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Proofreading a Business Letter.
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" Proofread" means to read a text carefully to check it for errors and general tone. You should always proofread a business letter before sending it.
The most important thing when proofreading any document is to read the text out loud. Print the letter rather than read it on your computer screen. Make notes where your letter sounds awkward. If possible allow one day between writing and sending your letter. You are more likely to spot any typos or other errors with a fresh eye. (If you have to respond to an important email on the same day, write it in the morning and proofread it after lunch.) Use a spell-check function on your computer program if possible. Computer programs are useful for pointing out passive sentences, subject-verb agreement problems etc. However, be careful when using grammar-check programs. Sometimes they will highlight a phrase that is not actually an error. If you are in doubt, try to simplify the sentence by using a sentence structure that you are more comfortable with.
If possible, ask another person to double-check your letter. You could offer to return the favour for your colleague and become proofreading partners. You can even use standard proofreading marks to make it easier to explain necessary changes. Type " proofreading marks" into an internet search engine, and send the list to your fellow proofreader.
v Task 4. Practice the following vocabulary:
| 1. Обращение | |
| Dear Sirs, Dear Sir or Madam | (Если вам не известно имя адресата) |
| Dear Mr, Mrs, Miss or Ms | (Если вам известно имя адресата. Если вы не знаете семейное положение женщины следует писать Ms, грубой ошибкой является использование фразы “Mrs or Miss”) |
| Dear Frank, | (В обращении к знакомому человеку) |
| 2. Вступление, предыдущее общение. | |
| Thank you for your e-mail of (date)… | Спасибо за ваше письмо от (числа) |
| Further to your last e-mail… | Отвечая на ваше письмо… |
| I apologize for not getting in contact with you before now… | Я прошу прощения, что до сих пор не написал вам… |
| Thank you for your letter of the 5th of March. | Спасибо за ваше письмо от 5 Марта |
| With reference to your letter of 23rd March | Относительно вашего письма от 23 Марта |
| With reference to your advertisement in «The Times» | Относительно вашей рекламы в Таймс |
| 3. Указание причин написания письма | |
| I am writing to enquire about | Я пишу вам, чтобы узнать… |
| I am writing to apologize for | Я пишу вам, чтобы извиниться за… |
| I am writing to confirm | Я пишу вам, что бы подтвердить… |
| I am writing in connection with | Я пишу вам в связи с … |
| We would like to point out that… | Мы хотели бы обратить ваше внимание на... |
| 4. Просьба | |
| Could you possibly… | Не могли бы вы… |
| I would be grateful if you could … | Я был бы признателен вам, если бы вы... |
| I would like to receive | Я бы хотел получить…… |
| Please could you send me… | Не могли бы вы выслать мне… |
| 5. Соглашение с условиями. | |
| I would be delighted to … | Я был бы рад... |
| I would be happy to | Я был бы счастлив… |
| I would be glad to | Я был бы рад… |
| 6. Сообщение плохих новостей | |
| Unfortunately … | К сожалению… |
| I am afraid that … | Боюсь, что… |
| I am sorry to inform you that | Мне тяжело сообщать вам, но … |
| We regret to inform you that… | К сожалению, мы вынуждены сообщить вам о… |
| 7. Приложение к письму дополнительных материалов | |
| We are pleased to enclose... | Мы с удовольствием вкладываем… |
| Attached you will find... | В прикрепленном файле вы найдете... |
| We enclose... | Мы прилагаем… |
| Please find attached (for e-mails) | Вы найдете прикрепленный файл… |
| 8. Высказывание благодарности за проявленный интерес. | |
| Thank you for your letter of | Спасибо за ваше письмо |
| Thank you for enquiring | Спасибо за проявленный интерес… |
| We would like to thank you for your letter of... | Мы хотели бы поблагодарить вас за… |
| 9. Переход к другой теме. | |
| We would also like to inform you... | Мы так же хотели бы сообщить вам о… |
| Regarding your question about... | Относительно вашего вопроса о… |
| In answer to your question (enquiry) about... | В ответ на ваш вопрос о… |
| I also wonder if… | Меня также интересует… |
| 10. Дополнительные вопросы. | |
| I am a little unsure about… | Я немного не уверен в … |
| I do not fully understand what… | Я не до конца понял… |
| Could you possibly explain… | Не могли бы вы объяснить… |
| 11. Передача информации | |
| I’m writing to let you know that… | Я пишу, чтобы сообщить о … |
| We are able to confirm to you… | Мы можем подтвердить … |
| I am delighted to tell you that… | Мы с удовольствие сообщаем о … |
| We regret to inform you that… | К сожалению, мы вынуждены сообщить вам о… |
| 12. Предложение своей помощи | |
| Would you like me to…? | Могу ли я (сделать)…? |
| If you wish, I would be happy to… | Если хотите, я с радостью… |
| Let me know whether you would like me to… | Сообщите, если вам понадобится моя помощь. |
| 13. Напоминание о намеченной встрече или ожидание ответа | |
| I look forward to... | Я с нетерпением жду, |
| hearing from you soon | когда смогу снова услышать вас |
| meeting you next Tuesday | встречи с вами в следующий Вторник |
| seeing you next Thursday | встречи с вами в Четверг |
| 14. Подпись | |
| Kind regards, | С уважением… |
| Yours faithfully, | Искренне Ваш, (если имя человека Вам не известно) |
| Yours sincerely, | (если имя Вам известно) |
v Task 5. Study the Sample Business Letter:
Mr Nikolay Roshin
ABC-company
Office 2002, Entrance 1B
Tverskaya Street
Moscow
RUSSIA 20 June 2010
Dear Nikolay,
I'm writing to you in regard of your enquiry. Please find enclosed our information pack which contains our brochures and general details on our schools and summer centres.
In England we have two schools, Brighton and Bath, both beautiful locations which I am sure you and your students will like. Our schools are located in attractive premises in convenient, central positions. Brighton is a clean and safe town with a beautiful bay and countryside nearby. Bath is one of the most famous historic cities in England, famous for its Georgian architecture and Roman Baths.
Accommodation is provided in host families chosen for the ability to provide comfortable homes, a friendly welcome and a suitable environment, in which students can practice English and enjoy their stay. We have full-time Activities Organisers responsible for sports, cultural activities and weekly excursions.
Please complete and return the enclosed registration form in order to receive more brochures and other promotional materials.
I look forward to hearing from you and later hope to welcome your students to our schools and summer centres.
Yours sincerely,
Tomas Green
Managing Director
v Task 6. Formatting envelopes for Business Letters:
It is best to type an envelope for a business letter. Most word document programs contain an envelope labeling function to help you. All you need to do is indicate the size of envelope you are using and type the correct information in the appropriate fields, for example:
Ms. Maggie Jones |
v Task 7. Working on vocabulary:
7.1. Match words and phrases from column A with their more formal equivalents from column B:
A B
Ask for Assist
Chance Complete
Fill in Concerned
Get better Contact
Get in touch Deteriorate
Get Worse Estimate
Guess Further information
Help Improve
Let me know if the date is all right Inform
More information Opportunity
OK, all right Please confirm the date
Tell Request
Want Require
We are sorry Satisfactory
Worried We regret
7.2. Match the following abbreviations often used in a formal letter to their meaning:
a.m. that is
a.s.a.p. and so on
e.g. before noon
etc. as soon as possible
h.a. for example
i.e. this year
id. the same
p.a. per year
p.p. see above
v.s. on behalf of
7.3. Business Letter Vocabulary Quiz:
1. Before you seal and send your letter, make sure to______it.
A) punctuation B) proofread C) sensitive D) transition
2. As soon as your certified letter reaches the______ you will be notified.
A) recipient B) margin C) logo D) salutation
3. Choose_____ if you want to put the date and closing in the center of the page.
A) justified B) modified block format C) block format D) spelling
4. Set off the list of " Do's and Don'ts" by using______.
A) body B) letterhead C) bullets D) formal
5. The envelope indicated that there was_____, but in fact there was only a letter inside.
A) an enclosure B) a sender C) a salutation D) an indent
6. The_____ of the first paragraph was optimistic, so I wasn't expecting the bad news in the middle.
A) tone B) active voice C) direct mail D) punctuation
7. I decided not to interview her, because her cover letter contained very poor_____.
A) on arrival notation B) block format C) single spacing D) grammar
8. The_____ about the meeting was posted on the bulletin board for everyone to read.
A) memo B) heading C) sender D) junk mail
9. Our address and phone number are shown on our______.
A) letterhead B) snail mail C) postage D) salutation
v Task 8. Business Letter practice. Study the Sample Business Letters: