Российская экономическая академия
имени Г.В. Плеханова
Центр языковой подготовки
Отделение иностранных языков
Методические указания
к практическим занятиям
по деловой корреспонденции
Для самостоятельной работы студентов
Москва 2002
Составители: О. А. Данько,
К. В. Тростина
Методические указания к практическим занятиям по деловой корреспонденции. Часть 1. Сост.: О. А. Данько, К. В. Тростина. – М. Изд-во Рос. экон. акад., 2002. 62 c.
Данное пособие представляет собой теоретический материал по разным видам деловой корреспонденции с практическими заданиями.
Предназначено для самостоятельной работы студентов III курса общеэкономического факультета и для студентов других факультетов, желающих овладеть навыками деловой корреспонденции.
Данное пособие предназначено для самостоятельной работы студентов III курса общеэкономического факультета и для студентов других факультетов, желающих овладеть навыками деловой корреспонденции, и представляет собой теоретический материал по разным видам деловой корреспонденции с практическими заданиями. Пособие также может быть рекомендовано для подготовки к письменной части (Writing) международных экзаменов по Business English, таких как BEC, BULATS и др.
Основная задача пособия – способствовать развитию навыков деловой корреспонденции и расширению словарного запаса студентов при интенсивной самостоятельной работе. Этой задаче подчинено распределение теоретического и практического материала, при этом теоретическая часть предлагает объемное чтение по теме, снабженное современными практическими примерами делового письма, а задания предполагают как отработку стилей деловой корреспонденции, так и приобретение лексических навыков для свободного владения темой.
Тематическая структура учебника “Keys to Management”(Units 9-14) определяет организацию материала данного пособия, в которое вошли следующие шесть тем модуля “Business Correspondence” программы 3-го курса: Personnel Appointments, Complaints and Adjustments, Enquiries (часть 1), Electronic Correspondence, Memorandums and Reports (часть 2). Нумерация тем в пособии совпадает с их последовательностью в учебнике.
Ex. 0.1 Check whether you can define the right type of business letters. Match each of the following extracts from business letters (1 - 11) with the type of letter (a - k) from which it is taken. Do the test again after you have studied this booklet and see your progress!
a) letter of invitation d) letter of rejection h) letter of complaint
b) response to an enquiry e) letter of apology i) letter of warning
c) letter requesting payment f) letter of enquiry j) order
g) letter of application k) reservation
1. Mr Kazoulis would like a double room with shower and full board from 12 to 14 September inclusive.
2. I am extremely sorry about the incident last week during the visit of your representative to our offices. Unfortunately...
3. This is not the first time that this has happened and I must inform you that if it happens again we shall be compelled to issue a formal reprimand.
4. I regret to inform you that your application for the post of Deputy Catering Manager has been unsuccessful. Thank you for...
5. Please find enclosed my CV and a recent photograph.
6. I should be grateful if you would send me more information about your LK range of products including details of prices and discounts.
7. Thank you for your letter of 9 June. Please find enclosed a price list and full details of...
8. Please would you send to the above address 37 units of product reference number 37/LK/45006 (brown) and dispatch the invoice to our West Central office in the usual way.
9. Kazoulis Communications would be pleased to welcome Udo Schmidt to the opening of its new…
10. With reference to outstanding invoice number 9602132/64, we should be grateful if you would settle...
11. I wish to draw your attention to the very poor treatment our representative received when she called on you last week.
Ex. 0.2 Business letters. Choosing from the words in the box, label the parts of the letter.
date main paragraph letterhead
references salutation introductory paragraph
concluding paragraph recipient's address (sender's) address
(typed) signature complimentary ending
enclosures (abbreviation) position/title signature
| 1. | WIDGETRY LTD 6 Pine Estate, Westhomet, Bedfordshire, UB18 22BC. |
| 2. | Telephone 9017 23456 Telex X238WID Fax 9017 67893 |
| 3. | Michael Scott, Sales Manager, Smith and Brown plc, Napier House, North Molton Street, Oxbridge OB84 9TD. |
| 4. | Your ref. MS/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. |
| 8. | Before I place a firm order I should like to see samples of the new super widgets. If the replacement is as good as you say it is, I shall certainly wish to reinstate the original order, but placing an order for the new items. 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. | Simon Thomas |
| 12. | Simon Thomas |
| 13. | Production Manager |
| 14. | enc. |
Ex.0.3 Business letters 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.
| 1. | WIDGETRY LTD |
| 2. | Simon Thomas |
| 3. | 6 Pine Estate, Westhornet, Bedfordshire, UB18 22BC Telephone 9017 23456 Telex X238WID 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 UB8410SF. |
| 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 |
If replying to an advertisement it is better to simply state what you are doing, and remember to give a date or reference.
I would like to apply for the position of Programmer advertised in this month's edition of Computer Technics.
I am writing to you concerning your advertisement on 12 May in The Guardian, for a bilingual secretary to work in your export department.
If applying for a position which has not been advertised, you can open like this:
I am writing to ask if you might have a vacancy in the (your) general office/ sales/ export/ accounts department for a(n) clerical assistant/ salesperson/ export manager/ accounts clerk.
If someone associated with the company suggested you write to them, you can open thus:
I was recommended by...... who is currently working in/who has had a long association with your firm/who is one of your suppliers/customers, to write to you/ contact you concerning a possible post in your/ the...... department.
If your enquiry is only for an application form, you can give some brief details about yourself, then ask for the form. It is worth remembering, at this point, that your letters, in these cases, are not for the positions themselves, but are for interviews.
These examples can also be used for unsolicited applications, i.e. when applying for a post that has not been advertised.
I am 23 years old, was educated at (secondary school) which I left in (date) having taken (leaving certificate). I graduated from (college/university) in (date) with a (diploma/degree) in (subject and class, mentioning any special topics that would be relevant to the position).
At present I am employed by (name of firm) where I deal with/am employed as (title)/am employed in (department)/ concerned with (description of work), and I have been there for (number of years), since (date).
There is no need to give any more information at this stage, so the letter can be closed:
Would it be possible for you to send me an application form and further details?
I would be grateful if you could send me an application form, and if in the meantime you need any further details about me, I would be happy to supply them.
Some companies do not send application forms, but prefer applicants to supply a curriculum vitae (c.v.) which is your personal and working history, see 1.2.5 for an example.
There should be a covering letter with application forms and c.v.s, either explaining points that might not be clear, or giving further information to emphasize your suitability for the post.
Remember to quote any reference numbers or job titles that have to be mentioned, and if an application form has been sent, thank the company.
Your c.v. should be mentioned in the second paragraph to a letter answering an advertisement.
Thank you for your letter of (date) and the application form for the post of (title). I have now completed the details and am enclosing the form.
I am enclosing my curriculum vitae for the position of…
You will see that I graduated from (college)/left (name of school) in (date) where I got (degree; diploma; certificate). I then began work with (name of firm) as (job title), where I was trained as (title), and was involved with (brief description of duties).
If you have had more than one job, you could explain why you left each position. This is often left for an interview. But you should never use explanations such as leaving for more money, better fringe benefits, advantages besides salary, e.g. better pension, health scheme, social facilities, car, or conditions. Whether it is justified or not, employers do not like to feel staff leave companies for these reasons.
You should also not state you were bored with the work you were doing, after all, you accepted the job; and never criticize the firm you worked for, the products or services they offered, or staff you worked with.
Explanations for leaving a company could include the following:
I left (name of firm) in (date) as (new employer) offered me a chance to use my (skills or specialized knowledge, e.g. languages, knowledge of computers, etc)…
In 19- I was offered a chance to join (name of company) where there was an opportunity for me to gain more experience in…
I was offered promotion (a chance to advance) by (name of company) in (date) and therefore left (company) as this meant I could (explanation)…
I joined (name of company) in (date) as they offered an opportunity for advancement, being a much larger concern.
Most application forms give limited space to expand on previous duties in a company; what you did, how many people were involved, what your detailed responsibilities were. Without elaborating too much or boasting, you should stress your responsibilities and authority in the company(ies), projects you undertook, changes you effected, or schemes you introduced.
While I was at (name of company) I took responsibility for (title) and this meant I (description); within (period of time) the firm/department was able to (description of improvements)…
At (name of company) my duties included (description). This gave me more experience in (description) which was very valuable when I moved to (name of next company).
All companies will want to know why you are applying for a particular position. This not only means explaining why you want the job but why you think your particular skills and experience would be valuable to the firm.
I am particularly interested in the position you offer as I know my previous experience and academic background would be valuable in this area of (engineering; teaching; accountancy, etc.).
I am sure I would be successful in this post as I have now gained the experience and skills that are required.
This position would require someone who has had extensive experience of (area of work) which I gained both academically and commercially at (college and companies).
At the end of the letter, look forward to the interview and offer to supply more information if necessary.
I look forward to hearing from you. However, if there is any further information you require in the meantime, please contact me.
Please let me know if there are any other details you need. Meanwhile, I look forward to hearing from you.
I will be able to give you more detailed information at an interview, and I look forward to seeing you.
Notice in this letter how the applicant first mentions how he knows of the company, then gives brief details of his age, education, and experience, then refers to his Director who approves of staff spending time abroad. Finally, he tells the bank why he wants to join them for a temporary stay in the UK, and asks for an application form. Of course, he could also include a c.v. with the letter, but knows the practice of this firm is to send application forms.
Ftirstenweg 110
The Manager D-3000 Hannover 71