Exercise 12. Which of the job-titles from the list would best describe the following?

administrator, Human Resources department officer, unskilled worker, director, executive personnel officer, public relation officer, safety officer, labourer, union official, boss

1.The person who represents the workers' interests in disputes with the management in a factory.

2.A person who has a high (but not the highest) position in a company and whose job it is to make important decisions.

3.An important person in a company who sits on the Board.

4.A worker whose job requires no special training.

5.A person generally in charge of the day-to-day administration in a company.

6.The person who makes sure there are no risks of accidents from machinery, etc.

7.A person whose job it is to keep an eye on the day-to-day work of other workers.

8.A person who does hard physical work.

9.The person who handles applications for vacant posts.

10.The person who gives out information to the press for a company.

UNIT 10. BUSINESS LETTERS

Letters are the most important means of communication because they officially represent your company. A letter which is badly typed on rather poor-quality paper with an old-fashioned letter head won't give your partner confidence in an organization which plays so little attention to its image. The three most important aspects of letter writing are the following: format, planning, style and tone.

Format. There are two main forms of layout of letters currently in use: the older semiblocked form and the newer fully blocked form. The latter is very widely used now. Both forms can also be used for handwritten letters.

Planning. There is a special order and place of principal parts of a business letter.

1. The date is typed in full on the right hand side.

2. The inside address - the address of the company written to - is stated
on the left hand side.

3. The salutation depends on if you know your correspondent or not. You write "Dear Sir" or "Dear Madam" if the name of your correspondent is unknown for you. You write "Dear Mr. Brown" or "Dear Mrs. Brown" if you have formal relations with your correspondent. But if you know him or her
very well you can start your letter with salutation "Dear John" or "Dear Betty".

4. The beginning of the letter. In the first paragraph you can set up the tone for the rest of the letter. If you are answering the letter of your correspondent you should thank him for the letter and indicate clearly the date and the subject of that letter. If you are not replying to a letter you should state straight away what your letter is about.

5. The body of the letter. Every letter should deal with only one subject. It should be simple, clear, logical and polite.

6. The ending of the letter. The closing paragraph is the last of your letter. It should give a summary of everything written above and show your positive attitude to the future cooperation.

7. The complimentary close depends on the salutation of your letter. If your salutation was "Dear Sir" then the complimentary close should be "Yours faithfully". If your salutation was "Dear Mr. Brown" then your complimentary close would be "Yours sincerely".

8. The signature is put below the complimentary close, then goes your name in full and your position.

LAYOUT OF ENVELOPES

LAYOUT OF AN OFFICIAL LETTER

EXERCISES

Exercise 1. Choosing from the words below, label the parts of the letter.

Date

References

Concluding paragraph

(Typed) signature

Position / title

Main paragraph

Letterhead

Salutation

Introductory paragraph

Recipient's address

(Sender's) address

Complimentary ending

Enclosure (abbreviation)
Signature

1. Widgetry Ltd.

2. 6 Pine Estate, Westhortet, Bedfordshire, UB18 22BC Telephone 901723456 Telex X238 WID Fax 9017 67893 Michael Scott, Sales Manager Smith and Brown plc.

3. Napier House
North Molton Street
Oxbridge OB84 9TD.

4. Your ref. S/WID/15/88
Our ref. ST/MN/10/88

5. 31 January 200...

6. Dear Mr. Scott,

7. Thank you for your letter of 20 January, explaining that the super widgets, catalogue reference X-3908, are no longer available but that ST-1432, made to the same specifications but using a slightly different alloy, are now available instead. Before I place a firm order 1 should like to see the samples of the new super widgets. If the replacement is as good as you say it is, I shall certainly wish to reinstate the original order, by placing an order for the new items.

8. Apart from anything else, I should prefer to continue to deal with Smith and Brown, whose service has always been satisfactory in the past. But you will understand that I must safeguard Widgetry's interests and make sure that the quality is good.

9. I would, therefore, be grateful if you could let me have a sample as soon as possible.

10. Yours sincerely,

11. John Brown

12. Simon Thomas

13. Production Manager

14. Enc.

Exercise 2. This second letter has been revised so many times by Mr. Thomas that it has become all mixed up, and his word processor has failed to reorganise it. Arrange the letter so that everything is in the right place. The first point in the letter is:

(1) Simon Thomas

(2) Widgetry Ltd.

(3) 6 Pine Estate, Westhortet, Bedfordshire, UB18 22BC
Telephone 9017 23456 Telex X238 W1D Fax 9017 67893

(4) I look forward to hearing from you

(5) Your ref. MS/WD/22/88
Our ref. JB/MS/48/88

(6) Yours sincerely

(7) James Bowers, Sales Manager
Electroscan Ltd.

Orchard Road Estate,

Oxbridge UR8410SP

(8) Production Manager

(9) Thank you for your letter. I am afraid that we have a problem with your
order.

(10)6 June 200...

(11)Unfortunately, the manufacturers of the part you wish to order have
advised us that they cannot supply it until September. Would you prefer
us to supply a substitute, or would you rather wait until the original
parts are again available?

(12)Dear Mr. Bowers

Exercise 3. Translate into Russian

Most important means of communication; badly taped; poor-quality paper; old-fashioned letterhead; confidence; attention; image; layout of letters; semi blocked form; fully blocked form; handwritten letters; special order; principal parts; to be typed in full; the right hand side; to state below; to depend; formal relation; the rest of the letter; to indicate clearly; the subject of the letter; straight away; polite; the closing paragraph; future cooperation; the complimentary close; salutation; yours faithfully; yours sincerely.

Exercise 4. Translate into Еnglish

Остальная часть письма; справа; особый порядок; самое важное сред­ство связи; с уважением (2 варианта); письмо, написанное от руки; рас­положение частей письма; бумага низкого качества; быть напечатанным полностью; основные части; предмет письма; четко указать; заключитель­ная формула вежливости; зависеть; указать ниже; представление (об орга­низации); внимание; плохо напечатанное письмо; официальные отноше­ния; заключительный абзац; будущее сотрудничество; цельноблочный стиль письма; доверие; вежливый; устаревшая шапка на фирменном блан­ке; полувтянутый стиль письма.

Exercise 5. Answer the questions

1. What is the most important means of communication?

2. When may not the partner get confidence in your organization?

3. What are the most important aspects of letter writing?

4. How many forms of layout of letters do you know?

5. Where is the date typed?

6. What is "the inside address"?

7. What does the salutation of the letter depend on?

8. What should be written in the beginning of the letter?

9. How many subjects can the letter deal with?

10. What should be given in the end of the letter?

11. What does the complimentary close of the letter depend on?

12. What is the right order of signing the letter?

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