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.