Text 1. Types of Business Correspondence

Letter writing is the essential part of business communication. A cheque, a contract or any other business paper sent by mail should always be accompanied by a letter. Nowadays more and more agreements are made in English, for English is a universal business language.

A well arranged letter will make a better impression on the reader, thus good letters make good business partners. A business letter is a letter written in a formal language, usually used between organisations and their customers, clients and other external parties. Business letters usually follow a block format. They may be divided into official and semi-official. Official letters may be subdivided into such groups as inquires, offers, orders, reclamations, and letters of adjustment.

The inquiry letter is useful when you need information, advice or directions. Be careful however not to ask for too much information or for information that you could easily obtain in some other way. There are two types of inquiry letters – solicited and unsolicited. You write a solicited letter of inquiry when a business or agency advertises its products or services. For example, if a software manufacturer promotes the new package it has developed and you can’t inspect it locally, write a solicited letter to that manufacturer asking specific questions. Your letter of inquiry is unsolicited if the recipient has done nothing to prompt your inquiry. For example, if you have read an article done by an expert, you may have further questions or need more information. Try to seek help from these people in a slightly different form. Construct your unsolicited letter more carefully. Identify who you are, what you are and why you need the requested information.

The second phase of business correspondence is the answering letter. It is very important, because it adjusts the relationships between two partners. It not only characterises the company, but also advertises it. The purpose of the letter is to persuade the partner that you are the best in business. The letter contains the quotation in reply to an inquiry. It shows the customer that he has met the seller who uses every opportunity to stimulate the correspondent's interest in his goods by including the sales message.

Answer the questions:

1. What is the main part of business communication?

2. What language is usually used in business correspondence?

3. Why is English a universal business language nowadays?

4. Where do we usually use a formal style of writing?

5. What types of official letters can you name?

6. What types of inquiry letters do you know?

7. What should you take into consideration writing a solicited letter?

8. How should you construct your unsolicited letter?

9. What is the second phase of business correspondence?

10. What is the purpose of the answering letters?

Text 2. Inquiries and Offers

Potential clients always want to know specific details of goods they want to buy. A letter written to a seller with the purpose of getting some information about the quality, price or the terms of delivery is known as a letter of inquiry. In some cases, such as a request for promotional materials, a recipient will have a clear interest in responding to you. In other cases, such as a request for some specific information on a product, he may not be as motivated to respond quickly. Consequently, always try to make the tone of the letter friendly and make it easy for the recipient to identify and to provide the information you need.

After receiving a letter of inquiry from the potential buyer, a seller supplies the relevant information by writing a quotation letter or an offer. In order to draw attention of customers to the products in question, a supplier in his letters can offer sales, discounts or a colour chart. An offer is a statement made by sellers usually in a written form expressing their wish to sell the goods. Offers as a rule include the description of the goods, details of the prices, discounts and the terms of payment as well as the date or the time and the place of delivery.

There are two types of offers. A free offer is made when sellers offer goods to regular customers without waiting for an inquiry. A firm offer is a promise to supply goods on terms stated. This promise may be expressed in the following words: “We make you a firm offer for delivery by the middle of June at the price quoted” or in some other words like: “The offer is the subject to acceptance within five days”. The sellers making a firm offer have the right to withdraw it at any time before it has been accepted. In practice, however, no reputable seller would risk his reputation by withdrawing his offer before the stated time.

Answer the questions:

1. What does a supplier usually do to draw attention of his customers?

2. What are the main rules of writing a letter of inquiry?

3. What is a letter of inquiry?

4. When will a recipient eagerly respond to the letter of inquiry?

5. What is an offer?

6. What types of offers do you know?

7. What can a seller include into his offer?

8. What is usually written in firm offers?

9. What right do sellers have making a firm offer?

10. How does a firm offer differ from the firm one?