use of the following phrases
1. to acknowledge the receipt of the letter:
We have received you teller of (or dated) (the) 20th January
We acknowledge your teller of (or dated) (the) 22nd January
Please acknowledge receipt of the letter.
2. to refer to previous correspondence:
We refer to your cable of (the) 20th January. 1994.
We refer to your letter of the 20th December. 1993.
We refer to your cable of the same date.
We refer to the letter of today's date.
To open the letter
We write to inform you that...
In reply to you letter of...
In response to your telex...
4. to request information:
We request you to inform us of....
We shall be grateful if you will inform us of
We should be obliged if you would send your opinion of
We should appreciate il if you would
5. to give or to receive news:
I am pleased to inform you that...
We have pleasure in informing you that
We learn from...
We hove been informed that...
We regret to inform you that...
We w rite to inform you...
6. to call attention to the enclosure:
Please find enclosed...
We enclose with the letter the cheque for..
We are pleased to send you under separate cover..
We attach a copy offor your information...
7. to apologize:
Please accept my apologies for the delay of...
I 'm sorry not to have replied to...
8. to express gratitude:
We thank you for your enquiry of...
We owe it to you that...
9. to confirm:
We confirm our request (information, telephone conversation).
We are sending you our confirmation of the order.
10. to express-opinion:
In my (our) opinion
I think (consider) that..
What is your opinion of (about)...
11. Other helpful phrases and words:
In compliance with your request, order, proposal...
In accordance with..
Owing to.
Because of..
Due to the fact that...
12.
Hitherto - , op
Hereafter -
Hereby we give you notice - ...
Hereto - ,
Herewith - ; ,
Herein -
Remember that the salutation and complimentary close should correspond to the style of your letter. The table below will help you choose the appropriate variant.
| The inside address | Salutation | Complimentary close |
| Messrs A. Collins & Co, Ltd | Dear Sirs, Gentlemen (the U.S.) very formal | Yours faithfully,... Years truly, |
| Mr. A. Collins | Dear Sir, very formal | Yours faithfully,.... Yours (very) truly,... |
| Mr. A. Collins | Dear Mr. Collins less formal | Yours sincerely,, |
| Mrs. B. Collins Miss C. Collins | Dear Madam, (to married and married women) very formal | Yours faithfully,... Yours (very) truly,... |
| Mrs. B. Collins Miss C. Collins | Dear Mrs. Collins Dear Miss Collins less formal | Yours sincerely,... Yours very sincerely,... |
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LETTER WRITING PRACTICE
Exercise 1
Business letters 1
Choosing from the north in the box, label the parts of the letter.
The first has been done for you.
date main paragraph letterhead
references salutation introductory paragraph
concluding paragraph recipient's address (sender's) address
(typed) signature complimentary ending enclosures
position/ title signature
1) WIDGETRY LTD
6 Pine Estate. Westhornet, Bedfordshire, UB18 22BC.
2) Telephone 9017 23456 Telex X238WID Fax 9017 67893
Michael Scott, Sales Manager, Smith and Brown pic.
3) Napier House,
North Molton Street,
Oxbridge OB84 9TD.
4) Yourref.MS/WID/IS/88
Ourref.ST/MN/10/88
5) 31 January 19__
6) Dear Mr. Scott.
7) Thank you for your letter of 20 January, explaining that the super widgets.
catalogue reference X-3908, are no longer available but that ST-1432.
made to the same specifications but using a slightly different alloy, are now available instead.
Before I place a firm order I should like to see samples of the new super widgets. If the replacement is as good as you say it is. I shall certainly wish to reinstate the original order, but placing an order for the new Items.
8) Apart from anything else, I should prefer to continue to deal with Smith and Brown, whose service has always been satisfactory in the past. But you will understand that I must safeguard Widgetry's interests and make sure that the quality is good.
9) I would, therefore, be grateful if you could let me have a sample as soon as possible.
10) Yours sincerely,
11)
12) Simon Thomas
13) Production Manager
14) Enc.
Exercise 1
Business letters 2
This second letter has been revised so many times by Mr. Thomos that it has
become all mixed up and hit word processor has failed to reorganize it Arrange
the letter so that everything is in the right place. The first point in the letter is:
(2) WIDGETRY LTD
1) Simon Thomas
2) WIDGETRYLTD
3) 6 Pine Estate, Westhornti, Bedfordshire, UB 18 22BC
Telephone 9017 23456 Telex X238WID Fax 901767893
4) I look forward to hearing from you.
5) Your ref. MSAVD/22/88
Ourref.JB/MS/48/88
6) Yours sincerely,
7) James Bowers. Sales Manager,
Electroscan Ltd, Orchard Road Estate,
Oxbridge UB8410SF.
8) Production Manager
9) Thank you for your letter. I am afraid that we have a problem with your order.
10) 6 June 19__
11) Unfortunately, the manufacturers of the part you wish to order have advised us that they cannot supply it until September. Would you prefer us to supply a substitute, or would you rather was until the original pens are again available?
12) Dear Mr. Bowers
Exercise 3
Everything is mixed up in this letter. Rewrite it putting each part in its place.
If you agree to the changes, please sign the agreement and send it by return mail.
Yours sincerely
Brent Forwarding Company
10 Bond Street
Sydney
Australia
Dear Ms T. Trilling
Your Ref:
Our Ref:
MALTA SHIPPING COMPANY MAL
Telex: 39676 marsh Fax: (036) 7916
Telephone: 393-6547
Re: Agreement 056/3559
Mr. Starros Papesku
President
Encl.
19 July 19...
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Enclosed is the Modification Agreement that we discussed during your stay in Malta in June.
Exercise 4
GUIDED LETTER WRITING
Parties
Mr. W. Baker Mr. N. Kainashi
Sales Manager Export Department
Tools Lid. Wichinata
Addresses
553 Broad Street 64 Market Square
Harrisburg PA Singapore 1
17285 USA
1. Mr. W. Baker is sending Mr. N. Kainashi an order for spare part.
He informs his partner of it in a covering letter. Help Mr. W. Baker to
write the letter.
2. Do not forget to mention that the order is duly signed.
3. Your letter must contain the necessary framing elements.
Letter writing practice
Exercise 1 Write a covering letter to NTG Industries suiting the draft contract as enclosure.
NTG is an English firm located in Edinburgh, Mortimer Street, 101. Ask the firm to consider the draft and to make the necessary alterations.
Exercise 2 You are sending samples of cotton fabrics to Alexiou Textile Company in Greece. The company's address is 162 Omonia Square. Athens. Write a covering letter.
Exercise 5
Parties
Q. Simonov T. Gupta
General Director Manager
Russian Hotel Gopal Traders Ltd
Addresses
36 Pokrovsky Blvd. 23 Chittaranijan Road
Moscow 118306 Madras
Russian Federation India
Russian Hotel has orders for Indian spices and nuts from several first-class hotels in Moscow. Write an enquiry for Russian Hotel to Gopal Traders Ltd. of India along these lines:
1) Introduce your firm. Russian Hotel is a trading organisation engaged in importing different products (often foodstuffs) for their client including a number of first-class hotels in Moscow.
2) Say that you wish to know what kinds of spices and nuts Gopal Traders Ltd. have to offer.
3) Ask the Indian firm to send you some brochures and price lists.
4) Express hope in establishing close business relations with the firm.
5) Do not forget to properly sign your letter.
Exercise 6
Parties
Mr. G. Brentsin Mr. R. Stone
Manager Manager
Pencil Group Ltd. Fortune Estate Ltd.
Addresses
157 Patpong Road 12 Junction Mews
Bangkok Sales place
Thailand London W2 IPN
United Kingdom
Pencil Group Ltd. plans to open an office in London. Help Mr. G. rents in to write a request to Fortune Estate Ltd. Here are some suggestions:
FAX Dale 09/02/98.
N umber f pages including coversheet
TO: Simon Clark From: Richard Shark
GLSP Corporation Concord International
Phone 44 171 455 6788 Phone 44181342 77b 65
Fax Phone 44 171 455 6787 Fax Phone 44 181 342 77b 65
CC:
REMARKS: Urgent For your review Reply ASAP Please Conmen
Dear Mr. Clark.
Thank you for your fax dated 11.02.98
Concerning our mutual project I would like to obtain more information regarding your company's ISO 9000 certification: Accreditation Body, date of accreditation, registration number. Your prompt response will be appreciated.
I hope for a fruitful cooperation.
Yours sincerely.
Richard Shark
Deputy General Director
| Letters Message | letter 1 | letter 2 | letter 3 | letter'% |
| Exercise 7 Think over and write four business letters, considering the basic rules and the requirements given below. |
| Acknowledge the receipt of... | the letter of... | the cable dated... | the telex of... | he invitation dated... |
| Thank your correspondent for... | the information about... | the request for the draft-documents | the proposal to negotiate a loan of money for... | the invitation to attend the meeting of... |
| Express your opinion of... | the adequacy of the information about... | the possibility of introducing changes into the- d raft-documents | the consequences of... | the expedience of accepting or turning down the invitation |
| Inquire about your correspondent's opinion about | further details of relevant information... | the terms of payment, interest rate, the expiry date... | the redemption of the loan... | the subject-metter of the meeting |
| Offer your recommendations how to... | make use of the acquired information... | stipulate your right of claim | profit by the loan... | contribute to the success of die meeting and settle the matter |
| (Once again) thank your correspondent for... | the duly received information... | the assistance and support in | competence and experience in | the arrangement of the meeting... |
| Give your promise to | extend cooperation with... | act in partnership with... | put up the loan | exercise pressure on the participants... |
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Business Letter
Task 1
Give-the Russian equivalent of the Business Letter.
Sample 1
VALMET Valmet-KMWAB,
P.O. Box ICI4, S-651 Karlstad;
Sweden
KMW Telephone: 54 1710 00,
Telex: 66181 vide s,
Telefax: 54 18 15 77.
Your Ref:
Our Ref: NV/sk
3 November 19...
Collins Paper Supplies
7 Bond Street
Sydney
Australia
Dear Sirs
Finnish Valmet and Swedish KMW two of the world's leading paper machine manufacturers have joined hands to form Valmet-KMW AB. A superb partnership in the area of tisane, board and pulp drying machines as well as the multilayer technique.
Comprehensive research facilities and product know-how, a wide range of experience and efficient production facilities arc some of the advantages which will directly benefit the r-customer. We aim to be equally effective with new- deliveries and with optimisation of existing equipment. Please find enclosed our new catalogues and do not hesitate to contact us at the above address.
Yours faithfully
Nils Vikstrom
President
Enclosure
Sample 2
OLYMPIA HEAVY INDUSTRIES,
LTD.
Your Ref:
Our Ref: TM/ng
5 July 19...
Asia Bank
23 Soi Saladaeng
Bangkok
Dear Sirs
Olympia today is one of the largest internationally famous industrial and financial groups in the USA.
Olympia Heavy Industries, Ltd. is America's leading manufacturer of ships and material handling equipment, construction machinery, iron and steel making equipment, presses, chemical plants, speed variators and reducers, prime movers and steel structures and bridges as well as many other kinds of machinery and equipment for various industries.
Olympia Heavy Industries. Ltd. at present has modem manufacturing facilities in seven states of the USA, each specialised in the manufacture of different products, in order to give you an Idea of the capacity of out organisation, we are enclosing our comprehensive illustrated brochure. Yours faithfully
Tony Merchant President
Enclosure
Task 2
Are these addresses correct?
What changes should be made?
Give the proper variant
Mathews & Wilson Chicago, I Lin. 1562
Ladies Clothing 21 Conduit Street
General Manager W. & T. Avery Limited
75 High Street Mr. Simpson
Glasgow 411563
Scotland
W 13
Task 3
Rewrite the letter frame.
Name the elements circled.
| 9 9 10 10 |
Task 4
Discode the following abbreviations:
1. NY-
2. St-
3. aq-
4. C.O.D.-
5. f.o.t-
6. &-
7. Ltd.-
Task 5
Guided letter writing.
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Parties
Mr. Paolo Barblere Mr. V. Fadin
Export Manager Department of foreign
Economic relations
ENTI Group Machine-building
plant
Addresses
117 Via Veneto 36 Mir Avenue
Rome Irkutsk
Italy Russian Federation
The representative of the Russian firm Mr. V. Fadin receives a letter from Mr. Paolo Barbiere and writes a reply in which he:
- acknowledges receipt of Mr. P. Barbieres notification of readiness;
- informs his partner that representative of there plant Mr. A. Ivanov will go to Italy to take part m the tests on 15 July.
1
,
| Alabama | AL | |
| Alaska | AK | |
| Arizona | AZ | |
| Arkansas | AR | |
| California | CA | |
| Colorado | CO | |
| Connecticut | CT | |
| Delaware | DE | |
| District of Colambia | DC | |
| Florida | PL | |
| Georgia | GA | |
| Hawaii | III | |
| Idaho | ID | |
| Illinois | IL | |
| Indiana | IN | |
| Iowa Kansas | KS | |
| Kentucky | KY | |
| Louisiana | LA | |
| Maine | ME | |
| Maryland | MD | |
| Massachusetts | MA | |
| Michigan | Ml | |
| Minnesota | MN | |
| Mississippi | MS | |
| Missouri | MO | |
| Montana | MT | |
| Nebraska | NE | |
| Nevada | NV | |
| New Hampshire | NH | - |
| New Mexico | NM | - |
| New York | NY | - |
| North Carolina | NC | |
| North Dacota | ND | |
| Ohio | OH | |
| Oklahoma | OK | |
| Oregon | OR | |
| Pennsylvania | PA | |
| Rhode island | PI | - |
| South Carolina | SC | |
| South Dacota | SD | |
| Tennessee | NT | |
| Texas | TX | |
| Utah | UT | |
| Vermont | XT | |
| Virginia | VA | |
| Washington | WA | |
| West Virginia | WV | |
| Wisconsin | WI | |
| Wyoming | WY |
: 5- , .
:
Iowa State University Ames,
10 50011
University of Kansas Lawrence,
KS 66045-2140
Michigan State University
East Lansing, Ml 48824-1035
.A. Bachelor of Arts
M.A. Master of Arts
M.D. Doctor of Medicine
Ph.D. Doctor of Philosophy
Apt. apartment
Ave. avenue ,
Bldg. building ,
Blvd. boulevard
Dr. drive
Pkwy. parkway
PL. place 1. , 2. , 3.
P.O. post-office
Rd. road
Rwy, Ry railway
Sq square
St. street
AM/FM amplitude modulation
frequency modulation
a.f. as follows
a.m. above mentioned
a.q. any quantity
bp birthplace
btto brut to /; c.a, current account
c.i.f.. cost, insurance and freight , ,
C.O.D. cash on delivery ,
D'A documents attached
D.O. date of birth
f.o.c. free of charge
f.o.t. free of tax
IQ intelligence quotient
M.S. manuscript tr there .
ts this
tx tax
. ad interim
eg. exempli gratia
et al ct alii
etc et cetera
i.e. id est
q.v. quod vide , (-)
vs. versus
/ per. for. or ;
$ dollars (-)
pounds (-) cents (-)
% percent (-)
# number
a at. each ;
/ cure of (-)
& and
company (, ..)
Ltd.. limited ()
2
WRITTEN PATTERNS
| We have pleasure in informing | ... |
| you... | |
| We look forward to a visit - | ... |
| with a view to discussing... | . ... |
| We have received your letter of | o 9 |
| 9th October, informing us | , ... |
| about... | |
| In reply to your letter... | ... |
| We wish to inform you that... | , ... ( |
| . ...) | |
| In view of the above... | ... |
| (We) thank you for your letter of dated | 21 |
| 21st March... | |
| Please let us know (inform us)... | , |
| We are glad (pleased) lo inform | ... |
| We have to inform you (to state) | ... |
| We enclose with the letter.... | |
| We enclose herewith | |
| We feel we must bring to your notice... | |
| ... | |
| We should like to bring to your notice... | |
| You will understand... | , , ... |
| We would therefore ask you... | ... |
| We should like to make it clear... | |
| .... | |
| We are surprised (at) by your letter. | . |
| Following your recommendations... | ... |
| We wish to remind you... | ... |
| With reference (referring) to your letter... | ... |
| As we see from your letter | |
| In the circumstances | |
| We also ask you to consider the possibility | |
| ... | |
| We hope you will meet our request | , |
| . | |
| We regret to inform you... | ... |
|
|
|
| We should like to refer to... | ... | |||
| If you could agree... would you inform us | ..., | |||
| ... | ||||
| in confirmation of... | ... | |||
| We should like you to note... | ||||
| ... | ||||
| Our conditions are as follows... | :... | |||
| As you are no doubt aware... | , , ... | |||
| In view of this fact... | ... | |||
| Please give the matter your immediate | , | |||
| attention. | . | |||
| We acknowledge with thanks receipt of... | ||||
| ... | ||||
| Our standard policy is | , ... | |||
| We owe your name and address to... | ||||
| We have the honour to represent... | ||||
| h has come to our knowledge that | , | |||
| to the satisfaction of all concerned (both | ||||
| parties) | ( ) | |||
| Will you please send | , .... | |||
| Please be advised | ... | |||
| You may be interested to know.. | , . | |||
| May we bring to your notice... | ||||
| We can let you have any information on... | ||||
| ... | ||||
| Do not hesitate to contract us | ... | |||
| Meanwhile we hope you will see in our | , . | |||
| offer a worthwhile opportunity.. | ||||
| II is our intention... | ... | |||
| to this end | ||||
| We look forward to hearing from | ||||
| you soon. | . | |||
| Your letter enquiring about... | , ... | |||
| The letter arrived at a very opportune | ||||
| moment. | ||||
| with regard to As soon as we are In possession of the details..., we shall forward to you... our understanding is... We would be obliged if you would send us... | ... ... ... , ... | |||
| In the performance of... As agreed... We hope to have your comments soon. Now it is obvious that... If this proposal is acceptable to you... In your letter of... you refer to... We feel we must... with all good wishes We have received your letter and are surprised to learn that... You will remember... It turned put that... | ... ... . , ... ... ... ... , , ... . , . . ... | |||
| Having thoroughly studied the document... in the first place... In accordance with the agreement previously reached... You will realize that... You are right in saying that... We would request you to... | ... ... ,... . , , .. , ... | |||
| Our company enjoys a first class reputation. It will be a pleasure to give you an immediate reply. We shall be very much obliged if you will take the matter up. We shall be glad if you will send us... We should be glad if you would send us... | . . , . , ... . ... | |||
| We await your reply in due course. Please inform us by return post. | . . | |||
| Hence, our subject in writing to you is... Please let us have your views on the proposal. We also advise you... Attached you will find... While appreciating your efforts... we have to... We should be obliged if you would... We trust... | , ... , , . , ... ... .... ... , ... , | |||
| We are writing to inform you in view of the bad need for... | ... ... | |||
| in the meantime The matter will be settled to mutual satisfaction. we feel certain We wish to maintain good business relations with you. Kindly find enclosed... We have given careful attention to... as regards | , (), . ... ... | |||
