МІНІСТЕРТСВО ОСВІТИ І НАУКИ УКРАЇНИ

ОДЕСЬКИЙ НАЦІОНАЛЬНИЙ УНІВЕРСИТЕТ ІМ. І.І. МЕЧНИКОВА

Методичні рекомендації

«АНГЛІЙСЬКЕ ДІЛОВЕ МОВЛЕННЯ»

для студентів і магістрів природничих факультетів

Одеса-2007

ББК 81.432.1-923

УДК 811.111’33(076.5)

Сучасна ділова англійська мова охоплює питання документування та організації роботи з діловими паперами міжнародного зразку. У пропонованих методичних вказівках узагальнено й систематизовано матеріал з діловодства і на конкретних зразках показано, як правильно скласти певний документ (договір, контракт тощо). На основі чинних міжнародних стандартів подано правила складання та оформлення ділових паперів, які закріплюються виконанням наведених вправ.

Робота призначена для студентів, магістрів, аспірантів і практичних працівників.

УКЛАДАЧ:

А.О. КОНОНЕНКО – канд.психол.наук, доцент кафедри іноземних мов природничих факультетів

РЕЦЕНЗЕНТИ:

В.Г. ШЕВЧУК – доктор фізико-мат. наук, професор

Н.М. АНУФРІЄВА – канд..філол.наук, доцент

ВІДПОВІДАЛЬНИЙ РЕДАКТОР:

ПЕТЛЮЧЕНКО Н.В.- канд.філол.наук, доцент

Друкується згідно з рішенням кафедри іноземних мов природничих факультетів Одеського національного університету ім. І.І. Мечникова.

Протокол №6 від 26.03.2007р.

©А.О. Кононенко , укладач, 2007

Unit1. Business letter

В результаті багаторічної практики виробилась стандартна форма ділового листа, яка, незважаючи на деякі різновиди, взагалі однотипна у всіх країнах. Комерційні листі пишуться за встановленою формою, структура якої виглядає так, як це подано на схемі:

Заголовок

Letterhead

Вказівка на посилання Дата

Reference line Date

Найменування одержувача

Name of recipient

Адреса одержувача

Address of recipient

Вказівка на особу, яка за бажанням відправника повинна прочитати поданого листа

Attention line

Вступне звертання

Greeting (Salutation)

Вказівка на загальний зміст листа

Subject line

Зміст листа

Body of the letter

Заключне вітання

Complimentary Close

Підпис

Signature

Штамп

Example №1

Letterhead

Harrison (London) Limited

66, Mark Lane, London e.C.3

Telex: Birchrock Branch offices:

London E.C.3 Cardiff, Glasgow, Hull

Cables: Birchrock London Newcastle on Tyne,

Telephone: Royal 312-453 Liverpool

Fax: 315-453

317-478

E-mail: prime@Royal.lu.br

Example №2

Зразок написання адреси одержувача

Mr. J.Carton

President

March Shipping Limited

400, Craig Street, West

Montreal 1

Canada

Example №3

Дата

25^th July 2002 -1^st; 2^nd; 3^rd; 4^th –

завжди порядкові. Завжди у правому куті!

Example №4

Reference

Вказівка на посилання

Reference to – посилання на...

Our ref. 15.6.2003 – Наше посилання 15.6.2003

Our cable 15.8.2003 – Наша телеграма від 15.8.2003

Примітка. В США місяць ставиться перед датою та роком:

6.15.2003 (15 червня 2003); 8.15.2003 (15 серпня 2003).

Example №5

Привітання (вступне звертання)

The Greeting or Salutation

1. My Dear Sir; Sir [s :] рідше [s :]

2. Dear Sir; Dear Sirs

3. Dear Mr. Smith; My dear Mr. Smith – строго офіційно

4. Gentleman (Never “Dear Gentleman”)

5. Messrs – скорочене французьке слово Messieurs – пани

6. Mrs. B.Brown or Miss C.White

7. Dear Madam

Example №6

The Subject Line

Вказівка на зміст листа (завжди виділяється!)

Sub: Reduction (of) in price.

Sub: Your claim for the alleged shortage.

Sub: Your claim for the shortage.

Example №7

The Opening Paragraph

Вступне звертання (фраза)

1. You may be interested to know…

2. The attached report will provide you with more complete details of…

3. Please be advised…

4. Please vote

5. We wish to approach you on the following…

6. With the reference to your inquiry

7. We take pleasure in answering you

Example №8

The Body of the Letter

Зміст листа

Стиль листа – простий, офіційно-діловий. Зміст – чіткий, ясний, короткий, без повторювань. В сучасній діловій англійській мові спостерігається тенденція спрощувати стиль ділових листів, уникаючи старомодних, пихатих, зарозумілих зворотів.

Example №9

Complimentary Close

Заключна фраза

Строго офіційно:

1. Yours faithfully

2. Yours truly

3. Yours very truly

Менш офіційно:

1. Yours sincerely

2. Yours very sincerely

3. Most sincerely

4. Yours cordially

5. Yours respectfully, very respectfully yours

Example №10

Signature

Підпис

Yours faithfully

Sheldon B. Cornell

Cornell Shipping Co., Ltd

Buffalo, New-York 14221

August 11, 2003

Або

Yours very sincerely

Mr. W. C. Irvine

Abitibi Paper Sales, Ltd.,

Toronto – Supervisor Marine

Transportation

Toronto 1

Canada

Example № 11

Abbreviation

Скорочення у ділових листах

Co – Company

Tel – Telephone

Tlx – Telex

Fx – Fax

E-mail – Electronic Mail

Ltd – Limited

Inc – Incorporated

Per pro – for and on behalf of

Inst – instant

Ult – ultimo

Prox – proximo

Sgn – signed

Exercise 1. Answer the following:

1. What is the general layout of the business letter?

2. What are the components of the business letter?

3. What do the following abbreviations stand for Ltd., Co., Ref., Inc., c/o, Sub., p.p., c.c., encl., P.s.?

4. Where in the letter do you put the name and address of the person to whom it is sent?

5. What is the difference between “Limited” and “Incorporated”?

6. Where do you put the Subject Line in the letter?

7. What is the difference between use of “Messrs” in British and American correspondence?

Exercise 2. Give Ukrainian equivalents for the following:

1. Letterhead

2. Subject Line

3. Attention Line

4. Complimentary Close

5. Salutation.

Exercise 3. Translate into Ukrainian:

1. Dear Mr. Brown.

2. Mr. Brown, care of Messrs. Smith and Co.

3. Yours respectfully.

4. Yours faithfully.

5. Yours sincerely.

6. Yours cordially.

7. For attention of…

8. For and on behalf of…

9. Special delivery.

10. Registered.

11. Airmail.

Exercise 4. Read the letter.

Dear Sirs,

Re: Claims for shortage. Stearic Acid.

In accordance with your wishes as expressed during Chemistry discussions in Odessa, please be advised that we indeed received your following claim: for the shortage of 50 bags of Stearic Acid.

With our letters of the 23^rd December we acknowledged receipt of these claims and informed you already on that occasion that since clean Bills of Lading were issued, we as FOB suppliers formally have no possibility to claim the shortages found on arrival book from our insurance company. Nor do we have under these circumstances the formal possibility to hold the producing works responsible irrespective whether the seals of the relative containers were intact or vot. We have no doubt however that you, as holder of the clean Bills of Lading and as FOB buyers, will be able to claim the shortage found on arrival back from insurance company. Should you have any problems, do not hesitate to contact us again.

We hope to have been of service to you herewith and meanwhile remain

Yours faithfully.

Exercise 5. Write business letter of your own.

Unit 2. Contract and its features

Essential clauses of contract.

By law contracts are made by Ukrainian foreign trade organizations in writing. When striking a deal standard contracts are widely used. Standard contracts are not a must. Some article may be altered and supplemented.

Here are some of the items which are part and parcel of a contract: legal title of the contracting parties, subject of the contract, quality, price, delivery and payment terms.

Subject

This section names the product for sale or purchase. It also indicates the unit of measure generally employed in foreign trade for specific commodities. Contracts for bulk cargo contain a stipulation “about” or “plus or minus…percent”, denoting the permitted quantity tolerance.

Quality

The quality of machines is to be in conformity with the technical specification of the contract.

The quality of raw materials and foodstuffs is determined, as a rule,

by standards

by sample

by description.

Price

The price stated in a contract may be firm, fixed or sliding.

Firm price. Firm prices are not subject to change in the course of the fulfillment of the contract.

Fixed price. It is the price governing in the market on the day of delivery or for given period.

Sliding prices. These prices are quoted for machinery and equipment which require a long period of delivery.

Words and word combinations

Essential clauses – суттєві умови контракту

Strike a deal – укласти угоду

Standard contract – типовий контракт

Part and parcel – невід’ємна частина

Legal title – юридичне найменування

Contracting parties – договірні сторони

Unit of measure – одиниця виміру

Commodity – товар

Tolerance – припустиме відхилення

Stipulation – умова

Bulk cargo – насипний чи наливний вантаж

In conformity with – відповідно до

By sample – за зразком

Quote a price – призначити ціну

Subject to – підлеглий

Firm prices – тверді ціни

Fixed prices – фіксовані ціни

Sliding prices – ковзні ціни

Exercise №1

1. Why are standard contracts widely used?

2. What are the essential items of a contract?

3. What information is contained in different sections of a contract?

4. How is quality determined in a contract?

5. What sort of prices may be indicated in a contract?

Payment

A cheque is a written order to a Bank given and signed by someone who has money deposited there to pay a certain amount mentioned in the cheque to a person named on it.

In the place of the cheque system Banks provide on international system of Bank Transfers. The Seller gives TT or mail remittance terms to a Buyer when he is a trusted customer or agent. It involves risk as the Seller ships goods without any assurance of getting payment.

Draft

Kiev, ______, 19__ _______

ON ____ PAY AGAINST THIS BILL OF EXCHANGE TO THE ORDER OF THE BANK FOR FOREIGN ECONOMIC AFFAIRS OF UKRAINE, KIEV, THE SUM OF ___________________________________________________________

___________________________________ONLY FOR VALUE RECEIVED.

To________________________

________________________

________________________

Like a cheque, a draft is an order to pay. It is made out by an exporter and presented to the importer. It is also called a bill of exchange. A sight draft is a bill which is paid immediately on presentation. A bill to be paid at a later date is called a term draft. There are 30-day, 60-, 90- and 120-day drafts.

A very usefull method is to attach the shipping documents (the Bill of Lading, the Insurance Policy and the Invoice) to the Draft and hand them to the Bank for collection. The documents can be handed over to the Buyer either against payment (D.P.- Documents against Payment) or against acceptance of the Draft (D.A. - Documents against Acceptance). D.P. refers to sight drafts. D.A. refers to term drafts.

A sight draft does not require acceptance. A term draft must be necessarily accepted. The drawee writes "Accepted" across it and signs his name.

The draft is then returned to the Seller., who can hold it until maturity.

This method of payment involves risk to the exporter or his bank as it may happen that a draft is not honoured when it is due.

The shipper has full protection when drafts are presented against L/C. With a letter of credit, at least when it is confirmed and irrevocable, the payment is guaranteed.

The Bank at the Sellers' end guarantees payment in case the opener of the credit defaults. Besides, the credit cannot be cancelled before the expiry date.

A revolving letter of credit is a special type, the value of which is constantly made up to a given limit after each shipment, thus saving charges on multiple letters of credit.

Words and word combinations

cheque (англ.), check (амер.) – чек

deposit – вносити гроші на зберігання до банку

telegraphic transfer (TT) – телеграфний переказ

mail remittance – поштовий переказ

customer – покупець, клієнт, замовник

bill of exchange/draft – вексель, тратта

make out a document – складати документ

sight draft – тратта на пред’явника

term draft – тратта з оплатою наприкінці обумовленого періоду

bill of lading – коносамент /розписка капітана судна, яка підтверджує прийняття вантажу на борт/

insurance policy – страховий поліс /документ, який містить умови договору морського страхування/

invoice – рахунок-фактура

acceptance – акцепт, згода на сплату грошових та товарних документів

accepted – „акцептовано”, - надпис на векселі

honour a draft – акцептувати тратту

drawee – трасат /особа, на яку виставлена тратта/

maturity – термін боргового обов’язку

default – несплата

cancel – анулювати, скасувати, розривати

letter of credit – акредитив /доручення банку покупця банку

постачальника зробити сплату рахунків постачальника за відвантажений товар, якщо подані постачальником документи відповідають умовам акредитива/

confirmed___________ – акредитив підтверджений

irrevocable__________ – акредитив безвідкличний

revolving___________ – акредитив револьверний, автоматично відновлюваний

expiry – закінчення, витікання терміну

value – вартість

multiple – багаторазовий

Questions

1. What is a cheque?

2. Whom do you give TT terms to?

3. What are the two types of drafts?

4. What is an irrevocable L/C?

5. Who guarantees payment against a confirmed letter of credit?

6. Does a term draft involve risk for an exporter?

7. Name a major advantage of a revolving L/C as compared with multiple L/Cs.

TRANSPORT AND DELIVERY TERMS

Multimodal (Door to Door) transport is wide-spread in shipping now. It involves a transfer of the goods from one mode of transport to another.

Traditionally, the ship's rail was considered the critical point of responsibility, that is when all risks of loss or damage are transferred from one party to the other. Now it is no longer the ship's rail but the port terminal which may be such a point. In sea port areas the goods are put into containers, on pallets or aboard the ship.

The main carrier often prefers to assume through responsibility lor the cargo he carries. In a through movement of the goods a combined transport document is issued instead of a traditional Bill of Lading.

Like a traditional Bill of Lading it is a receipt for the consignment.

But instead of ports of shipment and discharge it shows the place of delivery and receipt. The new system of multimodal shipment in international trade is reflected in the International Commercial Terms (Incoterms 1980).

THE FOURTEEN INCOTERMS

EX Works

"Ex Works" means that the seller's only responsibility is to make the goods available at his premises (i. e. works or factory). In particular he is not responsible for loading the goods in the vehicle provided by the buyer, unless otherwise agreed. The buyer bears the full cost and risk involved in bringing the goods from there to the desired destination. This term thus represents the minimum obligation tor the seller.

Free Carrier

...(named point)

This term has been designed to meet the requirements of modern transport, particularly such "multimodal" transport as container or ''roll on-roll off" traffic by trailers and ferries. It is based on the same main principle as FOB except that the seller fulfils his obligations when he delivers the goods into the custody of the carrier at the named point.

For/Fot

FOR and FOT mean "Free on Rail", and "Free on Truck". These terms are synonymous since the word "Truck" relates to the railway wagons. They should only be used when the goods are to be carried by rail.

Fob Airport

FOB Airport is based on the same main principle as the ordinary FOB term. The seller fulfils his obligations by delivering the goods to the air carrier at the airport of departure. The risk of loss of or damage to the goods is transferred from the seller to the buyer when the goods have been so delivered.

FAS

FAS means ''Free Alongside Ship". Under this term the seller's obligations are fulfilled when the goods have been placed alongside the ship on the quay or in lighters. This means that the buyer has to bear all costs and risks of loss of or damage to the goods from that moment.

FOB

FOB means "Free on Board". The goods are placed on board a ship by the seller at a port of shipment named in the sales contract. The risk of loss of or damage to the goods is transferred from the seller to the buyer when the goods pass the ship's rail.

C&F

C&F means "Cost and Freight". The seller must pay the costs and freight necessary to bring the goods to the named destination, but the risk of loss of or damage to the goods is transferred from the seller to the buyer when the goods pass the ship's rail in the port or shipment.

C1F

CIF means "Cost, Insurance and Freight". This term is basically the same as C & F but with the addition that the seller has to procure marine insurance against the risk of loss of or damage to the goods during the carriage. The seller contracts with the insurer and pays the insurance premium.

Freight Carriage Paid To

Like C&F "Freight or Carriage paid to..." means that the seller pays the freight for the carriage of the goods to the named destination. However, the risk of loss of or damage to the goods, is transferred from the seller to the buyer when the goods have been delivered into the custody of the first carrier and not at the ship's rail. It can be used lor all modes of transport including multimodal operations and container or roll on-roll off traffic by trailers and ferries. When the Seller has to furnish a bill of lading, waybill or carrier's receipt, he duly fulfills this obligation by presenting such a document issued by the person with whom he has contracted for carriage to the named destination.

Freight Carriage and Insurance Paid To

This term is the same as "Freight or Carriage Paid to..." but with the addition that the seller has to procure transport insurance against the risk of loss of or damage to the goods during the carriage. The seller contracts with the insurer and pays the insurance premium.

EX Ship

"EX Ship" means that the seller shall make the goods available to the buyer on board the ship at the destination named in the sales contract.

EX Quay

"EX Quay" means that the seller makes the goods available to the buyer on the quay (wharf) at the destination named in the sales contract.

Delivered at Frontier

"Delivered at Frontier" means that the seller's obligations are fulfilled when the goods have arrived at the frontier - but before "the customs border" of the country named in the sales contract.

Delivered Duty Paid

While the term "Ex Works" signifies the seller's minimum obligation, the term "Delivered Duty Paid", when followed by words naming the buyer's premises, denotes the other extreme - the seller's maximum obligation. The term "Delivered Duty Paid" may be used irrespective of the mode of transport.

Notes:

"Incoterms" – „Міжнародні правила тлумачення комерційних термінів”. Розроблені Міжнародною Торговою Палатою. Збірник “Incoterms 1980” містить правила тлумачення 14 базисних умов постачання.

EXW - EX works – франко-завод, із заводу

FRC - Free carrier... named point – вільно в перевізника /у пойменованому пункті/

FOR/FOT - Free on Rail/Truck – франко-вагон, вільно у вагоні або на платформі

FOA - FOB Airport – вільно в аеропорті

FAS - Free alongside ship – вільно вздовж борту судна

FOB - Free on Board – вільно на борті судна

CFR - C and F - Cost and Freight – КАФ-вартість і фрахт

GIF - Cost, Insurance, Freight – СІФ-вартість, страхування, фрахт

Freight/Carriage paid to – фрахт /провізна плата сплачені до...

Freight/Carriage and Insurance paid to – фрахт /провізна плата та страхування сплачені до...

Ex Ship – з судна

Ex Quay – з пристані

DAF- Delivered at Frontier – поставлено на кордоні

DDP - Delivered Duty Paid – поставлено із оплатою мита

Words and word combinations

multimodal - мультимодальний

mode of transport – вид транспорту

ship's rail – рейлинг судна

critical point of responsibility – критична точка відповідальності

risk of loss or damage – риск втрати або пошкодження товару

terminal – вантажні склади у портах, які мають сортируючи устрої

pallet – піддон

through – наскрізний

assume responsibility – взяти на себе відповідальність

port of shipment – порт відвантаження

port of discharge – порт розвантаження

receipt – одержання, розписка про одержання

vehicle – транспортний пристрой

fulfil obligations – виконувати обов’язки

meet the requirements – задовольняти вимоги, забезпечити потреби

RO/RO Roll on/Roll off – метод транспортування вантажів із горизонтальним навантаженням та вивантаженням

ferry – паром

custody – зберігання

wagon – товарний вагон

carrier – перевізник

carry – везти, перевозити

carriage – перевезення, транспортування

by rail – залізницею

quay (wharf) – причал

lighter – ліхтер

on board a ship – на борті судна

marine insurance – морське страхування

insured –1)страхувальник (особа, яка віддає майно на страхування) 2)застрахований

insurer – страховик (особа, яка приймає майно на страхування)

insurance premium – страхова премія, страховий внесок (винагорода, яку страхувальник сплачує страховику)

Questions

1. What does the term 'multimodal transport' mean?

2. What is regarded as the critical point now?

3. What document is issued in combined transport?

4. What mode of transport do you use for carriage of goods?

5. Where are critical points of responsibility under Inco Terms?

PACKING AND MARKING

Packing goods for export is a highly specialized job. If the goods are improperly packed and marked, the carrier will refuse to accept them, or will make qualifications about the unsatisfactory condition of packing in the bill of lading.

Packing can be external (crate, bag) and internal (box, packet, flask etc.), in which the goods are sold.

In case of consumer goods packing has a double function. On the one hand, it is for protection. On the other - it serves to advertise a product and attract a customer.

Marking should be in indelible paint with recognized kind of marks.

Extract from a contract

Contract No.___________________

Packing

1. The equipment and spare parts are to be shipped in export sea packing meeting the requirements of each particular type of equipment.

2. The packing is to secure full safety of the goods from any kind of damage and corrosion during transportation by sea, railway and combined transport. The packing shall be suitable for loading by crane, by autocars, by trucks and manually in so far as the weight and volume of individual packages allow.

Before packing, the equipment is to be protected with anticorrosive coating to protect it from any damage and corrosion in transit and to ensure storage during hot summer and cold winter (to minus 40 °C).

3. The Sellers shall be responsible lor any damage to or breakage of the goods that may be caused by poor packing or for corrosion which may appear due to improper or insufficient coating.

Extract from a contract

Contract No.___________________

Marking

1. The cases in which the equipment is packed are to be marked on three sides: on the top of the case and two non-opposite sides.

2. The marking shall be clearly made with indelible paint in English and Ukrainian as follows:

VVO – ВВО

Contract No. – Контракт №

Nariad No. – Наряд №

Trans No. – Транс №

Package No. – Місце №

Net/Gross weight in kg – Вага нетто/брутто в кг

Case dimensions in cm (length, width, height) – Розміри місця в см (довжина, ширина, висота)

3. All cases which need special handling must have an additional marking:

"Handle with care" – „Обережно”

"Top" – „Верх”

"Do not turn over" – „Не кантувати”

as well as other indications if specific handling of a particular case is required.

Words and word combinations

packing – упакування

external packing – зовнішнє упакування

internal packing – внутрішнє упакування

sea packing – морське упакування

marking – маркірування

marks – маркірувальні знаки на упакуванні

make qualifications – робити застереження

indelible – незмивний

safety – схоронність

in transit – в путі /про вантажі/

storage – зберігання

breakage – полом

Questions

1. What are the packing requirements in this concrete case?

2. What preventive measures are necessary to protect the goods from damage?

3. Why is it necessary for a packer to know the freight routes?

4. What kinds of export packing do you know?

5. What is the function of packing in the sale of consumer goods?

6. What are the requirements for marking the goods in this concrete case?

7. What is usually written if the goods need special handling?

8. What happens in case of wrong marking?

9. Are there any international standards of packing and marking?

Unit 3. Safety of goods