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Writing Business Letters
 
 
     
 
     
 
     
 

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この章の内容:
  1) ビジネスレターの説明
  2) ビジネスレターの例
  3) 練習問題1                
  4) ビジネスレターを書く (Bulletin Board)

 

1) ビジネスレターの説明

General Rules


1) 準備をしっかりする

A) 時候の挨拶は適切に、なるべく親しみやすい方が良い。もし受取人が友人ならば“元気?”のような挨拶やその人の家族や仕事について聞くのも良いだろう。だが、仕事関係だけの付き合いならば、“Dear(名前だけではなく、氏名か名字を使うこと)”、の後すぐ仕事内容について書く方がよい。

B) 手紙の初期に、あなたが手紙を書いた主な理由を述べること。

C) 一つの段落には、かならず一つの主なポイントを置く。そして一番重要なポイントは段落の一番始めの文章に書く必要がある。

D) 結びは適切で親しみがある方が良い。

2) 明確にする不必要な言葉や文章は使用しないこと。有名なことわざで“時は金なり”とあるが、他人の時間やお金を使うのは避けたい。段落はなるべく短く、2〜6つの文章でまとめよう。ビジネスレターの場合一つの段落に一つの文章を使用するだけでも構わない。重要なポイントが強調できるが一つの手紙に二回以上使用しなように心がけよう。

 

Detailed Style Rules

1) 会社のロゴは手紙の一番上に置く。

2) 日付は手紙の右上か左上に書く。 (See every letter)

3) 左側に受取人の名前と住所を書くときもある。 See:E1.

4) よく使用される時候の挨拶:

a) Dear (受取人の名前),   例えばDear Amy, 受取人が親友であれば使う。名前の後のコンマを忘れずに。See: D1.

b) Dear (名字),     例えばDear Ms. Barber, 受取人に会ったことがない、又は知り合いだけと言う場合使うことが好ましい。友達としての距離が分からない場合Dear (名前と名字)Fred Kuss” と書くのも可能である。See: E2.

c) Dear (お客様), 受取人の名前を知らない場合使う。又、受取人の名前を知らない場合、消費者と生産者の関係を表している。See : C1.

d)   Dear (会社名、職業), 例えば:Dear Real Estate Agent, 受取人に会ったことが無く、名前も知らない場合使う。See:B1

又、手紙の始めに見出しを付けることも可能である。See: A1.

5) 役に立つ表現:

a) We continue to sincerely value you as a customer.   See D2.

b) Thank you for…   See E4, E6.

c) Please find enclosed… (noun)  See: B2.

d) This year we are proud to announce that…    See B7.

e) This is just a reminder that…     See D3.

f) With respect to…   See E5.

g) We truly regret the need to take this action but…   See C3.

h) The details concerning each product can be found at our Web site.  See: D6.

i) Please see the attached…  (noun)    See: C5.

j) If you have any further questions, please contact…   See C7.

k) Feel free to contact me at… See: B6.

l) Please do not hesitate to contact me if I may be of additional assistance.

6) 結びに使える用語:

a) Sincerely,     See: E3.

b) Sincerely yours,     See: A5.

c) Cordially yours,     See: B3.

d) Cordially,      See: C2.

d) Best wishes,    See: D2.

7) 草書体でサインをする。See every letter.

8) 自分の名前、住所、電話、FAX、E-MAILを書く。 See almost every letter.

 

Reasons for Writing Letters

1) 新しい情報を知らせる。 See: A2, B3, C2, D4.

2) お客様に役立つものやサービスをどのように提供できるか説明する。See: A3, C4, D5, E8.

3) どの問題も解決できるよう、お客様の為になると言う思いを知らせる。See A4, B4, B5, C6.

 

 

2) ビジネスレターの例

A)

August 1, 2003

Greetings from the New Sales Manager at XX Industries (1)

I am happy to inform you that, as of August 1, 2003, I have been appointed Sales Manager at XX Industries.(2)

Fifteen years in the steel production industry, combined with my 10-year involvement in the management of a successful advertising company, have provided me with an extensive hands-on background from which to help you.(3)

Having been entrusted with the development of a new team to better serve you, our clients, I welcome your questions and opinions at any time. We are here to provide effective solutions to your daily business concerns.(4)

Sincerely yours,(5)

(writer’s signature)

Ray Barber
XX Industries
1-2-3 Magame
Asakita-ku, Hiroshima
Japan 739-1111

Tel: 082-845-0000
Fax: Same as phone number
e-mail: barber@ xxx
WWW: http:www.xxx

 

B)

August 2003

Dear Language Teaching Professional,(1)

Please find enclosed(2) the XXX Publishing catalog for 2004. It contains many exciting new titles for teachers and students.

This year we are proud to announce that(7) English Language Publications, well know for producing high-quality foreign language textbooks, has joined our company.(3) With an extensive range of Australian English textbooks, this addition broadens the range of language learning materials we are able to offer teachers in Japan.(4)

In this year’s catalog we have added many new things!  We especially recommend:

l        The Daily Lives of Americans and Japanese—A new four-skills series by Joe Lauer. This series was developed with the help of teachers from many different teaching environments.

l        Australia Today—A useful reading text for students wanting to travel to Australia.

l        Listening to Australian English—Teaches Australian pronunciation and vocabulary in a fun way.

At XXX Publishing, we always welcome comments and feedback from teachers and students, because we believe that teaching materials should be based on classroom needs.(5) We would be happy to send you sample copies of student books. Feel free to contact me at(6) the address below.

Cordially yours,(3)

(writer’s signature)

Paul d’Arras
National Director
XXX Publishing
1257 North 55th Street
Milwaukee, Wisconsin
USA  5321-1717

Phone: (Country code: 1) 414- 555-1212
d-arras@xxx
WWW: http:www.xxx

C)

October 23, 2003

Dear Valuable Customer:(1)

Due to current worldwide conditions and rising transportation costs, Smith Transportation Company is forced to increase base rates to all customers effective November1, 2003.(2)

While other major transportation companies have made rate increases over the past twelve months, this is the first time in over four years we have found it necessary to increase our rate structure. We truly regret the need to take this action but(3) we can no longer absorb the rising costs that we have incurred.

Be assured that we will continue to work with all our carriers, vendors and suppliers to keep costs as low as possible so that we can keep our rates competitive within our industry. (4)

Please see the attached(5) Price List for details.

Because of the volatility of the market, certain surcharges are subject to change. Please understand, that we continue to work with each carrier as well as with governmental agencies both in the USA and around the world on your behalf to get these surcharges reduced and ultimately eliminated.(6)

If you have any further questions, please contact(7) your local Smith Transportation Company office or sales representative.

Cordially,(2)

(Signature)

Don (Captain) Berg
Shipping officer
Smith Transportation Company

 

D)

August 25, 2003

Dear George,(1)

How are you today? It was good to see you last week. I hope that you and your family are doing well!

We appreciate your order the other day. And, we continue to sincerely value you as a customer.(2)

This is just a reminder that (3)we’ve opened a new branch of Latin American Handicrafts near you.(4) I’m very proud of this new store.

Our products continue to be purely handmade, designed and constructed in South America without involvement of child labor at any stage.(5)

As you know, the products are mostly made of pure brass sheet, die-made with hand embossing and carving, and silver electro plating polish.

All the brass products need to be rubbed with brasso liquid polish and cotton buds, and these are absolutely free with every purchase of brass products.

The details concerning each product can be found at our Web site.(6) Photos of each product are also displayed there.

I hope to meet you again soon, George!

Best wishes,(2)

 (signature)

Sachiko Ota
Latin American Handicrafts
1257 North 55th Street
Milwaukee, Wisconsin
USA  5321-1717

Phone: (Country code: 1) 414- 555-1212
customer-service@xxx
WWW: http:www.xxx

 

E)

August 1, 2003

Anita Baker (1)
1919 N. Powell Ave.
Madison, Wisconsin
53211-1111

Dear Ms. Baker,(2)

Thank you for(4) your July 21st letter to my 2nd District Legislative Office . I welcome the opportunity to respond.

With respect to(5) your Questions #1 and #2, please be advised I voted against and vigorously opposed the original deregulation bill specifically because of the potential negative impact on the local economy.(8) The capping of rates at 10 percent lower than the market caused what is now history: a budget deficit of $100 million. The original deregulation bill also required state utilities to divest themselves of in-state owned generating facilities. I believe very strongly that the sovereign rights of the state should prevail over any federal initiatives in this area, and that Wisconsin should not be permitted generating stations located within the state to become deregulated.

I trust my concerns will be useful to the Governor’s Task Force. Thank you for(6) allowing me this opportunity to submit my comments and please do not hesitate to contact me if I may be of additional assistance.(7)

Sincerely,(3)

(Letter-writer’s signature)

Lissa Berg
Representative—2nd District

 

 

 
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