Read the samples and note how to give an unfavourable reply to a request.

Letter 1

Dear Dr....,

In reply to your letter of May 15 I am very sorry to inform you that I can be of little help to you as there are no samples available in our laboratory at present.

Again, I wish to express my regret.

Yours sincerely,

Name

Letter 2

Dear Professor...,

I have just received your letter of May 12 requesting a contribution to Archeological Review. I am extremely grateful for your kind invitation. How­ever, I am afraid I shall have to decline it, as only a small part of my work covers the subjects your journal deals with.

I express my regret once again.

\burs sincerely,

Name

Letter 3

Dear Sirs,

We are very grateful to you for sending us your catalogue and price list for laboratory equipment.

However, we are very sorry to inform you that we have to decline your offer as we are purchasing other laboratory equipment and devices at the present time.

Yours faithfully,

Name

Chief Engineer

Here are some more samples of unfavourable responses to requests:

I very much regret/I am sorry that I am unable to help you in any way. I regret very much that I am not in a position to.... I regret that it has not been possible for me to help you. Unfortunately I am unable to....

I very much regret that I have to decline your request to contribute to.... I am very sorry that I cannot.... I am very sorry to be unable to.... I regret to inform you that I am not able to.... I must apologize to you for....

TASKS

Write a letter in which you:

a. acknowledge the receipt of a letter;

b. express regret at bang unable to amply with a request regarding the reprint of the paper...;

c. state the reason why you cannot comply with the request.

Write a letter in which you:

a. apologize for taking a long time to answer;

b. express regret that you are not in a position to deliver a series of lectures on... as circumstances confine you to your work in your laboratory;

c. ask to convey your apologies to Dr. Jones for....

Letters of Inquiry

A letter of inquiry asks a person to supply certain information or knowledge.

TASKS

Read the samples and note how to express inquiry.

Letter 1

Dear Colleague,

Our Institute is running a series of experiments on... According to our preliminary data we have come to the conclusion that....

Professor... of the Institute of... was kind enough to inform me of the results obtained in his laboratory. He also mentioned that you were experimenting on....

I would like very much to compare our data with those obtained by you. Would you be willing to inform me how satisfactory they have proved to be.

I am especially interested in the following questions: ………………..

I shall appreciate any information you can possibly provide and look forward to the opportunity to return the favour.

Thank you in advance for a favourable reply to my inquiry.

Yours sincerely,

Name

Letter 2

Dear Professor...,

Our laboratory intends to start a research centred on X-ray analysis of various rock structures. We are planning to investig­ate …. Meanwhile, we have started collecting literature on this subject.

With this purpose in mind we are writing to inquire whether you would be able to provide us with a list of references or with any information available.

Perhaps you can also mention some other prominent researchers en­gaged in a similar experiment to whom I may turn to with this request.

We would also like to maintain scientific collaboration with your labo­ratory and exchange data and information on research results.

We hope you will be interested in such contacts. Please accept my apo­logies for any inconvenience I have caused.

I look forward to hearing from you.

Sincerely yours,

Name

Chief of the Sander's Laboratories

Letter 3

Dear Sir,

I am a long-time reader of the "Archeological Review" and enjoy reading your papers. I am writing to enquire whether you would be willing to establish a regular exchange of reprints in the field of research which is of mutual interest for both of us. I could offer you the following papers:

In exchange I would appreciate having...

I look forward to hearing from you.

Faithfully yours,

Name

Letter 4

Dear Dr. Anisimov,

In the journal... I've read your paper entitled.... The results obtained are interesting and the research methods are excellent. I would like to follow your methods in my work, but there are some steps that are not quite clear to me. I am writing to inquire whether it would be possible to visit your laboratory, so that I could know about your tech­niques in more detail. I would like to conduct experiments in your laboratory for a month.

In return, it would be a great honour to invite you to work in my labo­ratory for an equal period of time or longer.

I look forward to hearing from you soon.

Yours sincerely,

Name

Here are some phrases and sentences used to make an inquiry:

May I inquire why.... I wish to inquire about.... I would like to ask if.... I hope you will give attention to my inquiry.

TASKS

1. Write a letter of inquiry in which you:

A. present the subject and the purpose/reason of/ for your inquiry;

B. make an inquiry;

C. express your appreciation for the information provided.

2. Now read the samples and note how to give a favourable reply to an inquiry.

Letter 1

Dear Colleague,

I am very glad to know that you are also doing experiments in … It gives me great pleasure to send you the data I have obtained. We have chosen these stimulants for several reasons…

I hope you will find this information useful. In return I would much appreciate it if you send me your reprint of....

If I can be of any further assistance, please do not hesitate to contact me.

Yours sincerely,

Name

Letter 2

Dear Dr....,

Returning to your letter of April 7, we have the pleasure to inform you that we have received two copies of the proofs of your paper.

Yours sincerely,

Editor-in-chief

Name

Here are some more samples how to reply to an inquiry favourably:

In reply to your inquiry of (date) I am glad to inform you that....

It gives me great pleasure to send you.... If I can be of any further help please do not hesitate to contact me.

In accordance with your inquiry of (date), I am delighted to send you a list of references and data on....

TASKS

Write a letter in which you:

a. acknowledge the receipt of the letter of (date);

b. provide information about the inquiry;

c. express hope that the sender of the inquiry is satisfied with the information provided;

d. express your willingness to be of help in the future.

Read the samples and note how to make an unfavourable reply to an inquiry:

Letter 1

Dear Colleague,

Your letter of November 12 has reached me today. I very much regret to inform you that I am not able to provide the information you re­quested. Our laboratory stopped experimenting in... three years ago. If you are interested in the results of our work, please consult the Archeological Review, v. 44, No. 3, July 2010.

Furthermore, I received a reprint from Dr...., who deals with... and if you wish, you may use my name when writing to him.

If I can be of any help to you in the future, do not hesitate to contact me.

Yours sincerely,

Name

Letter 2

Dear Professor...,

It was a pleasure to receive your letter of August 3, 2005 in which you asked me to send you a list of references and the data available on....

As far as the reference list is concerned, I will be delighted to send it to you. Regarding the experimental data, however, I'm afraid I will be unable to provide this information to you since our data are only pre­liminary and require verification. We are looking forward to the publi­cation of our paper in the …. ….. I can send you a reprint and its English translation as soon as it is published.

In your letter you suggest establishing scientific contacts through the exchange of data and information. We support this idea and are willing to share materials available in our laboratory. Under a separate cover I am sending you two reprints that, in my opinion, would be of interest to you. Moreover, an exchange of visits to both countries and an ex­change of literature would be greatly appreciated.

I hope the reference list is just what you need and it will be of help to you. If I can be of further assistance, please contact me.

Sincerely yours,

Name

Enclosure: reference list

Here are some more phrases and sentences used to make an favourable reply to an inquiry:

I am very sorry to inform you that I am unable to....

I am awfully sorry that I cannot comply with your inquiry....

I regret not being in a position to comply with your inquiry at present.

TASKS

Write a letter in which you:

a. express appreciation for the inquiry;

b. give the reason why you are not able to be of any help;

c. suggest some alternative that may be of help.

Write a letter in which you:

a. acknowledge the receipt of the letter...;

b. express regret that you are not able to be of any help;

c. express willingness to offer assistance in the future.

Letters of Thanks

On receiving invitations, papers, reprints, books or valuable infor­mation you should send a letter of thanks, gratitude or appreciation to acknowledge their receipt.

TASKS

Read the samples and note the phrases and sentences used to express thanks, gratitude and appreciation:

Letter 1

Dear Prof....,

It was a pleasure to receive your letter of March 15. Thank you for sending me your book. It is of great help to me. Please give my best regards to your wife and son.

Hoping to see you at the Congress in London.

Yours sincerely,

Name

Letter 2

Dear Dr....,

I wish to acknowledge the receipt of your letter of April 6 and express my gratitude for sending the reprints.

Best wishes,

Yours sincerely,

Name

Letter 3

Dear Dr....,

We acknowledge the receipt of your letter of June 6, 2005 and thank you very much for the paper under the title....

Yours sincerely,

Name

Letter 4

Dear Dr....,

I wish to thank you for your kind letter of April 23. I am happy to inform you that we have used your method and the results are remarkable.

As soon as I complete the graphs and tables I will send them to you for comparison.

You can hardly realize how much I appreciate the data you sent via Prof..... She has given me a short outline of the work you are carrying out in your laboratory. She is a very charming person and I enjoyed he talks and discussions that we had.

Yours sincerely,

Name

Letter 5

Dear Dr....,

I am very grateful to you for your letter of May 5, 2005 in which you invite me to attend the XI Congress on....

I have recently completed a series of experiments on.... The results obtained are beyond all our expectations. The subject of my presenta­tion could be.... I believe it is within the scope of this Congress.

Looking forward to seeing you soon.

Sincerely,

Vladimir A. Karpov

Here are some more phrases used to acknowledge the receipt of let­ters containing valuable information:

We are glad/pleased to receive your letter of....

It was a great pleasure to receive your letter of....

It is so kind of you to send me....

I am delighted that you sent....

I am much obliged to you for sending me....

I wish to thank you very much for your kind letter of....

We thank you very much for....

Many thanks for your letter of June 7.

I am most grateful to you for sending me....

Thank you so much for....

TASKS

Write a letter in which you:

a. acknowledge the receipt of the letter of (date);

b. express your gratitude to Dr. … for an invitation to the conference to be held;

c. express hope to meet him at the conference.

Write a letter in which you:

b. acknowledge the receipt of the letter of (date):

c. express thanks for sending the reprint of the paper.

Write a letter in which you:

a. acknowledge with thanks the receipt of the journal…

b. write that on completing your investigation you will contribute another paper for publication.

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