- •Introduction
- •1 Business letter writing
- •2The letter heading and the layout
- •2.1. The parts of the letter
- •2.2. Style of american firms
- •3. Structure and presentation
- •1. Read the following statements and decide which are true t and which are false
- •2. Put the verbs in brackets into either the present simple, (e.G. He works), or the present continuous, (e.G. He is working).
- •3. Put the following names and addresses in order.
- •5. Complete the following letter of enquiry with the correct prepositions.
- •Veto Sport ag
- •3.1. Content and Style
- •1. Read this letter from a computer company to a company trainer, and fill in the blanks with the correct verb taken from the list below.
- •2. Put the phrases below in the correct order to form a letter requesting information.
- •3. Rewrite the following request for payment in a more polite form.
- •4. Other methods of communication
- •4.1. Competition
- •Curriculum vitae
- •Interests/hobbies
- •4.2. Forms
- •4.4. Faxes
- •4.5. Notices
- •4.7. Memoranda
- •5 The enquiry
- •Requests for catalogues and price lists
- •General enquiries and replies
- •Enquiries cliches
- •Enquiries
- •1. Fill in the missing words:
- •3. Match these words from Exercise 2 with their definitions
- •4. Rewrite the following questions in a less direct form, beginning with the words given.
- •5. Make words from the jumbled letters and match them with the definitions in the sentences below.
- •6. John Phillips is telling his secretary what to write when she types out the day's letters. Change his instructions into an acceptable form for business correspondence.
- •7. Complete the following letter of enquiry with the correct prepositions.
- •8. Read this reply to a letter of enquiry. Underline the words in the letter which correspond to the words and phrases below.
- •Glaston potteries Ltd
- •Reply to an enquiries (offers)
- •Replies to enquiries cliches
- •Replies and quotations
- •1. Read the following reply to a letter of enquiry. Mr. Fest refers to specific questions asked by Mr Whang. Which of the items below did he request information about?
- •6. Invoices and adjustments
- •Inform the buyer of the amount due.
- •Invoice
- •Invoice
- •Debit and credit notes
- •Varying the terms of payment
- •Useful expressions
- •7. Letters requesting payment tone
- •Late payments
- •Collection letters
- •Second application letters
- •Third application letters
- •Final collection letters
- •Checklist
- •8. Complaints and adjustment
- •Complaints concerning goods
- •Complaints concerning delivery
- •Checklist
- •Useful expressions
- •Complaints and adjustments
- •In the following sentences, the word in italics is not very appropriate for formal correspondence. Choose a more suitable alternative from the list.
- •British Suppliers plc
- •9. Credit and status enquiries
- •Lending restrictions and bad trade
Replies and quotations
1. Read the following reply to a letter of enquiry. Mr. Fest refers to specific questions asked by Mr Whang. Which of the items below did he request information about?
how soon the goods can be delivered
details of prices
where the goods can be purchased
after-sales service
how the goods will be transported
terms of payment
which bank will handle the transaction
guarantees
quality discounts
cash discounts
details of the range of goods available
Dear Mr Whang,
Thank you for your enquiry of 16 August concerning our equipment, which you saw at the International Farm Machinery Fair in Bonn
In answer to the specific questions in your letter, first let me say we are willing to consider substantial discount on orders over 200, 000 DM
All our machinery is guaranteed for three years against normal use, and we have several agencies in your country with home-trained mechanics to service all our products.
With regard to the terms of payment, which you mentioned, we would consider payment by 30-day bill of exchange, documents against acceptance, provided you could offer two referees.
We can fulfil orders within three months, unless there are special specifications, which may take a little longer, and you can buy equipment from us or through our agents in your country.
We are enclosing our current catalogue and price-list quoting c. if. Bangkok prices, which you requested, and we think you will find the earth-moving equipment on pp 101-115 particularly interesting for the work you have in mind. If you require any further information, please contact us and we will be pleased to supply it.
Yours sincerely
Gustav Fest
Sales Director
6. Invoices and adjustments
When goods are supplied on credit the supplier sends an invoice to the buyer to:
Inform the buyer of the amount due.
Enable the buyer to check the goods delivered.
Enable entry in the buyer's purchases day book.
When an invoice is received it should be checked carefully, not only against the goods supplied but also for the accuracy of both prices and calculations.
Invoices are sometimes sent with the goods but they are more usually posted separately. Any buyer who is not a regular customer will be expected to settle the account at once; regular customers will be given credit with invoices being charged to their accounts. Payment will then be made later on the basis of a statement of account sent by the supplier monthly or at other periodic intervals.
PRO FORMA INVOICES
'Pro forma' means 'for form's sake'. A pro forma invoice is used:
To cover goods sent 'on approval' or 'on consignment'.
To serve as a formal quotation.
To serve as a request for payment in advance for goods ordered by an unknown customer or a doubtful payer.
Where the value of goods exported is required for customs purposes.
Pro forma invoices are not entered in the books of account and are not charged to the accounts of the persons to whom they are sent.
Covering letter with invoice
It is not normally necessary to send a covering letter with an invoice, partially when the invoice is sent with the goods. If the invoice is sent separately a short but polite covering letter may be sent with it.
JOHN G GARTSIDE & CO LTD
Albion Works, Thomas Street
Manchester M60 2QA
Telephone 0161-980-2132