Consider a scheme of a Ukrainian document.

Емблема фірми Гриф обмеженого доступу Назва фірми Гриф затвердження Юридична адреса фірми: Адреси вул., буд., місто, індекс, тел., факс, розрахунковий Резолюція рахунок у банку Вид документа Дата ___________№____________ На №___________від ___________ Заголовок до тексту Початок тексту (з абзацу) ТЕКСТ Додаток Посада особи, підпис Ім’я або ініціали, прізвище яка підписала документ печатка Прізвище виконавця і телефон Відмітка про виконання Відмітка документа і направлення про надходження на розгляд

Note!However a lot of companies have their own individual systems.

Pre-reading tasks____________________________________________________

5. Consider a scheme of a Ukrainian business letter. Try to write in Ukrainian any business letter of your own.

Reading tasks_______________________________________________________

Read the text to ensure if business letters in different countries are identical.

Structure and Presentation

Business letters in different countries are identical. As a rule a business, letter written on the firm form, consists of such elements: sender’s address; date; references; inside address (or receiver’s address); salutation; subject; introductory paragraph; body of the letter; complimentary close; signature; per pro; company position; enclosure.

Let’s examine some features of a simple business letter.

Sender’s address. In correspondence that does not have a printed letterhead, the sender’s address is written on the top right-hand side of the page. In the UK, in contrast to the practice in some countries, it is not usual to write the sender’s name before the sender’s address.

Date. The date is written below the sender’s address, sometimes separated from it by a space. The month in the date should not be written іn figures as they can be confusing; for example, 11.1.93 means 11^th January 1993 in the UK but 1^st November 1993 in the USA. In the USA the date may indicate the month first, then the date and then the year, so 15 April 2002 will look as 04.15.2002 or 04/15/2002. Nor should you abbreviate the month, e.g. Nov. for November, as it simply looks untidy.

Inside (or receiver’s) address. This is written below the sender’s address and on the opposite side of the page. If you know the surname of the person you are writing to, you write this on the first line of the address, preceded by a courtesy title and either the person’s initial(s) or his/her first given name, e.g. Mr J.E. Smith or Mr John Smith, not Mr Smith.

Courtesy titles used in addresses are as follows: Mr is the usual courtesy title for a man. Mrs is used for a married woman. Miss is used for an unmarried woman. Ms is used for both married and unmarried women and it is a useful form of address when you are not sure whether the woman you are writing to is married or not.

Receiver. Writing and translation of addresses used to make some difficulty since Slavic and English layouts are not the same. Now one should mind that they have become almost the same for both home and international correspondence in Ukraine

Compare the following:

Іванову A. A. Ms Paul Smith

Голові компанії «Сантана-Трейдінг» (The) Sales Manager of

45, вул. Данілевського Union Trading LTD

61007, Харків-7 7 Carswood Street

Україна Redhill

Surrey TQ1 6 BD

Great Britain

In English the number of the building precedes the name of the street without comma. In translation it is not recommended to render Ukrainian or Russian вулиця, площа, улица, площадь by English street, square, etc. and vice versa to avoid confusion in mail delivery. So, вулиця Данілевського in English will be Vulytsia Danylevskogo, not Danylevsky or Danylevskogo Street as well as Carswood Street will be Карсвуд Стріт, not вулиця Карсвуд.

Salutations. Dear Sir opens a letter written to a man whose name you do not know. Dear Sirs is used to address a company. Dear Madam is used to address a woman, whether single or married, whose name you do not know. Dear Sir or Madam is used to address a person of whom you know neither the name nor the sex. When you do know the name of the person you are writing to, the salutation takes the form of Dear followed by a courtesy title and the person’s surname. Initials or first names are not generally used in salutations: Dear Mr Smith, not Dear Mr J. Smith or Dear Mr John Smith.

References. References are quoted to indicate what the letter refers to (Your Ref.) and the correspondence to refer to when replying (Our Ref.).

The first paragraph says why you are writing. In the first paragraph you will thank your correspondent for his letter ( if replying to an enquiry), introduce yourself and your company if necessary, state the subject of the letter, and set out the purpose of the letter.

The middle paragraphs say what you want or what you are doing (the real reason for writing the letter). This is the main part of your letter and will concern the points that need to be made, answers you wish to give, or questions you want to ask. It is in the middle paragraphs of a letter that planning is most important, to make sure that your most important points are made clearly, fully and in a logical sequence.

The final paragraph is a polite ending. When closing the letter, you should thank the person for writing, if your letter is a reply and if you have not done so at the beginning. Encourage further enquiries or correspondence, and mention that you look forward to hearing from your correspondent soon.

Complimentary closes. If the letter begins Dear Sir, Dear Sirs, Dear Madam or Dear Sir and Madam, it will close with Yours faithfully. If the letter begins with a personal name — Dear Mr James, Dear Mrs Robinson, Dear Ms Smith — it will close with Yours sincerely. Avoid closing with old-fashioned phrases such as We remain yours faithfully, Respectfully yours, etc. The comma after the complimentary close is optional.

Signatures. Always type your name after your handwritten signature and your position in the firm after your typed signature.

Per pro. The term per. pro (p.p) is sometimes used in signatures and means for and on behalf of.

Enclosures. If there are any enclosures, e.g. leaflets, prospectuses, etc., with the letter, these maybe mentioned at the bottom of the letter, and if there are a number of documents, these are listed.

The main 9-blocked layout looks the following way:

1.Company name 2.References 3.Receiver 4.Date 5.Salutation 6.(Indentation (абзацний відступ)). 7.Close 8.Name and Title 9.Enclosures (Enc.)

There are some formal phrases widely used in business letters. Using them you tune the reader into the appropriate mood and make your communicative task easier.

UNDERSTANDING MAIN POINTS__________________________________

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