ТЕМА 3. СОСТАВЛЕНИЕТЕЛЕГРАММ, ТЕЛЕКСОВ, ФАКСОВ

WRITINGTELEGRAMS, TELEXES, FAXES

VOCABULARY TO USE:

Reports, summaries, telexes, faxes, important skills, memos, background information, essential elements, body of the report, appendices, written communication, special devices, non-redundant, abbreviations, understandable.

Assignment 3. 1. Read and translate text 3:

TEXT 3.WRITING TELEGRAMS, TELEXES, FAXES

In business, planning and writing reports, making summaries, taking notes, writing business letters, telegrams, telexes and faxes are important skills which may be expected of everyone. Business letters are messages sent by mail or by any other special occasion, f.e. by courier. Memos are short notes to remind a partner of something. For fast action a written communication may be sent to your correspondent within hours by fax, telegraph, or telex. Faxing is an electronic sending of pictures, print, etc., as over telephone lines. There exist special devices for such sending based on the telephone communication. Telexes are very short messages sent by telex. All electronic messages have a tendency towards being non-redundant. Faxes as well as telegrams contain special abbreviations which are constantly used and quite understandable. Many companies have a short telegraphic address or a telex number to save words in addressing the message. Those sending wires frequently use one of the recommended codes (Bentley, ABC). For general purposes normal language is used, omitting the shorter, less important words and making use of these abbreviations.

Many people are afraid of writing business correspondence. There is no good reason for this. It is usually a question of practice. It is important to remember that there are several types of business correspondence. They can be, formal or informal letters, memos, telexes, faxes, special forms, separate documents of several pages. They may be long and short, and they can be spoken or written.

Business correspondence can serve various purposes. It can inform, provide background information to help someone make up their mind about something and there are letters, memos, telexes, faxes which in themselves make recommendations or indicate a course of action.

There are many things people should do before they think about writing or drafting a report, a business letter, a memo, a telex or a fax, . First they should prepare or assemble the material and then plan how they are going to write the message. The preparation and writing a report or a business letter falls into four stages:

  1. Assembling the material
  2. Planning the report or the letter
  3. Drafting the report or the letter
  4. Editing the report or the letter

Any written message has three main parts which must include four (sometimes five or even six) essential elements:

Parts Elements

  1. Introduction
/ Terms of reference or objective
Procedure
  1. Body of the report or a letter
/ Findings
  1. Final section
/ Conclusions
(Recommendations if asked for)
(Appendices)

This structure should be evident in every report or a letter. In some cases you may need to have elements such as appendices, etc., at the end. So, the three main parts can have these headings: 1. Introductions, 2. Facts, 3. Conclusions.

Assignment 3.2. Answer the following questions on text 3:

  1. Which are the most important skills which may be expected of everyone in business?
  2. What kinds of business correspondence can you mention?
  3. What are business letters?
  4. Which short notes remind a partner of something?
  5. What may be sent to your correspondent within hours for fast action?
  6. What is faxing?
  7. What can be sent by fax?
  8. What are faxes sent over?
  9. What is faxing based on?
  10. What are telexes and how are they sent?
  11. What do faxes and telegrams contain?
  12. What saves words in addressing the message?
  13. What do those sending wires frequently use?
  14. What is used for general purposes?
  15. Why are many people afraid of writing business correspondence?
  16. What are several types of business correspondence?
  17. What are various purposes Business correspondence can serve?
  18. What are many things people should do before they think about writing or drafting a report, a business letter, a memo, a telex or a fax?
  19. Which are the four stages the preparation and writing a report or a business letter falls into?
  20. Which are the three main parts any written message has?
  21. Which elements may you need to have in some cases?

Assignment 3.3. Find the following words and word combinations in the text and translate them into Russian. Make up 7 sentences with any of them.

To make summaries ______

To take notes ______

To be expected of everyone______

to send by mail ______

to remind a partner of ______

to be based on ______

to contain special abbreviations

to be quite understandable ______

to save words ______

to serve various purposes ______

to provide background information ______

to make up one’s mind ______

to make recommendations ______

to indicate a course of action ______

to assemble the material ______

to fall into some stages ______

to edit the letter ______

to be evident ______

Assignment 3.4. Choose the definitions for the words in the left column in the right one:

  1. summaries
/
  1. Communicating by letters

  1. Telexes
/
  1. Postal system

  1. Telegrams
/
  1. Brief reports

  1. faxes
/
  1. short messages sent by telex

  1. Mail
/
  1. Electronic sending of pictures, print, etc., as over telephone lines

  1. written communication
/
  1. Messages sent by telegraph

  1. correspondent
/
  1. Having too many words

  1. Telephone communication
/
  1. A person who communicates as by letters

  1. Redundant
/
  1. Giving or exchanging information over the telephone

Assignment 3.5. Complete the following sentences choosing the words from the table:

Remind, evident, background information, appendices, message, non-redundant, correspondence, electronic sending, various purposes, writing or drafting.
  1. Memos are short notes to … a partner of something.
  2. Faxing is an … of pictures, print, etc., as over telephone lines.
  3. All electronic messages have a tendency towards being ….
  4. Many companies have a short telegraphic address or a telex number to save words in addressing the ….
  5. Many people are afraid of writing business ….
  6. Business correspondence can serve ….
  7. It can inform, provide … to help someone make up their mind about something.
  8. There are many things people should do before they think about … a report, a business letter, a memo, a telex or a fax.
  9. This structure should be … in every report or a letter.
  10. In some cases you may need to have elements such as …, etc., at the end.

Assignment 3.6. Look through the following table, translate the words into Russian:

RETEL / Referring to telegram/telex
RELET / Referring to letter
MYTEL / My telegram/telex
PLS / please
Rgds / regards
MSG / message
URTEL / Your telegram/telex
OURTEL / Our telegram/telex
CFM / Confirm, please
OK / Agree
OK? / Do you agree?
RPT / Repeat
SOONEST / As soon as possible
ETA / Expected time of arrival
BIBI / Bye-bye: instead of Yours faithfully, to show end of message
BIBI / Bye-bye: instead of Yours faithfully, to show end of message
B/E / Bill of exchange
CIF / Cost, insurance, freight
COD / Cash on delivery
DOZ / Dozen
NY / New York
10AM / 10 a.m.

Assignment 3.7. Look through the table again and then explain how to abbreviate the following words used in telegrams:

Please______

my telex ______

your telegram ______

our telegram ______

message ______

repeat ______

agree ______

agree? ______

confirm ______

expected time of arrival ______

yours faithfully ______

New York ______

10 a.m. ______

referring to letter ______

Assignment 3.8. Read and translate the text about some rules of writing telegrams:

Writing telegrams is a very important skill. Not everyone is able to do it correctly. There are some rules which show how to do it to make it rather professional.

Since teleprinting errors are often made in transmitting such messages, the use of words instead of numbers and signs is often preferred, for example:

GRANTSON LONDON

URTEL 7 MAY QUOTE LOWEST PRICE FOURHUNDRED SWINGER DRESSES INCLUDING FIVEPERCENT TRADE DISCOUNT

MATHEWS CHICAGO

The text of a telegram is usually reduced to make it as short as possible. For example the words of the following telegram can be reduced to make it less redundant and to save the money of the company:

WE HAVE NOT RECEIVED YOUR ORDER ACKNOWLEDGEMENT OF ORDER DATED 5 APRIL FOR 50 PAIRS OF VOGUE SHOES STOP WE REQUIRE THESE NOT LATER THAN 4 MAY STOP PLEASE CHECK THE ORDER AND TIME OF DELIVERY AND REPLY BY WIRE

NO ACKNOWLEDGEMENT RECEIVED FOR ORDER 50 PAIRS VOGUE SHOES 5 APRIL STOP REQUIRED 4 MAY LATEST STOP WIRE DELIVERY TIME

There are some rules of writing a telegram. You should not divide words at the end of a line. The name of the sender must be written on a separate line.

Telex communications are cheaper than telegrams, because they are calculated according to time, not the number of words. By using a punched rape, the telex operator is able to transmit messages at a speed of 400 characters per minute.

Telegrams and telexes are not regarded as being legally binding, as they do not bear a signature. That is why all important messages are nowadays sent only by fax, in which the signature of the person responsible for the company confirms the message, so important messages, especially orders, price changes, or any matter involving the writer in a commitment, should not be confirmed by letter.

REGISTERED

GENTLEMEN:

AS WE RECEIVED NO REPLY TO OUR REPEATED REQUESTS FOR PAYMENT OF YOUR ACCOUNT, WE SENT YOU THE FOLLOWING TELEGRAM THIS MORNING:

ACCOUNT LONG OVERDUE STOP URGE YOUR REMITT $ 3700 BY JAN 10 TO AVOID EXPENSES OF LEGAL ACTION

THE AMOUNT OF $ 3700 HAS BEEN OVERDUE SINCE AUGUST 31, 2004, AND SINCE YOU HAVE DISREGARDED OUR REMINDERS, WE HAVE NO OPTION BUT TO PLACE THE MATTER IN THE HANDS OF OUR LAWYERS.

YOU WILL CERTAINLY WANT TO AVOID THE TROUBLE AND EXPENSE INVOLVED IN A LEGAL ACTION SO WE REQUEST YOU URGENTLY TO SETTLE YOUR ACCOUNT BY JANUARY 10.

VERY TRULY YOURS,

Assignment 3.9. Read the text of Assignment 3.7 and write out the specific rules of writing a telegram.

Assignment 3.10. Read the information about faxes and translate it into Russian:

Faxes are used for sending business correspondence along telephone lines. In business correspondence faxes are used to send commercial offers, price-lists, advertising materials, press-releases, written inquiries. It’s also used for sending current correspondence. The length of the fax never exceeds one page length, and it’s constructed according to the rules of writing business letters. Faxes are usually kept at the office as official documents. They are used as proven matter in arbitration. But faxes are never used to send original contracts, letters of credit invoices and other important documents that are sent either by registered letters or with the courier.

FAX from Henry White

Acme International GenevaSwitzerland + 45 876 91 91

To: Hotel Concorde, Toulouse, France + 33 61 95 78 87

Could I please book three single rooms with bath for the night of Monday 1 April. We shall be arriving at approximately 20.00 hrs.

Please confirm by return.

Many thanks,

Vera Muller

p.p. Harry Meller

Assignment 3.11.Compose a fax about the itinerary of a 3 day trip to Kostroma.

Assignment 3.12. Write out a fax to order a double room for a family of tourists in the Banana hotel Turkey, Alanya, from the 12th of August till the 23d of August with transfers from the airport of Antalya (70 km)

Assignment 3.13. Read the information on e-mail letters and translate it into Russian:

E-mail is one of the most popular means of correspondence which is used by millions of people throughout the world net. Internet provides digital personal addresses for those who use e-mail. It’s called the IP-address and is a part of Internet. The IP-address consists of several digits separated by dots. Each digit in the IP-address corresponds to a certain domain. Domains in the IP-address are separated by dots, f.e. . The domain on the extreme right denotes the name of the major net, the domains on the left indicate the lesser nets which are the component parts of the major net, up to the personal computer.

The domain names on the extreme right indicate the domain names of different countries, f.e.: the domain of the USA is us, the domain of Russia ru or su.

Sometimes these domains mark companies or corporations – com (in the USA), educational institutions – edu, government establishments – gov, military organizations – mil, organizations of the Internet – net, other organizations – org.

The IP-addresses containing these abbreviations are usually shorter than other domains. If you want to address a person you should add the symbol @ (at sign) and any additional combination of symbols indicating that person, f.e.: – which is the personal e-mail address of Bill Gates the founder and the head of the Microsoft corporation and the richest person of the world.

Assignment 3.14. Ask 5 questions on the text of assignment 3.13. Write them down and ask your friend.

Assignment 3.15. Retell the text of assignment 3.13.

Assignment 3. 16. Read the following messages and translate them into Russian:

From: Joint Stock Company

To: To whom it may concern

We communicate for your information that our bank properties have changed.

The properties of our new account are p/a 408572060000000004 in "Probiznessbank",

BIK 098322442, c/a 40201810500000000472.

(e-mail)

From: Manager of insurance company

To: Mr Green

I present to you my apologies because of incorrect behavior of our employee. I'm very sorry for this incident. Nevertheless I will be highly pleased if we continue our cooperation. (e-mail letter)

From: Julia Batis, personal manager, Travel company

To: Mr. Brown

Dear Mr. Brown,

According to your wishes I selected the hotel on the island Bali. Located in Tuban on Bali's southern peninsula, The Kuta Paradiso is a luxury five star hotel offering excellent access to the heart of this lush holiday island. A combination of 243 deluxe and superior rooms and suites are arranged in two wings off specious lobby, providing comfortable, tasteful accommodation overlooking the ocean and the hotel's landscaped tropical gardens.

Rooms are tastefully appointed and incorporate all modern amenities, including an online information system, satellite television, personal electronic cafe and individually controlled air-conditioning unites. Wide balconies and leisure areas overlook the landscaped gardens and ocean, providing an open view of famous Kuta coastline. A free-form swimming pool offers a relaxing range of options; a tropical oasis which includes a lap pool and terrace bar. Sun loungers and pavilion areas create amply space for leisure, and a regular program of water sports and activities is held daily. Two restaurants, lobby lounge and fun pub provide a range of entertainment options, including a traditional Japanese restaurant and international coffee house. Meals and snacks are available 24 hours with room service and a popular free cookery course introduce guest to the delights of Balinese cuisine.

A fully-equipped gymnasium, health club and massage centre is available for guest use, with experienced health and fitness professionals to provide expert assistance. At poolside, the Laguna Pool Terrace serves drinks and light meals throughout the day.

If this offer interests you I'll send you more information about this hotel.

Please contact me in any case.

(Fax)

Assignment 3.17. Write an e-mail letter about accommodating in any hotel in Egypt and a fax about your readiness to pay a bill. Use the information from assignment 3.16.

Assignment 3.18. Read the following fax:

Fax-Massage

3 Pravda str. , Mikhailov, 145000, Russia

Tel# +7 (095) 871-63-59, 726-67-87

Fax# +7 (095) 871-63-59

E-mail:

To / NTS / From / Ekaterina Medvedeva, General project manager
Attn / To whom it may concern / Fax / +7(095)871-65-88
Fax / +49(0)21 61 359-4132 / E-mail /
Date / 14/04/04 / Number / Ntsl404 / Pages / 1
Subject / Car reservation / #

Dear Sirs,

By this letter I'd like to reserve a car. It may be Opel or Toyota but if you don't have them, I agree to any passenger car. I need them from Monday till Friday. It's desirable it is air-conditioned. Please, include a Liability.

My driver's license number is 54633 ru. I hope it will be ready by 10.00 a.m., Monday. If you can't do that, please call me on my mobile phone (8-916-953-51-64) or send me an e-mail.

Yours sincerely,

Ekaterina Medvedeva

General project manager

Terna Silver style Ltd. Phone.# +7 (095) 871-6359

Fax.# +7 (095) 871-6588

E-mail.

Assignment 3.19. Prepare the answer to the fax from assignment 3.17 using all the rules of writing faxes.