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T a s k 6. Complete this letter of enquiry. Decide whether to use:
a, the, or no article at all, in the blank spaces.
Thank you for your letter giving us (1) .............. details of (2) ..............
products we enquired about. (3) .................... main item we are interested in
is (4) ...................... kitchen unit listed in (5) ................... catalogue under
(6) .................... heading CM214. As we are building (7) .................. large
block of apartments, we think (8) .................. unit like (9) ............... one
listed , might be (10) .................... best installation for our purposes.
Please let us know what your terms of (11) .................... trade are.
Could you also tell us if you are able to offer (12) ................... trade and
(13) ................ quantity discounts on (14) ................ price for (15) ...............
large order? We would also be grateful for (16) .................. samples of all
materials used in (17) ................... manufacture of your units. I'm including
(18) ................... plan of our apartments, and (19) ................. dimensions we
would need.
2.4. A LETTER OF REPLY
When replying to a letter or enquiry from clients, associates, customers
or colleagues, it is important to maintain an appropriate amount of
formality. Your written communication may very well be the first and
possibly only correspondence between you and the original sender, so
making a good impression is crucial.
• Open your reply letter by making reference to the original letter
you received. Use an opening line such as "With reference to your letter" or
"Thank you for your letter
/
email." At this time, paraphrase some of the key
points mentioned in the letter you received. This lets your contact know that
you have grasped his message and understand his position. This is an
important element if you are dealing with a boss or customer, and even
more important if it is a boss or customer issuing a complaint. Remember
not to use his first name unless you are close friends or colleagues and he
used your first name in the original letter. For someone you do not speak
conversationally with, formal is best. Use the last name preceded by Ms.,
Mrs. or Mr. if you know the person's name; and if you do not know the
name use "Dear Sir or Madam."
• Follow through after your introduction by addressing the question,
enquiry or request. Answer any questions or direct the person to someone
who has the answers and do your best to solve any problems brought to
your attention.
• Close your letter by using a phrase that anticipates future events, or
offers help. Some common phrases that are acceptable include, "If you
require more information, don't hesitate to contact me," or "I look forward
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