шкурка avm2019simple

Advice - Scientific and business Correspondence

AVM's Library

Составитель

Scientific and business Correspondence
Advice


This page last modified Tuesday, 25-Jun-2019 00:04:43 MSK


Озон.Ру - большой выбор учебников английского языка!
Зарегистрируйтесь прямо сейчас!
Книга вашего выбора:





Сайт AVM's English Review входил в тематическое кольцо сайтов, посвященных изучению английского языка "English ring in RUSSIA", а также в Союз образовательных сайтов.

Go back / Go to contents / Go to S&BC contents / Go to S&BC Advice

OZON.RU



Addresses


Go Top /   Go back

 

  • Each line in the address should be set off by a comma, although this is not always observed, especially in the USA. If the letter is sent to the USA, it is necessary to put a comma between the city and the state.
  • If the street has a number, it must be written out
    i.e.
    24 Second Ave.
    135 Fifty-fourth Str.
    but:
    24 W. 18th St. (because "W." separates the two figures).
  • The words 'street', 'road' or 'avenue' may be abbreviated: 'St.' or 'Str'; 'Rd.'; 'Ave.':
    i.e.
    West St.
    Highland Rd.
    Charles Ave.
  • The names of the streets or avenues may be typed transliterally,
    i.e.
    Vernadskii Prospect or Vernadsky Avenue;
    Ul(itsa) Kachalova or Kacalov St.
  • The name of the American states are abbreviated. See.
  • The initials of the first name are placed in front of the surname. The titles, scientific degrees and professional occupations are placed after the surname or under it, preceded by a comma (See abbreviations.)
    i.e.
    Prof. M.B. Smith, Vice-President.

See address examples in:

See rules of writing addresses on envelopes as well as in  letters.

Go Top /  Go back




Dates


Go Top / Go back

Careful 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:

  • I (have) received your letter of (the) 15th March.
  • I (have) receined your letter of February 10(th) (mostly in the USA).
  • Further information will be sent to on (the) 22nd April.
  • Your letter of 10th December.
  • Your letter of June 16th.
  • Your letter of June 16 (mostly in the USA).
  • We have received your letter of (the) 12th inst.
    Note: inst. is the abbreviation of instant meaning "this month of the year." There are two other form: prox. (promixo) - meaning "next month" and ult. (ultimo) - meaning "last month". But these forms are practically out of use today.
  • We invite you to deliver a series of lectures in our Institute from 10th to 20th March.
  • I shall attend the Symposium in Toronto on 2nd - 4th October.
  • I intend visiting your country in June 19..
    Note: When the date refers to a time in the future it is advisable to mention the year.
  • We expect your arrival in this country on the 15th January, 19..
  • In my letter to you dated (the) 20th March.
  • The final programme will be published at an early date in 19..
  • The Conference will last from May 20 through June 5, 19..
  • The dates which we envisages for your visit to this country are Wed., July 11 to Sat., July 15, 19..
  • The plane will arrive on Monday, August 12th at 2 p.m.

Note: Avoid making the following mistakes:

Wrong: I received your letter of 12th February of the current (last) year.
Correct: I received your letter of 12th February, 19..

When it is necessary to indicate the year it should be given in figures.


Wrong:

I received your letter from 10th June.
Correct: I received your letter of 10th June.

Wrong:

The conference will last from 10th June onto 14th.
Correct: The conference will last from 10th June to 14th June.

Wrong:

I received your letter of 9/IX-64.
Correct: I received your letter of 9th September, 2064.

Go Top /  Go back




Gratitudes, Thanks and Appreciation


Go Top / Go back

Gratitude, 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.

Go Top / Go back




Courtesy and Kindness


Go Top / Go back

The 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.

Go Top / Go back




Information about Sending Printed Matter


Go Top / Go back

This section deals with patterns and phrases which are commonly used in letters informing about sending printed matter.

See useful paterns.

Go Top / Go back




Acknowledging Receipt of Letters or Printed Matter


Go Top / Go back

Letters 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.

Go Top / Go back




Replying to Letters


Go Top / Go back

The 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.

Go Top / Go back




Request


Go Top / Go back

A request usually consist of a request-phrase, reason for request and expression of gratitude. The request should always be courteously made.

See useful paterns.

Go Top / Go back




Attention and Consideration


Go Top / Go back

When 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.

Go Top / Go back




Regrets, Apology and Refusal


Go Top / Go back

When 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.

Go Top / Go back




Inquiry


Go Top / Go back

A 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.

Go Top / Go back




Information and Interest


Go Top / Go back

Information 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.

Go Top / Go back




Help and Advice


Go Top / Go back

When 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.

Go Top / Go back




Reprints, Abstracts, Publications


Go Top / Go back

This section deals with correspondence concerning exchange of reprints, abstracts, publications, etc., and contribution of papers for publication.

See useful paterns.

Go Top / Go back




Contribution of Papers for Publication


Go Top / Go back

See useful paterns.

Go Top / Go back




Invitations for Special Occasions


Go Top / Go back

This 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).
R.S.V.P.***).

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:

  1. ...{owing to|because of} my poor health.
  2. ...owing to a prior engagement for that {day|evening|time|period}.
  3. ...as I have an urgent business appoitment to attend to.
  4. ...as I have already accepted an invitation earlier.

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.

Go Top / Go back




Letters Concerning Visits and Hospitality


Go Top / Go back

Note: 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.

Go Top / Go back




Letters Concerning Appointments


Go Top / Go back

Letters concerned appointments should be concise - right to the point;informative - explaining the purpose of the appointment.

See useful paterns.

Go Top / Go back




Letters of Introduction


Go Top / Go back

See useful paterns.

Go Top / Go back




Organisation of Congresses, Conferences, etc.


Go Top / Go back

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:

  1. make invitation to participate in the work of the organizing committee;
  2. call for papers.

See useful paterns.


Inquiring for Information


Go Top / Go back

If 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


Go Top / Go back

 

In order to invite the right participants, the organizing committee deals with:

  1. sending out invitation
  2. accepting and declining invitation to scientific meetings
  3. accepting and declining abstracts of papers

See useful paterns.

Go Top / Go back




Congratulations


Go Top / Go back

Letters of congratulation are written to institutions, organizations or private persons in connection with success, selebrations, anniversaries, significant occasion, etc.

See useful paterns.

Go Top / Go back




Greeting and Wishes


Go Top / Go back

Greetings and wishes may be short letters or sort notes in the content of letter on any other matter.

See useful paterns.

Go Top / Go back




Sympathy and Condolence


Go Top / Go back

Indeed, there are so many occasions to express our sympathy and condolence to other people!

See useful paterns.

Go Top / Go back




Go main top / Go back

Яндекс цитирования *AVM's English Review* Рейтинг@Mail.ru

Go main top / Go back