ДИЯ (Лекция 1)
.pdfЛекция 1.
Structure and presentation
The letter shown on page 6 is from a private individual to a company in the UK. It shows some of the features of a simple business letter.
Sender's address
In correspondence that does not have a printed letterhead, the sender's address is written on the top right-hand side of the page.
In the UK, in contrast to the practice in some countries, it is not usual to write the sender's name before the sender's address.
Date
The date is written below the sender's address, sometimes separated from it by a space. Usually on the first or last line of the receiver’s address. In the case of correspondence with a printed letterhead, it is also usually written on the right-hand side of the page.
The month in the date should not be written in figures, as they can be confusing; for example, 11.1.08 means 11th January 2008 in the UK but
1st November 2008 in the USA. Nor should you abbreviate the month, e.g. Nov. for November, as it simply looks untidy. It takes a moment to write a date in full, but it can take a lot longer to find a misfiled letter which was put in the wrong file because the date was confusing.
Many firms leave out the abbreviation 'th' after the date, e.g. 24 October instead of 24th October. Other firms transpose the date and the month, e.g. October 24 instead of 24 October. These are matters of preference,
but whichever you choose you should be consistent throughout your correspondence.
the date should be written in arable figures with no abbreviations as
“16 February, 2005” . Do not add “ st”, “nd”, “rd”, “th” to the date or
street address. In the body of a letter you may use this endings, as “ on the 14th of May” , or “ on the fourteenth of May”, or “ on the 14th”
Inside (or receiver's) address
This is written below the sender's address and on the opposite side of the page.
1 Surname known
If you know the surname of the person you are writing to, you write this on the first line of the address, preceded by a courtesy title and either the person's initial(s) or his/her first given name, e.g. Mr J.E. Smith or Mr John Smith, not Mr Smith.
Courtesy titles used in addresses are as follows:
Mr (with or without a full stop; pronounced /'mıste /; the unabbreviated form mister should not be used) is the usual courtesy title for a man.
Mrs (with or without a full stop; pronounced /'mısız/; no unabbreviated form) is used for a married woman.
Miss (pronounced /mıs/; not an abbreviation) is used for an unmarried
woman.
Ms (with or without a full stop; pronounced /mız/ or /məz/; no unabbreviated form) is used for both married and unmarried women. Many women now prefer to be addressed by this title, and it is a useful
form of address when you are not sure whether the woman you are writing to is married or not.
Messrs (with or without a full stop; pronounced /'mesəz/; abbreviation for Messieurs, which is never used) is used occasionally for two or more men (Messrs P. Jones and B.L. Parker) but more commonly forms part of the name of a firm (Messrs Collier & Clerke & Co.).
Special titles, which should be included in addresses, are many. They include academic or medical titles: Doctor (Dr.), Professor (Prof.); military titles: Captain (Capt.), Major (Maj.), Colonel (Col.), General (Gen.); aristocratic title: Sir (which means that he is a Knight; not to be confused with the salutation Dear Sir and always followed by a given name – Sir John Brown, not Sir J. Brown or Sir Brown), Dame, Lord,
Baroness, etc.
Esq (with or without full stop; abbreviation for Esquire and pronounced /es'kwaiə/) is seldom used now. If used, it can only be used instead of
Mr and is placed after the name.
Don't use Esq and Mr at the same time:
Bruce Hill Esq, not Mr Bruce Hill Esq.
All these courtesy titles and special titles, except Esq, are also used in salutations.
STRUCTURE OF A BUSINESS LETTER (1)
Sender's address
Date
Inside address (Receiver's address)
Attention line
Salutation
Body of the letter
Complimentary close
Signature
16 Bellview
16 Bellview Road
RoadStretchley
Stretchley
West Yorkshire JX2 6HG
Great Britain West
Yorkshire
|
JX2 6HG |
The Manager |
6 May 200… |
Marlborough Hotel |
6th May 1990 |
|
|
The Manager |
|
Newtown-on-Sea |
|
Marlborough Hotel |
|
Devon CN31 4DX |
|
Newtown-on-Sea |
|
Great Britain |
|
Devon |
|
CN31 4DX |
|
For the attention of the Hotel Manager |
|
DearForSirtheor Madam,attention of the Hotel Manager
ThisDearsummerSir orweMadam,would like to travel across Great Britain and
stop for a couple of days in Newtown-on-Sea.
We have seen your advertisement in the Where to We StayhaveGuideseen andyourwouldadvertisementgrateful ifinyouthewould“WheresendtousStmoreay Guide”informationand wouldaboutgratefulyour hotel,if youincludingcould roomsend ratesus morefrom informationJuly thisaboutyear. your hotel, including room rates from July
this year.
We look forward to hearing from you. We look forward to hearing from you.
Yours faithfully,
Yours faithfully,
B. Kaasen
B. Kaasen
2 Title known
If you do not know the name of the person you are writing to, you may know or be able to assume his/her title or position in the company, (e.g.
The Sales Manager, The Finance Director, The Reservations Manager), in which case you can use it in the address.
3 Department known
Alternatively you can address your letter to a particular department of the company (e.g. The Reservations Department, The Sales Department, The Accounts Department).
4 Only company known
Finally, if you know nothing about the company and do not want to make any assumptions about the person or department your letter should go to, you can simply address it to the company itself (e.g. Louis Cruise Liners Ltd., Messrs Collier & Clarke & Co, Ambassador Hotel, Tour Agency “Amelia”).
The names of company types are usually abbreviated, as Plc — Public Limited Company; Ltd — Private Limited Compa ny; Inc — Corporation.
Order of inside addresses
After the name of the person and/or company receiving the letter, the order and style of addresses in the UK, USA and Russia could vary:
The sequence of writing an address in Great Britain:
• Title and name of the addressee |
|
• Position in the company |
Ms J. Evergreen |
• Name of the company |
Chief Manager |
|
|
• Number of the building |
Hartman & Hill Plc. |
• Name of the street |
451 Old Farmer Road |
• Name of the city, town or locality |
London EC4P 4EE |
• Postal district abbreviation |
England |
•Postal service head-office abbreviation and number
•Name of the country
The sequence of writing an address in the USA:
• Title and name of the addressee |
|
• Position in the company |
Ms K. Ralf |
• Name of the company |
Production Manager |
• Number or name of the building |
McGraw-Hill Book Inc. |
• Name of the street |
1221 Richmond Avenue |
• Name of the city, town or locality |
New York, NY 10022 |
• Name of the state |
USA |
• Postal index |
|
• Name of the country |
|
|
|
The sequence of writing an address in Russia:
• Title and name of the addressee |
Mr. D, Zaitsev |
• Position in the company |
Sales Manager |
• Name of the company |
Malachite Ltd. |
|
|
• Number or name of the building |
75 Darvin Street |
• Name of the street |
St.-Perersburg, 195057 |
• Name of the city, town or locality |
Russia |
|
|
• Name of the region (if necessary) |
|
• Postal index |
|
• Name of the country |
|
|
|
If the letter is addressed to London, the name of the city 'London' should be followed by a shortened name of the corresponding postal district: e.g. EC — East Central; NW - North West; WC — West Central etc.
If the letter is addressed to the USA, the name of a city or town should be followed by the name of the state. Postal Service Abbreviations of the American states:
AK |
GA |
MD |
NH |
SC |
(Alaska) |
(Georgia) |
(Maryland) |
(New |
(South |
|
|
|
Hampshire) |
Carolina) |
|
|
|
|
|
AI |
HI |
ME |
NJ |
SD |
(Alabama) |
(Hawaii) |
(Maine) |
(New Jersey) |
(South |
|
|
|
|
Dakota) |
AR |
ID |
Ml |
NM |
TN |
(Arkansas) |
(Idaho) |
(Michigan) |
(New |
(Tennessee) |
|
|
|
Mexico) |
|
AZ |
IL |
MN |
NV |
TX |
(Arizona) |
(Illinois) |
(Minnesota) |
(Nevada) |
(Texas) |
CA |
IN |
MO |
NY |
UT |
(California) |
(Indiana) |
(Missouri) |
(New York) |
(Utah) |
CO |
IA |
MS |
OH |
VA |
(Colorado) |
(Iowa) |
(Mississippi) |
(Ohio) |
(Virginia) |
CT |
KS |
MT |
OK |
VT |
|
|
|
|
|
(Connecticut) |
(Kansas) |
(Montana) |
(Oklahoma) |
(Vermont) |
|
|
|
|
|
DC |
KY |
NB |
OR |
WA |
(District of |
(Kentucky) |
(Nebraska) |
(Oregon) |
(Washington) |
Columbia) |
|
|
|
|
DE |
LA |
NC |
PA |
Wl |
(Delaware) |
(Louisiana) |
(North |
(Pennsylva- |
(Wisconsin) |
|
|
Carolina) |
nia) |
|
FL |
MA |
ND |
RI |
WV |
(Florida) |
(Massachu- |
(North |
(Rhode |
(West |
|
setts) |
Dakota) |
Island) |
Virginia) |
|
|
|
|
WY |
|
|
|
|
(Wyoming) |
Some European addresses may place the numbers of the building after the name of the street. It is also common to substitute the name of the country with an initial before the district code number. Look at the two examples below:
Facoltà di Medicina |
L ehrstuI für Bodenkunde |
Via Gentile 182 |
Amalienstrasse |
1-70100 Bari |
D-8000 München 40 |
(You are advised to follow the one order and style given below, even though variations are possible: for example, the name of the county, e.g. Lancashire, may, if known, be written on the line below the name of the town or city; the postcode may be written on a separate line; the name of the town, as well as the country, may be in capital letters.)
General recommendation of order of an inside address is following:
Name of house or building
Number of building and name of street, road, avenue, etc.
Name of town or city and postcode
Name of country |
|
Industrial House |
6000 East Camelback Road |
34-41 Craig Road |
Scottsdale, AZ85251 |
Bolton BL4 8TF |
United States |
United Kindom |
|
Style and punctuation of addresses
Both the addresses may be 'blocked' (i.e. each lineis vertically aligned with the one above):
Bredgade51,
DK 1260,
Copenhagen K,
DENMARK
There are no rules stating that one style or the other must be used, though blocking, at least in addresses, is more common. In any case you must be consistent, i.e. do not block the sender's address and then indent the inside address.
If punctuation is used, each line of the address is followed by a comma, except the last line. But the majority of firms now use open punctuation, i.e. without any commas.
These examples show the most widely used methods of writing addresses.
British style |
American style |
Inside address (company) |
|
Messrs Black & Sons, |
International Trading Company |
159 Knightsbridge, |
Sabas Building |
London SWL 87C |
507 A. Flores Street |
|
Manila |
|
Philippines |
************************** |
**************************** |
The International Trading |
The American Magazine |
Company |
119 Sixth Avenue |
24 Churchill Avenue |
New York, NY 11011 |
Maidstone, Kent |
|
ZH8 92B |
|
Addressing an individual on company business |
|
|
|
The Manager |
Mr. C.C. Pan |
The Hongkong and Shanghai |
Far East Jewellery Co. |
Banking Corporation |
68 Queen’s Road East |
Main Office |
Hong Kong |
Kuala Lumpur |
|
Malaysia |
|
Dear Sir, |
Dear Sir: |
*************************** |
************************** |
Messrs Mahmoud & Son |
The Standard Oil Company |
329 Coast Road |
Midland Building |
Karachi, Pakistan |
Cleveland, Ohio 44115 |
For the attention of Mr. Singh |
Attention: Mr. E.G. Glass, Jr. |