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Business correspondence

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Учебное пособие предназначено для курса «Английский язык в деловом общении» и рассматривает одну из форм делового общения - деловую корреспонденцию - с точки зрения ее эффективности в контексте различных национальных культур. Теоретические положения иллюстрируются многочисленными примерами деловых писем. Вторая часть пособия включает письма для тренировки навыков перевода с английского языка на русский.
Найденова, Ю. Ф. Business correspondence : учебное пособие / Ю. Ф. Найденова, Н. Д. Овчинникова. - Москва : РУТ (МИИТ), 2018. - 72 с. - Текст : электронный. - URL: https://znanium.com/catalog/product/1895761 (дата обращения: 29.03.2024). – Режим доступа: по подписке.
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Министерство транспорта   Российской Федерации 

Федеральное государственное бюджетное 

образовательное учреждение высшего образования  

«Российский университет транспорта (МИИТ)» 

 
 

Кафедра «Иностранные языки - 4» 

 
 
 
 
 

Ю.Ф. Найденова 
Н.Д. Овчинникова 

 
 

BUSINESS CORRESPONDENCE 

 
 
 

Учебное пособие 

 
 
 
 
 
 
 
 

Москва - 2018 

Министерство транспорта Российской Федерации 

Федеральное государственное бюджетное 

образовательное учреждение высшего образования 

«Российский университет транспорта (МИИТ)» 

 
 

Кафедра «Иностранные языки - 4» 

 
 
 
 

 

Ю.Ф. Найденова 
Н.Д. Овчинникова 

 
 

BUSINESS CORRESPONDENCE 

 

Учебное пособие 

для  

студентов технических специальностей  

ИТТСУ 

 
 

       
 
                                        Москва – 2018 

УДК 42 
Н 20 
 
Найденова 
Ю.Ф., 
Овчинникова 
Н.Д. 
BUSINESS 

CORRESPONDENCE: Учебное пособие – М.: РУТ 
(МИИТ), 2018. – 72 с. 
 

Учебное 
пособие 
предназначено 
для 
курса 

«Английский язык в деловом общении» и рассматривает 
одну 
из 
форм 
делового 
общения 
– 
деловую 

корреспонденцию – с точки зрения ее эффективности в 
контексте различных национальных культур. 

Теоретические 
положения 
иллюстрируются 

многочисленными примерами деловых писем. Вторая часть 
пособия включает письма для тренировки навыков перевода 
с английского языка на русский. 
 
 

Рецензенты: 
К.ф.н., доцент кафедры   «Международные   
отношения и геополитика транспорта»  
ИМТК РУТ (МИИТ)  Е.Ю. Соколова 
 
Руководитель центра Иностранных языков 
Стар Инглиш  О.В. Миронова 

 

© РУТ (МИИТ), 2018 

 
 

PART I 
I PARTS OF A BUSINESS LETTER 

     There are many parts to the business letter — some required, 
some optional. This chapter will review those parts and their 
order. 
    The parts of the business letter follow: 
1. Letterhead or Heading 
2. Date 
3. File Number (optional) 
4. Confidential (optional) 
5. Inside Address 
6. Attention Line (optional) 
7. Salutation (optional) 
8. Subject Line (optional) 
9. Body of the Letter 
10. Complimentary Close (optional) 
11. Signature 
12. Added Information (optional) 
13. Postscript (optional) 
14. Mailing Instructions (optional) 

Letterhead 

Most business letters originating from a firm are written on 
the firm’s letterhead. If you are writing a personal business letter 
or your firm does not use letterhead, then you need to include 
your firm’s address in the heading (see Chapter 3 for the various 
formats). 
  
Date 

When you are using a heading instead of letterhead, place 
the date on the first line and the address on the subsequent lines 
as follows: 

September 9, 20XX 
359 Longview Road 
Mt. Vernon, IL 65676 
This should be the date the letter is written. Be sure to write out 
the month and to include both the date and year for adequate 
reference. 

File Number 

On occasion, you may wish to include the file number of the 
project, case or order that the letter refers to. The file number 
should be physically separated from the date by two spaces and 
from the part that follows (Confidential or Inside Address) by two 
spaces. 

Confidential 

Use this word when the person to whom the letter is addressed 
is the only one who should read the letter. Physically separate the 
word from the rest of the letter by two lines. To assure 
confidentiality, include the word “Confidential” on the envelope. 

Inside Address 

This should include the name of the person you are writing, 
the person’s title (if available), the name of the firm and the 
firm’s 
address. 

Attention Line 

This is used when you do not know the name of the person 
you are writing and the letter is addressed to the firm. For 
example, the attention line may say, “Attention: Head of 
Accounting.” It may also be used when you know the name of 
the person you are writing but are unsure of the title. The 
attention line may say, “Attention: Customer Service,” thus 
indicating to the person receiving the letter that the letter also 

needs to be routed to the customer service department. Another 
way of doing this is to use the attention line and send copies of 
the letter to the appropriate department. 

Salutation 

The salutation is used in all formats except the Simplified Letter 
and the Memo. The following are salutations used in American 
business letters: 
• Dear Sir: 
• Dear Madam: (may be followed by title, such as Dear 
Madam Chairperson:) 
• Gentlemen: 
• Ladies: 
• Dear Mr. Bryan: 
• Dear Ms. Gray: 
• Ladies and Gentlemen: 
• Dear Personnel Director: (a gender-free title) 
• To Whom It May Concern: or TO WHOM IT MAY 
CONCERN: (use this form as a last resort) 

Caution: You must determine the appropriate choice, 

given your reader and the situation. If you are uncertain about 
your reader’s gender, avoid assuming gender in the salutation. 
Use your reader’s name whenever you know it. Researchers 
discovered that people are more likely to read a letter with their 
names in the salutation. 
One of the problems you may run into is writing to a person 
with a name that is not gender specific; for example, the name 
Terry. The simplest solution in the salutation is to say, “Dear 
Terry Lucas.” If you are addressing a group of people in general, 
such as the shipping department, do not assume they are all male. 
The old “Gentlemen:” is not acceptable. “Shipping Agents:” is 

preferred.The way around having to use a salutation when you 
are unsure of whom you are writing is to use the Simplified 
Letter. 

Subject Line 

The subject line is most commonly used in the Simplified 
Letter. It announces the subject of the letter and provides a 
summary of your intent. 

Body of the Letter 

This is where you make requests, provide information or 
reasons or reply to someone. It is the main part of the business 
letter. 

Complimentary Close 

This varies in formality and is found in all business letters 
with the exception of the Simplified Letter and the Memo. The 
following complimentary closes are in order of decreasing 
formality: 
• Very truly yours, 
• Respectfully, 
• Sincerely yours, 
• Cordially, 
• Sincerely, 
The most appropriate, in general situations, is the last. 

Signature 

There should be four lines between the complimentary close 
(or the body in the Simplified Letter) and your typed name so 
there is room for your signature. 

Additional Information 

If needed, this consists of the sender’s initials in capital letters 
followed by a colon, followed by the typist’s initials in small 

letters. You may also find the abbreviations “Enc.” for enclosure 
and “cc:” or “xc:” for copies sent, followed by names of persons 
receiving the copies. 

Postscript 

The “P.S.” highlights additional information that might have 
been placed in the letter but for some reason was not. Often 
used in sales, promotional or personal letters, the postscript can 
emphasize a request for action or consideration. It is often the 
first thing the recipient reads. Use it to entice or motivate your 
reader. Postscripts are especially effective in sales or form letters. 

Mailing Instructions 

Use these to give the reader deadlines or pertinent information 
on mailing a reply. 
Let’s consider some types of letters with examples. 
 

II COLLECTION LETTERS 

The types of collection letters included are: 
• Notification 
• Reminder 
• Inquiry 
• Urgency 
• Final Notice/Ultimatum 
• Insufficient Funds 
• Thank You for Payment 
• Lost Payment/Apology 
 
Notification 
This letter is to notify the recipient that the bill is overdue. 
Dear Mr. Wilson: 

Thank you for shopping with us. You are a valued customer. We 
appreciate your business and know that you want to keep your 
account current with us. 
On May 15, 20XX, you purchased merchandise worth $319.04 
from our store in Laramie. Your payment of $100 is now 
overdue. 
In the credit agreement you signed, you agreed to pay off 
your bill in three payments. The first payment of $100 was due 
June 15, 20XX. Please send this amount now. 
Failure to pay on time may affect your ability to charge 
merchandise at our store. Thank you for your prompt attention. 
You may call me at 800-555-9875 if you have any questions or 
concerns. Your continued patronage is important to us. 
Sincerely, 
Signature 
Mary West 
Credit Manager 
 

Reminder 
This letter reminds the reader that the bill is overdue and the 
payment still hasn’t been received.  
 
Dear Mr. Wilson: 
We have not yet received your payments. This is to remind you 
that both your first and second payments of $100 are now 
overdue. This $200 plus the balance of $119.04 is due on 
August 15. 
In the credit agreement you signed, you agreed to pay off your 
billin three payments. The first payment of $100 was due June 
15, 20XX, the second payment of $100 was due July 15, 20XX, 

and the final payment of $119.04 is due August 15, 20XX. 
Please send the full amount in 10 days. 
Failure to pay on time will affect your ability to charge 
merchandise at our store. If you want to discuss your account, 
call me at 800-555-9875. Perhaps we can arrange a more 
comfortable payment plan. 
Thank you for your immediate attention. 
Sincerely, 
Signature 
Mary West 
Credit Manager 

Inquiry 
This letter inquires why the bill isn’t being paid. It assumes 
that the bill is overdue. It’s a good idea to follow this letter with 
a personal phone call inquiring about the payment delay.  
 
Dear Mr. Wilson: 
Is there some reason you have not paid your bill of $319.04? 
In the credit agreement you signed, you agreed to pay off your 
bill in three payments. Your total bill is now overdue. Please send 
$319.04 within 10 days. If you have any questions or concerns 
regarding this bill, please contact me at 800-555-9875 by 
September 10. 
Failure to send the full amount by September 15 may mean 
that your bill is turned over to a collection agency. Your prompt 
attention is urgent to protect your credit. 
Sincerely, 
Signature 
Mary West 
Credit Manager