Formal vs Informal in Business Correspondence
Business English shares a number of features with General English. Of utmost practical significance for a foreign learner is the opposition between formaland informalstyles. There is a tendency in business letters to give preference to formal English. It is therefore advisable, in mastering the essentials of business correspondence, to acquire proficiency in using formal phrases and, more generally, formal style. This, however, should not prevent the learner of Business English from accessing some of the less formal stylistic options.
Cambridge International Dictionary of English (CI DE, p. 815) lists recurrent phrases and sentences that clearly demonstrate the opposition in question:
| Formal style | Informal style |
| Thank you for your letter of 22 January concerning... I am writing to enquire about... I am writing to inform you that... I am pleased to inform you that... I regret to inform you that... I hope this information has been of use Please give my regards to Peter Hogan. Thank you for your time/help. I look forward to hearing from you soon. | Thank you for your letter about... I am writing to ask about... I am writing to say that... I am pleased to say... I am sorry to have to tell you that... I hope this has been useful Remember me to Peter. Regards to Peter. Thanks for your time/for all you have done. I hope to hear from you soon. |
Personal business letters
There are three parts to be taken into account:
1. An opening which mentions your feelings about the last contact you had with each other:
It was a pleasure to meet you at/on...
It was good to see you once again at/on...
It was a pity that we did not have more time to talk to each other...
2. The main message which says why you are writing now and gives the details:
I thought you might be interested to hear that...
I was wondering if you could help me...
I am afraid we have a small problem.
I am afraid I have some bad news.
3. The close which talks about the future and often mentions personal information:
I look forward to seeing you again when I am in...
If ever you are in London, please give me a ring or call in.
Please give my regards to Diana Smith.
Please pass on my best wishes to Mr Lund.
I hope that he has now recovered from the 'flu.
In personal business letters:
- the name and address of the addressee is sometimes omitted;
- the addressee's first name is used instead of the conventional (стандартный) salutation;
- contractions I'm, you're, don't, etc. are allowed as well as short direct phrases and simpler vocabulary – ask (instead of enquire), need (instead ofrequire), tell (instead of advise), because (instead of due to the fact that);
- in signing an informal business letter the sender will use his first name, printing his full name under the signature while omitting the title.
To better illustrate the points made above with regards to the opposition of formaland informalstyles in written business communication, four letters differing in order of formality will be given below. In all four cases letterheads were used.
Example 1
Dear Mr Faram,
I was delighted to meet you at the trade fair last week and I very much liked the cloth you produce.
I would like to place an order. Could you please send me a quotation?
I look forward to hearing from you.
Yours sincerely
(signature)
Jeanette Dupont (Mrs)
Example 2
Dear John
It was nice to see you at the trade fair. You're certainly producing some excellent furniture.
We are particularly interested in your range of bedroom furniture. We think it would sell well here. Could you send me complete details of your range and let me know what discounts you can offer?
Jane and I are both well and look forward to seeing you in summer. We both send our love to Susan and the children.
Best wishes
(the letter is signed with the sender's first name)
Peter Long
Sales Manager
Abbreviations
In written business communication one will find standard abbreviations reproduced as part of a generally shared conventional code. Knowledge of the most recurrent cases prevents one from misinterpretation and serves the purposes of effective business exchange. In practical terms, the learner of Business English is expected to become proficient in interpreting adequately and reproducing appropriately the more frequently used abbreviations, for example:
ono or nearest offer
asap as soon as possible
tba to be arranged (договариваться)
pa per annum (в год, ежегодно)
pcm per calendar month
pp (put before your name if someone
else signs a letter for you)
pt part-time
pw per week
c/o care of
vgc very good conditions
wef with effect from
cc copies to
Enc. (Encl.) enclosure (enclosures)
aae according to age and experience
ie that is
eg for example
cf compare
etc et cetera (and so on)
RE about, concerning, said as «ray»
Co company
Ltd a limited company plc a public limited company Inc. Incorporated (= a business corporation) Corp. Corporation attn attention of ayc at your convenience fyi for your information
P.S. postscript
Enquiries (Inquiries)
Plan
1 Structure of enquiries
2 Helpful expressions
3 Example analysis
A good many business transactions are opened with an enquiry. A general item of information, a price-list, a catalogue may be asked for. Detailed enquiries may express requests for the prices of specified articles (товары), terms of delivery, delivery dates, etc. They are mostly short and to the point (по существу). The size of the future order may be referred to because large-scale selling tends to reduce prices. In such cases the seller usually grants (предоставлять) the buyer a rebate (скидка) or quantity discountfrom the list prices (прейскурантные цены). If made by telex, telephone or a personal interview, enquiries should be confirmed by a letter.
Enquiries are usually written when it’s necessary to:
- get full informationabout goods;
- know about the availability of goods;
- clarify delivery dates;
- get information about terms of delivery and discounts, method of transportation, insurance;
- get information about prices of goods;
- get catalogues and samples of goods.
Making an Enquiry it’s important to give full details for your business partner could spend less time for the reply:
- explain clearly what information you wish to receive;
- say why you need it;
- use a separate paragraph for each request;
- use simple rather than complex sentences;
- delete unnecessary details.
1. Structure(Body of the letter)
If you are writing to this company for the first time use the
Full form
I. Introduction:
Self – introduction, source of info about that company and its goods, target of the letter.
II. Main part:
Exposition of the point, terms of cooperation acceptable for you, extra information.
III. Close:
Expression of the hope of cooperation (Invitation to the cooperation).
In a repeated Enquiry use
Short form
I. Main part: Exposition of the point (request).
II. Close: thanks for the reply.
2. Prefabricated chunks:
| Contains | English | Russian |
| Introduction | ||
| Self – introduction | We are … As … we have a … For over … years our company … Our company was founded in … | Мы являемся … Как … мы имеем … Более чем … лет наша компания… Наша компания была основана в … году |
| Source of info about this company and its goods | We read your advertisement in… With regard to your advertisement in…of…, we would ask you… We have heard of your products from… We have seen your current catalogue showing… | Мы прочитали вашу рекламу в … В связи с публикацией вашей рекламы в … от … мы хотели бы попросить вас … Мы узнали о продукции вашей компании из … Мы обратили внимание на ваш последний каталог, в котором описаны… |
| Target of the letter | In connection with this … We would like to get in touch with … We would like to have further details about … We are particularly interested in … | В связи с этим … Мы бы хотели установить контакт с … Мы бы хотели получить более подробную информацию о… Мы особенно заинтересованы в … |
| Main part | ||
| Exposition of the point | We are interested in … Please inform us (let us know) as soon as possible … Would you please inform us if it is possible to … Could you let us have a quotation for … Would you kindly quote your prices and terms of payment (delivery) for … Please send us samples of …. | Мы хотели бы … Просим сообщить нам как можно скорее … Просим сообщить нам, сможете ли вы … Сообщите нам, пожалуйста, расценки на … Не могли бы вы установить нам цены и условия оплаты (поставки) на … Пожалуйста, вышлите нам образцы … |
| Terms of cooperation (acceptable for you) | We usually effect payment by letter of credit (cheque, bank transfer, etc.) | Мы обычно производим оплату путем открытия аккредитива (чеком, переводом и т.п.) |
| Close | ||
| Expression of the hope of cooperation | If these conditions interest you… We hope to hear from you soon…. We look forward to hear from you soon … Your prompt answer would be appreciated … | Если Вас заинтересуют эти условия… C нетерпением ждем ответа… Будем признательны за быстрый ответ … |
44 Cedar Avenue
London
N3 1SR
Skyways Holidays
Publications Manager
Atlantic House
Hazelwick Avenue
Haywards Heath
West Sussex
HH10 1 NP
30 October, 2006
Dear Sir or Madam
As an enthusiastic golfer I am very interested in combining a holiday abroad with the opportunity to receive expert tuition and improve my handicap.
I would be grateful if you could send me a brochure on special interest golfing holidays, together with details of transport, accommodation and any special out-of-season offers.
Thank you in advance. I look forward to hearing from you in the near future.
Yours faithfully
Signature
Heather McSweeney (Mrs)