Pattern Dialogue

Ted— the manager of the purchasing department.

David— a student of economics and business.

David: Hello, Ted. How are you getting on?

Ted: Thanks, I’m fine and what about you?

David: Everything is all right. You know, I don’t know how to draft an order.

Ted: OK. I see. I have 10 minutes for you.

David: Last time I had a lot of problems. Could you help me?

Ted: Well, to make it clear, orders are simply the requests of one business organization for the goods or services, or both of another business organization. Orders may be either oral or written. Even when an order is oral it will usually be confirmed in writing at a later date.

David: Are there any rules that should be followed when preparing an order?

Ted: Sure, here are some of them. First, clearly state the exact quantity of the items you are ordering. Second, identify the catalogue number of the item. Third, list the catalogue price for the total price for the amount of goods ordered. Fourth, describe how the shipment is to be made.

David: Thank you for your information. It will be useful for me.

Ted: Not at all, David. I am always glad to help you.

Task Make your own dialogues according to the pattern above. Role play

Problem I

You are a manager of a firm. You want to make an appointment and have a business talk. Please, do it.

Problem II

You are a sales manager of «Sony» Company. Your firm sells high-quality TV-sets. You want to deliver TV sets. Discuss, please, the terms, the time and the guarantee period of delivery with representative of a big shop.

Problem III

You are a director of a shop. You don’t like the terms of delivery. Make an appointment to a sales manager and change the terms of the delivery.

Topic 12: TYPES OF BUSINESS LETTERS

Common types of business letters.

There are business letters appropriate to all phases of business; therefore it would be almost impossible to classify all types of the business letter. Only the commonly used types can be discussed in a brief work such as this. The following are types of business letters in general use: acknowledgement, adjustment, application, appreciation, claim, collection, congratulation, inquiry, introduction, order, recommendation, sales.

Application

The letter of application should conform to all requirements of a good business letter, and in form it should be correct in every detail. No one should do less than his very best in writing a letter of application, for it is in reality a sales letter in which the writer is trying to sell his services. The application letter usually consists of three or four paragraphs.

1635 Magnolia Avenue

Dallas, Texas

October 10, 1998

Mr. John Hamilton

1447 Houston Street

Dallas, Texas

Dear Mr. Hamilton:

I have just learned from Mr. Jones, one of your salesmen, that you wish to employ a reliable boy to help with deliveries and to do odd jobs about the store after school hours and on Saturdays. I should like very much to have you consider me for this work.

I am fourteen years old and am now in the ninth grade. For three summers I have been with the Gray Drug Company as delivery boy and general helper. I should like to have you ask Mr. H.W. Gray, the president of this company, about my qualifications. His telephone number is 3-8142.

Also, I refer you to Principal H.G. White of Lowell High School, where I am now a student, and to Principal W.B. Lake of Roosevelt Junior High School, the school from which I was transferred last January.

It would please me much to be permitted to talk with you at your convenience. My telephone number is 4-3657.

Yours very truly,

Harold Roberts

The first mentions the source of information about the position, the second gives fact to aid in securing the position, the lists references, and the fourth may suggest further communication. But even the conventional form of the application may be altered to suit the originality of the writer. In short, the more individual in form and content the message, tempering it always with sincerity, the more evident the superior fitness to fill the position. A happily turned phase or an appropriate reference may be just the difference necessary to give to an applicant advantage over has competitors.

New words

Application – заява;

Competitors – конкуренти;

Conform – відповідати (чомусь);

Conventional form of the application – загальноприйнята форма заяви;

References – довідки, рекомендації.

Order

The letter ordering goods should be made so clear that it could not possibly be misunderstood/ It should be exact and complete in every detail as to quantity, quality, size, number, catalogue page and number, shape, style, colour, price of each, or other item (use sample of paper, cloth) helping toward exact identification. If the buyer is to pay transportation charges, he should specify how the order is to be shipped – mail, express, or freight – unless he leaves this matter to the one who ships. Give complete instructions for shipping. Printed order blanks may be used, but in any case few words should be written in addition to those giving the items and exact instructions relative to the order. Write each item on a separate line beginning at the paragraph margin. If payment is inclosed, state the exact amount and the form in which it is sent – stamps, currency, check, draft, or money order. An enclosure should be clipped to the letter, and in the lower left-hand corner should be written Enclosure.

Madison High School

Wakefield, New York

January 10, 1998

The McCormick-Mothers Company

1601 East Douglas Avenue

Wichita, Kansas

Gentlemen:

Please send me the following books and the tests and other materials that accompany them by express at once:

20 copies Streamline English Departures $ 60

20 copies Streamline English Connections $ 180

20 copies Streamline English Destinations $ 200

20 copies Review for Mastery $ 100

I am enclosing my check for $ 640 640

Yours very truly,

H. Jackson

Principal

New words

Currency – валюта;

Draft – чек, вексель;

Freight– фрахт;

Margin– поле сторінки, край;

Transportation charges – транспортні витрати.