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Work in pairs. Do you think that Fiona has a chance of getting the job? What are her strengths and weaknesses?

Writing 2 “Cover Letter”

A letter sent with, and explaining the contents of, another document or a parcel of goods is a cover letter. A check, a contract, a CV or any other business paper sent by mail should always be accompanied by a cover letter. The letter says what is being sent so that the recipient knows exactly what you intended to send. It is a typical everyday business letter which some people call “routine”.

Sample letter

Dear Sirs,

In reply to your letter of 22^nd August, we enclose here with our latest catalogue and price-list, and apologize for not having sent these earlier.

The latest samples and patterns are being sent by separate post, and should arrive within seven days. The parcel is too bulky to send by air. We have noted your instructions to give future quotations CIF Rotterdam.

We look forward to receiving further orders when you have had a chance to go through the catalogue and examine the samples and patterns.

Yours faithfully, …

Writing 3 “Acknowledgement Letter” and “Letter of Response”

You have just received an important document and a covering letter from your partner. Naturally you must answer it. A letter of acknowledgement (подтверждение) and letters of response (ответное письмо) arejust saying “thank you” to your partner.

Sample letter 1

We acknowledge receipt of your Order № 152/AS for diesel engines dated 10 February 2012. As requested, we enclose the copy, duly signed, as order acknowledgement. We sincerely hope that you will be able to place repeat orders with us in the near future.

Yours faithfully, …

Sample letter 2

We have received your letter of 10 June 2011 for which we thank you.

Please find enclosed our latest price list and catalogue, together with details of different types of carbon paper. We are also sending you under separate cover a full range of sample paper we are at present producing.

Please do not hesitate to write if you require any further information.

Yours faithfully, …

Writing 4 “Notifications and Announcements”

Your primary intention when sending a notification announcement is to inform the recipient about something. These kinds of letters can hardly b called routine, everyday correspondence.

Sample letter 1 (Announcement Letter - уведомление)

Dear Sirs,

In spite of our attempts to maintain prices at their present level we have been obliged to raise the price of our product owing to increased cost of raw materials (labor costs, distribution costs, etc.)

Sample letter 2 (Notification Letter - извещение)

Dear Sirs,

We wish to inform you that your order № 315 dated 29 August 2010 has been shipped today. The goods were shipped by truck through Collins Forwarding Agency FOB Glasgow.

We hope you will be satisfied with the goods and we look forward to more orders from you.

Yours faithfully, …

Writing 5 “Introduction”

Letters that introduce are important, they do not only characterise, they advertise your company. The purpose of the letter is to persuade the reader that you are the best in business.

Sample letter

Dear Sirs,

I am writing to introduce ... (name), our Representative, and hope that you may be able to offer him some assistance. ... (name) is making a study in definite fields of science certain areas of Scotland and I’ll be extremely grateful if you are able to give him any information which will help him to carry out his work.

Yours faithfully,

Writing 6 “Letter Of Request/ Enquiry”

Many requests are written in every business. 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. Very often asking letters sound like "please send me" messages, because they contain a request to send brochures, materials, catalogues, etc. An ordinary request turns into an enquiry if it deals with some commercial information.

Sample letter 1

Dear Sirs,

We do not appear to have received your latest catalogue and price-list, and should be glad if you airmail these to us without delay, together with some new samples and patterns.

Yours faithfully, …

Sample letter 2

Dear Sirs,

We enclose a list showing the goods we require for delivery before the end of April.

Please let us have your lowest quotation by return.

Yours faithfully, ...

Writing 7 “Order Letter”

Some business firms use special order forms when ordering goods. Other companies send letters or even postal cards. When writing an order letter (письмо-заказ), accuracy is extremely important: figures and items must be correct.

Sample letter

Dear Sirs

Thank you for your quotation of 30 October 2012 . We have pleasure in placing an order with you for plaster: plaster, first quality, in casks of 150 kilos; price: U.S. $ 30.00. per 1,000 kilos, f.o.b. Hamburg; quantity: 30,000 kilos; payment: 30 d/s draft against documents; deliver from factory 14 days after receipt of order.

We look forward to hearing from you soon.

Yours faithfully, …

Writing 8 “Appointment and Invitation Letter”

Before you notify your partners of smb’s (or perhaps your own) visit to their firm, you must take certain steps to arrange this visit and, first of all, write a letter requesting an appointment. These requests are generally different from other kinds of requests, they sound more personal because you inform your partner of your plans. This is usually an important part of these letters which is logically connected with the invitation or request for an appointment.

Sample letter 1 (Appointment – назначение деловой встречи)

Dear sir

I shall be visiting Moscow next week as a member of the British-Russian Chamber of Commerce Delegation. It would be appreciated if I could visit your office on Thursday, 8 September, at a time convenient to yourself. If this date is not convenient could you please advise an alternative.

I look forward to receiving your confirmation.

Yours faithfully, ...

Sample letter 2 (Invitation - приглашение)

Gentlemen

From 1 to 14 April there will be a Garden Exhibition in Perm.

We would like to inform you that our best plants will be displayed at this exhibition. You will find several new examples which might be of special interest to you. We should be very happy if you visit our Stand № 5 in Exhibition Hall № 2. We have enclosed several tickets for the exhibition.

Sincerely yours, …

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