Business correspondence
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Основная коллекция
Тематика:
Английский язык
Издательство:
Российский университет транспорта
Год издания: 2018
Кол-во страниц: 72
Дополнительно
Учебное пособие предназначено для курса «Английский язык в деловом общении» и рассматривает одну из форм делового общения - деловую корреспонденцию - с точки зрения ее эффективности в контексте различных национальных культур. Теоретические положения иллюстрируются многочисленными примерами деловых писем. Вторая часть пособия включает письма для тренировки навыков перевода с английского языка на русский.
Тематика:
ББК:
УДК:
ОКСО:
- ВО - Бакалавриат
- 13.03.01: Теплоэнергетика и теплотехника
- 15.03.01: Машиностроение
- 20.03.01: Техносферная безопасность
- 23.03.02: Наземные транспортно-технологические комплексы
- 27.03.04: Управление в технических системах
- 27.03.05: Инноватика
- ВО - Специалитет
- 10.05.01: Компьютерная безопасность
- 23.05.01: Наземные транспортно-технологические средства
- 23.05.03: Подвижной состав железных дорог
- 23.05.05: Системы обеспечения движения поездов
ГРНТИ:
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Министерство транспорта Российской Федерации Федеральное государственное бюджетное образовательное учреждение высшего образования «Российский университет транспорта (МИИТ)» Кафедра «Иностранные языки - 4» Ю.Ф. Найденова Н.Д. Овчинникова BUSINESS CORRESPONDENCE Учебное пособие Москва - 2018
Министерство транспорта Российской Федерации Федеральное государственное бюджетное образовательное учреждение высшего образования «Российский университет транспорта (МИИТ)» Кафедра «Иностранные языки - 4» Ю.Ф. Найденова Н.Д. Овчинникова BUSINESS CORRESPONDENCE Учебное пособие для студентов технических специальностей ИТТСУ Москва – 2018
УДК 42 Н 20 Найденова Ю.Ф., Овчинникова Н.Д. BUSINESS CORRESPONDENCE: Учебное пособие – М.: РУТ (МИИТ), 2018. – 72 с. Учебное пособие предназначено для курса «Английский язык в деловом общении» и рассматривает одну из форм делового общения – деловую корреспонденцию – с точки зрения ее эффективности в контексте различных национальных культур. Теоретические положения иллюстрируются многочисленными примерами деловых писем. Вторая часть пособия включает письма для тренировки навыков перевода с английского языка на русский. Рецензенты: К.ф.н., доцент кафедры «Международные отношения и геополитика транспорта» ИМТК РУТ (МИИТ) Е.Ю. Соколова Руководитель центра Иностранных языков Стар Инглиш О.В. Миронова © РУТ (МИИТ), 2018
PART I I PARTS OF A BUSINESS LETTER There are many parts to the business letter — some required, some optional. This chapter will review those parts and their order. The parts of the business letter follow: 1. Letterhead or Heading 2. Date 3. File Number (optional) 4. Confidential (optional) 5. Inside Address 6. Attention Line (optional) 7. Salutation (optional) 8. Subject Line (optional) 9. Body of the Letter 10. Complimentary Close (optional) 11. Signature 12. Added Information (optional) 13. Postscript (optional) 14. Mailing Instructions (optional) Letterhead Most business letters originating from a firm are written on the firm’s letterhead. If you are writing a personal business letter or your firm does not use letterhead, then you need to include your firm’s address in the heading (see Chapter 3 for the various formats). Date When you are using a heading instead of letterhead, place the date on the first line and the address on the subsequent lines as follows:
September 9, 20XX 359 Longview Road Mt. Vernon, IL 65676 This should be the date the letter is written. Be sure to write out the month and to include both the date and year for adequate reference. File Number On occasion, you may wish to include the file number of the project, case or order that the letter refers to. The file number should be physically separated from the date by two spaces and from the part that follows (Confidential or Inside Address) by two spaces. Confidential Use this word when the person to whom the letter is addressed is the only one who should read the letter. Physically separate the word from the rest of the letter by two lines. To assure confidentiality, include the word “Confidential” on the envelope. Inside Address This should include the name of the person you are writing, the person’s title (if available), the name of the firm and the firm’s address. Attention Line This is used when you do not know the name of the person you are writing and the letter is addressed to the firm. For example, the attention line may say, “Attention: Head of Accounting.” It may also be used when you know the name of the person you are writing but are unsure of the title. The attention line may say, “Attention: Customer Service,” thus indicating to the person receiving the letter that the letter also
needs to be routed to the customer service department. Another way of doing this is to use the attention line and send copies of the letter to the appropriate department. Salutation The salutation is used in all formats except the Simplified Letter and the Memo. The following are salutations used in American business letters: • Dear Sir: • Dear Madam: (may be followed by title, such as Dear Madam Chairperson:) • Gentlemen: • Ladies: • Dear Mr. Bryan: • Dear Ms. Gray: • Ladies and Gentlemen: • Dear Personnel Director: (a gender-free title) • To Whom It May Concern: or TO WHOM IT MAY CONCERN: (use this form as a last resort) Caution: You must determine the appropriate choice, given your reader and the situation. If you are uncertain about your reader’s gender, avoid assuming gender in the salutation. Use your reader’s name whenever you know it. Researchers discovered that people are more likely to read a letter with their names in the salutation. One of the problems you may run into is writing to a person with a name that is not gender specific; for example, the name Terry. The simplest solution in the salutation is to say, “Dear Terry Lucas.” If you are addressing a group of people in general, such as the shipping department, do not assume they are all male. The old “Gentlemen:” is not acceptable. “Shipping Agents:” is
preferred.The way around having to use a salutation when you are unsure of whom you are writing is to use the Simplified Letter. Subject Line The subject line is most commonly used in the Simplified Letter. It announces the subject of the letter and provides a summary of your intent. Body of the Letter This is where you make requests, provide information or reasons or reply to someone. It is the main part of the business letter. Complimentary Close This varies in formality and is found in all business letters with the exception of the Simplified Letter and the Memo. The following complimentary closes are in order of decreasing formality: • Very truly yours, • Respectfully, • Sincerely yours, • Cordially, • Sincerely, The most appropriate, in general situations, is the last. Signature There should be four lines between the complimentary close (or the body in the Simplified Letter) and your typed name so there is room for your signature. Additional Information If needed, this consists of the sender’s initials in capital letters followed by a colon, followed by the typist’s initials in small
letters. You may also find the abbreviations “Enc.” for enclosure and “cc:” or “xc:” for copies sent, followed by names of persons receiving the copies. Postscript The “P.S.” highlights additional information that might have been placed in the letter but for some reason was not. Often used in sales, promotional or personal letters, the postscript can emphasize a request for action or consideration. It is often the first thing the recipient reads. Use it to entice or motivate your reader. Postscripts are especially effective in sales or form letters. Mailing Instructions Use these to give the reader deadlines or pertinent information on mailing a reply. Let’s consider some types of letters with examples. II COLLECTION LETTERS The types of collection letters included are: • Notification • Reminder • Inquiry • Urgency • Final Notice/Ultimatum • Insufficient Funds • Thank You for Payment • Lost Payment/Apology Notification This letter is to notify the recipient that the bill is overdue. Dear Mr. Wilson:
Thank you for shopping with us. You are a valued customer. We appreciate your business and know that you want to keep your account current with us. On May 15, 20XX, you purchased merchandise worth $319.04 from our store in Laramie. Your payment of $100 is now overdue. In the credit agreement you signed, you agreed to pay off your bill in three payments. The first payment of $100 was due June 15, 20XX. Please send this amount now. Failure to pay on time may affect your ability to charge merchandise at our store. Thank you for your prompt attention. You may call me at 800-555-9875 if you have any questions or concerns. Your continued patronage is important to us. Sincerely, Signature Mary West Credit Manager Reminder This letter reminds the reader that the bill is overdue and the payment still hasn’t been received. Dear Mr. Wilson: We have not yet received your payments. This is to remind you that both your first and second payments of $100 are now overdue. This $200 plus the balance of $119.04 is due on August 15. In the credit agreement you signed, you agreed to pay off your billin three payments. The first payment of $100 was due June 15, 20XX, the second payment of $100 was due July 15, 20XX,
and the final payment of $119.04 is due August 15, 20XX. Please send the full amount in 10 days. Failure to pay on time will affect your ability to charge merchandise at our store. If you want to discuss your account, call me at 800-555-9875. Perhaps we can arrange a more comfortable payment plan. Thank you for your immediate attention. Sincerely, Signature Mary West Credit Manager Inquiry This letter inquires why the bill isn’t being paid. It assumes that the bill is overdue. It’s a good idea to follow this letter with a personal phone call inquiring about the payment delay. Dear Mr. Wilson: Is there some reason you have not paid your bill of $319.04? In the credit agreement you signed, you agreed to pay off your bill in three payments. Your total bill is now overdue. Please send $319.04 within 10 days. If you have any questions or concerns regarding this bill, please contact me at 800-555-9875 by September 10. Failure to send the full amount by September 15 may mean that your bill is turned over to a collection agency. Your prompt attention is urgent to protect your credit. Sincerely, Signature Mary West Credit Manager