Деловое письмо на английском языке. Учебное пособие для студентов экономических и гуманитарных специальностей, дополнительной программы ''Переводчик в сфере профессиональной коммуникации''

Министерство высшего и профессионального образования РФ Восточно-Сибирский государственный технологический университет

Деловое письмо на английском языке: Учебное пособие для студентов экономических и гуманитарных специальностей, дополнительной программы «Переводчик в сфере профессиональной коммуникации»

Бидагаева Ц.Д. Деловое письмо на английском языке: Учебное пособие для студентов экономических и гуманитарных специальностей, дополнительной программы «Переводчик в сфере профессиональной коммуникации» / Ц.Д. Бидагаева. – Улан-Удэ: ВСГТУ, 2004. Пособие предназначено для студентов, изучающих курс делового английского языка, в частности ведение деловой переписки на английском языке. В пособии представлены методические указания, языковые и речевые упражнения для развития и формирования умений и навыков написания деловых писем и телексов на английском языке.

Составитель: Бидагаева Ц.Д. Ключевые слова: letter, layout, reference line, address, date, complimentary close, signature, enclosure, sender, recipient, company, branch, to write, to answer, to read.

Улан-Удэ 2004

Настоящее учебное пособие предназначено для студентов экономических и гуманитарных специальностей, дополнительной программы «Переводчик в сфере профессиональной коммуникации», изучающих курс делового английского языка, в том числе ведение деловой переписки на английском языке. Цель пособия – формирование и развитие навыков ведения деловой переписки на английском языке, то есть навыков деловой письменной речи. На практике переписка представляет собой обмен деловыми письмами, телексами, факсами, которые, с одной стороны, характеризуются рядом общих черт, а с другой – отличаются специфичными, присущими для каждого вида, особенностями. Текстовые особенности, характерные как для письма, так и для телекса, включают частое употребление стереотипных словосочетаний и фраз, использование терминов и клише. Деловое письмо характеризуется определенной композиционной структурой текста и особой официальностью, проявляющейся в наличии сложных грамматических оборотов и книжной лексики. Отличительными чертами телекса являются сжатая форма подачи информации, грамматические опущения и аббревиатуры. Специфика делового письма и телекса определяет и характер трудностей, возникающих при их продуцировании. Если деловое письмо предполагает полное и развернутое изложение фактов, соотносимых со всеми неотъемлемыми частями письма, то телеграммы и телексы предназначены для предельно лаконичной передачи сообщения. Следовательно, при формировании навыка написания делового письма требуется знание его композиционных особенностей, владение стилем официально-делового изложения. Продуцирование телекса

предполагает умение логически компрессировать информацию, то есть кратко излагать ее в тексте. Организация языкового материала сгруппирована по общему коммуникативному намерению деловых писем. Во время ведения деловой переписки у партнеров возникает необходимость выразить различные намерения, среди которых основными являются информирование, побуждение к действию, согласие, отказ, жалоба, извинение. Намерение должно излагаться в тексте в определенной последовательности, то есть по плану. Методика обучения деловому письму состоит из двух этапов. Первый этап предполагает решение следующих задач: 1) усвоение студентами последовательности действий при написании делового письма, то есть его план; 2) изучение языковых средств, необходимых для реализации этого плана; 3) чтение и анализ образцов деловых писем. Цель второго этапа состоит в первичном закреплении выделенных языковых средств через ряд языковых упражнений. Целью следующего этапа является организация практики в написании писем на основе ситуаций реального делового общения. Пособие состоит из 6 уроков. Структура уроков разработана в соответствии с указанными этапами в обучении.

Unit 1. Letter Layout Методические указания Изучение делового английского языка, используемого при деловой переписке, лучше всего начинать с чтения и написания самых простых коммерческих писем, с усвоения особенностей английской корреспонденции. Деловая переписка на английском языке осуществляется в соответствии с определенными правилами, закрепленными традициями. Основными требованиями к стилю делового письма на английском языке являются ясность, сжатость, вежливость, а также стандартизованность, официальность и точность. Деловое письмо на английском языке обычно содержит следующие обязательные части: 1. The Letterhead Заголовок (включающий место написания письма) 2. The Reference Line Указание на ссылку 3. The Date Дата отправления письма 4. The Inside Address Внутренний адрес 5. The Greeting/Salutation Обращение/приветствие 6. The Body of the Letter Содержание письма 7. The Ending/ Заключительная формула The Complimentary Close вежливости 8. The Signature Block Блок подписи По мере необходимости в письме указываются дополнительные четыре элемента: 9. The Attention Line (if any) Указание на конкретное лицо (если есть) 10. The Subject Line (if any) Указание на общее содержание письма (если есть) 11. The Enclosure (if any) Приложение (если есть)

12. CC Notation (if any)

Указание на рассылку копий (если есть) Интерес представляют и особенности расположения «обрамляющих» и «основных» элементов на бланке письма. Все элементы письма начинаются с линии левого поля. При этом каждый элемент размещается компактно, в виде отдельного блока (Block Letter Style). Такое «блоковое» композиционное решение структуры письма получило широкое распространение в деловой практике последних лет. Кроме того, в оформлении письма обращает на себя внимание отсутствие пунктуации, в основном запятых, что также часто стало практиковаться в деловой переписке. Помимо «блоковой» композиции существуют и другие варианты расположения элементов структуры письма, например, композиционное решение с отступом (Indented Letter Style). Block Style Indented Style 17 ( , ) Scarlet St., Greyling, Cheshire, England.

parts.1 1

17 ( , ) Scarlet St., Greyling, Cheshire, England.

Study Section Read this business letter and pay attention to its main

Письма обычно пишутся только на лицевой стороне бланка. Если письмо не помещается на лицевой стороне бланка, то его пишут на двух или нескольких листах, также используя одну сторону каждого листа. В качестве дополнительных листов можно использовать как бланки с названием организации, где в правом верхнем углу должны быть напечатаны слова Continuation Sheet No …, так и дополнительные листы без такой надписи. В этих случаях на дополнительных листах ставят номера страниц. В нижнем правом углу каждой страницы текста, за исключением последней, пишется слово Continued или сокращенно Contd.

AGRICO Telex: 4254 AGR Telefax: (056)043 – 075

DENMARK Telephone:05270 – 3985 1

Your Ref. Our Ref.: DA/st 15 February 20…

2 3

Farmers Fruit Products 45 Leadenhall Street London E.C. 3 England

4

Attention: Mr N. Harper

5

Dear Mr N. Harper Re: Offer No 387/5117

6 7

Thank you for your letter of 9 March 20 … . I have pleasure in sending you our brochure with details of our new models. I look forward to hearing from you soon. 8 Your sincerely D.Ashen D. H. Ashen Manager Encl. CC J. C. Hammond

9 10 11 12

1. The Letterhead The printed Letterhead is usually centered at the top of the page. It includes the name address telephone number of the sender telefax telex It may also contain the company’s trademark, its telegraphic address, its branches and the description of the business. Look at the examples of the names of companies: A. Smith & Co.1, Limited 2 A. Robinson & Sons Bennet Bros.3 The American Mining Corporation James Smith and Company, Incorporated 4 Vneshnetorgovoye OBJEDINENIJE “Machino-export”5 1

Знак & - так называемый ampersand – часто употребляется в названиях фирм вместо and - & Co. – и читается: and Company. 2 Слово Limited (сокращенно Ltd.) представляет собой сокращение выражения limited liability company “ компания с ограниченной ответственностью”, означающее, что ответственность членов компании ограничивается номинальной стоимостью приобретенных ими акций. 3 Bros. является сокращением от слова Brothers “братья”. Bennet Bros. – “братья Беннет”. 4 Corporation означает “соединение лиц”, “корпорация”. В названиях американских фирм, банков и т.д. это слово чаще употребляется вместо stock corporation “акционерная корпорации”. Incorporated (Inc.) означает “зарегистрированный как корпорация”. 5 Названия российских внешнеторговых объединений не переводятся на английский язык. При их передаче на английском языке используется прием транслитерации, т.е. русские слова пишутся буквами латинского шрифта.

The Letterhead does not only provide identification of the writer’s company, its design helps to project the company’s image. It is for these reasons that many firms engage professional artists to design attractive Letterheads. 2. The Reference Line It is usually below the Letterhead, very often in the tophand part of the sheet. The addressee’s reference – if it is known – is typed first. It may be the number of the letter or some abbreviation. The sender asks the addressee to refer to that number or abbreviation in the answer. The Reference Line contains the initials of the sender and the addressee. Have a look at the sample letter on page 6 and find the Reference Line. Notice that the letters DA stand for D.Ashen. Mr. D.Ashen has signed the letter and his initials in capital letters come first in the Reference Line. They are followed by the initials – not necessarily in capital letters – of his secretary or typist. Now let’s decipher the Reference Line: Your Ref: DA / st Your Reference

David Ashen

Susan Thompson

3. The Date The Date, like the Reference Line, is placed bellow the Letterhead. It is often very important to know when the letter was written – important both to the reader and the writer. There are four commonly used dateline styles, for example:

BE: AE 2 March, 2004 March 2, 2004 2nd March, 2004 March 2nd, 2004 The following style may be confusing: *2/03/2004. It is either the second of March or the third of February. Try to avoid confusion. At present people do not usually write –th, -rd, -st, -nd after the day. Sometimes the months (they are written with capital letters) are abbreviated, but not all of them: January – Jan. July February – Feb. August – Aug. March September – Sept. April – Apr. October – Oct. May November – Nov. June December – Dec. 4. The Inside Address Have a look at the recipient’s address on the envelope. The Inside Address is the repeated recipient’s address. It contains the name and address of the firm or individual to whom you are writing. Notice that the English address should be written in the reverse way, i.e. first – the recipient and the name of the company you are writing to, then – the house number, the street, the town/city, the state/county, the country. Mind the order in which the address is usually written. To a firm in Great Britain: Messrs1 Peterson and Sons 106 Knightsbridge London SWL 96C England

1

Messrs [mes∂s] – abbreviated from ‘Messieurs’ (Fr.); it is used if the name of the firm includes surnames of people.

To a firm in the United States of America: Worldwide Dealers Inc.1 16 Sixth Avenue New York, N.Y. 11015 USA

To a married woman: Mrs. Rosemary Jones Mrs C. Green To an unmarried woman: Miss Mary White Miss R. Crage

To an anonymous official in the firm: Managing Director Office Equipment Inc. 344 Rue Road Chicago, IL.2 USA

To a woman whose marital status you do not know or you do not want to stress it: Ms. P. Stevens

5. The Attention Line To an individual in a firm: Mr John K. Style Export Division Wellhead Builders Ltd. 5 Fen Road3 London EC3 7AP England

You will not see the Attention Line in every business letter. When writing to a company or a department within a company you might need to attract the attention of a specific person. The following are various styles of attention lines: Attention: Mr. Edward Brown Attention of the Traffic Manager For the attention of …

Use one of these when addressing a woman: 6. 1

Inc. – abbreviated from ‘Incorporated’. (Also Co. and Ltd. are the usual abbreviations for Company and Limited.)

2

IL – Illinois (a state in the USA).

3

Road, Street, Avenue - these words start with capital letters in addresses.

The Salutation

There are several accepted forms of Salutations: Dear Sirs,

(British) or Gentlemen: (American)

when you are addressing a company or an organization

8. The Body of the Letter Dear Sir, Dear Mr. Stone,

Dear Madam, Dear Mrs. White, Dear Miss White, Dear Ms White,

when addressing a man The Body of the Letter is the message itself, all the other parts are just framing elements. The message of every business letter usually consists of at least two paragraphs – even if the second paragraph is just a courtesy phrase, i.e. the conclusion. It usually presents some polite remark to round the letter off. when addressing a woman

If the person you are writing to is known to you, you should begin with, for example, Dear Mr Stone, Dear Mrs White, etc. Otherwise you should begin Dear Sir(s), Dear Madame, or Gentlemen (AE). Note that “Gentlemen” is followed by a colon (двоеточие), while the rest of the greetings are all followed by a comma (запятой). Never use an exclamation mark (восклицательный знак) after the greeting. 7. The Subject line Just like the Attention Line the Subject Line may also be omitted. The writer needs it when he/she wishes to give the reader advance notice of what the letter is about. Here are examples of different Subject Line styles: Subject: Order for Furniture Re: Mr H. Menton’s visit to India Policy № 7569 Remember that the subject line is always underlined in business letters. It may be sometimes used instead of the Reference (Re).

9. The Complimentary Close Complimentary Closings, or Subscriptions, like Salutations, vary in form. In fact, your choice of a closing depends on the Salutation. If you open your letter with in the complimentary close use: Dear Mr Black Yours sincerely Dear Mrs White Dear Miss White Dear Ms White Dear Sir(s) Yours faithfully Dear Madam AE: Gentlemen: Very truly yours 10. The Signature Block It consists of

a) the writer’s handwritten signature; b) the writer’s identification; c) the typed name of the company. The typed name of the company is usually considered an optional part of the Signature Block as it is already given in the Letterhead. When identifying the writer you must give his/her name and his/her title or position in the company. Sometimes it is necessary to write the development.

11. The Enclosure When you enclose something with the letter in the same envelope, do not forget to indicate this fact in the Enclosure Notation, for example: Enclosures:

1. Contract 2. Cheque

Encl. (2) Encl.: Invoice (счет) Practice

1. Name each element in the letter frame given below. Say what you know about them. 1 2 3 4 5 6 7

RICHMOND PETROLEUM Inc. 12 June, 2003 Membrane Systems Ltd. 20, Wellesley Road Cleveland Ohio 4456 USA Dear Sirs, Thank you for your letter of 9 June, 2003 asking for an upto-date list of addresses of our branches. We have pleasure in enclosing this brochure, showing the location of all our branches and agencies at home and abroad. Yours faithfully Encl. 3. Are these addresses correct? What changes should be made? Atlantic Hotel London W1 10, Fen Road

8 9 10 11 2. Read the following letter. Name its main elements. Which parts of the letter are missing?

Mathews & Wilson Ladies’ Clothing General Manager 75, High Street Glasgow Scotland

10, Garston Road Worldwide Dealers Ltd. Mr R. Stevenson Australia Melbourne Chicago, Illinois, USA 300, Lincoln Place The Modern Machine Tool Corporation

4. Think of your own address and write it down. 5. Read these two letter messages. What subject headings would you suggest?

Letter 1 Dear Sirs Re: ____________ Thank you for your inquiry of 21 March, 2003. We are pleased to send you our samples as you requested. We can offer you this kind of label paper on our usual terms. We would appreciate your order and promise you prompt service at all times. Yours faithfully Letter 2 Dear Mr T. Wilson Re: _____________ We wish to inform you that Mr P. Peterson will visit you on the morning of 15 May in your office. This visit will allow us to discuss matters of mutual interest and explore the possibilities of further developing our business relations. We would appreciate a prompt confirmation of this appointment. Yours sincerely

6. a) What will you start your letter with, i.e. what Salutation will be appropriate in each case, if you are writing a letter to - a British firm you do not know very well; - Mr J. Blake, your old trade partner; - the company’s President who is a woman; - the head of the Export Department of Sport Shoes Manufacturers whose name is Barbara Doe;

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International Office Equipment Inc., an American corporation. b) How will you finish your letter, i.e. what Complimentary Close will you choose?

7. All the parts are mixed up in this letter. Put them in order. Rewrite the letter in block style with open punctuation. Yours sincerely Attention: Mr N. Conshiwan Please send us your catalogue with sizes and colours of female and male national clothes of Thailand. Re: Enquiry for National Dresses We are opening a shop of national Asian dresses and fabrics in one of our hotels. International Trading Company Bangkok 3 August, 2003 Thailand Dear Mr N. Conshiwan P. Morgan Your Ref: Manager Our Ref: PM/ma Intercontinental Hotel Group Telephone: 487-6591 Telex: 79436 inho Telefax: (039) 3673

Unit 2. Informative Letters All letters are informative in a way. But when you start writing a letter that informs it means that you want to inform – not ask or answer, not apologize or remind, but inform. These letters are written when you: - send something (a sample, a document, etc.) which must be accompanied by a short letter of transmittal or covering letter (письмо-сопровождение, в котором пишущий сообщает своему корреспонденту о том, какие документы, материалы, образцы и т.д. он ему направляет); -

acknowledge the receipt of this sample or document – in an acknowledgement (письмо-подтверждение, в котором сообщается о получении посланных документов, материалов, образцов и т.д.);

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announce something – in an announcement or notification (письмо-извещение/объявление, информирующее получателя о каком-либо факте или событии, например, готовности товара к отгрузке или визита г-на Х в Лондон, или изменении адреса или названия компании);

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introduce something or someone – in a letter of introduction (письмо-представление, которое пишут для сообщения разных сведений о компании, причем информативные сведения переплетаются элементами рекламы).

2A. Covering letters Study Section A cheque, a contract or any other business paper sent by mail should always be accompanied by a letter. The letter says

what is being sent so that the recipient knows exactly what you intended to send. When you plan a covering letter, remember: 1) to state what is being sent; mention the quantity enclosed or make a brief listing; 2) to specify any action necessary on the part of the recipient; 3) to end with a courteous note offering additional assistance. The following phrases may be helpful when: 1. Stating what is being sent: - We are pleased to enclose … - We have pleasure in enclosing/sending … - We enclose …/ We are sending … - Enclosed you will find … - Please find enclosed/attached … - We send/are sending you herewith … - Enclosed are the original and one copy of the contract … 2. Specifying actions of the recipient: - Please sign both copies, return the original to me, and retain the carbon. - Please mail the statements to these individuals/your branches in … 3. Ending with a courteous note: - If you require any additional information, please let me know. - Any questions should be addressed to me (to this department). - Should you have any questions or require any additional information, please do not hesitate to contact me … - For further details, please contact me at … (address/phone number). - If you have any questions or comments, please let me know. - If you need any further details/have any questions, please call me.

Practice

1. In the following letter some words are missing. Fill in the blanks with the necessary words or phrases.

1. Look at the sample letter, read and translate it: Lancer Sales Limited TOYDANO MOTOR SALES CO., LTD. Fax: 665-7896 Telex: 3567 TOD Telephone: 5374-396 Your Ref: Our Ref: TY/ng 16 April 2003 V/O Machinoimport 32/34 Smolenskay pl. Moscow 119325 Russian Federation Att: Mr S. Nikonov Dear Mr Nikonov, We are sending you herewith our brochure about the latest models of motors we manufacture. Should you require any additional information, please do not hesitate to contact me. Yours sincerely Tasaburo Yomo Manager Technical Service Section, Industrial Vehicle Dept.

Telephone: 143-3448 Fax: (015) 38518 Your Ref: Our … : SE / mj 10 June, 2003 Mr S. Samuels Wadley Stationery Company 14 Garden Street Liverpool W.C. 3 England … Mr … Please find … three (3) copies of the addresses of our branches. Any questions should be … to this department. … Sydney Erwin Manager Export Department 2. Complete the following letters with the correct prepositions: a) Dear Mr. Smith, (1)_____ reply (2)_____ your letter (3)_____ August 25 we have the pleasure (4)_____ informing you that we have considered your request and found it valid and convincing. Attached (5)____ this letter you will find all the data. (6)_____ the subject you are interested (7)_____ .

b) Dear Sir/Madam, We are a large engineering company exporting machine parts worldwide, and we have set up contracts (1)_____ Middle Eastern Customers (2)_____ the next two years. As these parts are similar (3)_____ nature and are going (4)____ the same destination over this period, we thought it might be less expensive if we insured them, (5)_____ an all risk basis, (6)____ a time policy. We would appreciate it if you could give us any information (7)_____ this type (8)_____ cover and how it operates. Yours faithfully, Jack Turner. 3. Write a covering letter to NTG Industries stating the draft contract as enclosure. NTG is an English firm located in Edinburgh, Mortemer Street, 191. In your letter, ask the firm to consider the draft and to make the necessary alterations. 4. You are sending samples of fabrics dyes to the Alex Textile Company in Greece. The company’s address is 162 Omonia Square, Athens. Write a covering letter.

2B. Acknowledgements Study Section You have just received an important document and a covering letter from your partner. Naturally you must answer it and write a letter of acknowledgement. The main idea of a good letter of acknowledgement is just saying “thank you” to your partner. Why do we write acknowledgements? 1. To show courtesy: the recipient need not worry – you have received what he sent. 2. To avoid misunderstanding: you know what you have sent and the quantity.

3. To provide a record: just look it up in your file and you will immediately know whether you have sent it or not. What do we acknowledge? – The receipt of a) documents (contracts, orders, invoices, etc.); b) samples, goods; c) money. You may use this plan for writing it: 1. State what you have received and the amount if necessary. 2. Express thanks for sending you money, samples, etc. 3. Mention any special instructions or actions required on the part of the recipient if necessary. 4. Offer further service or think of any other courteous note. You may use the following helpful phrases when: 1) you acknowledge receipt: - We acknowledge (the ) receipt of your letter/your order № 24/256 of 17 May, 2003. - We duly received your Invoice № 135 … - We have received your letter of … enclosing … - We are pleased to acknowledge your order of 30 March which is receiving attention; 2) you express thanks: - (We) thank you for your letter dated 1 May … - We are obliged for your letter of 5 December … - (We have received your samples) for which we thank you; 3) you “round off” the letter or write the conclusion of the letter in a form of a polite wish or courteous notes: - I hope this will be the beginning of a mutually profitable cooperation. - We appreciate your promptness in making your payments /carrying out our order and we are always pleased to serve you. - We sincerely hope that this will be a successful transaction for you and will lead to further orders. - We appreciate your placing this order with us …

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If we may be of service to you, please call us. Please do not hesitate to write if you require further information.

Exercise 2. Rewrite the previous letter using other synonymous phrases. Exercise 3. Guided Letter Writing Parties

Practice Exercise 1. Read the following letter: DHARAMTALA and Co. Ltd. Delhi Bombay Telex: 39675 dharm Fax: (095) 657-3956 Phone: 123-4567 Your Ref: Your Ref: BD/mw 10 May 2003 Sean O’Connel Bros. Ltd. 132 Park Avenue Dublin 2 Attention: Mr B. Show

Madras

Mr T. Soames Engine Exporters Ltd

Mr K. Smirnov Interface J.V.

Addresses 51 Market Road Hull Yorks England

16 Borsoyev Street Ulan-Ude 670003 Buryatia Russian Federation

3.1. Mr T. Soames is sending Mr K. Smirnov some brochures and catalogues about their new types of office equipment. Help Mr T. Soames to write a covering letter to Mr K. Smirnov: a) first state what you are enclosing with the letter; b) write a courteous note of goodwill.

Dear Sir, We thank you for your letter of 4 May, inquiring about our range of carpets. We have sent you under separate cover a comprehensive selection of our latest patterns. We enclose herewith our catalogue and price list. Should you have any questions, please do not hesitate to contact me. Yours faithfully B. Damicrishna

3.2.Mr K. Smirnov receives Mr T. Soames’ covering letter and his advertising materials. Write a letter of acknowledgement for Mr. K. Smirnov: a) say that you have received the promotion literature Mr. T. Soames has sent you. Do not forget to thank Mr T. Soames for that; b) write that as soon as you have examined the materials you will get in touch with Mr T. Soames again to arrange a visit to their company and see the equipment in operation.

Mr. B.Damicrishna Production Manager

Exercise 4. This is an extract from a conversation between two businessmen: Mr T. Trade and Mr J. Blake:

Mr J. Blake: And we have received that order from the Russian School of Business from Moscow. It also came with yesterday’s mail. Mr T. Trade: Fine. I’ve been expecting it. Send them an acknowledgement and let’s see what we can do for them. Exercise 5. Now it is Mr J. Blake’s task to write an acknowledgement to the Russian School of Business. Help him do it. The firm’s address is 30 Korablyov Street, Moscow, 107140, Russia.

2C. Notifications, Announcements and Introductions Study Section When sending a notification or announcement the sender’s intention is to inform the recipient about something. They notify their partners: - that the goods are ready for shipment; - that they have carried out the order; - that their representative is arriving on 20 May to take part in the tests, etc. A letter of announcement will be written when the sender announces the change of the company's name/ the firm’ address /the appointment of the branch manager, etc. If you wanted to introduce your firm you should write the letter of introduction. They do not characterise, they advertise your company. The purpose of this kind of the letter is to persuade the addresser that you are the best in business. Read the following examples of Notifications and Announcements. Sample 1. Notification of readiness

Dear Sirs, We wish to inform you that the goods you ordered under contract No. 347/bm are ready for shipment. Enclosed you will find our pro forma invoice. We would be very pleased to be of service to you again. Yours faithfully Sample 2. Notifying of Mr W. Wallace’s visit to London Dear Sirs, We wish to inform you that Mr. W. Wallace will visit you on the morning of 15 November in your office. Mr W. Wallace is fully authorized to act in the firm’s name. We would appreciate a prompt confirmation of this appointment. If unsuitable, please suggest an alternative date to us. Yours faithfully The above letters start with the phrase “We wish to inform you that…”. It is quite natural because the purpose of these letters is to inform. There also may be other optional points: - some additional information about the main subject of the letters; - certain courteous phrases finishing the letter (Sample 1). It would be appreciated to send a letter of acknowledgement in reply to the Notification (Sample 1). Sample 2 requires a letter of confirmation in response. Sample 3. Announcing new appointments We are writing to inform you that Mr Karl Yorden has been appointed Information Technology of our company. Mr K. Yorden intends to visit Berlin early next month and discuss business matters with you. Yours faithfully

Sample 4. Announcement of the opening of a branch office Olympia Heavy Industries, Ltd. Dear Sirs, We have pleasure in informing you that we have now opened a branch office in your city. The address of the branch office is Australia, Sydney, 10 Bond Street. Our branch office is headed by Mr R. Collins. Please refer all your requests to him. We hope this new office will serve to promote our business relations. Yours faithfully Sample 5. Change of the company’s address Dear Sirs, We would like to inform you that our company has changed its location. As from 1 September 2003 our address is … . We should be obliged if you would inform the appropriate departments of these changes. Yours faithfully The next Sample 6 is a letter of introduction. Match the following tasks of the sender with the appropriate points of the sample letter: a) provide some general information about your company, name the field of business, describe the structure of the company, its location and subscribe; b) give a description of the products you are manufacturing and try to persuade the reader that yours are the best in the field; c) specify the services you are especially good at; d) mention the material you are enclosing with the letter. Sample 6. A letter of introduction

Your Ref: Our Ref: TM/ng 20 July, 2003 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 modern manufacturing faculties 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 our organisation, we are enclosing our comprehensive illustrated brochure. Yours faithfully T. Merchant President Enclosure Practice Exercise 1. Read the letter and answer the questions given below.

VALMET

Valmet - KMW AB, P.O. Box 1C 14, S – 651 Karlstadt, Sweden

KMW

Telephone: 54 17 10 00 Telex: 66181 vkkk. S, Telefax:54181577 Your Ref: Our Ref: NV/sk 3 October, 2003

Collins Paper Supplies 7 Bond Street London England 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 tissue, board and pulp drying machines as well as the multilayer technique. Comprehensive research facilties and product know-how, a wide range of experience and efficient facilities are some of the advantages which will directly benefit the 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. Vicstrom President Enclosure

Questions: 1. What have you learnt about Valmet KMW AB from the above letter? 2. What type of proprietorship have they formed? 3. What is the main idea of the letter? 4. What products are advertised in the letter? 5. What will the plan of the letter look like? Write it out and discuss it in class? Exercise 2. Translate from Russian to English. 1. Мы получили Ваше письмо, датированное 10 февраля. 2. Подтверждаем получение Вашего письма от 26 сентября, посланное электронной почтой. 3. Мы искренне ценим то, что Вы разместили Ваш заказ у нас. 4. Благодарим Вас за Ваше письмо от 15 мая, с которым Вы послали нам Ваш каталог электронного оборудованием. 5. Мы хотели бы информировать Вас о том, что продукция, заказанная Вами по Контракту № 347/SL, готова к погрузке на борт корабля. 6. В приложении Вы найдете примерный счет (фактуру) (pro forma invoice). 7. Нам приятно сообщить Вам, что теперь мы открыли филиал нашей компании в Вашем городе по адресу: … 8. Пожалуйста, отсылайте все Ваши запросы менеджеру филиала, господину Д. Стюарту. 9. Нам приятно сообщить Вам о слиянии нашей компании с финской группой «Кемира». Exercise 3. Mr N. Petrov started writing the following letters but he did not finish them. Try to finish these letters.

№1 Dear Sirs, We wish to inform that the goods you ordered under Contract № 71/59 are … №2 Dear Sirs, We wish to notify you of the visit of our representative Mr D.K. Laptev who … №3 Dear Sirs, We are pleased to announce that our present manager Mr N. Dolgov has been appointed … №4 Dear Sirs, We have pleasure in informing you of the merger of our company with Sony Co. … №5 Dear Sirs, We are pleased to inform you that our company has set up a trade representation in your country. Its address is… Exercise 4. This is the address of your partner in Italy: 117 Via Veneto Neapol Italy Write a letter to your partner: a) to notify them that pitsa components are ready for shipment; b) to inform them that the trial test will take place on 20 May; c) to inform them that a

representative of your company Mr S. Petrov will go to Italy to take part in the tests on 30 June. Exercise 5. You have just received the following telex from Yobi Co.: ACKNOWLEDGE RECEIPT YOUR LETTER 18 JUNE INFORMING OF MR. D. YOMSUREN’S VISIT TO BURYATIA. EXPECTING HIM AND INTEND TO DISCUSS DETAILS OF OUR ORDER FOR CARPETS AND WOOL ITEMS. BEST REGARDS Remember the letter you sent Yobi Co on the 18 June. Write it out. Exercise 6. You are Managing Director of the Philips Company. Write out a letter introducing your company, organization etc. Advertise your goods and/or your services. Persuade your partner that the goods manufactured by Philips meet the demands of the customers and the prices you sell them are in line with the world prices.

Unit 3. Letters That Ask Методические указания В деловых письмах, предложенных для изучения в разделе 3, исходным намерением пишущего является побуждение партнера по переписке к совершению определенного действия. Для реализации такого намерения надо уметь писать следующие типы текстов, таких как: - просьба (Request); - запрос (Enquiry);

-

заказ (Order); приглашение (Invitation); договоренность о встрече (Appointment). Все эти виды писем отличаются определенной спецификой. Но несмотря на свою разноплановость, все они строятся по единой схеме. В зависимости от разных видов письма этот общий план трансформируется в более детальные планы конкретных типов. Проиллюстрируем это на примере письма – просьбы: Общий план реализации План письма-просьбы коммуникативного намерения 1. Скажите, к совершению 1. Изложите суть какого действия Вы побуждаете проекта своего корреспондента. 2.Объясните, почему Вы поощряете его к этому действию. 3. Заранее поблагодарите партнера по переписке.

2. Укажите на обстоятельства, аргументирующие Вашу просьбу 3. Выразите благодарность.

Особое внимание следует уделить специфике каждого из типов писем. Это касается, в первую очередь, запроса и заказа, особыми чертами которых являются: а) широкое использование коммерческих терминов; б) изложение части информативного материала в виде таблицы. Отличительной чертой другого делового письма– приглашения – является его застывшая композиционная структура, особенно жесткая при написании официального

приглашения. В неофициальном приглашении возможны отклонения от этой схемы, шире используются синонимичные языковые средства, в результате чего снимается подчеркнутая строгость этого письма. Study section Every business letter has its own special aim determined by the writer’s intention. In an asking letter the intention is not just to express a request, it is mostly to make the recipient respond. Asking letters often sound like “please send me” messages, for they contain a request to send brochures, materials, catalogues and other printed matter. An ordinary request turns into an enquiry if it deals with some commercial information. Asking letters may encourage the recipient to do many other things as well, for example they initiate: - invitations, - appointments, - orders, - reservations, etc. When writing an asking letter use the following plan: 1) express your intention: requests, enquire, invite, order, etc; 2) give your reasons or perhaps offer some appropriate explanations; 3) thank your correspondent in advance.

3A. Requests Many business letters request something: a businessman writes to a supplier, asking for a catalogue; to a hotel, asking for a reservation; to a partner, asking for an appointment and so on. When writing a request you should: 1) state the request;

2) state or imply your reasons; 3) express the appreciation for the expected cooperation.

-

We will appreciate receiving these data by 30 March. Now read samples of different requests:

These are helpful phrases: Requesting information: - We would like to know whether … - Please inform us … - We shall/should be obliged if you will/would kindly inform us … - We shall appreciate it if you (will) inform us … - We would ask you to inform us … - We are interested to know whether you have considered … Requesting action: - Would you please send us … - Could you please send us … - We should be obliged if you would confirm that … - Would you kindly send us … - We have pleasure in enclosing our Order No …, and would ask you to return the duplicate to us, duly signed, as an acknowledgment. To sound more persuasive, use one of the following phrases: - We must ask you to open a letter of credit not later than … with the (London Bank) … - It is absolutely essential that you open a Letter of Credit not later than … Expressing appreciation (courteous endings): - We look forward to receiving your reply/hearing from you soon. - Your cooperation will be appreciated. - Your cooperation will be truly/greatly appreciated. - Your cooperation and understanding will be appreciated. - Your prompt reply will be appreciated - We will appreciate receiving this information as soon as possible.

Sample 1. Requesting information Dear Sir, We are a trading company and at present are interested in increasing the range of vacuum cleaners we can offer our customers. We should like to receive some information about the models you are now producing. We should be obliged if you would send us your latest catalogue and price list. We look forward to hearing from you soon. Yours faithfully Sample 2. Requesting reservation Dear Sirs, Kindly reserve for our customer, Mr John Stewart, a single room with a bath from 15 to 24 October. Mr J. Stewart is expected to arrive on Pan Am flight No 854 from Chicago and should get to your hotel at about 8 o’clock p.m. We look forward to your confirmation. Yours faithfully

3B. Enquiries and Orders This section includes requests for detailed information about the goods, their prices and terms of a possible transaction. Sometimes an enquiry contains a request for an offer, so offers – though not always – are written in reply to enquiries.

Orders convey the writer’s intention to do business with the correspondent, usually to buy some goods from him. A business transaction often starts with an enquiry, which may be later followed by an order. Both enquires and orders are typical asking letters, therefore study the above guidance points again and see how they can be applied in a letter of enquiry and order.

Enquiry A routine letter of enquiry usually contains a request to send some information, a catalogue a price list, a sample, a quotation, an estimate, etc. When making an enquiry, observe the following rules: 1. Start with the question(s) you want to ask; what you enquiry about must be stated clearly and concisely. 2. State or imply reasons for your enquiry. It would be quite natural to give your supplier details of your own business or tell him how you obtained his name or address (see sample letter 3 below). 3. Express appreciation for the expected cooperation. Make sure you know expressions most commonly used in letters of inquires. 1. We noticed an advertisement Мы увидели рекламу describing … (объявления), где говорится … 2. … we are very interested in … …мы очень заинтересованы в … 3. We suggest that you send Просим Вас выслать us your catalogues and priceнам Ваши каталоги и

lists in triplicate and preferably in English. 4. We would like you to advise us of discounts that you provide and delivery time.

прейскуранты в трех экземплярах и желательно на английском языке. Просим сообщить нам о скидках, которые Вы предоставляете, и о сроках поставок. ...будем рады получить…

5. … we should be glad to receive… 6. We may be able to place Возможно, мы сможем large orders with your дать Вашей компании company … большие заказы. 7. The catalogue is of considerable Каталог нас очень interest to us. заинтересовал. 8. We are particularly interested in … Мы особенно заинтересо9. We shall appreciate it if you will send us a more detailed description of …

10. We are regular buyers of… 11. We are in the market for … 12. Please send us samples of… 13. Your offer should be accompanied with specifications and blueprints. 14. We would ask you to send

us your offer (tender, quotation) for …

ваны в… Мы будем Вам благодарны, если Вы вышлете нам более детальное описание…

Мы специализируемся на покупке … . Мы имеем намерение купить… . Пожалуйста, вышлите нам образцы… . Ваше предложение должно сопровождаться спецификациями и чертежами … Просим Вас выслать нам

Ваше предложение (официальное предложение, котировку) на … .

Now study the following samples of enquiries.

Sample 1 Dear Sirs, As a major manufacturer of computers, we require large quantities of electric motors from … to …kw. Could you make us an offer for such motors? Please quote your lowest price based on an annual order of 120 motors. We look forward to receiving your detailed offer. Yours faithfully Sample 2 Dear Sirs, We should be obliged if you would give us a quotation for 100 washing machines for delivery in April-May 2004. Your prompt reply will be appreciated. Yours faithfully Some business firms use special order forms when ordering goods. Other companies send letters or even postal cards. When writing an order letter, one should be extremely accurate: figures and items must be correct. Here are some recommendations for writing an order: 1. State what you are going to order. 2. Make explanations about your order if you feel like it. 3. Specify the dates for the transaction. Sample 3 Dear Sirs, Thank you for your quotation of 30 October, 2003. We have pleasure in placing an order with you for plaster: plaster, first quality, in casks of 150 kilos; price: US $30.00. per 1,000 kilos; f.o.b. Hamburg; quantity: 40,000 kilos; payment: 30 d/s draft against documents; delivery: from factory 14 days after receipt of order. We look forward to hearing from you soon. Yours faithfully

Sample 4. Standardized form of order in import trade Dear Sirs, Order No. .., Trans. No. ... Please supply and deliver the goods described below on the terms and conditions specified herein and on the reverse of this order as well as those attached to the order. Type of equipment:............................................... ……………………………………………………. Total amount of order:........................................ Delivery: Free on board.......................................... Delivery time:...................................................... Terms of payment:.............................................. …………………………………………………… Consignee: Postal Address —............................. Destination —............................. Marking: In English —............................. In Russian —............................. Quantities, description, prices and technical conditions see following pages. This order contains ... pages. Item

Quantity

Description

Price per unit

Amount

Orders are often written in reply to enquiries. In this case do not forget to mention the receipt of the enquiry or samples, as in the following sample order. Sometimes your order may be tabulated, i.e. arranged in the form of a table. Tabulated orders are particularly suitable when there are many items. Large forms use an export order form for ordering; the terms of the purchase

are printed on this form. In this case an order form should be sent with a covering letter. In some trades definite quantities of goods are booked before orders are sent. The buyer asks the seller to book and reserve, say, 30,000 yards of poplin of such and such quality for him. He does not make out an order before the seller has confirmed the booking. Trial orders are placed when a client is not sure of the quality of an article and wants to see it for himself. If they turn out good, he may place a bigger order. In some branches it is customary to place repeat orders for identical goods. For very large orders, such as may cover a complete factory plant, big machines, etc., often special sales contracts are signed. Many companies use order-sheets (order-forms, order-notes, indents). These are printed forms, numbered consecutively and usually containing instructions as to time and place of delivery, make-up, packing, marks, mode of sending, insurance, etc. In cases of disputes arising in these matters order-sheets are of much advantage. NOTES 1. to be directed towards 2. aim 3. trade 4. to book 5. trial order 6. branch 7. repeat order 8. factory plant 9. indent n 10. consecutively

— направляться (к) — цель — зд. отрасль торговли — резервировать — пробный заказ — отрасль, филиал — повторный заказ — завод, фабрика — ордер, заказ — последовательно

11. make-up n 12. insurance n 13. are of much advantage

— зд. состав, содержание заказа — страхование — являются очень удобными

PHRASES MOST COMMONLY USED IN CONNECTION WITH PLACING ORDERS We beg to order 250 bags of Coffee Extra at USD ... per cwt C.I.F. Hamburg.

Просим принять заказ на 250 мешков кофе «Экстра» по цене ... долларов США за центнер, СИФ Гамбург.

Enclosed please find Приложен заказ № 75 на …. order No. 75 for ... . ………………………………… Мы хотели бы получить We shall be pleased to документ о Вашем receive your acceptance. акцептовании. As per your offer of the ... we have pleasure in placing with you an order for .... Please send me the following goods as soon as possible by the quickest route and draw on me for the amount at 2 months. We agree to your terms and give you herewith a trial

Что касается Вашего предложения .... мы с удовольствием даем Вам заказ на ... Пожалуйста, пошлите мне

следующие товары как можно скорее кратчайшим путем и выпишите на меня тратту со сроком платежа через два месяца. Мы согласны на Ваши условия и даем вам

order for ... .

пробный заказ на ...

Kindly supply (deliver to our

Пожалуйста, поставьте (доставьте на наш адрес,

address, let us have) the following goods and quote the number of this order on the invoice.

пepeдайте нам) следующие товары и укажите в счете номер этого заказа.

We rely upon you to supply us with first-class articles.

Мы надеемся, что Вы поставите нам первоклассные товары.

Please see to it that the quality is up to sample and note that delivery is required urgently.

Пожалуйста, проследите, чтобы качество отвечало образцу, и отметьте, что поставка должна быть срочной.

I trust you will do your best to give my order your very best attention. . . I trust you will do your best to execute this order to our full satisfaction.

Надеюсь, Вы отнесетесь к моему заказу с максимальным вниманием.

We request you to procure 150 bales for us. The highest price we can go to is … .

Просим Вас оставить для нас 150 тюков. Максимальная цена, на которую мы можем согласиться, … .

Надеюсь, Вы сделаете все, чтобы выполнить данный заказ к нашему полному удовлетворению.

General Conditions of the Order 1. Only the following conditions of the order together with those contained in the order shall be binding upon the parties.

2. Any amendment and/or alteration to this order shall be issued in writing only and in order to be binding must be duly signed by the parties. 3. Price. The prices for the goods specified in this order are fixed and not subject to any alterations. The prices are understood to include packing for oversees shipment and delivery f.o.b. any British port, i.e. the Suppliers are to place the goods on board steamer at their expense including quay porterage, port and dock dues on the cargo, attendance to customs formalities, cranage, stevedoring, etc. 4. Terms of payment. Payment will be effected in cash in London through the Moscow Narodny Bank Ltd. within fortyfive (45) days of the date of dispatch to V/O "Russoimport" 32/34, Smolenskaya-Sennaya, Moscow, of the original and one copy of Bills of Lading provided that all other documents such as: Invoices (one original and one copy); Release Note for Shipment — one copy; Certificates of Works’ Test for the goods — two copies; Packing Lists — three copies, etc. have already been delivered to the Buyers in due time. Payment will be effected only after complete shipment of the goods. 5. Delivery date. The delivery date is understood to be the date on which the Suppliers apply to the Buyers’ Shipping Agents notifying them that the goods have been inspected and passed for shipment by the Buyers’ Inspectors and are packed ready for shipment. The Suppliers shall dispatch the goods by the date indicated by the Shipping Agents; any delay in doing so shall be counted as delay in delivery on the part of the Suppliers. Should the Suppliers fail to deliver the goods or part thereof by the delivery date specified in the order, they all pay the Buyers

agreed and liquidated damages for lay in delivery at the rate of ... per cent, per week of the value of the undelivered goods. In addition Russoimport reserves the right to reject any goods delayed over …weeks, and such rejection of the goods shall not free the Suppliers from their liability to pay the Buyers agreed and liquidated damages calculated up to the date of rejection but not more than ... per cent, of the value of the rejected goods. Russoimport has the right to deduct the amount of agreed and liquidated damages, calculated on the basis stipulated in this contract, from the amounts due to the Suppliers. 6. Inspection and test. The suppliers must notify the Buyers’ Representatives at the Trade Delegation of Russia in the UK, 32 Highgate West Hill, London, N 6, at least ten (10) days in advance of the readiness of the manufactured goods for inspection and/or test. The Suppliers are to accord the Buyers’ Inspectors all assistance in obtaining information concerning the goods ordered and supply them with all necessary testing equipment, labour, services, etc., free of charge. If the Buyers’ Representatives inform the Suppliers that they will not participate in the tests, the tests are to be carried out in the absence of the Buyers’ Representatives. The Buyers shall have the right to inspect and test the goods at any time during their manufacture. Besides the Buyers’ inspection, the Suppliers shall make the usual inspection and/or test at their works during and at the completion of manufacture and shall supply the Buyers’ Representatives with the certificates of such tests immediately after the completion of the said tests. The inspection and/or tests shall not free the Suppliers from their liabilities and shall not prejudice the rights of the Buyers under the conditions contained in clause 9 "Guarantee". The final inspection and test of the goods shall take place in Russia at the works of Russoimport’s Clients after erection

and/or installation. Such inspection and test shall not free the Suppliers from any of their guarantees and undertakings under their Letter of Guarantee or from any other guaranteed given by the Sellers in this contract. 7. Release note for shipment. If the goods are passed by the Buyers’ Inspector for shipment, the Inspector will furnish the Suppliers with four (4) copies of a Release Note for Shipment stating that the goods are passed for shipment. The Release Note for Shipment is to be signed by the Suppliers and by the Buyers’ Inspector. If the Buyers’ Representatives do not participate in the test, the Release Note for Shipment will be marked "Buyers’ Inspector not present". The four copies of the Release Note for Shipment are to be used by the Suppliers in the following way: a) the pink copy to be sent to the Buyers’ Shipping Agents, Messrs. ...; b) the blue copy to be retained by the Sellers; c) the white copy together with the documents enumerated in clause 12 item "b" to be sent to V/O "Russoimport"; d) the yellow copy to be returned to the Trade Delegation of Russia in the UK. 8. Drawings and technical documents. The Suppliers are to furnish for each machine two (2) sets of drawings, technical materials and documents as listed below: Foundation drawings. General arrangement drawings with list of parts. Detailed working drawings of parts subject to rapid wear. Packing Lists. Certificates of Works’ Test of the goods. Letter of Guarantee. Complete instructions for the erection, operation, maintenance and repair of the machines. The listed drawings and technical documents are to be marked with the serial number of the machine, order number

and transport number. They are to be wrapped in waterproof paper and packed together with the machine in case No. 1. 9. Guarantee. The Suppliers guarantee that the goods are in all respects in accordance with the description, technical conditions and specifications of the order, that they are free from defects in material, design and workmanship and that they conform to the Suppliers’ highest standards. Should the goods prove defective during the period of 12 months from the date of putting the machine, equipment or instruments into operation but not more than 18 months from the date of shipment, the Suppliers undertake to remedy the defects or to replace the faulty goods delivering them c.i.f. Baltic or Black Sea port at Buyers’ option, free of charge, or to refund the value of the goods paid by the Buyers. 10. Packing. The Suppliers shall take all measures to have the goods securely and properly packed to withstand overseas and overland transport to and in Russia. The Suppliers shall be held responsible for all losses and /or damage to the goods owing to inadequate or unsuitable packing or greasing the goods that are liable to rust. All goods must have marks showing the two parts of the case under which the slings may bе inserted in order to keep the balance in lifting. A detailed packing note is to be inserted in each case. 11. Arbitration. All disputes and differences arising out of or in connection with this contract shall be settled in Moscow by the Foreign Trade Arbitration Commission of the Russian Chamber of Commerce in accordance with the Rules for procedure of this Commission and by the law of Russia. 12. Should the order not be confirmed by the Suppliers within ... days of its receipt, Russoimport reserves the right to cancel it.

WORDS AND EXPRESSIONS 1. deviation n - отклонение 2. bill case - папка для документов 3. writing pad - блокнот 4. music case - папка для нот 5. prompt adj - быстрый 6. carton n - коробка 7. packet n - пакет, пачка 8. £ stg. 185.- = 185.00 -185 фунтов стерлингов Pounds Sterling 9. to draw on smb - выставить (выписать) вексель (тратту) на кого-либо 10. to take out (insurance) - выплачивать (страховые расходы) 11. customs n - таможня 12. non-negotiable copy - копия коносамента, не являющаяся товарораспоряди13. to be steelbanded crosswise 14. flow-meter n 15. consignment n

тельным (финансовым) документом - должны быть сплетены стальными лентами крест-накрест - жидкостный расходометр - партия груза

16. collective Bill of Lading - сборный коносамент 17. draw on us at sight - выставить тратту на наше имя по предъявлении 18. draft n 19. policy n (insurance) 20. transhipment n 21. the customs requirements 22. finance clause

23. floats, springs, and gaskets 24. total amount

- тратта, переводной вексель - полис (страховой) - перевалка грузов - таможенные требования - финансовая статья (статья на лицевой стороне коносамента, регулирующая финансовые вопросы) - поплавки, пружины, прокладки - общий объем (в стоимостном или ином выражении)

25.consignee n 26. price per unit 27. shall be binding upon the parties 28. amendment n 29. alteration n 30. quay porterage 31. port and dock dues 32. cranage n 33. stevedoring n 34. provided that conj 35. release note for shipment

- получатель - цена за единицу товара (штуку) - являются обязательными для сторон - поправка - изменение - переноска на пристани; плата за переноску на пристани - портовые и доковые сборы - пользование краном; плата за пользование краном - стивидорные работы (работы по погрузке и выгрузке) - в том случае, если …(союз) - разрешение на отгрузку

36. the Buyers’ Shipping Agents (= Forwarding Agents) 37. on the part of 38. part thereof = part of them 39. agreed and liquidated damages 40. liability n 41. to deduct v 42. to stipulate v 43. to notify v (= to advise) 44. are to accord …assistance 45. the said tests 46. to prejudice v 47. drawing n 48. foundation drawing 49. general arrangement drawing 50. erection, operation, maintenance and repair of the machines 51. to refund v

- экспедитор (покупателя), экспедирующая организация - со стороны - часть из них - согласованные и заранее оцененные убытки - ответственность - вычитать - оговаривать - извещать (письменно) - должны оказать помощь - (выше) упомянутые испытания - зд. наносить ущерб (чьим-либо правам - чертеж - чертеж фундамента - чертеж общего расположения - монтаж, эксплуатация, профилактика и ремонт оборудования - возместить (стоимость)

52. greasing n 53. to be liable to rust 54. sling n

- смазка - быть подверженным ржавению - мор. строп Practice

Exercise 1. Read the following letters and answer the questions given below. Reynolds, Sinclair and Co., Ltd. Telex: 05327 slas Fax: 395-6787 Your Ref: Our Ref: St/lt 05 September, 2003 Wilhelm Peterson &Co. 62 Grafenberger Straβe 2 Hamburg-Eppendorf Germany Dear Sirs, We have received your address from Mr Friedrich Schulze, our representative in Düsseldorf. He informs us that you manufacture various types of adding machines. We are very interested in including your machines in our sales programme. If you are interested in doing business with us we would like you to make us an offer with full details. We hope to hear from you soon. Yours faithfully S Thatcher Samuel Thatcher Sales Manager

Exercise 2. Answer the questions: 1. What kind of letter is it? 2. Where did Reynolds, Sinclair and Co., Ltd. get the address of the German firm? 3. What products do the German company manufacture? 4. What is the major of Reynolds, Sinclair and Co., Ltd.? 5. How does Mr Matcher inform the partner of his plans? express his request? finish the letter?

letter: say what you enquire about.

makes.

Exercise 3. Compile two letters (an enquiry and an offer) using the following phrases. Choose what you need for the beginning , ending and the middle part of the letter. Letter A. Enquiry for computers Beginning of the letter: 1) We are importers in the give your reasons for computer trade, and would making an enquiry like to get in touch with manufacturers of mini-computers 2) We have heard of your products. 3) We have read your advertisements in the “Economist”. 4) We are interested in importing / buying computers. 5) There is a promising market for good quality computers here, and we wish to know what models you are at present producing / can offer us. 6) The equipment offered in your catalogue meet(s) our requirements. Middle part of the

1) Would you please let us have

a firm offer /your offer for minicomputers model NW 375. 2) Would you please send us your current catalogue showing your latest models /

End of the letter:

3) Would you kindly quote your best prices and terms of payment for computers model CK-12. 4) Please send us information on the quality of mini-computer. 5) We require computers for immediate delivery and would like to know further details of your offer. 6) We are interested in prompt delivery and would like to know the terms of delivery. 1) We look forward to receiving express appreciation your quotation /reply by return. 2) We look forward to receiving your detailed offer as soon possible. 3) Thank you in advance for any information you can give us. 4) We await your reply with great interest. 5) An early reply would be appreciated.

Letter B. Order for office equipment Beginning of the letter: 1) The products/equipment acknowledge the receipt offered in your catalogue meet(s) and/or give your reasons our requirement.

for ordering

Middle part of the letter: specify the terms of your order

End of the letter:

2) Thank you for mailing us your new price lists. 3) In your new price lists your products have been considerably reduced. Thus we are placing the following order. 4) According to your price list your products are better priced than those of our present suppliers. We are therefore placing the following order. 5) Our representative visited our booth/stand at the Hannover Autumn Fair and saw the qualilty of your products and service. Consequently, we are placing the following order: … 6) Thank you for the informative discussion with Mr S.W. O’Bryan at the exhibition in Paris. As a result, we are placing the following order with you: … . 7) Since we are very satisfied with the quality of your trial shipment, we wish to place the following order: … . 1) We are ordering…each of the following items … . 2) Please send us as soon as possible a quantity of…of item No. 3) We urgently require…each of the following items: … . 4) We hereby place the following order: … . 1) We require large amounts of

express hope for further orders.

the above ordered goods annually. 2) If your products meet our requirements, you can count on further orders from us. 3) We assure you that once we are satisfied with a supplier we do not change him except for very good reasons. Letter Writing Practice

Exercise 1. Read the following texts. They are part of orders and must be presented in the form of tables. Make up these tables like in this letter.

Acknowledge the receipt of: Make explanations in connection with the order: Specify the quantity and terms:

Dear sirs Purchase order No.357800 Thank you for your letter of 15 November, enclosing your catalogue price list and samples of your silk and cotton fabrics. We have examined your samples and would like to place the following order: Fabric

Colour Catalogue or name Ref. No. silk pink C1562 silk emerald D1387 cotton “Magnolia” E3597 cotton “Spring G8916 flowers”

Quantity Price (yards) per yard 200 £45 250 £36 150 £10 210 £7

We shall open an irrevocable Letter of Credit as soon as we receive your pro forma invoice. Yours faithfully

Text A We urgently require 100 bags of Arabica Coffee, type B5 at the price of £23.50, per cwt., 150 bags of Robusta Coffee, type A47, at the price of £26,25 per cwt., 50 bags of Mocco Coffee, type K6, at the price of £28,00 per cwt., 300 bags of Costa Rica Coffee, type M2, at the price of £31,50 per cwt. Text B Please deliver as soon as possible Orange Marmalade quality A2 in lb jars, in the quantity of 15, 000, at the price of £3.50 each; Pineapple Jam quality T6 in 1 lb jars in the quantity of 10,000, at the price of £ 5.00 each; Cherry Marmalade quality S1 in 1 lb jars, each; Apple Jam quality B5 in 1 lb jars, in the quantity of 10,000 at the price of £3.00 each. Exercise 2. Rewrite the letters using other synonymous expressions. Letter A Dear Sirs, We saw your kitchen furniture at the Leipzig fair held last spring. We are interested in your line and ask you to send us all data available on your products. We await your reply with great interest. Yours faithfully Letter B Dear Sirs, We have received your letter of 10 October enclosing your offer for calculators. As we urgently require calculators for our office needs we hereby place the following order: 30 calculators Model AS-30 at the price of …, 30 calculators Model DL – 55 at the price of … . Our terms of payment are: by an Irrevocable Letter of Credit upon receipt of your prop forma invoice. Yours faithfully

Exercise 3. This table is taken from an order. Supply all the missing parts of the letter and write it in full. Tea brand

Quantity

Price per cwt

Darjeeling Tea Green Label Tea Gold Label Tea Yellow Label Tea Double Diamond Leaf Tea

15.000 tons 7.000 tons 10.000 tons 8.000 tons

$ 700 $ 500 $ 650 $450

17.000 tons

$ 400

Exercise 4. Read the following advertisements and write a letter to London Sydney International requesting them to send you some additional information about the exact location of their houses and their prices. Do not forget to introduce yourself. RENT OUR HOUSE We are a British company who deals with real estate business in Australia. We have today the right to leave houses for accommodations and / or offices to foreign companies in Sydney. These houses are on long term lease basis and are situated 20 minutes drive from Sydney centre. The sizes of the houses vary between 160-700 sq.m., they are fully furnished and ready to move in and have connecting facilities such as tennis courts, saunas and conference / cinema halls. We have representation in Moscow, so we will be able to serve your needs on sight. For more information please contact us: London-Sydney International Phone: +46-31168855, 163543 Telefax: + 46-31168707

3C. Appointments and Invitations Study section There are other sorts of requests connected with the arrangements of some visit beforehand and the request for an appointment. First of all, they sound more personal because you inform your partner of your plans. Then follows the request for an appointment. At the end of the letter remember to ask your partner to confirm the appointment. See the following examples. Sample 1 Stating your plans Asking for a meeting Requesting confirmation Courteous ending

Dear Sir, I shall be making a tour of Poland at the end of October and will arrive in Warsaw on 25 October. If it is convenient for you I would visit you on 27 or 28 October. I should be obliged if you confirm that you would like me to call on you. I look forward to meeting you in Warsaw. Yours faithfully

Sample 2 Dear Sir, I shall be visiting Irkutsk next month as a member of the medical delegation. It would be appreciated if I could visit your University and some hospitals on Wednesday, 5 September, at a time convenient to yourself. If this date is not convenient for you could you please advise an alternative. I look forward to receiving your confirmation. Your faithfully

Read the following invitations and notice the degree of formality expressed in them. Sample 3 Mr John Wilson Chairman of the Board of International Hotel Group (Group) requests the presence of Mr and Mrs Gersten on the occasion of the inauguration of the Imperial Hotel in Havre, at the Emerald Parlour at the Imperial Hotel on Friday, 5 June, 20.. at 18.00. R.S.V.P. to Mr John Wilson 150 Sulom Road, Havre Sample 4 Dear Mr Swenson, Mr Terry A. Trade, Managing Director of Electronics Ltd. and I are planning a small dinner party in honour of Alexander Krasnov, Executive Director of the Russian School of Business. The dinner will be held at the New Barbican Hotel, London, beginning at 6.30 p.m. on Friday, 5 November, 20.. . We hope that you will be able to join us at the party and meet our guests, the senior managers of the world’s largest companies. We look forward to seeing you on Friday, 5 November. With warm regards, Peter Britten. Sample 5 Dear Professor Zotov, I learned two days ago that the USA / Russia Working Group on Environmental Protection are meeting in Moscow on 30 June, 2005. Presumably our work will end on Saturday, 5 July. You have twice in the past extended an invitation to me to visit your laboratory in Yekaterinburg. Would it be possible for Mr James

Robins, who is also a member of the Working Group and me to visit your laboratory on Monday, 7 July? If this meets with your approval, we would fly from Moscow to Yekaterinburg on Sunday, 6 July, probably on Siberian Flight № SU 643, which arrive at 10.20 a.m. (Sunday). If this proposal and our visit are convenient for you, could you assist us with visas and by reserving a hotel room for us on Sunday and Monday nights? If for any reason this visit would be difficult or inconvenient for you at this time, please do not hesitate to tell us. Yours sincerely, Michael Stephens. Practice Exercise 1. Read the following letter and answer the questions given below. Mechanics International Your ref.: Our ref.: KG / lc Mr Yury Krylov 30 May, 2004 Machinoimpex Smolenskaya pl., 32/34 Moscow 1212000 Russian Federation Dear Mr Krylov British Technical Week in the Russian Federation 16th – 21st June, 2003 I am pleased to advise you that Mechanics International will be participating in the above which is being organized jointly by the London Chamber of Commerce and Industry and the Russian Chamber of Commerce. My colleagues and I shall be in Moscow and very much hope to see you at one of the lectures or at your office. The details of our lectures are as follows:

Lecture №1 Wednesday, 18th June 2003 - 11.00 /13.00 hrs Session Lecture: “Mechanical Seals and Power Transmission Coupling for General Industry”. Lecture №2 Thursday, 19th June 2003 – 14.00 / 16.00 hrs Session Lecture: “High Performance Gas Turbines” Mr N.M. Madison will be the lecturer in either cases and the two lectures will be held at: International Centre for Trade 12 Krasnopresnenskaya Nab., Moscow 123610. We shall b very pleased to see you and any of your colleagues who may wish to attend these lectures and accordingly would like to accept this letter as your personal invitation. I look forward to seeing you on 18-19 June and am, meanwhile, with kind regards. Yours faithfully, K. Green Director

Answer the following questions: 1. What kind of letter is it? 2. What event is Mechanics International going to take part in? 3. What can you say about the organizers of the British Technical Week in Moscow? 4. Which representatives of Mechanical International are going to Moscow? 5. What lectures will be given during the British Week? 6. Who will be the lecturer? 7. Where and when will the lectures be held?

Exercise 2. Write down the answer to the above letter on behalf of Mr Krylov. Exercise 3. The following letters-appointments are not finished. Rewrite the letters supplying the missing parts? Letter A Dear Sir I shall be visiting Ulhan-Ude on 12 February, 2005 for one week, and would like _______________________________________ ___________________________________________________ I look forward to meeting you soon. Yours faithfully Letter B _______________ ____________________________________________________ Ms S. Warren will be visiting Chita in the week beginning 1 December, 2004 and we hope that you will find time to meet her assist her visit. _____________ Exercise 4. The parts of the following letter are mixed up. Arrange them in the proper order and rewrite properly. Think of a possible ending to the letter and write it down. Answer: 1-…; 2 -…; 3 -…; 4 -…; 5 -…; 6 -…; 7 - g a) We would be very pleased to discuss the current trends in the field of packaging in relation to environmentally-friendly production during our visit to Moscow. b) During our last meeting in London it was agreed that it would be most useful if delegation of food processing and packaging

specialists from the Committee of Food Industry could visit Moscow and share our experience in this field with our Russian colleagues. c) Dear Sir d) The directors and Management of Food Processing Factory would like to confirm our participation in the scientific conference to be held on 12 May, 2004 at your Bioengineering Research Institute in Moscow. e) Thank you for the invitation to attend the scientific conference on “Environmentally Friendly Food Processing” in your country. f) Our delegation is planning to arrive in Moscow by train from Helsinki on the morning of 11 May. g) ? Letter Writing Practice Exercise 1. Write invitations to your partners to one of the events listed below: Forthcoming Exhibitions in Moscow September 24-30: West and East: Trends of Future Contacts Sokolniki Park October 1—15: Industrial Robots Sokolniki Park Exercise 2. The Buryatia Hotel is opening again after a period of reconstruction. Director of the hotel wants to send official invitations to many high officials and customers to take part in the opening ceremony. Help her to write the invitations. Exercise 3. Write letters of between 70 and 100 words on each of the subjects given below. 1. You are President of the Fraternity House of a University. You are planning the organization of the

scientific conference on cross-cultural communication and culture discussions. Write invitations to some famous scholars on Culture Science to give talks on customs and traditions of indigenous peoples living in Siberia. 2. You are planning your visit to Mongolia. Write a letter inquiring for possible accommodation in a hotel. The name of the hotel has been given you by the Hotel Association. You need one double room, if possible with private bathroom, and one single room. Do not forget to indicate the time of your arrival in Ulhan-Bator and to ask for their tariff or brochure giving inclusive terms for full board

Unit 4. Letters of Response Методические указания Задача данного раздела состоит в том, чтобы научить студентов писать письма, предусматривающие разные варианты ответов на письма-побуждения. Как правило, реакция на побуждения может быть положительной (согласие), отрицательной (отказ) или уклончивой. Независимо от выраженной в письме реакции, такие виды писем начинаются со ссылки на полученную корреспонденцию Ссылка может быть не только на письменные, но и на предыдущие устные контакты: телефонный разговор или встречу. Развивая свое намерение в письме, автору рекомендуется придерживаться следующей схемы: 1) в письмах-согласиях (Affirmative answers): а) поблагодарить своего корреспондента за присланное приглашение, заказ, запрос и т.д.; б) выразить свою позитивную реакцию; в) высказаться по проблемам полученного письма;

2) в письмах-отказах (Negative answers): а) указать ссылку на полученный документ; б) выразить негативную реакцию на просьбу, приглашение, заказ, запрос и т.д.; в) привести причины отказа; 3) в письмах, в которых автор уклоняется от прямого ответа (Letters with indefinite answer): а) поблагодарить партнера по переписке б) выразить отказ на предложение, поступившее от партнера и указать его причины; в) предложить альтернативный вариант решения проблемы. Как видно, начало каждого ответа во всех типах примерно одинаково. Нестандартными являются те части письма, в которых содержатся меньше стереотипных оборотов и фраз, характерных для делового письма, например, при изложении причины, предложении альтернативы, обосновании решения и т.д. Study Section It is very important to be able to write letters of response. Their number is the most numerous among business letters. They are written in response to orders, requests for information or favours, invitations. When responding such letters, try to be prompt, helpful, clear, courteous and friendly. Letters of response may be divided into three categories: 1. Letters containing an affirmative answer. 2. Letters containing a negative answer. 3. Letters which avoid giving a definite answer. Because all letters of response always start either with an acknowledgement (See Unit 2) or with a reference, use the following helpful phrases which may be applied to either categories at the beginning of a letter: - I am writing in connection with …

-

With reference to your telex of … We refer to your advertisement in … Reference is made to the last meeting of … Thank you for your letter of … (acknowledgement + reference). Thank you for your letter enquiring about… I appreciate your letter of … asking about … We are delighted to hear that you are interested in our new /latest make… Your request for information about has been referred to our International Department.

4A. Affirmative Answers The middle part of this type of answers is more complicated than the beginning, which is nearly one and the same or common for all three types of answers. In particular, it deals with the matters or questions raised during those previous contacts. Here are some hints for developing the middle part of the letter: An affirmative reply The required information is given either in the letter or in the enclosed brochures and catalogues (sometimes you explain appropriately) 2. A request for some action The actions made are stated and may be explained. 3. An enquiry An offer is made 4. An order An order acknowledgement is made 5. A request for an The appointment / appointment / accommodation accommodation is confirmed 6. An invitation The invitation is accepted

The end of the letter may contain either a conclusion of what was discussed in the middle part or some courteous phrase. Study the following samples. Sample 1. A reply to a request for information Mellows Packaging Systems Your Ref.: Our Ref.: JF / ms 15 September, 2004 Reference to a previous meeting The requested information is in the enclosed leaflets

The type of the to respond 1. A request for information

Commentary of the enclosed information Courteous ending Signature

Dear Sirs, We refer to the discussions in your office during our recent visit to Moscow and as requested we are sending two copies of our leaflets showing our equipment and drawings of packaging lines. We understand that your firm deals with the manufacture of paper sacks for many industries. Our company supply paper sacks throughout the United Kingdom. The users of these sacks in the chemical, animal feed, food and other industries contact us to buy packaging machines. As you will see in the enclosed leaflets, the materials packed on our machines can include all powders, flakes, granules in unit weights of 10 to 50 kg. If you require any further information please let us know. Yours faithfully, J.T. Flemming Enc.: Leaflets: 01, 38, 13

Sample 2. A reply to a request for some action Dear Mr Zotov, Thank you for your letter of 5 March requesting Reference to a request us to submit proposals for the May Seminar in Moscow. The issues we would like to discuss during this Seminar and series of meetings are as follows: 1. Environmental condition assessment. Proposals 2. Environmentally friendly production lines on are environmental condition assessment. submitted 3. Environmentally friendly packaging. 4. The use of the degradable materials for packaging. 5. Re-use and recycling of packaging materials. 6. Measures recommended for tackling the industrial environmental pollution. Conclusion As you can see, we have a very serious and long list of subjects to be discussed. where you I would suggest that you invite all interested and express your hopes responsible people to attend the discussions and meetings to be held during the Seminar. and any suggestions Yours sincerely, Noam Kaminsky Signature Manager Sample 3. An offer – in reply to an enquiry Dear Sirs, In reply to your lettr of 15 October, we have pleasure in enclosing a detailed quotation for EP 5400 Minerva copier, LS – 55 typewriter, MX – 33 Lap-top, Continent – 115 telephones. We hope you are aware of the high quality of our products and we assure you that we are offering them at very reasonable and attractive prices.

We look forward to receiving your order and we would be delighted to fill it. Meanwhile we send you a copy of our catalogue, brochures and pricelists as we may be interested in some of our other products. Yours faithfully Sample 4. An order acknowledgement – in reply to an order Dear Sirs, Thank you very much for your Order № 315 / MT of 20 October, 2003. As requested, we enclose the copy, duly signed, as order acknowledgement. We will dispatch the goods to you as per our agreed schedule of delivery. Shipment will be made in accordance with the terms of delivery. We hope you will be satisfied with the goods and we look forward to more orders from you. Yours faithfully Sample 5. Confirming an appointment Dear Mr Smith, We have received your letter of 9 February, 2004 notifying us of your forthcoming visit to Egypt next month. We shall be pleased to receive you in showrooms on 20 February and discuss our mutual business interests. Yours sincerely, Mr Abu al Rahmad Personnel Manager Sample 6. Accepting an invitation (semi-formal) Dear Mr N. Orlov, We thank you very much for your kind invitation to the reception on the occasion of the 50th anniversary of your plant at the Plaza Hotel on 20 June, 2004. I will be on a short visit to Sophia in the middle of June and

would be delighted to attend your festivity. I will arrive by plane from Sophia in the evening of June 18. We are planning to depart from Sophia on Fin Air Flight 75 for St. Petersburg. I look forward to meeting you on 19 June. Yours sincerely, Win Kyu. Practice Exercise 1. There are some missing parts in the following letters. Supply these missing parts. Letter A Dear Sirs, ………………………………………………………………….. The details of this quotation are as follows: Lot 1 – delivery March 3, 2004. The total value of the quotation is $ 5,500,000. Lot 2 – delivery April 3, 2004. The total value of this quotation is $ 4,500,600. ………………………………………………………………… ……….… Letter B Dear Mr S. Thorp, ………………………………………………………………… wish to inform you that our terms are as follows: Bed and breakfast Room and full Board A single room per £ 25.00 £ 35.00 person A double room for £ 35.00 £ 60.00 two persons ………………………………………………………………… …………..

Letter C Dear Mr Fomin, ………………………………………………………………… ………………………………………………………………… It would give me great pleasure to attend your seminar on 4 -5 September, 2004. I would be able to speak on either of the subjects you suggest. ………………………………………………………………… ………………………………………………………………… ………………………. Exercise 2. Read the beginning of the following letters. Choose one of the suggestions to continue the letter. Mind the key word which is underlined. Letter 2A Dear Sir, We thank you for your letter of 4 May, enquiring us bout our range of overcoat fabric. Prompts: 1. We should be very obliged if you would send us details and specifications of fabric you are producing at present. 2. We are interested in your range of goods listed in your catalogue. 3. We have forwarded under separate cover a selection of our patterns of overcoat fabric. We also enclose our latest price list. Letter 2b Dear Sir, Thank you for your letter of 6 June, 2003 asking for hotel accommodation. We were pleased to hear that you wish to stay at the Ambassador Hotel again during your forthcoming visit to Manchester.

Prompts: 1. We wish to confirm you that we have reserved a single room with a private bathroom for five nights from 20 to 24 June. The room is at the back of the hotel and faces the park. 2. Could you please reserve a three-room suite for a fortnight from 10 to 24 June? 3. We shall be able to accommodate all the members of your group in single or double rooms. Exercise 3. You have received an enquiry for canned fish. Your partner found the information in the advertisement placed in the Ad Corner of the local periodical from 5 May, 2002. Now he wants more information about the food. Write him an offer quoting the list of different fish canned, your terms. Enclose a catalogue and the latest price list. Exercise 4. For Student A: Write a letter to your partner in Great Britain requesting an appointment. Inform him of your forthcoming visit to London. for Student B: Write a reply confirming this appointment. Exercise 4. You have received your partner’s official invitation to participate in the forthcoming workshop on environmentally friendly production of cosmetics in London on 10 -12 February. Write a reply accepting it.

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Acknowledgement and thank you: - We have received your letter of 3 June for which we thank you. - We acknowledge with thanks the receipt of your enquiry of 3 June… The next two steps are to express your refusal beginning with an apology and give reasons for it. Use the following expressions of refusal: - I am sorry we cannot provide the information you requested. - We regret to decline this opportunity to rake part in the Summer Fair. - I am sorry we cannot grant your request / order, however, we feel that now we unable to do it. - Unfortunately, we are not in a position at present to make you an offer as …

4B. Negative answers Study Section You cannot always answer affirmatively. It is not always easy to say “No”. To express your refusal more tactfully, it is very important to find a good beginning of such a letter. In a nutshell, you should first thank him for the suggestion / interest / the recent letter. Here are some useful phrases to begin your letter:

Thank you for your recent letter requesting information about … Thank you very much for giving us an opportunity of … Thank you for your interest in Electronics Ltd. Project… Thank you ever so much that you thought of us as a source of information / potential partners… Thank you for your order of 3 June …

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In the end, close your letter with a note of encouragement: We are interested in your proposed new business. We wish you (great) success. We will be glad to receive other ideas/proposals from you. We regret not being able to fill / meet your order at present and look forward to your new orders in future. We hope we shall be able to meet / fill your order in future/

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We hope that future circumstances will be more favourable and we shall be able to negotiate the purchase of your equipment. Study the following samples of letters-refusals.

Sample 1. Rejecting a request for an offer Dear Sirs, We acknowledge with thanks the receipt Acknowledging a of your enquiry of 7 December. previous enquiry Unfortunately, we are not in a position at Stating refusal present to make an offer, as our production is sold out for the next three months. A temporary increase in production Giving reasons for capacity is not possible at present, but we are going to change our production plan your refusal next quarter. We trust you will understand our position. We hope to be of service to you in the An encouraging future. ending Your faithfully Sample 2.Declining an appointment Dear Mr S. Gordon, I have received your letter of 1 March informing us of your forthcoming visit to Kiev and requesting an appointment on 20 March. I would be delighted to meet you, But as I have already made arrangements to attend am exhibition in Brussels which cannot be cancelled, unfortunately I will not be able to see you. Could you offer an alternative date? I hope to hear from you soon. Yours sincerely Mr J. Onufrienko.

Practice Exercise 1. Read the following letters of negative response and find the reasons for refusal. How exactly were they expressed in English? Letter A Dear Sirs, Diesel Locomotive Model 12 AC We have received your cablegram of the 14th November reminding us of your promise to send you the additional technical data concerning our Diesel Locomotive Model 12 AC described in the “Engineering” of the 10th October, 10… . We regret that the information has been so delayed that you had to send us a reminder. Please accept our apologies for the delay, which was due to pressure of work in our Technical Department. We send you herewith the technical data required by you and trust that they will prove useful to you. Yours faithfully Letter B Dear Sirs, Thank you for your request of 27 April. Unfortunately, we are unable o offer you any accommodation and conference rooms at our hotel at the beginning of October since we have already reserved our available space for a large group of businessmen arriving to participate in the fair which is being held here from 1 to 10 March, Can we offer you alternative accommodation? Please, advise. Yours faithfully

Letter C Dear Sirs, We acknowledge with thanks the receipt of your order of 5 June requesting us to change our terms of payment in our Order for Aluminum. We must inform you that unfortunately we cannot accept these changes. We very much regret this, but would have to reject the order should you insist on the changes specified. Yours faithfully Exercise 2. There is no beginning in these letters. How would you begin them? Letter A Dear Sirs, ……………………………………………………………… ……………………………………………………………… ……………………………………………………………… We regret to inform you that at the present time we are not in position to offer you any Caviar with immediate shipment. As to Caviar for shipment at regular intervals during 20…, we wish to state that at the beginning of February we intend to start negotiations with our customers for the sale of Caviar of 20… preparation. We shall be therefore obliged if you will let us know the quantities, the assortment and the time of shipment required by you and we shall be glad to send you our quotations. Yours faithfully, V/O “Rossexport”.

Letter B Dear Sirs, …………………………………………………………………………… ………………………………………………………………… Unfortunately, the hotel is fully booked for the nights in question. We regret not being able to give you a more favourable reply. Yours faithfully, Exercise 3. These letters are not finished. Find an appropriate continuation from the prompts given below. The main thing is to express refusal and explain it. Letter A Dear Sirs, We thank you for sending us your offer of 9 September. ………………………………………………………………… …………………………………………………………… ………………………………………………………………… …………………………………………………………… Prompts: 1. Please, send us as soon as possible the maximum quantity indicated. 2. We are sorry that we cannot make use of it as your prices are higher than those of our previous suppliers. 3. We thank you for again informing us of your special offer. Letter B Dear Sirs, We have received your letter of 1 November requesting any information on the present state of the market for fine linens.

……………………………………………………………… ……………………………………………………………… ………………………………………………………………. Prompts: 1. We shall be pleased to send you in a few days particulars concerning the quantities of Caviar, the assortment and the terms of shipment required by us. 2. We regret that through a clerical error our invoice for the goods shipped by M/V “Leninogorsk” was not established in our letter to you of the 1 November. 3. We regret to inform you that at present we unable to obtain appropriate materials as our fabric suppliers have temporary problems. Exercise 4. Guided letter writing Parties Mr D. Ahmad Export Manager Gulf Petroleum Ltd. Addresses P.O. Box 569 Alkhobar Saudi Arabia

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Mr S. Ray General Manager AND Group Westblaak 37 Rotterdam 3016 KD Netherlands

a) Write Letter a where Mr D. Ahmad sends the message in which he: says that he is writing in connection with his Order №108/DS for lubricating oil; informs the supplier that he needs oil urgently;

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requests prompt shipment of oil; expresses the hope that Gulf Petroleum Ltd. will be able to comply with his request. b) Write Letter B from Mr D. Ahmad in which he: - acknowledges the receipt of Mr S.Ray’s letter; - says he cannot fill the order at present because he is not able to arrange a prompt shipment of lubricating oil; - explains that there is no tanker available within the next week; - expresses regret that he is unable to meet his customer’s request. Letter writing practice

Exercise 1. Write a formal negative reply to the following invitation. Mr William Golding Chairman of the Board of Directors of Tech Holding requests the pleasure of Mr Ken Donaldson’s company at a reception on the occasion of the 50th anniversary of Tech Holding at the Ambassador Hotel on Saturday, the 4th of April, at 6 o’clock p.m. Exercise 2. Mr K. Lewis, a Chairman of the Board of Directors thanks Mr B. Patterson for his kind invitation to the opening ceremony of their new branch in Mexico to be held at the Imperial Hotel, but regrets that he is unable to attend it due to a prior engagement. Write the letter declining a formal invitation. Exercise 3. Write a letter of refusal in reply to an enquiry for microprocessors. Express delicately the reason for refusal. Exercise 4. Write a letter of refusal in reply to an enquiry for your machines Type AB 12. You are sorry that at the present time the machines are not available for sale. You must ask your partners to excuse you from sending them a quotation.

4C. Letters that avoid giving a direct answer This kind of letters usually offers an alternative. The beginning of the letters is just the same as a negative reply, but the end contains an alternative. See the following sample letters. Sample 1 Acknowledgement of the previous contact Refusal An alternative is suggested

Courteous ending

Dear Sirs, Thank you for your enquiry of 21 March. We regret to inform you that we do not manufacture the requested item in the required quantity. We are forwarding a catalogue of the other samples for you to determine whether they meet your requirements. If our goods are acceptable, we shall be able to produce and deliver them in three months. We look forward to your reply. Yours faithfully

Sample 2 Dear Mr S. Bright, Thank you for your letter of 10 May asking for hotel accommodation on 20-30 May. We regret to inform you that on account of a trade fair to be held here till the end of May, there are no hotel rooms available. However, we could look for another hotel. Please advise immediately if you wish us to reserve alternative accommodation. We look forward to hearing from you soon. Yours sincerely

Practice Exercise 1. You have just received the following telex. WE ORDER 300 CANNED CAVIAR AS SPECIFICATION. DELIVERU – MAY. REGARDS. P. DICKSON.

PER

Unfortunately, you not able to deliver the required item promptly. Suggest you deliver it in three lots of 100 cans each at regular intervals within May – June. Write Mr P.Dickson a letter offering the possible changes of the delivery dates. Exercise 2. Finish the following letter and try to make the refusal milder offering that you could send them a quotation for ore containing 85 % of MnO² if such quality should be of interest to your partners. Dear Sirs, Peroxide of Manganese Ore We thank you for your enquiry dated the 5the January concerning Peroxide of Manganese Ore . We regret to inform you that at the present time we cannot offer you any containing minimum 89 % of MnO² for prompt shipment……………………………………………………… ……………………………………………………………….. ……………………………………………………………….. ………………….. Exercise 3. Write a letter-refusal to your partner, but avoid giving a direct answer. The enquiry of the 2nd June concerns Textiles for delivery in July. The problem is that your factory is fully engaged with orders. That’s why you are unable to put forward the order for these goods for delivery before October.

You hope that they will send you their enquiry should they need such textiles later on. Exercise 4. Write letters of between 70 and 100 words on each of the subjects given below. a) When traveling in America you have been invited by the Fraternity House of a University to give a talk on customs and traditions of indigenous peoples living in your Republic. Write a letter accepting or refusing the invitation / proposal. b) Answer the letters in Samples 3 and 4 in Unit “Appointments and Invitations,” explaining that the time chosen for the visit / invitation is not convenient for you and suggesting some other alternative date.

Unit 5. Letters that claim В практике деловых отношений часто встречаются письмапретензии. Поводом для написания такого письма может быть нарушение партнером обязательств по контракту, например: недопоставлено требуемое количество товаров; нарушены сроки поставки; товар не соответствует необходимым требованиям; просрочен очередной платеж и т.д. Иногда поводом для выражения претензии может послужить ошибка в документе или недоразумение, возникшее в связи с нечетко сформулированной фразой. В общем, намерение пишущего состоит в выражении его недовольства в связи с возникшей проблемной ситуацией. При этом, он вынужден, во-первых, изложить суть проблемы, во-вторых, побудить партнер по переписке к принятию определенных действий по решению проблемы. Таким образом, при раскрытии претензии в тексте письма выражается несколько намерений. Поэтому претензия

представляет собой сложный многоплановый текст, при написании которого следует придерживаться следующего плана: 1. Не следует начинать письмо непосредственно с жалобы (рекламации). Вместо этого, дайте ссылку на предыдущие устные или письменные контакты. 2. Изложите суть проблемы четко и тактично. 3. Дайте собственную оценку возникшей ситуации. 4. Предложите выход из создавшегося положения. Study Section No matter how efficient a business company to be mistakes will happen. There might have been misunderstanding about the goods to be supplied; the goods might be dispatched sometimes too late or there might appear delays caused in transit; a defect might be discovered when the equipment is put into operation and so on. In such situations it is quite natural to send a letter in which his complaint is expressed. Such letters are called claims or complaints. A complaint arises in connection with: - the goods (their unsatisfactory quality or insufficient quantity) - violation of the terms (delays in shipment, payment of delivery); - errors (in statements, invoices, misunderstanding in regards to prices or terms of payment); - service (delays in filling orders or carrying out requests). There are several rules for writing claim letters: 1. Never start your letter with complaint proper. Make reference to the previous contacts or thank your partners for them. 2. Explain clearly and tactfully what is wrong (do not forget the necessary details – order or catalogue numbers, dates, etc.).

3. Give your point of view if you find it necessary. 4. Say what can be done in these circumstances – if you can propose the right steps to be taken. Every claim is unique and therefore it is difficult to recommend a set of clichés appropriate in either case. Study the following samples and note how the points of the above plan are revealed in each letter. Sample 1. A complaint of the damaged equipment Dear Sir,

urgently we should be obliged if you would expedite shipment and advise us (by telex) when we may expect delivery. Your earliest reply will be appreciated. Yours faithfully Sample 3. Complaining of an error Dear Sir, Thank you for your letter of 6 March 20… enclosing Invoice No. 235675/754. To our surprise we find that according to the above Invoice you have charged higher prices than you specified in your offer. Please advise us if there has been a change in your price lists. Yours faithfully

Reference

We refer to our Order No. 3342/09 for office equipment which arrived here on 24 March 20..

What is wrong

On examining the consignment we found that spare parts in case 145, 150 and 230 are badly smashed and therefore cannot be used. We are enclosing herewith a detailed report with photographs.

In the following samples of letters rather a mild tone of the letter-reminder is substituted by stronger tone, expressing the recipient’s obligation with the order.

We should be very much obliged if you would send us replacements at your earliest convenience.

Reference

We hope to hear from you soon.

What is wrong

What can be done

Sample 4.

Yours faithfully Sample 2. A complaint about a delay in shipment Dear Sir, We refer to our Order No. 25/653 for Copper which should have arrived here by 15 May 20… . As we need this consignment

What can be done

Dear Sirs, With reference to our purchase order No. 33/53 of 2 July the goods should have been delivered by 03 September at the latest. Unfortunately, we have not as yet received the shipment, nor have we received any notice of shipment. As we urgently require the goods, we request immediate shipment. Yours faithfully

Sample 5.

Letter B

Dear Sirs, We refer to our purchase order No. 39/12 of 2 September and would like to draw your attention to the fact that you are already 10 days behind with your delivery. As we need the goods urgently, we will set 12 December as deadline for delivery. If you do not deliver the goods by this time, we must cancel this order. Yours faithfully

Dear Sirs, We have received the first consignment of our order which arrived here on 15 December. Upon examining the goods we have found that one carton is completely wet. Because of this, 12 items were damaged and cannot be sold. We are returning these items today, and request immediate replacement of the damaged goods. Yours faithfully

Sample 6.

Letter C Dear Sirs, We have received your invoice No. 24-132 of 12 April for which we thank you. We wish to inform you that the above invoice contains two errors in calculation. Please send us a corrected invoice as soon as possible. Yours faithfully

Dear Sir, In our letter of 3 December we gave you a deadline for the delivery of our order. Unfortunately you have not been able to keep to this deadline. Due to this excessive delay in delivery, we herewith notify you of our cancellation of the contract. Yours faithfully

Letter No.

Cause for Complaint

Practice Exercise 1. Read the following letters and identify the cause for claim in each of them. Fill in the table given below. Letter A Dear Sirs, According to our Contract No. 231-84 of 8 January 20 furniture was to be delivered by 22 March at the latest. However, the goods ordered from you have not yet arrived. Please ship our order as soon as possible. Yours faithfully

the

Exercise 2. Express your complaint in the formal letter style, as in the model. Model: Your partner has not paid the We would appreciate your invoices. You ask him to do it payment of outstanding by the end of the month. invoices by the end of the month.

1. While you examined the delivered goods you discovered that your partner had sent 120 tons of coffee instead of 100 tons as you ordered and billed you accordingly. You would be willing to keep the excess only if the prices were considerably reduced for the increased purchase. 2. You cannot wait any longer for the amounts due to you. You are considering handing this matter over to your legal department. 3. The goods ordered from your partner have yet arrived. As you need the goods urgently ask your partner to deliver them within a fortnight. 4. Your partner has sent an invoice which does not clearly indicate the price for the item No. 154. You need another clearly itemised invoice as soon as possible. Exercise 3. Any trading company keeps record of the invoices sent to the partners and notes when payment is made. Study the following record book of Atlantic Traders Ltd. As you can see, some firms have already made payment and some have not. Write these firms mild reminders to effect payment as soon as possible. Firm 1.STS Group 2.Bossini & Sons 3.Caray Suppliers 4.Fudji Cameras 5.Laser Ltd.

Contract No. 3524/123 2196/17DC 1155/456 77856/212D 5400/359

Invoice No. 12-234 24-2 46518-65 178/523 94-51

Payment made 15 Feb. 20.. 24 April 20… -

Exercise 4. Sweets Ltd. has sent you an invoice for Marmalade and Jam you ordered them in October. What you saw in the invoice surprised you: the price for these items increased by one third. Write Sweets Ltd. a letter informing them of the possible

error. Enclose the wrong invoice and ask your partners to send you a corrected one. Exercise 5. The following telex has come to you from your partner in India: DUE TO UNFORESEEN CIRCUMSTANCES DELAY SHIPMENT OF FIRST LOT 2 WEEKS. APOLOGIZE FOR INCONVENIENCE. REGARDS. Two weeks have passed and you have received neither the goods now the firm’s notice of shipment. Write them a letter insisting on the immediate shipment of the goods.

Unit 6. Telegrams and Telex Messages Методические указания В деловых кругах получила широкое распространение телексная связь. Применение телекса повышает эффективность внешнеэкономических деятельности, поскольку он ускоряет передачу и получение необходимой информацию. Достоинством такого вида связи является быстрота передачи информации, что особенно важно в наше время информационного и технологического прогресса. Эффективность телексной связи зависит от того, насколько правильно составлены сами телексы. В грамотно написанном телексе отсутствуют излишние подробности, суть проблемы изложена кратко, широко используются сокращения. Это особенности телекса являются и основными трудностями, с которыми сталкивается пишущий при его составлении.

Таким образом, написание телексного сообщения сопряжено с формированием у обучаемых следующих умений: 1) логически «сжимать» информацию, излагая в тексте только самое главное; 2) 2) опускать различные члены предложения, нарушая тем самым привычную грамматическую структуру; 3) 3) производить необходимые сокращения слов и фраз, принятые в телексной переписке. Композиционные особенности телекса касаются структуры текста, которая может быть представлена в виде следующей схемы: Блок оперативных сведений А Текст телексного сообщения Блок оперативных сведений Б Блок оперативных сведений А располагается в левой верхней части телекса и содержит информацию об адресате и отправителе, а также указывает время передачи сообщения. В части А также содержится автоответ, который представляет собой закодированное сообщение, содержащее: а) определенный набор цифр, букв, обозначающих маршрутный номер станции, индивидуальный номер абонента, сокращенное название фирмы; б) сокращенное название страны1. Обратите внимание на автоответ английской фирмы МTA Warwick: 31611 MTAWK G, где 31611 – номер станции и телексной установки; MTAWK – сокращенное название абонента; G – код обозначения страны «Великобритании».

1

Каждая страна имеет свой цифровой и буквенный код, например: Великобритания – G51, Польша - PL 63; Венгрия - N 61 и т.д.

Другим важным компонентом блока А является указание времени выхода на связь, например: «04 14 23» означает «четвертого числа в 14 часов 23 минуты». После блока А следует собственно текст телексного сообщения, отличительной особенностью которого является широкое применение сокращений. Кроме того, в телексах могут опускаться следующие части речи: - глагол-связка; - вспомогательный глагол во временных глагольных формах; местоимения (в том числе, в функции подлежащего); - предлоги; - союзы; - артикли. После основного текста следует заключительная формула вежливости, которая в телексах сводится к различным вариантам сокращений выражения With best regards (Best regards; regards; rgds). Затем следует повтор автоответов отправителя и получателя, которые образуют Блок оперативных сведений Б. Помимо ознакомления с композицией телекса задачами его написания являются: 1. Усвоение основных сокращений, употребляемых в телексной переписке; 2. Отработка техники «опущения» указанных частей речи. Study Section Whenever important information must reach its destination quickly, telegrams (telex messages) or radiograms are sent. The words “cable” and “wire” mean the same as “telegram”.

But whatever are the words used, there are certain common features in all the telegrams, telexes and radiograms: they must be as brief as it is possible without affecting the clearness of meaning. This is explained by the fact that both telegraphic and radio messages are quite expensive. In comparison with telegrams telex communication is reliable: the message cannot be lost in the mail or nondelivered by the postman. The following typical features of these messages allow to make them shorter. First of all, neither opening, nor closing formulas of politeness are used; only the strictly necessary things are included in these messages. Just “please” shortened to “PLSE” and “kindly” are used instead of all the usual opening formulas. “Best regards” (shortened to “BEST RGDS”, “REGARDS”, “RGDS”) is usually used to close the message. There are the following usual abbreviations: “TLX” – telex; “ASAP” – as soon as possible; “ ETA” – estimated time of arrival; “YOURLET” – your letter; “OURLET” – our letter; “YOURTEL” – your telex; “OURTEL” – our telex; “RELET” – regarding the letter; “RECABLE’ – regarding the cable; “REPHONE” – regarding the telephone conversation. You can find lists of abbreviations in different dictionaries and textbooks. At the same time, you may come across an abbreviation which is registered anywhere. It is due to the fact that each writer may develop his/her own way of abbreviating words. However think twice before sending

this kind of telex because the important thing in business is clarity. If the message is not understood by the receiver it will not only irritate him but may ruin your contacts altogether. Dates and numbers (for instance, sums of money), are often spelled as one word, e.g. OCTOBER TWENTYEIGHT; ONEHUNDREDSEVENTYFOUR USD, ETC. To reduce expenses in longer messages, special codes are used, as the Unicode, the Western Union Code, Bentley’s Code, and others, sometimes also special codes of various companies. There are expressions most frequently used in letters concerning telegrams and telexes: We have received Мы получили Вашу телеграмму your telegram reading: следующего содержания: We have sent you today the following telex: We confirm our cable to you as follows:

Сегодня мы Вам послали следующий телекс: Подтверждаем телеграмму Вам следующего содержания:

Secondly, auxiliary parts of speech such as articles, prepositions, pronouns, conjunctions and the verb in different forms may be omitted. You will seldom see an adjective in a telex, descriptions in general are out of place in this means of communication. Short words are preferred to long ones, many clichés typical of business writing are not given in full, the factual information is expressed concisely, in a condensed manner. Due to these peculiarities, telex messages are sometimes rather difficult to understand. It takes time to learn to decipher and compose telex messages. There are no commas,

and full stops are spelled out as the word “stop” only when absolutely necessary. In short the most difficult things are: - abbreviating words and phrases and undertaking abbreviations; - omitting words and word-combinations; - choosing the most important facts and condensing them. Third, intentions expressed in telexes do not differ from those conveyed in business letters: they can be expressed both in a letter and a telex form. But there are certain messages which are usually expressed in a letter form: for example, official invitations, covering letters, etc. See the difference between the letter style and that of the telex text in the following table: LETTER

TELEX

Apologizing We are sorry for the inconvenience we caused you

ACCEPT OUR APOLOGIES

Now study the following business letter paying special attention to the paragraphs which is underlined. Dear Sir Quotation for Plaster We are writing to confirm our telex of 15 May and thank you for yours of 27 April 20… . We assure you that we have your various enquires in hand and our offers will reach you soon. We can make you the following offer today to your enquiry for plaster and we hope it will meet your requirements:

Acknowledging We acknowledge with thanks the receipt of your order of 20 March…

ACKNOWLEDGE / THANKS YR ORDER 20 MARCH

Announcing We take pleasure in informing you that …

WE INFORM

Requesting We should appreciate it if you would kindly send us .. Referring With reference to your letter of 30 September …

Plaster, first quality, in casks of 1050 kilos, U.S. $ 40.00 per 1,000 kilos., f.o.b. Hamburg: minimum quantity: 10,000 kilos; payment: 30 d/s draft against documents; delivery from factory 14 days after receipt of order. We hope to receive your order based on the above offer. Yours faithfully Do you agree that the underlined paragraph conveys the essence of the whole text? Now find the key sentences in the following texts and underline them. Letter A

PLEASE SEND

REF YR LETTER OF 30 SEPTEMBER

Dear Mr M.Wilson, As you may have heard, we regularly arrange meetings of our client in the United States, Europe and Asia, at which they have an opportunity of listening to a lecture delivered by leader in commerce, or specialists in a field of science.

Knowing of your vast experience in environmental economics, we are writing to ask you to be our guest speaker at a seminar to be held in Brussels on 1 October. We would be very pleased if you could give a talk of about one hour, and be kind enough to answer questions afterwards. We hope that you will be able to join us at this seminar and give us the benefit of your experience. Yours sincerely Letter B Dear Sir Concerning your claim of Paradise 4 Recorder under Contract 67/48 we wish to inform you that we have now received a letter from Paradise Electronics. They have studied you claim and come to the conclusion that the faulty conditions complained of are the result of faulty setting up procedure and not defects in the instrument. They have altogether prepared two copies of a revised setting and test procedure for use by you and your customers and request that they make a further check on the instrument in accordance with these instructions. If you still have problems with the Recorder when this has been done please report them in detail. Our Mr G. Cadberry will deliver the copies of the revised setting and test procedure when he visits Moscow on 16 May, and we sincerely trust that we will be able to resolve the difficulties with this instrument. We wish to assure you that it I our intention to persist in this matter until you and your customers are satisfied. Yours faithfully After you find and underline the key sentences think of a possible heading to the whole text. Try to convey the main ideas

of the letter in your own words. Imagine that you are reporting to your boss. He does not want any unnecessary details. Use your own summary as the basis for your written one. When writing a summary, remember to mention only the most important ideas. Read the following letter and its summary. Dear Sir Contract No. 38/176 We acknowledge receipt of your letter dated 25th December, 20… requesting a delay in delivery from ten to twelve months of the equipment being supplied for Complex “A”. It is noted that this matter was raised during meetings in Moscow and Manchester earlier this year as indicated in the respective Protocols. We confirm that we can delay the delivery of all equipment by a period of ten / twelve months from the dates stipulated in the Contract. However, to enable us to sensibly give you a detailed answer on the overall effects to altering the dates of supply we would like tom know the following: a) Will the factory building where the plant is to be installed be exactly the same as the one for which we have information at present? For example, the column bases, column centres, arrangement of the existing plant, etc.? b) Will the materials and methods of operating the equipment be identical to those already agreed upon? When we have your information we will quickly summarise the best arrangements we can make to minimise any extra costs and problems. We shall then send you our proposal of the revised delivery dates and other relevant conditions for consideration.

We look forward to bringing this matter to a conclusion acceptable to yourselves. Yours faithfully Davy Industries Limited MSteel Michael Steel Manager

NOT RECVD MODEL 2C 230. DELY OF ALL THREE MACHINES URGENT AS WE COMNIVINCED WE WILL RECEIVE ORDERS DOR ALL 3 MACHINES IN NEAR FUTURE, IN WHICH CASE WE WILL BEPLACINBG FURTHER ORDERS WITH YOU. IMPERATIV WE RECEIVE URGENT REPLY. REGARDS Telex B

Summary Davy Industries Limited confirms a delay of 1—12 months in delivery of all equipment. However the company wants to know: - Will the building remain the same? - -Will there be any changes in the materials and methods of operating the equipment? Answers to these questions will help Davy Industries in introducing the necessary changes into their design and equipment. On the basis if this information the Company will be able to revise the Contract terms.

EXPORTMACH LONDON ATTENTION MANAGING DIRECTOR CONCERNING UNIVERSAL MILL ORDERED 2003 UNDER EA 3154 NOT YET DISPATCHED OUR PRODUCTION PLAN AFFECTED SERIOUSLY AS REFERRED TO OURTELS 5 SEPTEMBER 13 SEPTEMBER YOUR ASSISTANCE FOR SETTLEMENT HIGHLY APPRECIATED MILCO1 Exercise 2. Read the following telexes and answer the questions given below. ATT: H. BROUWER

Practice Exercise 1. Read the following telexes consulting the List of abbreviations in the Reference Section. Paraphrase them orally and say what the message is in your own words. Telex A Re: MODELS 2C 230 KINDLY ADVISE DELIVERY SITUATIONS FOR ABOVE MACHINES. WOULD ALSO REMIND YOU HAVE STILL

I CONF. MY VISIT TO BERLIN, ARRIVING 12 FEBRUARY STAY TILL 5 MARCH. WOULD LIKE TO SEE YOU ANY DAY THAT WEEK EXCEPT FRI. IF YOU ARE AVAILABLE FOR MEETING I INTEND TO DISCUSS

1

Примечание: Приведем полный текст телеграммы: For the attention of the managing director, concerning the Universal Mill which we ordered in 2003 under EA No. 3154 and which has not yet been dispatched. Our production plan is affected seriously as has been referred to in our telexes of 5th and 13th September. Your assistance of this matter will be highly appreciated.

POSSIBLE CLIENT BASE INTERESTED PRODUCTS. BEST RGDS. L. BURT Questions:

IN

OUR

1) When is Mr Burk arriving in Berlin and how long is he going to stay there? 2) What problems does he want to discuss with Mr H. Brouwer?

Exercise 3. You have just received the following telex. Make a list of its main points as you will need this information in your conversation with Managing Director. RE: ORDER NO.35/234 WE RECVD TODAY MACHINE-TOOLS UNDER ABV ORDER. 3 OF THE CRATES WERE IN PERFECT CONDITION, BUT WHEN WE UNPACKED THE FOURTH WE ROUND LOTS OF BREAKAGES. WE THINK BREAKAGES WERE CAUSED BY ROUGH HANDLING IN TRANSIT AS THEY SEEM TO HAVE BEEN CAREFULLY PACKED. WE WILL SEND YOU LIST OF DAMAGED MACHINE TOOLS AND ASK YOU TO SETTLE THE MATTER WITH RAILWAY AUTHORITIES. REPLACEMENTS WILL BE NEEDED AND WE HOPE YOU WILL BE ABLE TO SEND THEM WITHIN THE NEXR FEW DAYS. BEST RGDS. WILLIAM MOSE Exercise 4. Rewrite the following telegram messages in the form of the telex using as many abbreviations and omissions as possible. Consult Reference Section. Text A Firmer conditions continue, particularly in the Atlantic area, and more widespread fixing (is to be observed). The Atlantic grain

rates are again higher with the Gulf of Mexico to Antwerpen /Hamburg and now amount to seventy seven dollars (per ton); coal charterers are following. (Conditions in the) Pacific are (are) firm but unchanged. The Indian area is fractionally steadier, particularly due to a scarcity of tonnage with prompt positions. The Far East is quiet. Fixtures for the coal roads (from Hampton) to Antwerpen /Rotterdam /Amsterdam 300 USD (a ton) in October and November. Grain rates from the Gulf (of Mexico) to Japan in December: eight hundred dollars. Text B I would like to confirm our telephone conversation of 14 March informing you of my arrival in Beirut on 22 February. Please reserve a room with a bath for a week from 22 till 28 February. Confirm reservation by return. Text C RE: MISSING CASE No.367 WEHAVE INVESTIGATED YOUR COMPLAINT OF 14 MARCH ABOUT THE NON-RECEIPT BY YOU OF CASE No.367 AND WISH TO IBFORM YOU OF THE FOLLOWING: OUR AGENT IN HAMBURG CERTIFIES THE GOODS WERE DISPATCHED TI YOU FROM THAT PORT BY BRITISH RAILWAYS, NORTH EASTERN REGION. BRITISH RAILWAYS HAVE A COPY OF THE DELIVERY NOTE SIGNED BY MR H. BRIGHT. Exercise 5. Read the following letter and telex and compare the ways the same message is expressed in them. Mitchell Diesel Limited Your ref: Our Ref: BC / sw 4 June 20…

V/O Machinimport 32 /34 Smolenskaya Square Moscow 121200

TELEX 13 JUNE 20… TO: P.B. ZAITSEV, GENERAL DIRECTOR FORM: B. CADDIS, MITCHELL DIESEL LIMITED

FOR THE ATTENTION OF P.B. ZAITSEV Dear Sir, I have recently attended seminars on trading with your country. I was provided with details of your enterprise, and believe that we may be able to assist you with the supply of various makes of engines and transmissions, and also the spares associated with those products. The following is a list of the products that may be of interest: ENGINES Detroit Diesel Perkins Rolls Royce Bedford Gardner

TRANSMISSIONS Allison Twin Disc

OTHERS Pall Filters Murphy Switchgear

The writer would be pleased to visit you should you have any specific enquiries, and further explain our abilities to supply and support the products for which we have official franchises. We look forward to being of assistance to you. Yours faithfully MITCHELL DIESEL LIMITED B. Caddis Managing Director

I HAVE RECENTLY ATTENDED SEMINAR ON TRADING YR COUNTRY. I KNOW DETAILS YR ORGANISATION AND HOPE FOLL LIST OF OUR PRODUCTS MAY INTEREST YOU. ENGINES TRANSMISSIONS DETROIT ALISSION DIESEL TWIN DISC PERKINS ROLLS SWITCHGEAR BEDFORD GARDNER

OTHERS PALL FIRLETRS MURPHY ROYCE

HOPE TO VISIT AND DISCUSS POSSIBLE DEALS. BEST REGARDS. B.CADDIS Exercise 6. Write both a letter and a telex. The situation has been given to you. You wish to inform your partner that you are successfully executing their products and the goods will be ready for shipment at Vladivostok port on or about 26 October, 20… . However you do not know what vessel will take the cargo. You ask your partner to nominate the vessel as soon as possible and to inform you of its name and location.

Exercise 7. What telexes would be appropriate in the following case. Write them. Try to be as concise and laconic as it possible.

during your stay in Manchester. Your return ticket is for the 18th April.

Situation1

Exercise 8. Read the following telex and reply to it. What telex was referred to? Give your versions of this telex.

You have just received an offer for coffee for next year from the Brazilian company. Thank your Brazilian partners for this offer and ask them to reserve 1,000 tons of coffee for you. Situation 2 Write a telex informing Mrs B.N.Rosemary that you can fix an appointment with her for the 10-11th of November. Ask her to confirm the receipt of this telex. Report your telex number. Situation3 Inform your partner – MTA Warwick, Great Britain – that you have an enquiry for microprocessors Model 3SK. Ask them to send you the prices, terms of delivery, the possible delivery dates and terms of payment. Situation 4 Inform your Austrian partners that you are waiting for their experts to install the equipment before the middle of March. The building and the site will be ready by this time. Situation5 You are writing to Mr Caddis about your forthcoming visit to Manchester: you are arriving in Manchester on 15 April by British Airways Flight No. 170. Express your hope to meet him

Referring to yr tlx we confirm our readiness to start training of yr specialists to operate our machines at end of installation after normal time necessary to obtain visa for our instructor. Meantime inform your installation cannot be finished at end 20… . Rgds.

Список использованной литературы 1. Англо-русский экономический словарь / Под ред. А.В.Аникин. – М.: Русский язык, 1981. 2. Андрюшкин А.П. Деловой английский язык / Уч. пособие. – СПб: Норинт, 2001. 3. Громова Н.М. Основы деловой переписки. – М.: РУССЛИТ, 1992. 4. Израилевич Е.Е. Коммерческая корреспонденция и документация на английском языке.- СПб: Лениздат, 1992. 5. Письменная практика: Учебное пособие для студентов пед. ин-тов по спец. № 2103 № «Иностр.яз» / И.А.Уолш, А.И.Варшавская, И.А.Василевич и др. – М.: Просвещение, 1983. 6. Mckellen J.S., Spooner M.D/ New Business Matters. Practice material for business communication in English. – Oxford, 1985.

Деловое письмо на английском языке: Учебное пособие для студентов экономических и гуманитарных специальностей, дополнительной программы «Переводчик в сфере профессиональной коммуникации» Составитель: Бидагаева Ц.Д.

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