Unit 3.

Business Correspondence
Active Words and Phrases
application – заява
assess – оцінювати
blocked style – закритий стиль
body of the letter – основна частина листа
business correspondence – ділове листування
communication style – стиль спілкування
complimentary close – заключна частина листа
concise – стислий
convince – переконувати
cover(-ing) letter – супровідний лист
elaborate – детально розробляти
employee – робітник; службовець
employer – роботодавець; наймач
formal – офіційний
generic – характерний (для певного роду)
inside address – адреса одержувача
insight – уявлення
institution – установа
intent – мета
junk mail – спам
layout – розміщення; планування
letter of application – супровідний лист
margin – поле/берег сторінки
memo (memorandum) – пам’ятна записка
rehash – переказувати
represent – представляти
resume – резюме
revision – перегляд; перевірка
sales manager – менеджер з продажу
sender’s address – адреса відправника
signature – підпис
spark the interest – пробуджувати інтерес
standardised – стандартизований
stationery – канцелярські товари
take legal action – подавати позов до суду
terse – короткий; стислий
tip – порада
 First Impressions
Oftentimes, the first impression an employer has of a prospective employee
is in writing, in the form of a cover letter or letter of application and resume.
Opinions are formed and conclusions are drawn from the appearance and content
of any correspondence you send.
It is important to make the best possible impression so that an interview will
follow. When sending a resume, never send it without a cover letter. Usually,
when the reader gets your cover letter and resume he/she will immediately flip the
cover letter over and glance at the resume first. This is so that a few facts about
you are easily obtained (i.e. name, objective, education, extend of experience and
skills). If the resume interests the reader, he/she will then flip back to the cover
letter and read it in detail. In fact, the letter may get more attention than the resume
because, although the resume is about you, it is assumed that you had help putting
it together. But the cover letter is generally written by the individual and the reader
can assess your writing style, communication style and how well you put your
thoughts and ideas together.
The intent of the cover letter is to introduce yourself to the potential
employer, highlight the information given on the resume and convince the reader
to grant you an interview. However, an employer could receive hundreds of letters
and resumes every day. It would be like receiving hundreds of pieces of junk mail.
How much of it can you read and which ones do you even care to read? An
employer may compare your correspondence with other candidates and determine
which appears better. To increase your chances of being selected, your letter must
spark the interest of the reader, create a favorable impression and look inviting to
read.
Business Correspondence – The Myth
The myth about business correspondence is that it must be formal,
standardised and often terse. The writer seems to transform himself/herself from
the personal to the institutional. Letters appear to be written from one “institution”
to another rather than from person to person. This does nothing more than create
ineffective communication. It is important to develop a good writing style that not
only reflects good grammar and sentence structure, but also gives the reader some
insight into the personality of the writer. It is just as important, however, to be
able to express yourself in clear, concise language so the reader knows exactly
why you are writing.
Tips to Follow
Please note the following points:
 type all letters on good quality business stationery, preferably matching
your resume paper;
 use either blocked style or modified blocked style; do not use a memo
format;
  use black ink only;
 limit your letter to one page, usually three or four paragraphs;
 write in your own words, using your own style;
 do not rehash the entire resume; instead, elaborate on specific points of
particular interest to the employer; refer the reader to your resume for additional
information;
 make it easy to read; use spell check and grammar check;
 make the format and layout attractive; center the letter on the page; allow
ample margins; make it appealing to look at and inviting to the reader;
 watch your sentence structure; read the letter several times to be sure you
are saying what you want to say;
 do not send photocopies or generic letters; you can create a model letter
which can be used many times with slight revisions;
 do not e-mail or fax any business correspondence (resumes, applications,
letters, etc.) unless you are specifically asked to do so; even then, follow it up with
a hard copy in the mail;
 be sure to sign the letter before you mail it;
 buy large envelopes (9x12) instead of matching business envelopes; that
way you can mail your resume and cover letter without having to fold or crease
them in any way; be sure to add the extra postage for a large envelope;
 remember that your letters represent you and may leave a lasting
impression on the reader; it is very important to develop good letter writing skills.
Exercises
1. Answer the following questions:
1. How does an employer get the first impression of a prospective
employee?
2. Why are the appearance and content of any business correspondence so
important?
3. What information should a resume include?
4. What can help the reader to assess the sender’s writing and
communication style?
5. What is the aim of any covering letter?
6. What should candidates do in order to be selected by employers?
7. What is the myth about business correspondence?
8. What size should any covering letter be?
9. Should a resume and a covering letter be similar?
10. What way of sending business correspondence is preferable? (letter,
fax, e-mail)
 2. Match each word or collocation in the left-hand column with its
meaning in the right-hand column.
1) employer a) a formal meeting at which someone is asked
questions in order to find out whether they are suitable
for a job, course of study etc.
2) employee b) an ability to do something well, especially because
you have learned and practised it
3) interview c) a short written account of your education and your
previous jobs that you send to an employer when you
are looking for a new job
4) covering letter d) a person, company, or organisation that employs
people
5) experience e) someone who is paid to work for someone else
6) skill f) knowledge or skill that you gain from doing a job or
activity, or the process of doing this
7) resume g) someone who is being considered for a job or is
competing in an election
8) candidate h) a formal, usually written, request for something
such as a job, place at university, or permission to do
something
9) correspondence i) a letter that you send with documents or a package
that gives information about its contents
10) blocked style j) the letters that someone sends or receives, especially
official or business ones
11) application k) style of writing, e.g. an address, in which each line
starts directly below the one above
3. Use one of the words or word combinations from the box in an
appropriate form to fill each gap.
letter of application layout stationery concise
Elaborate revise intent rehash
1. Send your CV and .................. to the address below.
2. He simply ..................... the same story.
3. There is so much ………….. in this shop. You can buy everything you
need for school.
4. We use the same technique in the ..................... of this business letter.
5. He is charged with possession of a gun with....................... to commit a
robbery.
6. Please ...................... on this question, we need to know more.
7. We have .................... our estimates of population growth.
8. Your summary should be as clear and ..................... as possible.
 4. Phrasal verbs.
take after to look or behave like an older relative
take to begin to dislike someone or something, especially without a
against good reason
take back to take something you have bought to a shop because it is not
suitable
take down to write down information
take off to remove a piece of clothing
take out to take someone as your guest to a restaurant, cinema, club etc.
take over to take control of something
take to to start to like someone or something
Fill in the correct preposition:
1. Voters took the relationship between the government and the
unions in the 1970s.
2. His only reason for investing in the company was to take it .
3. We are taking my folks for a meal next week.
4. Charles was an odd character whom Kelly had never really taken .
5. Can I just take some details ?
6. Jennie really takes her mother.
7. He sat on the bed to take his boots .
8. If the shirt does not fit, take it .
5. Notes on letter writing.
Structure of the letter:
1. Sender’s address/date. 5. Body of the letter.
2. Inside address (receiver’s address). 6. Complimentary close.
3. Attention line. 7. Signature.
4. Salutation.
Opening phrases:
Dear Sir/Madam, Шановний/-а пан/пані!
Dear Sirs, Шановне панство!
We have received your letter of … Ми отримали Вашого листа від …
We thank you for your letter of … Дякуємо за Ваш лист від …
We have pleasure to inform you … Ми раді повідомити Вас …
In reply to your letter of … У відповідь на Ваш лист від …
We apologise for the delay in Просимо пробачення за затримку з
answering your letter … відповіддю на Ваш лист …
Closing phrases:
We are looking forward to receiving З нетерпінням чекаємо Вашої
your answer. відповіді.
Your prompt execution of our order Будемо Вам вдячні за швидке
would be appreciated. виконання нашого замовлення.
 We are looking forward to hearing Сподіваємося найближчим часом
from you. отримати від Вас відповідь.
We wish to maintain cooperation Сподіваємося підтримувати
with you. співпрацю.
If we can be of any assistance, Просимо звертатися до нас, якщо
please do not hesitate to contact us. Ви потребуватимете допомоги.
Yours faithfully/sincerely … З повагою …
Example of an official letter:
Compuvision Ltd Warwick House
Warwick Street
Forest Hill
London
SE 23 1JF

21 September 2014
Ms B. Kaasen
Bredgade 51
DK 1260
Copenhagen K
DENMARK

Private and confidential

Dear Ms Kaasen
Non-payment of invoice 322/17
It appears from our records that, despite several reminders, the above
invoice remains unpaid. Unless the account is cleared within 14 days from the
date of this letter, we shall take legal action.

Yours sincerely
Donald Sampson
Donald Sampson
Sales Manager

Questions:
1. Where is the sender’s address placed?
2. Where is the inside address placed?
3. What is the subject title of the letter?
4. Where is the letterhead “Compuvision Ltd” situated?
5. What position does the sender hold within the company?