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. Шапка листа.

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. Індекс.

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, де

"Reference" (Ref) - індекс (вихідний номер);

"DA" - ініціали автора – the author’s initials;

"SP" - ініціали секретаря – the secretary’s initials;

104 - порядковий номер документа – the ordinal number of the document.

If it is a reply-letter the customer’s number is also present:

Якщо лист становить відповідь, то зазначається вихід­ний номер ініціативного листа:

Your ref.: SK/231

3. The Date. Дата.

The generally accepted way of writing the date is as follows:

October 17, 20___

17 October, 20___

17^th Oct., 20___

17^th October, 20___

October 17^th, 20___

4. Receiver’s Address. Адреса одержувача.

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. Вступне звертання.

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. Заголовок до тексту.

The subject line summarizes what the letter is about.

7. The Body of the Letter. Текст листа.

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. Заключна форма ввічливості.

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. Підпис.

Always sign the letter by hand and in ink. Write your mane and title under your signature:

10. The Enclosures. Додаток

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 19^th 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 12^th 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: 1415