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English itself  has plenty of rare words.  One example is "eschew"; how  many  times  we  see  people  struggling   with negatives such  as "and  we  agree not to produce (whatever it is) for a period of X". The more appropriate phrase would be

"we will eschew production".

But here it should be mentioned  that  not  everyone  can understand such  phrases.  Therefore rare words should be used only once in a long  while.  Those  who  uses  them  sparingly appears to be reliable.

Some words against passive

Until now the  study  of  writing  business  letters  has consisted largely  of  contract  phrases  accompanied by brief essays evaluating  their  usefulness.  The   words   are   only samplings and are presented mainly to conduce writing business letters in a proper way.  It will be wrong,  however, to bring this list  to an end without mention of a more general problem that arises in connection with no fixed word pattern at all. It arises, rather from using too many passives. Such phrases as "The material will be delivered";

"The start date is to be decided";

"The figures must be approved" are obscure ones leaving unsettled who it is that delivers, who decides,  and who does the approving.  Which side it is to be? Lawsuits  are  the  plausible  outcome  of  leaving it all unsettled. Passives used in contracts can  destroy  the  whole negotiations. "You  will  deliver"  is better for it identifies the one who will do delivering.  Certainly,  "must be approved by us" violates other canons.  "We shall have the right but not the obligation to approve" is less unfortunate.  There  is  no doubt that passives do not suit business letters,  and if they go all the way through without adding something like "by  you" or "by us" they are intolerable.  Once in a long while one may find passives used purposely to leave something  unresolved.  In those circumstances  they  will be in class with "negotiate in good faith", which I've examined earlier.

Examining english business letters

Now let's turn to the practical point of writing business letters. They  may be divided into official and semi-official. The first kind of letters is characteristic  of  those  people working in  business:  an executive,  a department manager,  a salesman, a  secretary  or  a  specialist  in   business   and technology. But also many people may want to buy something, to accept an invitation or to congratulate somebody - this  is  a kind of semi-official letters.  The first kind  of letters may in turn be subdivided into such groups as:  inquiries, offers, orders, and  so  on.  I  am  going  to examine this group more carefully looking at the correspondence of Chicago businessmen and English manufactures.

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Example 1.

MATTHEWS & WILSON

Ladies' Clothing

421 Michigan Avenue

Chicago, III.60602

Messrs GRANT & CLARKSON

148 Mortimer Street

London WIC 37D

England                                  October 21, 1993

Gentlemen:

We saw  your  women's  dresses  and suits at the London Fashion Show held in New York on October 17.  The lines you showed for teenagers, the  "Swinger"  dresses  and trouser suits would be most suitable for our market.

Would you kindly send us your quotation for spring and  summer clothing that  you  could  supply  to us by the end of January next. We would require 2,000 dresses and suits in each of  the sizes 10-14,  and  500 in sizes 8 and 16.  Please quote c.i.f. Chicago prices. Payment is normally made by letter of credit.

Thank you for an early reply.

Very truly yours,

P.Wilson.Jr

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