If there isn’t a regular seminar scheduled, can you tailor-make one 
 specifi cally for our staff?

Perhaps we can arrange to meet to discuss this. Are you free next 
Wednesday at 13 pm? I could come over to your offi ce, or you could 
come over to mine. Please let me know.

Best regards,

Margaret Tutor, Project Manager
Business Communication Consultancy

Tel: +65 9753124 

Tips to remember:
1. The language style of e-mails of this type is rather causal and 
direct, as if you are speaking.
2. Auxiliary verbs may be contracted.
3. Do not use CAPITAL LETTERS to emphasise a word or a phrase, 
they imply SHOUTING. It will make the tone of your  e-mail 
 impolite.
4. Short, ‘straight to the point’ sentences arranged in short 
 paragraphs are used.

2. Informal style

То: judith_james @business.co.com
From: margaret@tutor.com
Date: 13.5.16 11:20

Subject: International Business Etiquette Seminar
Hello Judith
I hope things are well with you.
I hear that your company holds seminars on International Business 
 Etiquette. The idea is to train some of our staff and I’d like to have 
more details of the topic.
I hope you’ll fi nd time to put me into the picture if I drop by at your 
offi ce one of these days.
Please let me have a free date when you are over there.
See you soon.
Maggie

2. Traditional Business Letters

Any traditional business letter has the following parts arranged 
in a certain order:
1. The letterhead, which contains the name of the sender (in a 
personal business letter) or the name of the company,  postal 
address, telephone number / numbers, fax number, e-mail 
 address.
2. The date of the letter.
3. The inside address (the name and the postal address of the 
addressee).
4. Opening salutation.
5. The subject heading.
6. The body of the letter.
7. Complimentary closing.
8. The signature of the sender.

Compare the styles of the following traditional business letters.

Letter # 1

Construction and Repair Corp.
22650 Executive Drive, Virginia 20166, US
tel. 695403; fax 6954589

Cyrela Production, 
7 June, 2016
R. Pensilvаnia, 114,
São Paulo — SP, 04564-000,
Brazil
Subject: polishing machines

Dear Sirs,

We are interested in the polishing machines manufactured by your 
company and advertised in the latest issue of “Engineering & Construction”.

Please send us your latest catalogues and price lists for the latest 
 models. We would be much obliged if we could have them by return.
We are looking forward to hearing from you soon.

Yours faithfully,

Mr J. Wood, Marketing Manager

Letter # 2

Cyrela Production
R. Pensilvânia, 114, São Paulo — SP, 04564-000
tel. +55 11 5543-7500

Mr J. Wood, Marketing Manager 
17 June, 2016
Construction and Repair Corp.
22650 Executive Drive
Virginia 20166
US

Dear Mr J. Wood

Subject: polishing machines

Thank you for your letter of 7 June 2016.

I have pleasure in sending you our latest catalogue and a price list for 
the whole range of polishing machines manufactured by our company.

I look forward to hearing from you soon.

Yours sincerely

Sandra Santos, Marketing Manager

Enc.: catalogue

Letter # 1 is written in a traditional semi-indented style: each 
paragraph starts fi ve digits from the left margin. Besides, semiindented style is characterized by so called closed pattern of 
punctuation. It means that a comma is used in the following cases:
— the date (before the year);
— the inside address (at the end of each line);
— after the opening salutation;
— after the complimentary closing.
Semi-indented style is usually used in highly offi cial letters 
written on important or solemn occasions.
In letter # 2 block style is used. In everyday business 
correspondence it is most popular and widely spread. As distinct 
from the semi-indented style each line of the block style starts from 
the left margin without indentation and there are two spaces between 
the lines. Besides, open pattern of punctuation is typical for the block 
style, which means that you do not put the comma in writing the 
date, inside address, opening salutation and complimentary closing.
Keeping to the following guidelines will help you to lay out a 
business letter correctly.

2.1. The Letterhead. In case a company uses a printed form 
for business letters all the information concerning its name, postal 
address etc. is given there. Otherwise all the information about 
the company (the name of the company, postal address, telephone 
number / numbers, fax number, e-mail address) is centred at the 
top of a sheet of paper. There are no restrictions as to the font 
chosen.
In a personal business letter information about the sender is put 
in the right top corner of a sheet of paper.

2.2. The date of the letter is put on the right-hand side of the 
sheet on the level of the inside address. It is recommended to write 
the name of the month in a word but not in numbers, as the meaning 
of their sequence is different in the USA and GB. For example: 
12.02.15 means “the 2nd of December of 2015” in the USA and “the