DIALOGUE. Ex. 1.Read and then act out this dialogue.

Ex. 1.Read and then act out this dialogue.

Alice is a secretary in the marketing company. She is talking with her new colleague Jane about the types of business letters she is writing.

Alice: You know, we have to deal with different kinds of letters here. I'll start with inquiries. Inquiries are messages that ask for information. They may be price quotations, terms of payment, services available, personnel data, catalogues, articles or special data. In order to write inquiries that will ask the proper questions and receive appropriate replies, use the four-point plan.

Jane: What is the plan for the proper inquiry?

Alice: Well, first of all state the subject of your inquiry. Then add any explanatory material you feel will be helpful (details, definitions, descriptions, questions) and briefly give the reason for your inquiry, making it clear why the message is addressed to the reader. Lastly, end courteously.

Jane: Oh, I see, and if we have regular business correspondence, should we enclose a stamped, self-addressed envelope?

Alice: No, you needn’t.

Jane: What plan can be used to write a reply? From your words I’ve understood that we are to start with the subject of reply.

Alice: That’s right. Then provide the specific answers to the inquiry. If you can’t for some reason, say so. And add whatever explanatory material you feel may be helpful (details, technical data, background facts).

Jane: Should inquiries that may lead to valuable orders be answered as soon as they are received?

Alice: You are right. Besides, inquiries that require some preparation of data in order to respond should be acknowledged at once with a confirmation reply.

Jane: If we get a reply, should we send a thank you note to the writer?

Alice: Sure, often it is good business to send a thank you note for a reply to an inquiry.

Jane: Every time?

Alice: No, it isn’t necessary every time. But you may thank the writer for a reply that contains particularly helpful information, or it shows that the writer has made a special effort to prepare a response.

Jane: Thank you for your detailed explanation. I hope I’ll be such a good secretary as you, Alice.

Ex. 2. Read the conversation again and note down whether each of the following statements is true (T) or false (F).

1. Inquiries are messages that ask for information in reply.

2. To write a proper inquiry we must use a 3 - point plan.

3. State the subject of your reply.

4. You do not have to explain things in detail.

5. Inquiries should not be answered immediately.

6. Sometimes you may thank the writer for a reply.

Ex. 3. You are a new secretary. Ask your partner about:

1. what the inquiry is.

2. what helps to write an inquiry.

3. what plan for the proper inquiry is.

4. what plan can be used to write a reply.

5. why it is important to write a prompt reply.

6. when it is necessary to thank for a reply.