Практичні заняття 5-6
Тема
: Діловий лист. Структура, змістові частини та оформлення
ділового листа. Cупровідний лист.
Питання:
1. What
“golden rules” is the person to be guided by before starting to write a
business letter?
2. What
kinds of sentences are used in a business letter?
3. What
characteristics of a letter are obliged to make it available to read and to
understand?
4. What
are the seven steps in planning a business letter?
5. What
are the structural components of it? Enumerate them.
Завдання:
1.Вивчити структуру ділового листа.
2. Скласти та проаналізувати a Graduate Cover Letter згідно з основними вимогами їх написання
(структура, зміст, стиль, граматика
та орфографія).
1. Read and discuss the texts
with the help of topical words. Write out the unknown words.
Vocabulary
|
heading |
заголовок |
|
irrelevant |
недоречний |
|
draft |
чернетка |
|
to include
|
містити (в собі) |
|
essential |
необхідний, обов'язковий |
|
concise |
короткий, стислий |
|
courteous |
ввічливий, чемний |
|
letterhead |
друкований бланк (установи) |
|
addressee |
адресат |
|
range |
низка, ряд |
|
to enclose |
вкладати (в пакет), прикладати до листа |
|
up-to-date |
сучасний |
|
p.p. ("per procuretionem") |
за дорученням |
|
enc. ("enclosure") |
вкладка, додаток |
|
advertisement |
оголошення, реклама |
|
to cancel |
анулювати, скасувати |
|
quality |
якість |
|
commodity |
товар |
|
on the average |
у середньому |
|
to reduce |
зменшувати, знижувати |
|
concession |
поступка |
|
letter of intent |
лист-зoбов'язання |
|
execution |
виконання |
|
exclusive right |
виключне право |
"Golden Rules" for
Writing Business Letters
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.
Seven Steps in Planning a
Business Letter
1. Write down your aim: Why are you writing this
letter?
2. Assemble all the relevant information and
documents.
3. Arrange the points in order of importance.
Make rough notes.
4. Write an outline and check it through,
considering these questions:
- Have you left any important points out?
- Can the order of presentation be made clear?
- Have you included anything that is not
relevant?
5. Write a first draft, leaving space for
additions and changes.
6. Revise your first draft by considering these
questions:
Information:
- Does it cover all the essential points?
- Is it correct, relevant and
complete?
English:
- Are the grammar, spelling and punctuation
correct?
Style:
- Does it look attractive?
- Does it sound natural and sincere?
- Is it the kind of letter you would
like to receive yourself?
- Is it clear, concise and courteous?
- Will it give the right impression?
7. Write, type
or dictate your final version.
2. Look through the structure
of a business letter and read the rules for writing formal letters in English
Structure of the Letter
1. Sender's address /
Date.
2. Inside address (receiver's address).
3. Attention
line.
4. Salutation.
5. Body of the
letter.
6. Complimentary close.
7. Signature.
Rules for Writing Formal Letters in English
In English there are a number of conventions that should be used when
writing a formal or business letter. Furthermore, you try to write as simply
and as clearly as possible, and not to make the letter longer than necessary.
Remember not to use informal language like contractions.
Addresses:
1) Your Address
The return address should be written in the top right-hand corner of the
letter.
2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.
Date:
Different people put the date on different sides of the page. You can write
this on the right or the left on the line after the address you are writing to.
Write the month as a word.
Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is
always advisable to try to find out a name.
2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a
woman and do not know if she uses Mrs or Miss, you
can use Ms, which is for married and single women.
Ending a letter:
1) Yours faithfully
If you do not know the name of the person, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person
you are writing to might not know whether you are male of
female, put you title in brackets after your name.
First paragraph
The first paragraph should be short and state the purpose of the letter- to
make an enquiry, complain, request something, etc.
The paragraph or paragraphs in the middle of the letter should contain the
relevant information behind the writing of the letter. Most letters in English
are not very long, so keep the information to the essentials and concentrate on
organising it in a clear and logical manner rather
than expanding too much.
Last Paragraph
The last paragraph of a formal letter should state what action you expect the
recipient to take- to refund, send you information, etc.
Abbreviations
Used in Letter Writing
The following abbreviations are widely used in letters:
- asap = as
soon as possible
- cc = carbon copy (when you send a copy of a letter
to more than one person, you use this abbreviation to let them know)
- enc. = enclosure (when you include other papers with
your letter)
- pp = per procurationem (A Latin phrase meaning that you are
signing the letter on somebody else's behalf; if they are not there to
sign it themselves, etc)
- ps =
postscript (when you want to add something after you've finished and
signed it)
- pto (informal) = please turn over (to make sure that the other
person knows the letter continues on the other side of the page)
- RSVP = please reply
3. Analyze the following letter according to its
structural points.
|
1 |
GIMBEL& CO Ltd 21 High Street, Blackheath,
London SE3B 5HY Tel: 01-564-8843 7th May 2016 |
The address of the firm sending the letter (the
letterhead) is often printed on the paper The date |
|
2 |
M.Lawson Esq,
Manager, Filbury & Johns, 20 Shaftsbury Avenue, London W1A 4WW |
The name, position, firm and address of the
addressee |
|
3 |
Ourref: DM/SK Dear Mr Lawson, |
The reference (the initials of the person writing
the letter and the person who types it) |
|
4 |
Thank you for your letter of 4th May enquiring about our range of office
equipment. |
The first paragraph says why you are writing |
|
5 |
I enclose an up-to-date price list and our latest
catalogue which I hope includes something of interest to you. You will notice
that we offer very favourable terms of payment. |
The second paragraph says what you want or what you
are doing (the real reason for writing the letter) |
|
6 |
I look forward to hearing from you again. |
The final paragraph is a polite ending |
|
7 |
Yours sincerely |
You write 'Yours sincerely", if you know the
name of the addressee and 'Yours faithfully" if you don't |
|
8 |
David Eipley Sales Manager |
The signature The person writing the letter His position in the firm |
|
9 |
Encs |
Here the enclosures are the catalogue and price list |
4. Use the given phrases in
the business letter of your own.
Opening Phrases:
• Dear Madam - Шановна пані
• Dear Sir -
Шановний добродію
• Dear Mister Malforn -
Шановний пане Малфорн
• Dear Sirs - Шановні панове
• We have received your letter of... - Ми отримали Вашого листа від ...
• We thank you for your letter of... - Дякуємо за лист від ...
• We have the pleasure to inform you - Ми раді повідомити Вас
• In reply to your letter of… - У відповідь на ваш лист від...
• To inform you… - Повідомляємо вас…
• We apologize for the delay - Просимо пробачення за затримку з
in answering your letter. відповіддю на ваш лист.
Linking Phrases:
• There is no doubt that… - Безперечно…
• It is necessary to note… - Необхідно відзначити, що…
• We'd like to draw your attention to the
fact... - Звертаємо
вашу увагу на той факт...
• Considering the above said… -
Беручи до уваги сказане…
• In this connection… -
У цьому зв 'язку…
• In connection with your request… -
У зв'язку з вашим проханням…
• Otherwise we shall have… - У
противному разі ми будемо
змушені…
• As regards your request… -
Щодо вашого прохання…
• Up till now we have received no reply. -
Дотепер ми не отримали відповіді.
• In case of delay… -
У випадку затримки…
• In case of your refusal… - У випадку вашої відмови…
• In case you fail to make payments… - У випадку
несплати…
Closing Phrases:
•
We are looking forward to receiving
your - Чекаємо вашої згоди/схвалення/
consent/approval/confirmation.
підтвердження.
•
Your prompt execution of our order would
- Будемо вам вдячні за швидке
be appreciated.
виконання нашого замовлення.
.•
We wish to maintain cooperation with you. - Сподіваємося підтримувати
співробітництво.
• Your early reply will be appreciated. - Будемо вам вдячні за швидку
відповідь.
• We are looking forward to hearing from you. - Сподіваємося отримати від Вас
відповідь найближчим часом.
•
If we can be of any assistance, please do not - Просимо звертатися до нас, якщо ви
hesitate to contact us.
потребуєте допомоги.
•
Yours faithfully/ sincerely
- З повагою
5. Read and discuss the
structure of a cover letter according to the given statements and rules.
A
Cover/Covering Letter
Most job vacancies will ask for a cover letter to be sent alongside your
application, CV or resume. Your cover letter is the first thing a potential
employer will read about you. Here you will find useful guidelines to help you
write a strong cover letter.
Before you begin, remember:
§
Employers will read your cover
letter very quickly.
§
They will probably decide on
that basis whether or not to look at your CV.
In the first two paragraphs you will need to include clear, concise and
relevant information for the role you are applying for. Also try and show that
you have taken the time to research the company or organization. This will tell
the employer that you have initiative and are interested in the role. This will
demonstrate that you are worth considering.
Content
Contact details
All your
contact details – name, address, phone number and email address – should be
clearly stated at the top of the letter.
Who to send it to
Try to
address your cover letter to a specific person. If you are responding to an
advertisement, it will usually give the name of the person you need to write
to.
If you are
sending your details to a company without a specific role in mind, then
research who the best person would be to contact.
Either phone the company switchboard or look at the organization's website to
find the right contact.
Paragraph 1
State the
role you are applying for using the same job titles or references as the
advertisement and give one solid reason why you should be considered for it.
If you are
sending your details speculatively, show that you have done some research about
the company. Explain why you are writing to them and what attracts you to their
organization Also give one solid reason why they should consider employing you.
Paragraph 2
Explain why
you want and are right for the role. Highlight any direct experience you
have had which relates to their requirements.
If you are applying speculatively, show that you have found out something about
the company and explain why you think you would fit in well with their team and
why they should consider you.
Tell them
that they can find further details on your CV. If you have an online portfolio, add a link to it, as this is an easy way for
them to find out more about you and your work.
If you have
a lot of relevant information you could add another paragraph here, but keep it
concise.
Paragraph 3
State your
interest in the role and that you are available for interview. If they require
someone to start work quickly and you are available for immediate interview and
free to start straight away, make that clear.
Signing off
Finish the
letter by saying that you look forward to hearing from them. If you have
addressed the letter to a specific person, it is usual to end a formal letter
with "Yours sincerely". If you have not addressed it to a named
individual, you should end with "Yours faithfully".
This should
be followed by your signature, with your name typed below it.
Sending cover letters by email
§ Make sure the details of the role you are applying for appear in the
subject line.
§ Send the cover letter as an attachment if specifically stated. Otherwise,
send it as the body of the email with just the CV attached.
§ Use ‘Dear [Name]’ when sending, as you would in a letter. If their reply
starts with ‘Hi [Name]’ then you can mirror their style and use ‘Hi’ after
that.
§ Make sure that all your contact details are clearly stated somewhere. These
should include your name, full address, phone number, email address, link to
your online portfolio and LinkedIn profile URL if you have one.
Things to avoid
§ Poor spelling and grammar. Use a spell checker and ask someone to proof
read it too.
§ Writing too much, keep the cover letter as concise as possible.
§ Using a casual tone unless you know it’s appropriate. Most employers will
expect a formal tone.
6.
Read and discuss the structure of a Graduate Cover Letter
One vital part of the job
application process, especially online job applications is the graduate cover
letter. This is your real first impression – something beyond a standard form
CV – that will let you show off what you can bring to the company and what you’re
hoping they can give to you.
But how exactly should you go
about writing a cover letter? After all, surely everything important has been
said in your CV? Not true! Think of your CV as a list of
all the necessary points, and the graduate cover letter as someone taking a
highlighting, picking pertinent points, and then writing more about them. You
can also highlight things that might not have made it to the CV, but that are
still relevant – maybe a particular hobby , or general skill
gained outside of work.
Remember, your cover letter
shouldn’t be too long, and should be quick and interesting to read. It’s not an
essay, it’s a brief introduction to the most important and relevant parts of
you. With that in mind, let’s take a look at some of the basics...
Graduate Cover Letter Examples
Generally, there’s a set way
you want to write a cover letter, just as there is with CV s. This doesn’t mean that you can’t
be original or unique in the content, just that there are certain things you
should aim to get in. Generally the follow pattern is good to follow:
Dear [Name],
Paragraph expressing interest in the role, where you found the role, and
highlighting your attached CV.
Paragraph detailing your skills – those mentioned on the CV, but giving
more detail and talking about specific achievements.
Paragraph explaining why the company appeals to you – try to be specific
‘because this particular area...’, rather than a general ‘because it’s a
world-leader’.
Conclusion, pointing out again your commitment to the role, and a
suggestion for them to get in touch.
Yours Sincerely,
[Your Name]
[Method of communication - email/phone/etc]
However, don’t be afraid to
change some aspects of this if the job requires it. For instance, a speculative
application requires a very different style of opening paragraph, and a
graduate cover letter for a more creative job may have a bit more room to break
the format. In general though, this is a good template to follow.
An example of this template filled in:
Dear Mr Smith,
I am writing with regards to [job role]
advertised on [website]. Please find attached my CV, which shows I have the
necessary qualifications and experience in the workplace.
Second paragraph, no work experience
My degree course has prepared me well
for this position. During my dissertation, I was required to do a lot of
independent research, which required self-motivation, and the ability to
organize and work on a long term project. In particular, [module] has helped
prepare me by [talk about skills gained].
Second paragraph, add on if have work experience
In addition, I have worked at [company], as
[role]. This role required [discuss skills]. In particular, [highlight one
example of a specific event/project/incident that required certain skills and
what you did].
I’m attracted to this role, because [reasons
specific to that company, not general ones] and I hope that I can demonstrate
to you that I would be a good fit for this company, with my proven skills,
commitment to the role, and enthusiasm to learn.
I am available to start [when?]. Please do get
in touch if you have any questions,
Yours sincerely,
Miss Brown
How to Write a Graduate Cover
Letter
(Brief tips)
#1 Point out where your degree
is relevant
Don’t just assume having a degree will sell you, instead you need to point out
just why it makes you useful. This is slightly easier for say, a marketing job
with a marketing degree, but you can work it with any. For instance, applying
for a journalist role with a philosophy degree? Point out how you’ve learned to
condense lots of information into clear, understandable forms, and how you also
touched on things such as politics and scientific ethics.
#2 Don’t be general about
skills, give examples
Never just say ‘I am good at communicating’. Everyone says this. Show us how!
Did you have a fundraising job and participate in the university’s highest
raising campaign? Mention it. Or maybe you worked in customer service and got
given more responsibilities due to your skills. Definitely worth saying!
Concrete examples of your skills will look much more impressive than a generic
‘I can do [x]’.
#3 Highlight relevant non-paid
activities
If you have a non-paid role that taught you relevant skills, throw it in there.
Things such as being the treasurer of a society, or volunteering at children’s
events can teach you things, and show that you didn’t just do your degree – you
made the effort to do additional things too.
#4 Show commitment to the
role
Remember – you’re not applying to jobs you’re applying to this particular job.
So talk about what you’d like to do with this company, and where you’d like to
be in this company – not in general.
#5 Do your research!
Make sure you know about the company, and can point out specifically why you
want to work there. No ‘because it’s well-known’. For example, if you’re
applying for a role at Lush, it goes without saying that Lush is well known for
its ethical campaigning, so rather than saying ‘because Lush is ethical’, you
would say ‘because [x] campaign really stood out to me, because [reasons]’.
This shows you’re interested in working for them, not just a general company.
Bearing these points in mind, and following the
general method shown above, you’ll have a great graduate cover letter in no
time.
JOB
APPLICATION LETTER FORMAT
1) Your complete address
2) Current date
3) Addressee’s address (recipient’s address)
4) Salutation
5) Subject of the letter
6) Body of the letter
a) Mention about the position
you interested
b) Advertisement from what
sources
c) Mention about your
qualification + your experiences + any skills you have
d) Mention about the copy of
your resume
e) Your willingness to attend
interview and looking forward to receive a reply soon
7) Complimentary close
8) Your name and enclosure
7. Application letters
examples:
A) Sample letter : Covering
letter
Daniel Freed
41 Geranium Ave
Cessnock NSW 2325
M: 0000 000 000
E: daniel.freed@email.com
[date]
John Jones
Recruiting Officer
Baldface Construction
321 Pine Road
Newcastle NSW 2300
Dear Mr Jones
Re: Construction Project Manager position
I am writing to apply for the position of Construction Project Manager, as
advertised on SEEK.
Having worked in construction and engineering project management for the
past eight years, I bring extensive knowledge and experience to all projects I
oversee. After completing a Bachelor of Engineering Technology majoring in
civil engineering, I continued on with postgraduate study to further my project
management skills, and have an ongoing commitment to professional development.
I have held several roles in construction engineering and project
management, with almost four years’ experience in a senior project management
role. My leadership and communication skills have provided me with the ability
to consistently complete projects within time and budget, and to motivate teams
to achieve maximal efficiency.
My high level of organisation is a natural
aptitude that I have been able to build on throughout my broad industry
experience. I pride myself on my ability to minimise
risk in all projects I manage and my conflict resolution skills have been
invaluable to both my teams and clients.
I am looking for a role that will continue to expand my capabilities and
challenge me in a positive way. I would appreciate the opportunity to discuss
the advertised role with you further and look forward to hearing from you.
Yours sincerely,
[sign here]
Daniel Freed
B) Sample letter: Covering letter
Mr Philip Smith
Hiring Manager
Richmond Engineering Services
London
E12 5DD
Date: 22 October 2010
Dear Mr
Smith
I wish to apply for the post
of Civil Engineer as advertised on the Dayjob.com web site. The position seems
an ideal opportunity for me as it matches my experience, knowledge and career
aspirations.
As you can see from my CV, I
have amassed over 7 years of significant, progressive experience in civil
engineering projects within the construction and gas industries. During my
career I have participated in more than 20 civil engineering projects, all of
them were successful.
My progressive engineering
experience has provided me with the opportunity to develop strong client
relation building skills and an ability to lead multi-disciplinary teams. I am
experienced at applying the principles of civil engineering when planning,
designing, and overseeing the construction and maintenance of structures and
facilities.
I enclose my resume for your
review and look forward to meeting with you in the near future. Should you have
any questions or require clarification on any information please contact me at
the above telephone number.
I would welcome the
opportunity to talk to you and I hope that you will invite me for a interview. I thank you for your time and I look forward
to hearing from you.
Your sincerely,
Richard Daniels
444 Hanley Road
Birmingham
B18 6NF
Mobile: 0121 638 0026
Email: richad.d@dayjob.com
C) Sample letter: Covering letter
12, Kenmore Road
Littletown
LT12 9BH
1st December 2010
Mr G. Sands
Fitness First
Lake Road
Littletown
LT1 5MX
Dear Mr Sands
Re: Fitness Instructor FF/32
I am writing to apply for the
job of Fitness Instructor, as advertised in Thursday's Courant. This is an
ideal job for me given my enthusiasm for sport, my related experience and
qualifications.
Sport and fitness training
have always been important to me, which is why I chose to take a BTEC Diploma
in Sports Science. I obtained distinctions in the Sports Anatomy &
Physiology and Sports Injuries modules last year and am confident that I will
get similar marks in Exercise Physiology, Mechanics of Sport and Sports
Supervision & Management this year. I am a confident user of Microsoft
Office 2007 and have worked extensively with Fitness Publisher, a program for
analyzing fitness.
As you can see from my CV,
I've taken the opportunity to gain extra qualifications that were on offer at
college, which has helped me get part-time work as a pool attendant. I'm called
on to provide cover during busy times so am used to working irregular hours at
short notice. I've also run a lunchtime aerobics class at college since the
start of this year.
I finish college in six weeks
and am keen to find a job rather than carry on with further full-time study. I
could start any part time work or training sooner as many of my classes are
finishing and most of my assignments are done.
I look forward to hearing from you.
Yours sincerely
Louise Longford
D) Sample letter: Business letter
Whitcomb Polytechnic
20-30 Newcastle Road
Whitcombe
Tyne and Wear
WT5 4AH
11 October 2010
The General Manager
Fukuoka Motors (UK) Ltd
PO Box 137
York Road
Loughton
Durham
LT3 5HD
Dear Sir,
I understand from my
colleague, Professor William Jones, who visited your Loughton plant last month,
that you sometimes allow groups of students to tour the factory and see for
themselves how Japanese production techniques operate in a European
environment. Professor Jones himself was most impressed by his own visit, and
recommended that I write to you.
Would it be possible for a
group of 20 Business Studies students - male and female, aged between 18 and 22
- from Whitcomb Polytechnic to visit you before the end of this term, which is
on the 29 December? I realize that you must receive many requests for such
visits, and that the time available may already be booked up. If it is not, and
you are able to see us, I should be most grateful if you could suggest a date
and let me know of any normal conditions you lay down for visits of this kind.
I look forward to hearing from you.
Yours faithfully
B Farrant (Dr)
Senior Lecturer
E)
8. Write down this cover letter structuring the sentences below. What information is omitted?
Jan. 20, 2016
Mrs. Ann Mae
Hernandez – Delfin
Hiring Manager
Primewater Infrastructure Corp.
Mandaluyong City
Dear Mrs. Delfin, I am writing this letter to response your
advertisement published in JobStreet.com. I would like to apply as a Civil
Engineer and I am very interested to occupy this job. I am a fresh graduate of
Bachelor of Science in Civil Engineering, Bohol Island State University. I had
some practical experiences during my college as part of our curriculum in our
school. I have acquainted myself with a range of skills that would allow me to
blend with your corporation.
My internship also provided me some experience on different civil
engineering works. From your advertisement, I can see that you are looking
for candidates who have excellent skills that are relevant to civil engineers.
I have a thorough knowledge of the processes of construction in ground
engineering projects, water systems and also excellent interpersonal and
communication skills. My organizational and multitasking abilities are
advanced. Together with the cover letter, I attach herewith my resume for
your full consideration. I appreciate your time reviewing my application,
and it will be a pleasure for me to attend an interview with you at your
convenient time. Yours sincerely, Marielle Tomo
9. Answer the questions.
1. Who is sending the letter?
2. Who is receiving it?
3. What is the opening phrase?
4. What is the sender’s address?
5. What is the Subject?
6. What is the closing phrase?
10. Write down your own graduate cover letter.
