"Business correspondence: types, structure and design"

 

 

 

 

 

 

 

"Business correspondence: types,
 structure and design"

 

 

 

 

ФИО преподавателя: Семёнова И. В.

                                                                                              

 

 

 

 

 

 

 

 

 

 

 

 

2020

 

Lesson outline on the topic "Business correspondence: types, structure and design"

Purpose: study the rules for the design and writing of a business letter and form the ability to correctly design it in English.

Lesson structure:

1) Organizational moment (mood for the lesson):

Teacher: Good morning! I am glad to see you again! How are you?

    2) The main part (goal setting and motivation):

Teacher: Today we are start to studying the topic "Business correspondence". This is important because serious changes that took place in the world as in the sphere of foreign economic relations as in the field of culture, trade and economic development cause a high interest to learning foreign languages, especially English. Although such technical gadgets as telephone, fax, Internet play an important role in our everyday life and business, it seems almost trite to say that a business correspondence stays one of the most widely used forms of professional communication between nations in the twenty-first century.

 

3) Introduction of new material.

Definition.

First, let's pay attention to the definition. Let's look at the slide.

Business correspondence is a means of communication for people in the business sphere.

Kinds: The concept of an official letter includes many shades. This can be a request, a commercial offer, a complaint, an apology, a job application, a letter of guarantee of obligations, etc.

- Types of business emails are shown on the slide as a cluster.

 

- For a better understanding and analysis of each type of business correspondence. You need to complete Exercises 1. 

Exercises 1. Match the word to its definition

1)a letter	A.    Its aim is an expression of thanks for the duties fulfilled or the favour done;
2) a business letter	B.     a written or printed communication addressed to a person or organization and usually ally  transmitted by mail;
3) a covering letter	C.     a letter from one company to another, or between organizations and their customers, clients and other external parties;
4) letter of thanks	D.    represents some information about a stage(details) of basic professional activities of  communicators, namely a short notice about the taken steps, confirmed by documents, a list of which is enclosed;
5) letter of guarantee	E.     in this letter a sender asks to confirm some facts; to collect information on the question which he is interested in, to allow certain actions;
6) inquiry letter	F.      a letter in which a reply to the put question or request is given, and some additional infor- mation is contained;
7) reply letter	G.    a document-guarantee for one person (client) before the other to fulfill all the liabilities (commitments) provided for by a contact  concluded between the clients.

Teacher: Now let's watch a video with you, where you will learn the structure and design of business correspondence. (Video)

Do you understand everything from the video?

Now let's look at each item in order. You have printouts of materials on your desks, so let's look at them.

Sender address

The standard form starts with the sender's details placed in the upper corner. The structure of a business letter assumes a strict order of writing data, so the recording is always carried out in the established order. However, there are no punctuation marks at the end of the lines.

 

№	Requisites	Example
1	Фамилия и имя	Sobolev Anton	Surname and name
2	Должность	PR manager	Position
3	Название компании	T&T Corporation	Company name
4	Номер дома и название улицы	45 Parkovaya St	House number and street name
5	Город и почтовый индекс	Volgograd 167890	City and postal code
6	Страна	Russian Federation	A country

 

Date

With an indent of three lines after the sender's details, write the date. There are several formats for how to write a date:

·         October 29, 2017;

·         29 October, 2017;

·         29^th October, 2017;

·         October 29^th, 2017;

·         29 Oct. 2017;

 

Details of the recipient

Then fill in the recipient's address and data in strict order.

№	Requisites	Example
1	Обращение и фамилия	Mr Alex Colton	The address and surname
2	Должность	Editor in chief the Daily Mirror	Position
3	Название компании	J Media UK Ltd	Company name
4	Номер дома и название улицы	15 Stratton Street	House number and street name
5	Город и почтовый индекс	London W1J 8LQ	City and postal code
6	Страна	United Kingdom	A country

 

Greeting (Приветствие)

The first thing you need to put in the letter is a welcome phrase. Her style depends on the proximity of acquaintance with the interlocutor. For an official letter, standard phrases are typical: Dear Mrs/Ms + the recipient's last name. If the data of the interlocutor is unknown, you should use the combination Dear Sir or madam. When a message is intended for several people, the plural is used: Dear Sirs, Dear Colleagues, etc. Informal communication allows you to use the name: Dear Mary. It is important to note the punctuation point: in English, the address is separated by a comma, and in American – by a colon.

 

Example

Dear Mr Higgins, I am writing with…

 

Is everything clear with this material?

Well. Now we will work this out on the exercise. On your leaves, we look and perform the first task. This task will take you 2 minutes.

 

Exercise 2. Write the following addresses in block style.
1. You: Helen Dullwit, Travel agent
2. Your address: Easten Travel Agency
3. 12, The Crescent, Manchester, BR3 5YT
4. Tel: 01219-84436 Fax: 01219-97760
5. Date: 12.9.2008
6. Their Address: Blacks Computers, 7 White Blvd, Bristol
All completed? Great. Alexander read, what have you got?

Wonderful.

 

4) Fastening

The next task involves fixing the studied material. Make up sentences using the following words and expressions
Exercise 3.
1. Structural, element, to be, letter, text.
2. To have, a recipient, business, a sender, and, letters.
3. Advertisement, your, to receive, would be glad, with reference to, we, a catalogue.
4. Standard, to consist of, main sections, formal letters, three, a closing, an opening, a middle.
5. Would like, the inconvenience, to apologize, in closing, type of fault, to occur, rarely, our company.
6. A first impression, the opening sentence or paragraph, to create, the letter, to be important, to set the tone of, and.

5) Summing up the lesson. Reflection.

 

Teacher: Thank you for your work today. You were very attentive. The majority of students were active at doing tasks. I am really satisfied with your work.

And are satisfied with your work?

 What have we learnt at the lesson?

 What adjectives can you use to characterize our lesson today?

Use phraseological phrases to evaluate your feelings.
- каша в голове ( I am a muddlehead)

- ни в зуб ногой (I haven’t a clue)

- светлая голова (I have bright spirit)

- шевелить мозгами (I use my brains)

- краем уха (I listened with half an ear)

- хлопать ушами (I fell on deaf ears)

 

 Finish the following sentences:

«Reflective screen»

 

                                              know how to  

 

                                                 can

 

 

 

 

 

 

           

 

 

 

 

 

 

1)      Homework.

Thank you very much. Listen to your marks. Write down your homework.

Study new theoretical material. Your home task for the next lesson is to write a business letter. These materials can help you write a letter.

«Golden rule»

1. Give your letter a heading if it helps the reader to see at a glance what you are writing about.

2. Decide what you are going to say before you start to write.

3. Use short sentences.

4. Put each separate idea in a separate paragraph.

5. Use short words that everyone can understand.

6. Think about your reader. Your reader:

·         Must be able to see exactly what you mean: your letters should be clear!

·         Must be given all necessary information: your letters should be complete!

·         Is a busy person with no time to waste: your letters should be concise!

·         Must be addressed to in a polite tone: your letters should be courteous!

·         May get a bad impression if there are mistakes in grammar: your letters should be correct!

 

CLICHES AND EXPRESSIONS OF  BUSINESS WRITING

Opening phrases 

Dear Sirs - уважаемые господа,

We have received your letter of… - мы получили ваше письмо от…

In reply to your letter of… - в ответ на ваше письмо от…

We are sorry to have to remind you that… - к сожалению, мы должны напомнить вам, что…

We learn from your letter that… - из вашего письма мы узнали, что…

In fact… - фактически…

Besides… - кроме того…

We regret to learn from your letter of, that… - мы с сожалением узнали из вашего письма, что…

Further to our letter of… - в дополнение к вашему письму от…

We have to remind you that… - мы вынуждены напомнить вам, что…

 

Binding phrases

There`s no doubt that… - несомненно…

We are sure that… - мы уверены, что…

It goes without saying… - само собой разумеется…

In this connection… - в связи с этим…

The matter is… - дело в том, что…

To our mind… - по нашему мнению…

In case your fail to make payments… - в случае неуплаты вами…

Further you write… - далее вы пишете…

Nevertheless… - тем не менее…

Moreover… - более того…

 

Closing phrases

We are expecting your representatives to arrive for the talks. -

Ждем ваших представителей для переговоров.

Your prompt execution of our order would be appreciated. -

Будем вам признательны за быстрое выполнение заказа.

We wish to maintain the cooperation with you. -

Надеемся поддерживать сотрудничество с вами.

We are looking forward to hearing from you. -

Надеемся получить от вас ответ в ближайшее время.

Yours faithfully (sincerely) - с уважением

 

So, our today's lesson is over. Good-bye.