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Seven Steps in Planning a Business Letter1. Write down your aim: Why are you writing this letter? 2. Assemble all the relevant information and documents. 3. Arrange the points in order of importance. Make rough notes. 4. Write an outline and check it through, considering these questions: - Have you left any important points out? - Can the order of presentation be made clear? - Have you included anything that is not relevant? 5. Write a first draft, leaving space for additions and changes. 6. Revise your first draft by considering these questions: Information: - Does it cover all the essential points? - Is it correct, relevant and complete? English: - Are the grammar, spelling and punctuation correct? Style: - Does it look attractive? - Does it sound natural and sincere? - Is it the kind of letter you would like to receive yourself? - Is it clear, concise and courteous? - Will it give the right impression? 7. Write, type or dictate your final version. 2. Grammar material Look through the text above and find Passive Voice sentences. Explain the rule.Use Passive Voice instead of Active Voice in the sentences. Define its tense. Translate the given sentences. ex:The quality of your commodity impressed us a lot. – We are impressed by the quality of your commodity. Нас вражає якість вашого продукту. are impressed – Present SimplePassiveвід дієслова to impress. 1. The supervisor will review the report before he sends it to the manager. 2. We found errors in the self-audit, but we have corrected them. 7. Joyce Carmen welcomed the participants and introduced the keynote speaker. 3.Look through the structure of a business letter Structure of the Letter 1. Sender's address / Date. 2. Inside address (receiver's address). 3. Attention line. 4. Salutation. 5. Body of the letter. 6. Complimentary close. 7. Signature. 4. Analyze the following letter according to its structural points.
5. Use the given phrases in the business letter of your own. Opening Phrases: • Dear Madam / Sir - Шановна пані/ добродію • We have received your letter of... - Ми отримали Вашого листа від ... • We thank you for your letter of... - Дякуємо за лист від ... • We have the pleasure to inform you - Ми раді повідомити Вас • In reply to your letter of… - У відповідь на ваш лист від... • We apologize for the delay - Просимо пробачення за затримку з in answering your letter. відповіддю на ваш лист. Linking Phrases: • There is no doubt that… - Безперечно… • It is necessary to note… - Необхідно відзначити, що… • We'd like to draw your attention to the fact... - Звертаємо вашу увагу на той факт... • Considering the above said… - Беручи до уваги сказане… • In connection with your request… - У зв'язку з вашим проханням… • Otherwise we shall have… - У противному разі ми будемо змушені… • As regards your request… - Щодо вашого прохання… • Up till now we have received no reply. - Дотепер ми не отримали відповіді. • In case of delay /refusal … - У випадку затримки/ відмови … • In case you fail to make payments… - У випадку несплати… Closing Phrases: • We are looking forward to receiving your - Чекаємо вашої згоди/схвалення/ consent/approval/confirmation. підтвердження. • Your prompt execution of our order would - Будемо вам вдячні за швидке be appreciated. виконання нашого замовлення. .• We wish to maintain cooperation with you. - Сподіваємося підтримувати співробітництво. • Your early reply will be appreciated. - Будемо вам вдячні за швидку відповідь. • If we can be of any assistance, please do not - Просимо звертатися до нас, якщо ви hesitate to contact us. потребуєте допомоги. • Yours faithfully/ sincerely - З повагою 6. Read and discuss the structure of the following letter according to the given statements and rules.
7. Answer the questions. 1. Who is sending the letter? 2. Who is receiving it? 3. What is the opening phrase? 4. The company is ready to purchase the commodity, isn't it? 5. What is its requirement? 6. What quantity is it ready to buy? 7. Do you think it is worth to make this concession? 8. What is the closing phrase? 8. Translate into English. 1. Ми отримали вашого листа від 13 вересня 2002. 2. Дякуємо за лист-зoбов’язання від 1 березня. 3. Я надсилаю вам цей лист з проханням надіслати каталог вашої продукції. 4. Ми готові співпрацювати з вами. 5. Ми хочемо закупити таку продукцію. 6. Компанія має виключне право на виготовлення цих товарів. 9. Analyze the structure and the content of the enquiry letter as one of the business letter samples. Topical words
10. Answer the questions: 1. What do the Buyers ask for in their enquiry letter? 2. What quantities of goods do they require? 3. What terms of payment do the Buyers propose? 11. Study new business proverbs: § A man is known by the company he keeps. § Failing to plan is planning to fail. § From those to whom much is given, much is expected. § If ifs and ands were pots and pans there’d be no work for tinkers. § Money can’t buy everything, but everything needs money. § Never let the right hand know what the left hand is doing. § Not until just before dawn do people sleep best; not until people get old do they become wise. 12. Grammar material. Translate into English. 1. Ці питання зазвичай обговорюються після роботи. 2. Мене попросили допомогти йому закінчити цю роботу сьогодні, тому я повинен був залишитися в установі після роботи. 3. Йому можуть віддати документи в понеділок вранці. 4. Його треба зараз же знайти, контракт за минулий рік. 5. Ким був складений цей документ про купівлю компанії? 6. Коли принесуть (будуть принесені) листи? - Я думаю, тільки через годину. 7. Коли буде відправлена ця телеграма? 8. Його запитали, коли буде відправлений факс. 9. Після зустрічі було задано багато питань. 10. Я думаю, що про ці переговори будуть багато говорити.
Практичне заняття 6 Тема: Види ділових листів. Питання: 1. What types of business letter do you know? 2. What letters of two types are often used? 3. What is the main aim of an offer? 4. What information do the offers usually include? 5. What are the types of the quotation? 6. What phrases do usually open a free offer? 7. How do a free and a firm offers differ from each other? Завдання: 1. Підготувати доповідь на тему: «The Types of Business Letters». 2. Скласти 2 зразки ділового листа. 3. Граматичний матеріал: займенники. Список літератури: 1. Васильева Л. Деловая переписка на английском языке / Л. Васильева. – М.: Айрис-пресс, 2004. – 352 с. 2. Ділова лексика: англо-український, україно-англійський словник / [уклад. О.М. Акмалдінова, С.С. Кіраль, О.О. Письменна] – К.: ВЦ «Академія», 2001. – 296 с. 3. Haines Simon, Nettle Mark/ Advanced Grammar in Use/ Supplementary Exercises / S/ Haines, M. Nettle, M/ Hewings. – Cambridge: Cambridge University Press, 2007. – 135 p. Topical words
1. Read and translate the text with the help of topical words. Practice to characterize every type of business letter. The Types of Business Letters Business letter is an old form of official correspondence. A business letter is written by an individual to an organization or an organization to another organization. Business letters are written for various purposes. One writes a letter to enquire information, apply for a job, acknowledge someone's work, and appreciate one's job done, etc. As the motive of writing the letter is different, the style of the letter changes and you get different types of business letters. The various types of business letters are used by different people to serve their purpose of sending the message across. Let's take look at the most common types of business letters: Acknowledgement Letter. This type of letter is written when you want to acknowledge someone for his help or support when you were in trouble. The letter can be used to just say thanks for something you have received from someone, which is of great help to you. Apology Letter. An apology letter is written for a failure in delivering the desired results. If the person has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter. Appreciation Letter.An appreciation letter is written to appreciate some one's work in the organization. This type of letter is written by a superior to his junior. An organization can also write an appreciation letter to other organization, thanking the client for doing business with them. Complaint Letter. A complaint letter is written to show one that an error has occurred and that needs to be corrected as soon as possible. The letter can be used as a document that was used for warning the reader. Inquiry Letter. The letter of inquiry is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it. Order Letter. This letter is as the name suggests is used for ordering products. This letter can be used as a legal document to show the transaction between the customer and vendor. Letter of Recommendation. This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicant's personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the organization 2. Grammar material. Find the pronouns “some” and “any” in the text “The Types of Business Letters”. Explain the difference of their usage. Put “some”or “any”. Translate the sentences. 1. Could you give me … information, please? 3. We saw … few differences in the quality of the products. 4. I didn't receive … instructions about what we should do next. 7. They need … time to discuss your offer again. 3. Read and translate the text. An Offer. Kinds of Offers An offer (a quotation) is a statement by the Sellers usually in written form expressing their wish to sell the goods. Offers as a rule include the following information: — the description of the goods offered (their quality, quantity); — detailed prices, discounts and terms of payment; — the date or the time and place of delivery. There are two kinds of offers. A free offer is made when Seller offers goods to regular customers without waiting for an enquiry and sends quotation to those who may be interested in the goods. These offers were formerly called offers without obligation. There must be an indication in such an offer that it is made subject to the goods being available when the order is received. The opening phrases in free offers may be: “We think you will be interested in our quotation for the goods” or “We have pleasure in enclosing our latest catalogue (or the price-list of our products)”. A firm offer is a promise to supply goods on the terms stated (i.e. at a stated price and within a stated period of time). This promise may be expressed in a letter in the following words: “We make you a firm offer for delivery by the middle of May at the price quoted” or in some other words like: “The offer is subject to acceptance within fourteen days”, or “The offer is open for acceptance until the fifteenth of January”. The Sellers making a firm offer have the right to withdraw it at any time before it has been accepted. In practice, however, no seller will risk his reputation by withdrawing his offer before the stated time. 4. Read one of the examples of a business letter. State to what type it belongs to.
5. Answer the questions. 1. When can the Sellers deliver the goods to the Buyers? 2. When can the Sellers supply all other models of dresses? 3. What is charged extra at cost? 6. Write the offer of your own using the given phrases and expressions. Expressions used in enquiries for catalogues, brochures, etc. and in answers to such enquiries
7.Grammar material. Fill in the missing pronouns: much, many, little, few, a little, a few. Translate into Ukrainian. 1. Will it take … time to answer this letter? 2. We give the customers … catalogues of our products. 3. We had … time, so we couldn’t prepare the goods for shipping. 4. She wrote us … letters from abroad. 5. I know French … and I can help you with the translation of this document. 6. Please don’t ask me … questions during the meeting. 7. There were … new orders and we spent … time executing them. 8. Grammar material.Fill the gaps with a proper pronoun. Translate into Ukrainian. 1 . This is the person … I taught how to use e-mail. 3 . … computer had problems accessing the network? 4 . We received an e-mail attachment … contained video files. 5 . To … was that last message addressed? 9. Study new business proverbs. Find the pronouns and underline them. § Nothing succeeds like success. § Our greatest glory is not in never falling but in rising every time we fall. § Power tends to corrupt; absolute power corrupts absolutely. § Rome was not built in a day. § Seize opportunity by the beard, for it is bald behind. § Sell a man a fish, he eats for a day, teach a man how to fish, you ruin a wonderful business opportunity. § Teachers open the door. You enter by yourself.
Практичне заняття № 7 Тема: Електронні засоби зв’язку. Питання 1. What is letter? 2. What is telegram? 3. What telex? 4. What are the advantages of e-mail? 5. What is teleconferencing? Завдання: 1. Прочитайте та перекладіть текст «Means of Communication». Складіть словник за темою обсягом 30 слів за схемою термін-транскрипція-переклад. 2. Зробіть доповідь на тему «Means of Communication Used by Business People». 3. Граматичний матеріал: інфінітив, герундій. Список літератури: 1. Биконя О.П. Ділова англійська мова: Навчальний посібник / О.П. Биконя. – Вінниця: Нова ткнига, 2010. – 312 с. 2. Хачатурова М.Ф. English for Business Contacts / М.Ф. Хачатурова. – K.: Аконіт, 2003. – 265с. 3. Крилова И.П. Збірник вправ по граматиці англійської мови / И.П. Крилова. – М., 2000. – 424 с. Topical words means of communication – засоби спілкування convey the messages – передавати повідомлення purpose of communication – мета спілкування urgent message – термінове повідомлення according to requirement and liking – відповідно до вимог й уподобань private couriers – приватні кур’єри available – доступний internal and external – внутрішній та зовнішній install at different places – встановлювати у різних місцях interact with each other – взаємодіяти один з одним participant – учасник respond immediately - реагувати (відповідати) одразу queries – питання 1. Read and translate the text with the help of topical words. Practice to characterize every means of communication. Means of Communication There are various ways through which we communicate with each other. These may be called as the means of communication. In face-to-face contact we use different parts of our body or we directly talk to others while communicating our message. Where face-to-face communication is not possible, we take the help of some other means through which we usually convey our messages. For example, we may use letters to convey written messages; talk to others over telephones; send telegrams and use various other modern machines like computers, fax machine, etc. to communicate our messages. The means to be used in our communication process depend upon the purpose of communication. For example, to send any urgent message we generally use telephone; for any important matter for which a written document is required, we use letter, telegram, fax, etc. Now-a-days modern technology has given us a wide option to choose the means according to our requirement and liking. Let us discuss some of the important means of communication commonly used in business. Letters are a written form of communication. These can be sent or received by individuals or organizations. Written messages in the form of letters can be delivered to the receivers through special messenger, post offices or private couriers. This method is mostly used where face-to-face communication is difficult or other means are not easily available. Telegram is also a form of written communication by which messages can be sent quickly to distant places. It is generally used when there is an urgency of communicating any important message. It transmits message much faster than ordinary postal mail. This facility is available in all telegraph offices, where on payment of specific fee, we send our message. Telephoneis a very popular form of oral communication. It is widely used for internal and external business communications. Both government and private agencies provide telecom services. Telexprovides a means of printed communication using teleprinter. Teleprinters are machines installed at different places which are connected to a central exchange through cable. In each machine a standard keyboard is fitted. Any message typed by using those keyboards at one end is automatically typed at the other end. Fax or facsimile is an electronic device that enables instant transmission of any matter, which may be handwritten or printed like letters, diagrams, graphs, sketches, etc. By using telephone lines this machine sends the exact copy of the document to another fax machine at the receiving end. For sending any message the documents on which message, diagram or drawing is typed or drawn has to be put in the fax machine and the fax number (a telephone number) of the other party has to be dialed. Electronic mail, popularly known as e-mail is a modern means of communication. The system makes use of electronic methods of transmitting and receiving information. Voice Mail is a computer-based system for receiving and responding to incoming telephone calls. It records and stores telephone messages through computer memory. The caller can get the required information by dialing the voice mail number and then following the instructions of the computer. Teleconferencing.Conference generally refers to a meeting of people for consultation or discussion regarding any common issues. Here people sit together and interact face to face with each other. But, teleconferencing is a system through which people interact with each other without physically sitting in front of others. People can hear the voice and see the picture of others and also respond to their queries even if sitting in different countries. Audio-conferencing is a two-way audio communication system in which the participants listen to the voice and respond immediately sitting at different places. People may listen to the voice through radio or television and put their queries by using telephone. Video-conferencing.Besides listening to the voice, the participants of the conference can also see the picture of each other while talking themselves. This is called video-conferencing. There are two different types of video conferencing process. 2. Grammar material. Write down the underlined words into two groups: 1. infinitives; 2. gerunds. 3. Grammar material. Complete the following sentences with infinitives (add “to”) or gerunds (add “-ing”) of the verbs below to make them grammatically correct. Translate into Ukrainian. answer apply be listen make see try use wash work write 4. Complete the following tasks. 1. Define 'communication' in about 20 words. 2. Name four elements of the communication process. 3. What is meant by Business Communication? 4. “Letters are the best means of communication”. Do you agree with this statement? Give reasons. 5. Give a short description of Voice Mail. 6. Explain the meaning of 'verbal communication'. 7. Give any four points highlighting importance of communication in business. 8. “Telephone is a very popular form of oral communication”. Do you agree? Give reasons. 9. Differentiate between Verbal and Non-Verbal communication. 10. Explain the meaning of communication and its process. 11. Discuss the importance of communication in business. 12. State the different types of Non-verbal communication. 13. “E-mail is the fastest method of transmitting written messages”. Explain. 14. You are an exporter and you want to mail an exact copy of a quotation to an importer in USA. Which means of communication would you use and why? 5. Complete the table, then using it tell about the advantages and disadvantages of different means of communication. |
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