Making an Appointment with a Secretary

Mr. Petrov:  Hello. May I speak to Mr. Ward, please?

Mr. Ward: Speaking. Who is it, please?

Mr. Petrov: Good morning, Mr. Ward. This is Petrov, Mr. Gromov's assistant. Mr. Gromov had to fly to Chicago on urgent business last night. He could not see you personally and so he asked me to get in touch with you instead and settle the matter you discussed.

Mr. Ward: Sure, Mr. Petrov. I’ll tell you what. Could you come over to my office, say, about 4 o'clock?

Mr. Petrov: Yes, that's fine for me, Mr. Ward. I'll be there.

Mr. Ward: O.K., I'll be expecting you.           

Appointment with a Doctor

Mr. Nikolaev: Isthat Dr. Morton's office?

Secretary: Yes, sir.

Mr. Nikolaev: This is Nikolaev speaking. Could I have an appointment with the doctor in the middle of next week, please?

Secretary: Just a minute, sir I’ll check his schedule. Will Wednesday be all right?

Mr. Nikolaev: Yes, ifs fine. What time, please?

Secretary: Wednesday, at 6 p.m.

Mr. Nikolaev: Thank you. Good-bye.

Secretary: Thank you, sir. Good-bye.

Appointment with a Dentist

Mr. Nikolaev: Good morning. Could I speak to Dr Williams’s secretary, please?

Secretary: Speaking.

Mr. Nikolaev: My name is Nikolaev. I would like to have an appointment with the doctor.

Secretary: Is it something urgent, sir?

Mr. Nikolaev: Yes, rather. My son needs a dentist.

Secretary: I see. How old is he?

Mr. Nikolaev: He is about eight.

Secretary: Can you bring him tomorrow at eleven?

Mr. Nikolaev: That's Thursday, isn't it?

Secretary: Yes, sir.

Mr Nikolaev: That’s fine. Thank you very much.

5. What would you say in reply to these remarks?

1. This is Mr. Slow speaking. I would like to make an appointment with Mr. Gorelov. 2. I’m afraid I’ll be tied up tomorrow. Could you suggest an alternative date? 3. There's something I'd like to talk to you about. When can we meet? 4. I’m afraid we cannot fit you in today but we could recommend you another dentist. 5. This is Mr. Fray's secretary. I’m calling to confirm your appointment with Mr. Fray for tomorrow, at 10 a.m. 6. I’m calling to let you know that Mr. Bell will not be able to keep the appointment. He is away from London and won't be back until after Wednesday. We are sorry about this.

6. In what situations would you say the following?

1. Sorry, we cannot fit you in today. 2. Let me consult my schedule. 3. Could you give me an alternative date? 4. I'm afraid Mr. Petrov will not be able to keep the appointment. 5. Could I make an appointment with the dentist? 6. I can give you a lift afterwards. 7. We've made an appointment for Wednesday tentatively. 8. I'm calling to confirm your appointment with my colleagues. 9. We're looking forward to seeing you next Sunday. 10. I'd like to report the fault of my phone. 11. The line is completely dead.

7. Role-play making an appointment by phone:

1) with your counterpart; 2) with a doctor; 3) with an engineer from the TV repair service; 4) with a dentist; 5) with a friend of yours; 6) with Mr. Brody, Sales Manager of a big company.

Практичне заняття 5

Тема: Ділова кореспонденція. Структура, змістові частини та оформлення ділового листа. Лист-запит.

Питання:

1. What “golden rules” is the person to be guided by before starting to write a business letter?

2. What kinds of sentences are used in a business letter?

3. What characteristics of a letter are obliged to make it available to read and to understand?

4. What are the seven steps in planning a business letter?

5. What are the structural components of it? Enumerate them.

Завдання:

1. Підготуватися до словникового диктанту.

2. Скласти та проаналізувати один з ділових листів згідно з основними вимогами їх написання (структура, зміст, стиль, граматика та орфографія).

Список літератури:

1. Агабекян И. П. Деловой английский. English for business. Серия «Высшее образование». – Ростов н/Д: «Феникс», 2004. – 320 с.

2. Богацкий И. С., Дюканова Н. М. Бизнес-курс английского языка. Словарь-справочник. Под общей ред. Богацкого И. С. – 5-е изд., испр. – Киев: ООО «ИП Логос», 2004. – 352 с.: ил. (Серия «Вас ждет упех!»).

3. Буданов С. І., Борисова А. О. Business English. Ділова англійська мова. 2-ге вид. – Харків: ТОРСІНГ ПЛЮС, 2006. – 128 с.

4. Дарская В. Г., Журавченко К. В., Лясецкая Л. А., Памухина Л. Г., Чопрова Е. Г., Шах-Назарова В. С., Шелкова Т. Г. Новый деловой английский. New English for Business. - М.: Вече, 2005. – 672 с.

5. Хачатурова М. Ф. Английский язык для деловых контактов. – К.: Аконит, 2002. – 335 с.

1. Read and discuss the texts with the help of topical words. Write out the unknown words.

Topical words

"Golden Rules" for Writing Business Letters

1. Give your letter a heading if it helps the reader to see at a glance what you are writing   about.

2. Decide what you are going to say before you start to write.

3. Use short sentences.

4. Put each separate idea in a separate paragraph.

5. Use short words that everyone can understand.

6. Think about your reader. Your reader ...

... must be able to see exactly what you mean: your letters should be CLEAR;

... must be given all necessary information: your letters should be COMPLETE;

... is a busy person with no time to waste: your letters should be CONCISE;

... must be addressed to in a polite tone: your letters should be COURTEOUS;

... may get a bad impression if there are mistakes in grammar: your letters should be CORRECT.

Seven Steps in Planning a Business Letter

1. Write down your aim: Why are you writing this letter?

2. Assemble all the relevant information and documents.

3. Arrange the points in order of importance. Make rough notes.

4. Write an outline and check it through, considering these questions:

- Have you left any important points out?

- Can the order of presentation be made clear?

- Have you included anything that is not relevant?

5. Write a first draft, leaving space for additions and changes.

6. Revise your first draft by considering these questions:

Information:

- Does it cover all the essential points?

- Is it correct, relevant and complete?

English:

- Are the grammar, spelling and punctuation correct?

Style:

- Does it look attractive?

- Does it sound natural and sincere?

- Is it the kind of letter you would like to receive yourself?

- Is it clear, concise and courteous?

- Will it give the right impression?

7.  Write, type or dictate your final version.

2. Look through the structure of a business letter

Structure of the Letter

1. Sender's address / Date.

2. Inside address (receiver's address).

3. Attention line.

4. Salutation.

5. Body of the letter.

6. Complimentary close.

7. Signature.

3. Analyze the following letter according to its structural points.

4. Use the given phrases in the business letter of your own.

Opening Phrases:

• Dear Madam                                                 - Шановна пані

• Dear Sir                                                  - Шановний добродію

• Dear Mister Malforn                                     - Шановний пане Малфорн

• Dear Sirs                                                 - Шановні панове

• We have received your letter of...          - Ми отримали Вашого листа від ...

• We thank you for your letter of...          - Дякуємо за лист від ...

• We have the pleasure to inform you      - Ми раді повідомити Вас

• In reply to your letter of…                     - У відповідь на ваш лист від...

• To inform you…                                    - Повідомляємо вас…

• We apologize for the delay               - Просимо пробачення за затримку з

in answering your letter.                      відповіддю на ваш лист.

Linking Phrases:

• There is no doubt that…                                    - Безперечно…

• It is necessary to note…                                    - Необхідно відзначити, що…

• We'd like to draw your attention to the fact... - Звертаємо вашу увагу на той факт...

• Considering the above said…                            - Беручи до уваги сказане…

• In this connection…                                                      - У цьому зв 'язку…

• In connection with your request…                    - У зв'язку з вашим проханням…

• Otherwise we shall have…                                - У противному разі ми будемо

                                                                                змушені…

• As regards your request…                                 - Щодо вашого прохання…

• Up till now we have received no reply.             - Дотепер ми не отримали відповіді.

• In case of delay…                                             - У випадку затримки…

• In case of your refusal…                                  - У випадку вашої відмови…

• In case you fail to make payments…                - У випадку несплати…

Closing Phrases:

• We are looking forward to receiving your - Чекаємо вашої згоди/схвалення/

consent/approval/confirmation. підтвердження.

• Your prompt execution of our order would - Будемо вам вдячні за швидке

be appreciated. виконання нашого замовлення.

.• We wish to maintain cooperation with you. - Сподіваємося підтримувати

співробітництво.

• Your early reply will be appreciated. - Будемо вам вдячні за швидку

                                                                                відповідь.

• We are looking forward to hearing from you. - Сподіваємося отримати від Вас

                                                                                відповідь найближчим часом.

• If we can be of any assistance, please do not - Просимо звертатися до нас, якщо ви

hesitate to contact us. потребуєте допомоги.

• Yours faithfully/ sincerely - З повагою

5. Read and discuss the structure of the following letter according to the given statements and rules.

6. Answer the questions.

1. Who is sending the letter?

2. Who is receiving it?

3. What is the opening phrase?

4. The company is ready to purchase the commodity, isn't it?

5. What is its requirement?

6. What quantity is it ready to buy?

7. Do you think it is worth to make this concession?

8. What is the closing phrase?  

7. Translate into English.

1. Ми отримали вашого листа від 13 вересня 2002. 2. Дякуємо за лист-зoбов’язання від 1 березня. 3. Я надсилаю вам цей лист з проханням надіслати каталог вашої продукції. 4. Ми готові співпрацювати з вами. 5. Ми хочемо закупити таку продукцію. 6. Компанія має виключне право на виготовлення цих товарів. 

8. Analyze the structure and the content of the enquiry letter as one of the business letter samples.

Topical words: