- •Introduction
- •Unit 1 First impressions count!
- •Think quality
- •Paper quality
- •Paper size
- •Headed notepaper
- •Continuation sheets
- •Setting out your letter
- •Sender’s address / outside address
- •Inside address / receiver’s address / recipient’s address
- •Surname known
- •Job title known
- •Department known
- •Company known
- •Order of inside address
- •Attention line / ‘for the attention of’ line
- •Salutation / opening greeting
- •Body of thr letter
- •Complimentary close / complimentary ending
- •Signature
- •Sender’s name
- •Sender’s office or department
- •Type of company
- •Mary Raynor
- •Board of directors
- •Address
- •Registered number
- •Per pro
- •References / reference code
- •Job title
- •Enclosures
- •Despatch method
- •Private and confidential / classification line
- •Subject title / subject line
- •Copies / copies line
- •Postscripts
- •Common letter layouts
- •Fully blocked layout
- •John Smith
- •Semi-blocked layout
- •17Th May 2000
- •Quotation for extension at 42 Botlcy Close
- •John Smith
- •Fully indented layout
- •Quotation for extension at 42 Botley Close
- •John Smith
- •A few words about envelopes
- •Addressing envelopes
- •Kettering
- •Sender’s address addresses on the envelopes
- •Abbreviated forms on the envelope
- •Writing well length
- •Too long
- •Too short
- •The right length
- •Order and sequence
- •Unclear sequence
- •Clear sequence
- •Planning
- •First paragraph (introductory paragraph)
- •Courtesy
- •Idioms and colloquial language
- •Clarity
- •Abbreviations and initials
- •Numbers
- •Prepositions
- •Words to avoid foreign words
- •Ambiguous words
- •Vogue words
- •Titles, names and addresses
- •Unit 2 types of organizations
- •Organisational structure and communication
- •The purpose of organisation charts
- •Relationships in a business organisation
- •Rayco ltd
- •Unit 3 enquiry letters
- •Figure 19
- •Figure 21 Quotation of terms
- •Unit 5 follow-up and sales letters
- •Figure 23
- •Figure 24
- •Figure 25
- •Unit 6 orders and execution of orders
- •Figure 27 Order
- •Figure 28
- •Marking
- •Specimens of marks
- •Kent, clarke & co. Ltd
- •Figure 33 Advice of shipment to importer
- •Unit 8 letters of complaints
- •Unit 9 replies to complaints
- •Unit 10 overseas payments
- •Invoice
- •Figure 45
- •Bank draft
- •Bank transfer
- •Bill of exchange
- •Introductory paragraph (sender’s) address
- •Into English:
- •Hierarchy
- •Organization chart Rossomon plc
- •John sutton
- •Linda Gabbiadini
- •Padryg Burne
- •Unit 3 enquiry letters language practice
- •Unit 4 replies to enquiries language practice
- •Paper Products plc
- •16 Rushthorne Way, Bolton, Lancashire bl63 6sg
- •Unit 5 follow-up letters language practice
- •In stock out of stock under separate cover
- •Into effect (come into effect)
- •Unit 6 orders and execution of orders language practice
- •Inconvenience reference terms
- •In touch with in (your/our) favour of assistance
- •Unit 7 packing and despatch language practice
- •Packing
- •Goods and transport
- •International trade finance documents
- •In our/your own interest in due course on the way
- •In transit on arrival to the letter
- •Unit 8 letters of complaint language practice
- •In good time with the exception of on schedule
- •Issue passed reply
- •Unit 9 replies to complaints language practice
- •In advance up-to-date
- •Unit 10 overseas payments language practice
- •Talking about letters of credit
- •Importer
- •Importer’s bank
- •Barklays
- •Dispatch V., n.(dispatch method)
- •Receiver’s address
- •Recipient’s address
- •Unit 2
- •Unit 3
- •Unit 4
- •Unit 5
- •Unit 6
- •Unit 7
- •Unit 8
- •Unit 9
- •Unit 10
- •Post Office Giro (International Post Office Giro)
- •Postal order
- •Promissory note (p-note)
S
Blackmore Your (2) … (1)
………… Our (3) … …/MC ……………..
(4) ……………
Paper Products plc
16 Rushthorne Way, Bolton, Lancashire bl63 6sg
Exercise 52. Write a letter of reply to the letter in No. 42, using the following words and phrases.
Exercise 53. Now read this memo from Gerd Busch, of Busch AG to his secretary. Use the information to write a letter of reply to Anne Croft from the secretary, on Mr Busch’s behalf.
Exercise 54. Translate into English.
Unit 5 follow-up letters language practice
1. Focusing attention. Note these sentences:
We
would like to inform you of price reductions for our filing
cabinets.
a.
To
avoid delay in despatch, perhaps you would like to order as soon as
possible?
b.
c
We
would particularly like to draw your attention toour new range
of cars.
Make statements and questions similar to a and b for the following:
(statement) Inform/the latest development in filing systems
(question) Enclose/a detailed statement of costs?
(statement) Help/in every possible way
(question) Visit/our stand at the Milan Trade Fair?
(statement) Forward/brochures on this model under separate cover
(question) Send/your representative to visit us?
(statement) Receive/further instructions from you about shipment
(question) Telex/your instructions as soon as possible?
(statement) Despatch/the goods from Southampton
(question) Confirm/these arrangements with your bank’s correspondents in London?
Focus attention on:
New L60 model
New system of ordering
An improved 15% discount for bulk orders
A new introductory discount
The latest range of stainless steel knives
A new supply of Ceylon tea
A new price-formation policy
A drop in the interest rate
A change in manpower policy
Diminishing stocks
2. Note these sentences:
We
would like to help you if possible. For
example, / For instance, we could
arrange a demonstration in your office.
Make similar sentences, giving or quoting examples.
There are various methods of payment in International Trade. You can use a Letter of Credit.
In a letter placing an order, you must request special documents. You must request an invoice.
A sales letter often gives many extra details. It often gives details of price reductions.
A follow-up letter often offers special services.
A company representative performs many useful functions
A heading in a letter may be unhelpful for various reasons.
An announcement to regular customers is sometimes necessary.
A Pro-Forma Invoice may be necessary for some important orders.
An immediate acknowledgement of an order is essential in many cases.
A bulk purchase of goods is quite economical for many reasons.
3. Offering. Note this sentence:
We
are offering / We can offer / We are able to offera special
discount for this model.
Make similar sentences offering:
Free delivery in the London area
A discount of 11%
Free samples
A discount of 12% on all orders above $500
A visit from your representative
A special discount of 5% on all orders received before 5 May
A free demonstration in your own show-room
A discount on all models in the same price range
Partial delivery to London
Promotional gifts
4. Expressing hope. Note this sentence:
We
hope (that) you will be pleased withthe catalogue.
Express hope:
That your customer will be pleased with the samples you are sending him
That your customer will decide to order the clothes illustrated in your new catalogue
That you will be able to supply your customer again in the coming year
That the customer will order from the new catalogue
That your customer will decide to place a bulk order with you
That your customer will be pleased with the quality of the goods
That your customer will be pleased with an improved 5% reduction
That you will be able to book the order in the nearest future
That your customer will be pleased with the free samples you’ve sent them
That your customer will be pleased with the demonstration you arranged last month
Exercise 55. Insert the correct phrases in the following letter.
as soon as possible in demand in short supply