Added Information (optional)

If there are any enclosures e.g. leaflets, prospectuses, documents etc. with the letter, these may be mentioned in the body of the letter. But in many letters you can find abbreviation Enc. or Encl. at the very bottom of the letter. And if there are a number of documents attached to the letter, these are listed.

When copies are sent to people other than the named recipient, c.c. (carbon copy) is added, usually at the very end of the letter.

 

Exercise 1. Look at the example of a business letter below and try to identify the parts discussed above.

Compuvision Ltd WarWick House Warwick Street Forest Hill London SE231JF Telephone +44(0)20 8566 1861 Facsimile +44(0)20 8566 1385 Email [email protected] www.comvis.co.uk Your ref. Your ref. DS/MR Date 21 September 2015   Ms B. Kaasen Bredgade 51 DK1260 Copenhagen K DENMARK   Private and confidential   DearMs Kaasen   Non-payment of invoice 322/17   It appears from our records that, despite several reminders, the above invoice remains unpaid. Unless the account is cleared within 14 days from the date of this letter, we shall take legal action.   Yours sincerely Donald Sampson Donald Sampson Sales Manager   c.c. Messrs Poole & Jackson Ltd, Solicitors   Chairman John Franks OBE Directors S B Allen M.SC. N.Ignot R. Lichens B.A.

 

Exercise 2. Here is the typical layout of a simple commercial letter. Use twelve different parts shown to put together the letter below.

 

a   c.c. Martin Naylor,

    International Holdings, Singapore

 

b  Yours sincerely,

 

c   J. Hardy

    Janet Hardy

 

d  23 June 1992

 

e   Dear Mr Mexford

 

f   Enc. Managing Director’s itinerary

 

g   Due to a change of programme, Mr Gilbert Smethers will now be arriving in Singapore on 18     July and not 16 July as originally planned. Would it be convenient to re-schedule your meeting with him for 19 July at 10.30     a.m.?     contact our agent, Martin Naylor, to confirm that this      is possible or to suggest an alternative time.

 

h  Mr Alan Mexford,

    Financial Consultant,

    2 Victoria Buildings,

    New Bridge Road,

    Singapore

 

i   International Holdings PLC

    Nelson House, Grosnover Street, London W1X9FHTel: 071-444-2121 Fax: 071- 443-0896 Telex: 514050     

 

j   Our ref: JH/298

 

k  Personal Assistant to the Managing Director

 

l   Visit of Mr Gilbert Smethers, Managing Director, International Holding

 

 

1 letterhead

2 references

3 date

4 addressee’s name and address

5 salutation

6 subject title

7 body of letter

8 complimentary close

9 signature

10 company position

 

 

11 enclosures

11 enclosures

12 copies

 

Exercise 3. How much do you know about business mail? Try this quiz.

 

	True	False	Corrections and explanations
1. It is more polite to use Sir or Madam rather than the name of the person you are writing to
2. Ms is used when you are writing to more than one woman.
3. Mister is more correct than abbreviated form Mr.
4. In the USA a letter to a company usually starts with Gentlemen: and not Dear Sirs.
5. If a customer uses a business reply service envelope, the postage is paid by the trader.
6. PLC (Public Limited Company) is used in the USA instead of Ltd.
7. The date is written differently in British and American letters.
8. A letter that starts Dear Sir or Dear Madam will close Yours sincerely.
9. p.p. is used when someone signs a letter o behalf of someone else.
10. The recorded delivery service provides proof of delivery and pays compensation if a valuable document is lost.

 

Unit 2

ENQUIRIES

An enquiry or inquiry is a request for information. Most letters of enquiries are short and simple. Many companies have adopted the practice of sending printed enquiry forms. The writer of an enquiry states briefly and clearly what he is interested in, and this is all the receiver of the letter needs to know.

All letters of enquiry can be subdivided into first enquiry and non-first enquiry letters. A first enquiry is a letter sent to a supplier with whom you have not previously done business with. It should include:

1) A brief mention of how you obtained potential supplier’s name. Your source may be an embassy, consulate, a trade fair or chamber of commerce. You may have seen the goods in question at an exhibition or trade fair. You may be writing as the result of a recommendation from your business associate, or on the basis of an advertisement in the daily, weekly or trade press.

2) Some indication of the demand in your place for the goods which the supplier deals in.

3) Details of what you would like the supplier to send you. You may be interested in a catalogue, a price list, discounts, methods of payment, delivery times, samples etc.

4) A closing sentence to round off the enquiry. Usually a simple ‘thank you’ is sufficient to close an inquiry. But you can mention that a prompt reply would be appreciated.

 

 Answer the following questions:

1. How do you usually begin your first letter of enquiry with?

2. Why does the supplier have to know the customer and situation on his market well? 

3. Why should you be so specific and exact when asking for goods?

4. Why is it advisable to point out any particular items you are interested in?

5. How will you close a letter of enquiry?

 

Vocabulary

enquiry (inquiry) запрос

enquiry form бланк запроса

supplier поставщик

embassy посольство

trade fair ярмарка, выставка-продажа

consulate консульство, консульский отдел

chamber of commerce торговая палата

business associate партнер по бизнесу

trade press специализированные периодические издания

catalogue каталог

price list прайс-лист, прейскурант

discount скидка

method of payment способ оплаты

delivery time срок поставки

sample образец (торговый )

prompt reply срочный, быстрый ответ

to be appreciated быть благодарным, признательным (зд.)

 

Exercise 1. Read and translate the sentences paying attention to the words and phrases in italics.

 

Opening lines

 

1. Your name has been given us by the Russian Chamber of Commerce in Moscow.

2. The British Embassy in Madrid has advised us to get in touch with you concerning …

3. We saw your products demonstrated at Leipzig Fair earlier this year, and would like to know whether …

4. Messrs. Harper Grant & Hews of Bletchley, who we understand have been doing business with you for some years, inform us that you may be able to supply us with …

5. We were given your name by Hoteliers’ Association in Paris.

6. We were advised by Spett. Marco Gennovisa of Milan that you were interested in supplying …

7. We were impressed by the selection of gardening tools displayed on your stand at this year’s Gardening Exhibition held in Hamburg.

8. Our associates in the packaging industry speak highly of your Zeta packing machines and we would like to have more information about them. Could you send us …

9. Your advertisement in this month’s issue of the Shoemaker states that you can offer …

10. We have seen your advertisement in the last Sunday’s Observer, and would be grateful if you would let us have details of …

11.  We are writing to you on behalf of our principals in Spain who are interested in …

12.  We are interested in a selection of sweaters foe both men and women as advertised in …