Types of Business Letters

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Types of Business Letters
by Hannah Wickford, Demand Media
The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. Historically, business letters were sent via postal mail or courier, although the Internet is rapidly changing the way businesses communicate. There are many standard types of business letters, and each of them has a specific focus.
Sales Letters
Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.
^
Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.
^
The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.
Adjustment Letters
An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.
^
Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.
^
Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.
^
Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.
^
Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.
Cover Letter
Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.
^
When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.
Lexical minimum №1
— As the agency has contacts with the advertiser I need the aptitudes of both a salesman and a manager. I work with the client to determine the advertising objectives and to obtain final approval of a campaign. I also work with the agency’s personnel to develop advertising messages, media, and find facts to implement these objectives.
I see. I find your position absolutely necessary for the agency.
Certainly. And for more information you should come to our agency. I could arrange an appointment for you with the Manager.
Fine. I am going to create a network of agents in our company to promote our products. So I would like to know in general how you consider agents, advertising agents, sales agents, etc. Does one conclude any agreement with your agents?
Sure. There are basically two types of agency agreements. These are agreements for: 1) merchant firms and 2) sales agents. The first one stipulates that they become the owners of the goods and can dispose of them as they wish.
On the other hand, a sales agent may conclude an agreement on consignment basis which means that the goods remain the absolute property of the principal until delivered to end users. Agents are to dispose of the goods within a limited period of time. Sometimes they may be granted the exclusive right to represent the principals within the agreed territory. It is far more profitable for them.
Yes. I should think about that for the future. Sorry, but I have to leave… I would like to have a look at the factory where your equipment is tested, Mary.
It is done at the Test Department. We closely test every item of equipment before its distribution and normally have good reports from the customers both in Britain and abroad.
— Let me go there and see everything with my own eyes. I have only seen your finished products. As it’s our first order we‘d certainly like our inspector to be present at the tests.— You should discuss your requirements with Mr Rogers, and you’ll need to wait until I get the approval of Mr Short.
Consumer
потребитель, consumer’s goods — потребительские товары; to consume — потреблять;
to be used to
привыкнуть, приучить; He is used to getting up early. — Он привык рано вставать. Синоним: to be accustomed to
delivery
поставка; to deliver — поставлять. Синоним: to supply
to undertake
1) предпринимать; 2) брать на себя, принимать: to undertake а responsible post — принять ответственный пост; undertaker — 1) предприниматель; undertaking — 1) предприятие, дело
trainee
стажер. В английском языке окончание -ег будет указывать на лицо, выполняющее активную функцию, здесь: trainer (тот, кто обучает), а -ее — на лицо, которому отведена пассивная роль. Сравните: employer — employee; payer—payee
aptitude
склонность, способность. Синонимы: ability, capability
objective
задача, цель, стремление. I don’t see his objective — я не понимаю его цели. Синонимы: purpose, aim
to approve
одобрять, утверждать; to approve а report — утвердить доклад; approved — одобренный, принятый,
campaign
кампания, борьба; electoral campaign — выборная кампания; advertising campaign — рекламная кампания
To implement
выполнять; implementation — выполнение, осуществление. Синонимы: to carry out, to fulfil
To stipulate
обусловливать, ставить условием; the treaty stipulates that…
Consignment
1) консигнация; 2) груз, партия
profit
польза, выгода; 2) прибыль, доход. Gross (net) profit — валовая (чистая) прибыль, to derive а profit — извлекать прибыль; to produce a profit — давать прибыль; to sell at a profit — продавать с прибылью, profit and loss account — счет прибылей и убытков. Синоним: revenue. Это слово имеет ряд производных: profitable — прибыльный, рентабельный; profitability = profitableness прибыльность, рентабельность; profitably — выгодно
^
Вам нужно доехать из Лондона в Глазго, где у Вас назначена деловая встреча. С какими вопросами вы обратитесь в справочное бюро (enquiry office)?
You. (Спросите, когда идет следующий поезд в Глазго? ) Clerk. At 8. 40, sir.You. (Спросите, ночной (overnight) ли это поезд? )
Clerk. Yes, the train has sleeping accomodation. (спальные места)
You. (Скажите, что не курите и хотели бы взять лучшие места).Clerk. I can give you a first-class non-smoking compartment. You. (Спросите, когда он прибывает в Глазго? )Clerk. It is due to arrive in Glasgow at 6. 30 a. m.
You. (Скажите, что Вы надеетесь, что он прибудет вовремя (to time)).
Clerk. Yes, sir, it usually runs to time.You. (Спросите, с какой платформы? )Clerk. Platform 5.
Решите, какие из словесных выражений, приведенных ниже, относятся к этим числам. Какие числа пропущены? Заполните пропуски.
an annual rate of interest of 23,7%
a gross profit of 17. 5 %
A handling charge of 1 ½ %
total interest charges of £4. 22
the list price is £61, 558
profit before interest and tax of £1, 753, 000
four pounds twenty two
seventeen point five per cent
twenty three point seven per cent
sixty one thousand five hundred and fifty eight
one million seven hundred and fifty three thousand
seventeen hundred and ninety-five
six hundred and fifty three million
the thirty first of March nineteen ninety-four
four point two two
j) one and a half per centk) three о five stroke nineteen G1) one and a quarter per cent

Types of Business Letters

by Hannah Wickford, Demand Media 

The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. Historically, business letters were sent via postal mail or courier, although the Internet is rapidly changing the way businesses communicate. There are many standard types of business letters, and each of them has a specific focus.

Sales Letters

Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link.

^

Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter.

^

The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you.

Adjustment Letters

An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint.

^

Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond.

^

Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter.

^

Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker.

^

Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place.

Cover Letter

Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct.

^

When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company.

Lexical minimum №1

  • — As the agency has contacts with the advertiser I need the aptitudes of both a salesman and a manager. I work with the client to determine the advertising objectives and to obtain final approval of a campaign. I also work with the agency’s personnel to develop advertising messages, media, and find facts to implement these objectives.
  • I see. I find your position absolutely necessary for the agency.
  • Certainly. And for more information you should come to our agency. I could arrange an appointment for you with the Manager.
  • Fine. I am going to create a network of agents in our company to promote our products. So I would like to know in general how you consider agents, advertising agents, sales agents, etc. Does one conclude any agreement with your agents?
  • Sure. There are basically two types of agency agreements. These are agreements for: 1) merchant firms and 2) sales agents. The first one stipulates that they become the owners of the goods and can dispose of them as they wish.
  • On the other hand, a sales agent may conclude an agreement on consignment basis which means that the goods remain the absolute property of the principal until delivered to end users. Agents are to dispose of the goods within a limited period of time. Sometimes they may be granted the exclusive right to represent the principals within the agreed territory. It is far more profitable for them.
  • Yes. I should think about that for the future. Sorry, but I have to leave… I would like to have a look at the factory where your equipment is tested, Mary.
  • It is done at the Test Department. We closely test every item of equipment before its distribution and normally have good reports from the customers both in Britain and abroad.

— Let me go there and see everything with my own eyes. I have only seen your finished products. As it’s our first order we‘d certainly like our inspector to be present at the tests.— You should discuss your requirements with Mr Rogers, and you’ll need to wait until I get the approval of Mr Short.

Consumer потребитель, consumers goods — потребительские товары; to consume — потреблять;
to be used to привыкнуть, приучить; He is used to getting up early. — Он привык рано вставать. Синоним: to be accustomed to
delivery поставка; to deliver — поставлять. Синоним: to supply
to undertake 1) предпринимать; 2) брать на себя, принимать: to undertake а responsible post — принять ответственный пост; undertaker — 1) предприниматель; undertaking — 1) предприятие, дело
trainee стажер. В английском языке окончание -ег будет указывать на лицо, выполняющее активную функцию, здесь: trainer (тот, кто обучает), а -ее — на лицо, которому отведена пассивная роль. Сравните: employeremployee; payerpayee
aptitude склонность, способность. Синонимы: ability, capability
objective задача, цель, стремление. I dont see his objective — я не понимаю его цели. Синонимы: purpose, aim
to approve одобрять, утверждать; to approve а report — утвердить доклад; approved — одобренный, принятый,
campaign кампания, борьба; electoral campaign — выборная кампания; advertising campaign — рекламная кампания
To implement выполнять; implementation — выполнение, осуществление. Синонимы: to carry out, to fulfil
To stipulate обусловливать, ставить условием; the treaty stipulates that
Consignment 1) консигнация; 2) груз, партия
profit польза, выгода; 2) прибыль, доход. Gross (net) profit — валовая (чистая) прибыль, to derive а profit — извлекать прибыль; to produce a profit — давать прибыль; to sell at a profit — продавать с прибылью, profit and loss account — счет прибылей и убытков. Синоним: revenue. Это слово имеет ряд производных: profitable — прибыльный, рентабельный; profitability = profitableness прибыльность, рентабельность; profitably — выгодно

^

  1. Вам нужно доехать из Лондона в Глазго, где у Вас назначена деловая встреча. С какими вопросами вы обратитесь в справочное бюро (enquiry office)?

You. (Спросите, когда идет следующий поезд в Глазго? ) Clerk. At 8. 40, sir.You. (Спросите, ночной (overnight) ли это поезд? )

Clerk. Yes, the train has sleeping accomodation. (спальные места)

You. (Скажите, что не курите и хотели бы взять лучшие места).Clerk. I can give you a first-class non-smoking compartment. You. (Спросите, когда он прибывает в Глазго? )Clerk. It is due to arrive in Glasgow at 6. 30 a. m.

You. (Скажите, что Вы надеетесь, что он прибудет вовремя (to time)).

Clerk. Yes, sir, it usually runs to time.You. (Спросите, с какой платформы? )Clerk. Platform 5.

  1. Решите, какие из словесных выражений, приведенных ниже, относятся к этим числам. Какие числа пропущены? Заполните пропуски.
  1. an annual rate of interest of 23,7%
  1. a gross profit of 17. 5 %
  1. A handling charge of 1 ½ %
  1. total interest charges of £4. 22
  1. the list price is £61, 558
  1. profit before interest and tax of £1, 753, 000
  1. four pounds twenty two
  2. seventeen point five per cent
  3. twenty three point seven per cent
  4. sixty one thousand five hundred and fifty eight
  5. one million seven hundred and fifty three thousand
  6. seventeen hundred and ninety-five
  7. six hundred and fifty three million
  8. the thirty first of March nineteen ninety-four
  9. four point two two

j) one and a half per centk) three о five stroke nineteen G1) one and a quarter per cent

а -ее на лицо,какие из словесных выражений,что он прибудет вовремя,он привык рано вставать,payer payee aptitude склонность,которому отведена пассивная роль,относятся к этим числам,profit продавать с прибылью,electoral campaign выборная кампания,что вы надеетесь

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