BUSINESS LETTERS

BUSINESS LETTERS FORMAL LETTERS

ARE FORMAL PAPER COMMUNICATIONS BETWEEN, TO OR FROM BUSINESSES • ARE SOMETIMES CALLED “SNAIL-MAIL” (IN CONTRAST TO EMAIL WHICH IS FASTER) BUSINESS LETTERS

FROM A PERSON/ GROUP, KNOWN AS THE SENDER • TO A PERSON/ GROUP, KNOWN AS THE RECIPIENT. LETTERS ARE WRITTEN:

Give your letter a heading. • Always try to plan ahead. • Use short sentences. • Put separate idea in a separate paragraph. • Use short words. • Think about your reader. “Golden Rules” for writing letters

Clear • Complete • Concise • Courteous • Correct Your letter should be :

The Letterhead or Heading. Шапка листа It includes the name and address of the company, the telephone number, fax. If the printed heading is absent the company’s address (not name) is typed on the right side. The structure of a business letter

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” – індекс (вихідний номер); • “DA” – the author’s initials; 2.The References. Індекс.

“SP” – the secretary’s initials; • 104 – the ordinal number of the document. • If it is a reply-letter the customer’s number is also present: • Your ref.: SK/231 The references.

The generally accepted way of writing the date is as follows: • October 17, 2012 • 17 October, 2012 • 17th Oct., 2012 • 17th October, 2012 • October 17th, 2012 3. The Date.

This is typed on the left. • We write: • Mr. – to a man • Mrs. – to a married woman • Miss – to an unmarried woman • Ms – either for a married or an unmarried woman • The Personnel Manager – if we don’t know the name of the person 4. Receiver’s Address

The customer’s name • His/her position (if necessary) • The company’s name • The building number and the name of the street • The name of the city and the state (for the USA) and country (for the UK) • The name of the country The address includes:

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 • British: Dear Sir, Dear Madame, • American: Gentlemen: • Dear Mr. Brown: 5. The Salutation. Вступне звертання.

The subject line summarizes what the letter is about. 6. The Subject Line. Заголовок до тексту.

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. 7. The Body of the Letter. Текст листа.

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) 8. The Complimentary Close. Заключна форма ввічливості.

Always sign the letter by hand and • in ink. Write your name and title under your signature: Yours truly, (підпис) Victor Petrenko Marketing Manager 9. The Signature. Підпис.

Enc. Refers to anything that you Send with the letter. • Enc: Catalogue • Enc: Drawings 10. The Enclosures. Додаток.

BUSINESS LETTERS