Scientific and business Correspondence
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Сайт AVM's English Review входил в тематическое кольцо сайтов, посвященных изучению английского языка "English ring in RUSSIA", а также в Союз образовательных сайтов.
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Addresses
See address examples in: See rules of writing addresses on envelopes as well as in letters. |
DatesCareful attention should be given to the manner of writing the date at the heading and in the body of the letter. See rules of writing the date at the header of the letter.
There are numerous ways of indicating or referring to the dates in the body of the letter:
Note: Avoid making the following mistakes:
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Gratitudes, Thanks and AppreciationGratitude, thanks or appreciation should always be expressed to the person or establishment that was (is or will be)so kind as to render help, service or a favour to the person asking for it. Gratitude, thanks or appreciation are also acknowledged in making an inqury or request or upon receipt of information, printed matter, matirial, etc. as well as for a person's consideration or attention to the writer's matter or business. See useful paterns. |
Courtesy and KindnessThe form and style of expressing gratitude, thanks or appreciation should always be presented in a polite and courteous manner. For this purpose ther is a number of accepted courteous phrases which are extensively used in correspondence. See useful paterns. |
Information about Sending Printed MatterThis section deals with patterns and phrases which are commonly used in letters informing about sending printed matter. See useful paterns. |
Acknowledging Receipt of Letters or Printed MatterLetters are acknowledged when we wish to confirm receipt of the sender's letters usually informing of the dispatching of any special literature, papers, material to the recipient. A letter of acknowledgement always expresses the recipient's gratitude and thanks and, therefore, it should be written in a courteous style. See useful paterns. |
Replying to LettersThe recipient's answer to the sender's letter usually starts with a reply line at the beginning of the letter. When a writer requests a reply to his letter, or wishes to express his gratitude for replying to his letter, the reply line is usually written at the end of the letter. See useful paterns. |
RequestA request usually consist of a request-phrase, reason for request and expression of gratitude. The request should always be courteously made. See useful paterns. |
Attention and ConsiderationWhen the prases are used in presenting a request, you may deal also with various cases regarding attention and consideration. Also you needs to express gratitude for attention and consideration being made to your request. See useful paterns. |
Regrets, Apology and RefusalWhen the recipient of a letter is not in a position to comply with a request or inquiry, when he has delayed with an answer or is unable to supply information, material, etc., or when he wishes to decline an invitation, proposal or offer, the letter-writer should express his regret, apology or refusal in a most courteous, polite and frank manner. See useful paterns. |
InquiryA letter of inquiry approaches a person with a favour to supply certain information or knowledge. It may be a request for advice or opinion. The writer states his wishes, sometimes the propose of this information and trusts that the recipient will be considerate and reply to his letter. A well-arranged letter will make the reply much easier for the recipient. Usually, the first paragraph presents the subject; the second paragraph the purpose, i.e. the reason for making the inquiry; the third paragraph the inquiry itself; the fourth paragraph the appreciation. The first paragraph of the reply acknowledges receipt of the letter, the proceeding paragraphs answer each each question in the order of its presentation. The final paragraph usually expresses a willingness to be helpful and and expresses hope the sender of the inquiry is satisfied with the information provided. A letter of inquiry should always be tactful showing an appreciation of the expected information and readiness, if possible, to offer some help or service in return. In case of refusal, i.e inability to satisfy the inquiry, the recipient should firstly express appreciation for the inqiry, secondly, give the reason why the inquiry cannot be satisfied, thirdly, suggest some alternative that may be of help and fourthly, refer to some other source, if possible. See useful paterns. |
Information and InterestInformation in scientific correspondence is usually the communication of knowledge or data which the inquirer wishes to receive. It may also communicate the knowledge os particular facts, events, news, instructions, etc. When the letter-writer asks for information he should show his interest in obtaining it. See useful paterns. |
Help and AdviceWhen asking for help or advice the sender usually states the purpose and reason and expresses his desire or readiness to return the service, whereas the recipient should always try to do his best to render the help or give some advice, or refer the sender of the letter to some other source. Such letters are written in a frank, courteous and frindly manner. In many cases help and advice are a response to an inquiry seeking for information, material, data, etc. See useful paterns. |
Reprints, Abstracts, PublicationsThis section deals with correspondence concerning exchange of reprints, abstracts, publications, etc., and contribution of papers for publication. See useful paterns. |
Contribution of Papers for PublicationSee useful paterns. |
Invitations for Special OccasionsThis section deals with letters of invitations (for special occasions), hospitality, appointments, and letters of introduction. Informal invitations and replies to them are written as a usual letter. Official invitation seems like this: The (name of institution or person) request(s) the pleasure of (name of person) at
(occasion*)) to be held at (address), at (time**) on (day, date). The reply to an invitation is usually typed. Usual form in accepting official invitation: (Name of person) thank(s) the (name of {institution | person}) for ({its|their}) kind invitation to (occation) to be held at (address), at (time) on (day, date) which he has much pleasure {in accepting|to accept}. Usual form in refusing official invitation****): (Name of person) thank(s) the (name of {institution | person}) for ({its|their}) kind invitation to (occation) to be held at (address), at (time) on (day, date), but regrets he is unable to accept owing to... Here are some refusal phrases and clauses:
See useful paterns. *)The occasion should be capitalized. **)The time may be written out in full, e.g. at six o'clock. ***)Repondez, s'il vous plait - which is translation from French: Reply, if you plese. ****)It is generally accepted to present the reason for refusal. |
Letters Concerning Visits and HospitalityNote: It is usually cusomary to write a letter of hospitality after the person returns to his own country. It may be an official or unofficial letter, always carrying a frienfly word of gratitude. See useful paterns. |
Letters Concerning AppointmentsLetters concerned appointments should be concise - right to the point;informative - explaining the purpose of the appointment. See useful paterns. |
Letters of IntroductionSee useful paterns. |
Organisation of Congresses, Conferences, etc.This section deals with correspondence concerning organization of congresses, conferences, etc. This section covers such topics as: call for papers, asking for and supplying information, letters of invitation (accepting, declining invitation). When you are about organization of a conference, congress, etc., you ought to do next steps:
See useful paterns. Inquiring for InformationIf you found an announcement calling for papers for a conference, congress, etc., do not hesitate to write to the organizing committee asking more information about the meeting. See useful paterns. Invitation to Congresses and Conferences
In order to invite the right participants, the organizing committee deals with:
See useful paterns. |
CongratulationsLetters of congratulation are written to institutions, organizations or private persons in connection with success, selebrations, anniversaries, significant occasion, etc. See useful paterns. |
Greeting and WishesGreetings and wishes may be short letters or sort notes in the content of letter on any other matter. See useful paterns. |
Sympathy and CondolenceIndeed, there are so many occasions to express our sympathy and condolence to other people! See useful paterns. |
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