Деловые письма на английском языке

Введение

   Переписка является значительной частью общения, частью личного опыта. Любой автор  любого письма имеет характерные только для него способы и стиль написания письма, способы выражать свои мысли, чувства и факты, но следует подчеркнуть, что процесс написания официальных или полуофициальных писем требует использования некоторых устоявшихся и принятых идиом, фраз, образцов и грамматики, которые  являются наиболее предпочтительными в наши дни. При помощи практики должны быть приобретены определенные навыки, а детали написания деловых писем должны быть тщательно изучены, так как в наше время широких международных связей трудно представить себе переводчика или референта, который не умеет составлять деловые документы. Для того чтобы делать это правильно, необходимо знание соответствующих правил и принципов.

   Поэтому главной целью данной курсовой работы является собрание теоретического и  практического материала о составлении  деловых писем для использования  его в дальнейшем. Для достижения этой цели курсовая работа ставит перед собой несколько задач. Во-первых, следует вкратце ознакомиться с историей деловых писем. Во-вторых, необходимо изучить общую структуру деловых писем и, в-третьих, ставится задача получить конкретные практические знания, связанные с особенностями составления тех или иных деловых писем.

   Настоящая работа актуальна в силу того, что  мы постоянно сталкиваемся с определенными  трудностями при составлении  деловых писем, будь то резюме, заявление  о приеме на работу или просто заказ. 
 
 

Глава I

The history of writing business letters in brief.

   The history of writing business letters is undoubtedly connected with the history of development of legal language. English is in fact a latecomer as a legal language. Even after the Norman Conquest court pleadings in England were in French, and before that lawyers used Latin. Perhaps, some of our difficulties arise due to the fact that English was unacceptable in its childhood.

      Contract in English suggest Anglo-American contract rules. The main point is always to be aware that there are differences: the way they may be resolved usually is a problem for lawyers. With contracts the applicable law may be the law of the place where the contract is made; in other cases it may be the law of the place where the contract is to be performed. It is specified in preliminary negotiations which system of law is to apply.

      Diversity is characteristic feature of English; here is a wide range of alternatives to choose from in saying things, although the conciseness is sometimes lacking. Consequently, the use of English is a creative challenge. Almost too many riches are available for selection, which leads occasionally to masterpieces but more frequently to mistakes. English is less refined in its distinctions than French, for example, and this makes it harder to be clear.

      That does not mean that English is imprecise for all things are relative. If we compare English with Japanese, we will see that the latter possesses enormous degree of politeness to reflect the receptiveness of speaker and listener as well as of addresser and addressee. 
 
 

BUSINESS LETTERS THROUGH LEXIS

   From the lexicological point of view isolated words and phrases mean very little. In context they mean a great deal, and in the special context of contractual undertakings they mean everything.

   Contract English is a prose organised according to plan. And it includes, without limitation, the right but not the obligation to select words from a wide variety of verbal implements and write clearly, accurately, and/or with style.

   Two phases of writing contracts exist: in the first, we react to proposed contracts drafted by somebody else, and in the second,  which presents greater challenge, we compose our own. 

The letter’s structure.

   A business letter of international model has a clear structure, a definite set of properties and a standard disposition of each.

   It has the following structure:

 

   Let’s study all of them in details:

   1. Letter head

   Letter head is situated in the top part of a sheet according to a model, which has been developed before. The parts of a letter head are: the symbol of a company, the name of this company or organization, mail address, telephone number, fax, telex.

   A kind of a company is indicated in the letter head. If the company is a branch, you should show a founding company, avoiding an overload of information a part of this information should be transferred to the low part of the letter. A company’s blank in the letter head gives you information about this company and shows the kind of a company.  

   2. Reference (the number of a document)

   The number of a document is shown for comfortable working with the correspondence. For example: receiving a letter your reference should be written, answering a letter – our reference. The number of a document can be written by both letters and numbers. The initials of the people who write this letter or receive it can be used there. For example: DS/MR; 611/17. 

   3. Date

   The date should be written under the sender’s address in the right or left part, sometimes a line can be left between them, If you have got the company’s blank with the address, in such case the date should be shown in the right corner. You shouldn’t use the numbers writing the month in the date, also you shouldn’t shorten the name of the month.   

     4. Special mailing indication

   If the letter is sent by some unusual mail you can indicate it under the date.  

   5. Confidential

   This information means that the letter can be opened by the receiver only or by the confidential agent. 

   6. Inside address

   The address of the receiver should be indicated under the sender’s address on the opposite side. If you know the receiver’s name or surname, you can show them under the address using his rank or a polite form of salutation. There are some polite forms you can use: Mr, Mrs, Ms, Missrs; ranks: Dr, Prof, Capt, Maj, Gen.  

   7. For the attention of

   This item means that you can familiarize with the letter’s matter. This item should be situated under the inside address. For example: Attn: Production manager. 

   8. Salutation

   The salutation, which at the same time is the form of greeting, should be situated under the inside address without any gaps from the text’s left border. The form of salutation depends on the receiver. For example:

   Dear Sir – if the receiver’s name is unknown;

   Dear Sirs – if you write the letter to some organization or company;

   Dear Madam – if you don’t know the woman’s name;

   Dear Sir or Madam – if the sex of the receiver is unknown;

   Dear Mr or Prof. Smith – if you don’t know the initials;

   Gentlemen – if you write a letter to organization.  

   9. Subject

   There is a short name given in the headline. It goes after the salutation and begins with word Subject or Regarding. For example:

   Dear Mr Thompson

   Subject (Re): New Enrolment rules 

   10. The body of the letter

   The letter’s text is divided into 3 parts with a gap between each of them.

   1. The main point of a problem;

   2. Evolving the theme;

   3. Sum up. 

   11. Complementary close

   Complementary close should be situated above the sender’s signature.

   Here are some examples of the complementary close:

   Dear Sir/Madam … - yours faithfully/sincerely….

   …best wishes…

   …best regards

   Yours truly….

      Cordially yours….. 

   12. Signature

   You should left 3-5 lines to make a signature. In addition to your signature you should write your name and surname and may be even your position.  

   13. Initials of persons in charge

   In large companies it is used in order to keep all the necessary information about the person who made up the letter. 

   14. Enclosures

   In the low left corner you can make a note: Enc: 2 ; Enc: Application forms (2 copies). This is the information about other documents enclosed with your letter.  

   15. Copies

   The copies of one letter can be sent to several persons, that’s why you should indicate the number of copies made. You can write C.c.-carbon copy – if you indicate other receivers’ names and addresses, or you can write B.c.- blind copy –just the quantity of sent copies. 

   16. Post script (P.S.)

   It’s extra information in the end of the letter which wasn’t included into the body of the letter.  

   Now let’s examine different kinds of the letters and the examples of writing them. There is a great number of various business documents and it’s hardly possible to count and even examine all of them. We’ll take into our consideration some of the most important letters in our work, they are: resume, covering letter and curriculum vitae. 

Resume 

   Resume is a vital part of employment process. Resume should give a lot of information about you. You need to determine your main “selling points” and then to select and order facts in a way that will impress your reader.

   Some guidelines:

• Match your skills and experience to the needs of organization
• Stress (underline) what sets you apart from the crowd
• Primary aim is to rise the employers interest

Your resume should include enough information about you for the employer to feel that you are worth interviewing.

A brief structure of writing resume:

• Name and address at the top of the page. Resume unlike CV is limited 1 page only.
• Present employment – the basis of your experience, level of responsibility.
• Job objective – you should snow that you have definite career goals.

1. If you are student, you are trying to suggest that you have career goals.

2. If you want to get the specific job in a large organization with the number of vacancies it’s better to give not the position you would like.

• Summary of  qualification (most important attributes)
• Education (start from recent education attainment or your most advanced)
• Work experience (reverse order)

      In most resumes this information is in major focus.

• Personal information (other than your phone number, address)
• References (references will be supplied on the request)

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Alexander Bermann

376 West 186^th Street, Apartment #6-3

New York, N.Y. 10033

Tel.(212) 973-6792

OBJECTIVE A position as a mechanical engineer

SUMMARY 15 years varied experience in mechanical engi-

neering. Designed and developed both automatic and special machines. Installed machinery and equipment. Familiar with use of industrial engineering techniques and machine shop practices.

EXPERIMENCE BROWN MMANUFACTURING Co

1986-1988 Paterson, N.J.

Design Engineer. Planed and designed both automatic and special machines, instrumental system, and pneumatics .

1974-1986 KHARKOV MACHINE WORKS

Kharkov, USSR.

Design Engineer at the Automation Department Designed various automatic machines.

Installed machinery and equipment

EDUCATION KRARKOV POLYTECHIC INSTITUTE.

1969-1974 Kharkov, USSR

M.S. in Mechanical Engineering.

PERSONAL Arrived in the United States August 1989.

Permanent US resident.

Married, two children. 
 
 
 
 
 
 

Simon Segal

64-39 108 Street,Apt.4-D

Forest Hills, N.Y. 11375

Tel.:(718) 459-2330

OBJECTIVE A position as an accountant with emphasis

on financial planning and general accounting functions.

SUMMARY Experienced accounting professional who

works well under pressure, has good oral and written communication skills, knowledge of computers and administrative abilities.

QUALIFICATIONS Kept all books of account, general ledgers,

and balance sheets at the of fiscal year, prepared financial statements.

EXPERIENCE BUSINESS SERVICES, Inc

Flushing, N.Y. 1978-1988.

Position: Bookkeeper.

Duties: Prepared accounts payable, accounts receivable and financial statements, handed cash and kept checking receipts, kept all books of account, general ledgers and balance sheets.

EDUCATION PLEKHANOV INSTITUTE, Department of Economics.

Moscow, USSR. Degree: MA in economics.

1966-1971

PERSONAL Arrived in the United states June,1978.

Naturalized US itizen-October5,1985 Married, one child.

REFERENCES Mr. James Smith, Senior Accountant.

Innovative Business Services, Inc.

Jamaica  Consulting Services.

New York, N.Y

Mrs. Joyce Reed, Accountant.

Management Consulting Services.

Covering letter

   You should attract the employer’s attention to your resume, to make him want to read your resume. Your aim is to inquire any vacancies and opening positions in the company and inform for which position you interest.

Some types of covering letters:

   You must include a covering letter when sending your resume to anyone. Resumes are impersonal documents that contain information about your skills abilities and qualifications. Covering letter should be more than state “here is my application and resume”. A well written covering letter shows important communication skills. Covering letter should be brief, energetic interesting.

Covering letter answers the following questions:

1. Why are you writing to me and why should I consider your candidacy?

2. What qualifications or value do you have that I could benefit from?

3. What are you prepared to do to further sell yourself?

Some guidelines of covering letter:

• Applicant shouldn’t produce identical letters.
• Get the reader’s attention, try to say something that will make the reader want to read on. (it could be your qualifications or a reason for your interest in the firm)
• State your purpose (aim). Don’t beat around the bunch. Be specific.
• Covering letter shouldn’t exude 1 page. The shorter the better.
• If you found this announcement in the newspaper you should ask about this company, call and ask about annual report.
• In this letter you should point the source of information (channels, article from the newspaper with date etc.). Give the short description of your education and experience, giving the most attention for those statements of your resume, what are suitable for this position.
• Tell about recommendations and other documents express your readiness to apply the full information and go through the interview, thank for somebody’s attention and tell about your hope for the positive answer.
• Link your skills to the employer’s needs.

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Mark Diamond

4701 Pine Street, # K-13

Philadelphia, PA 19143

Tel. 1-(215)-748-3037 

April 2, 1992

Dear Mr. Mrinichenko:

I am a first-year student in the M.B.A. program at the Wharton Business School in Philadelphia.

I understand that you are heading the independent Ukrainian airline. I’ve heard from my friend Mr. Bill Eastmann, a student at Duke University’s Fuqua School of Business, that you might wish to have an American M.B.A. student work with your airline this summer as an intern. I am very interested in the possibility of such an internship during the summer of 1992.

My professional experience has given me an in-depth knowledge of the air transportation industry. I have, in particular, worked for American Airlines, The Federal Aviation Administration, and Kurth & company, Inc., an aviation consulting firm where I was Manager of Airline Analysis. I wish to replace this experience at the disposal of your airline. I believe strongly that my knowledge of the deregulated air transportation industry in the United States could be quite beneficial to your career.

I would be interested in meeting you in mid-April in New-York to discuss further the possibility of such a summer position, and your requirements.

I look forward to hearing from you soon.

Yours sincerely,

Mark Diamond

Mark Diamond

Curriculum Vitae

Curriculum vitae is different from resume by the volume, it should be written by the candidates for the highest positions. You should give full information about yourself in all details, writing this kind of letters. You should give the information about your education, qualifications. Curriculum vitae unlike resume can be written to 2-3 pages.

The main parts of Curriculum vitae:

Name:

Address:

Telephone number:

Education and training:

Qualifications:

Employment:

Position:

Responsibilities:

Skills:

Languages:

Interests:

References: 
 
 
 
 
 
 

Name:    Maria Ivanova

Address:    ul. Tverskaya, dom 55, kv. 134

                              Moscow

Telephone number:  Home: (095) 292 52 22

Education and training:

December 1991 - April 1994 Moscow State Linguistic University, Department of      English Lexicology.

 Qualifications:   Linguistic Researcher; PhD diploma was obtained      in April 1994

September 1981 – June 1986 Moscow State Linguistic University, Department of

                              German Languages.

Qualifications:   Higher education diploma: teacher of English and       German

April 1997    Computer training courses in Xylos (Microsoft       Authorised Training Center in Moscow) 

Employment:   Price Water House, Translating and Interpreting       Department.

Position:    Translator from\to English and German.

Responsibilities:   Interpreting audit documents translation from\to       English and German

August 1995 –July 1996  British Petroleum

Position:    Translator and Administrative Assistant.

Responsibilities:   Translator from\to English and German,        administrative duties performance.

August 1994 – August 1995  Norton Rose

Position:    Translator and interpreter

Responsibilities:   Translator from\to English and German        (commercial contracts, legal documents, etc.) 

August 1986 – August 1994 English language teaching at the Department of       English Lexicology of the Moscow State  Linguistic      University.

Position:    Tutor of English

Responsibilities:   Practical English and Grammar for third year       students, Stylistics.

1986 up to present   Free-lance interpreter and translator at the Chamber      of commerce and Industry. 

Skills:    Good typing skills, strong organizational skills,       ability to work under pressure, customer oriented,       good time management.

Computer literacy:  Word Perfect, MS Word for Windows, Lotus Ami-     Pro 3.1., Lotus 1-2-3, e-mail, internet user

Languages:    Native Russian, professional level of English and       German

Interests: 

Social\Cultural   Travelling, classical literature, world history, jazz       music 

Sporting    Swimming, skiing

Countries visited:   UK, USA, Spain, Japan, Australia, and New       Zealand

References:    are available upon request. 

Глава II

PREPARING  A  RESUME

Jack Holden: I'm pleased to meet you, Peter. My sister Linda has often spoken about you.

Peter Dubinsky: I'm happy to meet you!

Jack: So you're a newcomer from Russia. How long have you been in New York?

Peter: I've been living here about 10 months.

Jack: Do you like living here?

Peter: Yes, I do. New York is a fascinating city.

Jack: Do you have a job?

Peter: Yes, I do. But that is a sad story. I'm an electronics engineer without American experience.  Now I'm a cab driver.

Jack: Don't loose heart. Driving a cab is not what you have dreamed of. But if you have a good professional background, sooner or later you will get a job in your special field. Do you have a resume?

Peter: Yes, I do. I have it with me.

Jack: Could you show it to me? I happened to work for the personnel department of a large company.

Peter: Here it is.

Jack(reading the resume): That kind of resume won't get you a  high-level job. Major companies receive about 300 resumes a week. They ignore 290 of them. Peter: What's the reason for it?

Jack: Many job hunters stress details that don't count. In this resume of yours, these long Russian words and names are rather confusing for an American employer.

Peter: But my resume should reflect professional experience, shouldn't it?

Jack: Yes, of course. You describe yourself as an electronics engineer. That's not enough. No doubt, you have advanced knowledge. But what is your objective? What kind of position do you want? What abilities qualify you for a job as an electronics engineer with Manhattan Electronics to name just  an example? You should tell about your strengths and experiences which will let you do that job. Your strengths should be given more space. Other information should be left out.

Peter: Sometimes it's rather difficult to decide what to stress and what to leave out.

Jack: An employer's main interest is in what you can do for the company. Include  information that  shows  that you are the right kind  of person for the job. Leave out anything that might give an employer reason for passing you by.

Peter: But what about the lack of American experience? That's a serious obstacle to getting a job.

Jack: If the employer realizes that you are the  right man for a particular position he will give you an appointment. I know quite a few Russians who hold top positions. Write another kind of resume and show it to me.

Peter: Thank you so much.

Jack: You are welcome. Call me as soon as your resume is ready.  
 
 
 
 
 

PREPARING FOR A JOB INTERVIEW 
 

Jack: Now you have a reasonable resume. By reading it your potential employer can see what abilities qualify you for a job as an electronics engineer. Your job objective is indicated. I hope you revised resume will lead to job  interviews.

Peter: When thinking of an  up coming interview, I  am really scared. My English  is not good enough, and I don't know how to behave  when being interviewed.

Jack: Before going to the interview, try to get  information about the company or  the job you would like to get into. For example, if you have an interview at a large electronics firm, you will make a better impression when you are familiar with articles about that company. Doing anything well takes some information. That implies to job hunting too. Any good library has books which will tell you the names of companies in industries of interest to you, as well as the names of people representing those companies.

Peter: You are perfectly right, Jack. But how can I overcome my nervousness?

Jack: If you are well informed your confidence is up. You are familiar with the American terminology in your field. You are an experienced specialist. People can tell when you are well prepared. You will be asked questions that you can answer easily. You won't be nervous in an upcoming interview. Your best guide is to rely on your own common sense. There are, however, some common rules for the interviews.

Peter: could you give me some examples?

Jack: When greeting the representative of the company, wait until he moves to shake hands. You should also wait until he offers you a seat.

Peter: But what about the usual questions people are asked in an interview?

Jack: The most common questions are, for instance: Why are you interested in joining our company?-Why do you feel qualified for this job?-What do you know about the company?-Do you enjoy working with others? - Are you willing to work overtime? -Tell me about your experience. -What can I do for you?

Peter: Are there any surprise questions?

Jack: You should anticipate questions as: Why should I hire you?-What are your three greatest strengths for this job?

Peter: I see. These are rather tricky questions. Are there any topics I should avoid discus sing with the interviewer? Jack: In discussing your previous job, avoid criticizing former employers or fellow workers. Don't discuss your personal, domestic or financial problems unless you are specifically asked about them.

Peter: If I am offered a job, is it appropriate to ask questions referring to the salary?

Jack: Absolutely. You can state the salary you want, but not until the employer has introduced the subject.

Peter: I greatly appreciate your giving me this valuable information.  
 
 

Tasks: 

  I. Read and translate the text given below.

  Contract dated 2 March,199. .

  This Contact is made between:

  International Management Ltd, London, United Kingdom, hereinafter referred to as Organiser and Economtraining, Moscow, Russian Federation, hereinafter referred to as Customer.

  This Contract concerns the Programme for a Group of 10 senior bankers and foreign trade company executives (the Participants) from the Russian Federation as nominated by the Customer, scheduled to take place in London during 8 days in November, 199. .. The exact dates are to be specified before 20 October.

  Both parties to this Contract are bound by the terms and conditions of the Contract as set out below.

  Undertakings by the Organiser

  • The Organiser shall provide Business Skills Courses during the Programme which shall collectively amount to not less than 15 hours of intensive classroom tuition, to be divided into 15 classroom "Sessions". Classroom Sessions shall take place on Training Days (Monday through Friday).

  • The Organiser shall provide professional trainers to teach the Business Skills Courses who shall have appropriate professional and/ or academic experience and expertise.

  • The Organiser shall provide an appropriate conference room at the Hotel in which the Business Skills Courses shall be conducted.

  After Pete studied the Contract carefully, the businessmen sign two copies, one for each party.

  Then Pete invites David to celebrate the event at the restaurant in the evening. The next day David leaves Moscow for St. Petersburg. 

  Words and expressions 

Premises - помещение

at somebody's premises - в чьём-либо помещении один экземпляр контракта, который он подготовил

a copy of the Contract he has prepared - один экземпляр контракта, который он подготовил

referred to as - именуемый

to nominate - назначать, определять называть

as nominated by - названный, определенный кем-либо

to schedule - назначать, намечать, планировать

party - сторона

both parties to the Contract - обе стороны, заключившие данный Контракт

to bind - связывать

as set out below - как указано далее

undertaking - обязательство

to amount to not less than - составлять не менее

tuition - обучение

expertise - знания

to conduct - проводить 

II. Find English equivalents in the text of the Contract:

• • Контракт от 2 марта
• Контракт заключен между ...
• именуемый в дальнейшем "Организатор"
• именуемый в дальнейшем "Заказчик"
• Предметом Контракта является Программа ..
• участники, указанные Заказчиком
• Программа, которая должна проходить в Лондоне
• Точные даты должны быть определены до...
• Обе стороны, заключившие данный Контракт, связаны условиями, указанными ниже
• • обязанности Организатора
• Организатор обеспечивает проведение курса обучения деловым качествам (умениям).
• курс, который в целом составит не менее 15 часов
• интенсивное обучение в аудитории
• обучение, которое будет состоять из 15 аудиторных занятий
• учебные дни
• с понедельника по пятницу
• Организатор обеспечивает профессиональных лекторов.
• для проведения курса обучения деловым качествам (умениям)
• лекторы, которые должны иметь соответствующий профессиональный и/ или научный опыт
• Организатор обеспечивает соответствующий конференц-зал, где будет проходить обучение.