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The structure of a business letter
A standard UK or USA business letter has a particular layout, though there may be slight variations. The outline below is typical of a standard business letter.
1. The Letterhead or Heading. Øàïêà ëèñòà. This is normally printed on the paper. It includes the name and address of the company, the telephone number, fax and telex. If the printed heading is absent the company’s address (NOT name) is typed on the right side.
2. The References. ²íäåêñ. This consists of the initials of the person who signs the letter and those of the typist. It may be digital, verbal and digital-verbal: Ref.: 104, Ref.: DA, Ref.: DA/104, Ref.: DA/SP/104, äå "Reference" (Ref) - ³íäåêñ (âèõ³äíèé íîìåð); "DA" - ³í³ö³àëè àâòîðà – the author’s initials; "SP" - ³í³ö³àëè ñåêðåòàðÿ – the secretary’s initials; 104 - ïîðÿäêîâèé íîìåð äîêóìåíòà – the ordinal number of the document. If it is a reply-letter the customer’s number is also present: ßêùî ëèñò ñòàíîâèòü â³äïîâ³äü, òî çàçíà÷àºòüñÿ âèõ³äíèé íîìåð ³í³ö³àòèâíîãî ëèñòà: Your ref.: SK/231
3. The Date. Äàòà. The generally accepted way of writing the date is as follows: October 17, 20___ 17 October, 20___ 17th Oct., 20___ 17th October, 20___ October 17th, 20___
4. Receiver’s Address. Àäðåñà îäåðæóâà÷à. This is typed on the left. Messrs is used to address in general to the members of the firm. When we write to a man, we use Mr. before his name. When we write to a married woman, we use Mrs. before her name, Miss – to an unmarried woman and Ms – either for a married or an unmarried one. If we don’t know the name of the person we’re writing to, we can write: The Personnel Manager. The address includes: a. the customer’s name; b. his/her position (if necessary); c. the company’s name; d. the building number and the name of the street; e. the name of the city and state (for the USA), and county (for the UK); f. the name of the country.
5. The Salutation. Âñòóïíå çâåðòàííÿ. If you know your reader’s name, you should always use it. This should be followed by a comma, but in American English a colon is used.
6. The Subject Line. Çàãîëîâîê äî òåêñòó. The subject line summarizes what the letter is about.
7. The Body of the Letter. Òåêñò ëèñòà. The body of the letter should be clear and polite. Business letters are usually quite formal. Try to use short sentences and short paragraphs. Extra spacing is used between paragraphs to separate different points more effectively.
8. The Complimentary Close. Çàêëþ÷íà ôîðìà ââ³÷ëèâîñò³. The complimentary close depends on how well you know the reader. Letters that begin with a name (Dear Mr…/Mrs…/Ms…) end Yours sincerely (Sincerely yours – in the USA). Letters that don’t begin with a name (Dear Sir/Madam/Customer) end Yours faithfully (in the USA – Truly yours). 9. The Signature. ϳäïèñ. Always sign the letter by hand and in ink. Write your mane and title under your signature:
10. The Enclosures. Äîäàòîê
Enc. Refers to anything that you Send with the letter. Enc: Catalogue Enc: Drawings. Ex.21. Set out the following dates and addresses according to the sample:
Ex.22. Read and translate into Ukrainian the following samples of business letters.
Cray Electronics Company Limited 36 Dover Street, London WIX 3RD Telephone: 0716291133 FAX: 0714950022
Our Ref: BS/MB
H. Geneen 105 Packard Road, Thamesbank, London NW 22 5HX 19th October, 200…
Dear Sir,
Thank you for your letter of the 14th October 200.., in which you requested a brochure on our latest stereo cassette/radio Model ECR/10.
We do not supply brochures ourselves, as this can be done more cheaply and conveniently by our distributors. We have looked at our list of distributors, and find that the nearest to your address is Scott's of 123 High Street, Thamesbank. You may know it.
They stock copies of the brochure you require, and they will give you a copy on demand, free of charge.
We trust that they can be of assistance.
Yours faithfully,
M.R. Collins Sales Department Cray Electronics Co. Ltd. Mitchell Electronics Company Limited 56 Dover Street, London WIX 3RB Telephone: 0716561178 FAX: 0714865021
Our Ref: BS/MB Your Ref: BAT/SN
Adhams Wire Products Ltd., 183 Commercial St., London, SE7 3RD 12th November, 200...
Dear Sirs,
Your Order No. 1257/S
Thank you for your letter of the 8th July 200.., in which you requested a copy of the consignment note of the above order.
We have pleasure in enclosing a copy. It details the method of transport, as well as the type of container and the quality of the packing.
We trust that it reaches you in good time.
Yours faithfully,
M.R. Collins Sales Department Mitchell Electronics Co. Ltd.
Encl.: Copy Consignment Note
Order No. 1257/S
Date: 2014-12-29; view: 1314
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