Unit 3 Building relationships Business brief

Both employers and employees have expectations about what is reasonable behaviour in a work context. There is a certain level of trust between people, and even if the newspapers are full of stories of breakdowns in this trust, we think of them as exceptions to established norms in social relationships.

Business-to-business relationships

Some say that first impressions count. Others think that someone's character can only be judged after a lot of contact in business contexts and socially. This is why deciding on a supplier or distributor takes varying lengths of time indifferent cultures. To emphasise the importance of relationships like these, companies may refer to each other as partners.

A new trend is for companies to set up e-marketplaces on the Internet where they work together on procurement (purchasing) of materials and parts. Suppliers can make bids in competition with each other.

When firms work together on a particular project, they may enter into a strategic alliance. This may take the form of a joint venture between two or three companies, or a consortium between several organisations. An alliance may be the prelude to a merger between companies. Journalists often use the language of betrothal and marriage in situations like this.

Companies may overcome legal and other barriers in order to merge, but, as in marriage, there is no guarantee that the relationship will work. The cultures of the two companies may be so incompatible that the promised increase in profitability and shareholder value does not materialise.

Relationship networks

Stakeholder theory holds that society is made up of a web of relationships, and that each member of this arrangement has its stake of interest and of responsibilities. In a company, the interested parties are its owners (shareholders), managers, employees, suppliers, distributors and customers who may or may not be end-users of its products or services. A large company's activities have an effect on the places where it operates (think especially of company towns dominated by one company) and on society as a whole. Some companies publish an independent social audit that goes beyond the traditional annual report and attempts to give a bigger picture of the company's place in society, the benefits it brings, the effects of its activities on people and the environment (see Unit 1, Communication). Some say that social audits give a false sense of social responsibility. Optimists reply that pressure from stakeholders such as shareholders and customers can bring positive changes in the way companies work, and benefits to society as a whole. Companies are increasingly sensitive to accusations of causing pollution, tolerating racism or using sweatshop labour. In a company, the interested parties are its owners (shareholders), managers, employees, suppliers, distributors, and of course its customers, who mayor may not be the actual end-user, of its products or services.

Example of offer-letter:

Ms Teresa Winch Vending Machines Inc Box 97 New York 19 February Dear Ms Winch South East Asian opportunities I was very pleased to have met you again at the open day we held in our Munich brewery last week. I hope you enjoyed yourself and felt that your visit was useful. I found our discussion about the activities of your organization in Korea very interesting. It seems to me that there are a lot of ways in which our organizations could work together to our mutual advantage in South East Asia. I have enclosed a brochure with further information about our products. I propose that we get together soon to discuss the matter in more detail. I hope this suggestion is of interest and look forward to hearing from you. Yours sincerely Katherine Sell Katherine Sell Sales Manager Encl. product brochures

Some rulers for writing a letter:

1. When you don’t know the name of the recipient: Dear Sir/ Madam (BrE), Ladies and Gentlemen (AmE).

2. When you know the name of the recipient: Dear Mr/Mrs/Ms/Miss Winch. Mr is used for men only. Mrs – for married women when you are sure that they are married. Miss – for unmarried women when you are sure that they are unmarried. Ms – for women (married or unmarried), when you are not definitely sure in this fact.

3. In the US Mr. and Mrs. Include a full stop/ period.

4. When you don not know the name of the recipient: Yours faithfully (BrE), Sincerely yours (AmE).

5. When you know the name of the recipient: Yours sincerely (BrE), Sincerely (AmE).

6. Sign your letter, then print your name and position under your signature.

7. Pay attention to some common abbreviation: Re. - regarding, pp. - (on behalf of) when you sign the letter for another person, encs. - documents are enclosed with the letter, cc – copies, the names of the people who receive a copy are included in the letter.

Some useful phrases for business letters:

Please send us catalogue and price-list of...

Please let us have your prices in sterling for...

Will you please quote for the following items: ...

Kindly quote us your (lowest) price for the goods listed below:

We hear that you have put an electric typewriter on the market and should be glad to have full details.

We should appreciate full particulars of your Reflex Camera, Export Model PX.

Please let us have a quotation for ...

We should be pleased to receive your illustrated cata­logue and price-list of Plastic Kitchen-ware.

Will you please send us samples of...

We have a considerable demand here for silk fabrics and should welcome your patternbook.

Please let us know whether you are able to send us a full range of samples.

The Embassy at... has advised us to get into touch you concerning...

Messrs. J. Smith & Co. have recommended you to and we wish to know...

We hear that you are exporters of...

When your representative called on us last month, showed us samples of a new stainless fabric. Can you supply

If your prices are competitive...

If your quality is right and the price is reasonable...

If you can let us have a competitive quotation...

If you can guarantee regular supplies...

Provided you can promise delivery within 2 weeks...

If your goods meet our customers' requirement...

If your spare part service is prompt and efficient...

So long as you can maintain a moderate price...

There is no demand here for such goods.

We should be pleased to supply you on a consignment basis.

As we have a good supply of these machines we can ef­fect shipment within 5 days.

The model you ask for is out of production, but we can supply... instead.

We can offer you a wide (range) (choice) (selection) of sizes and types from stock.

These goods are available immediately from stock.

We cannot promise delivery before 1^st January unless your order reaches us within 7 days.

Supplies of this commodity in world markets greatly exceed the demand.

Will you kindly let us have an early decision.

Please send us your instruction by cable.

Please cable (telephone) your order.

Kindly confirm your order at the price quoted.

We await your instructions. Please advise us by fax.

Your reply by telex would be appreciated.

Please quote Catalogue No. and colour required when you order.

We shall be unable to accept any more orders for this item until further notice.

Regarding item No. 6 of order, we regret that we do not manufacture this in stainless steel.

In this instance we are unable to accept your order, as we cannot match your pattern.

We fear we cannot turn out brushes of reasonable qual­ity at the price you ask.

Supplies of raw materials are becoming difficult to ob­tain and we have no alternative but to decline your order.

As our factory is at present fully occupied with contract orders, we regret having to decline your order.

As we should be unable to promise delivery before next Spring, we feel we must return your order, with our apologies and best thanks.

We have a waiting list of several hundred for these ma­chines and can give no guarantee of delivery this year.

Production difficulties force us to decline further orders for this model for the time being.

You have supplied goods below the standard we ex­acted from the samples.

The bulk of goods delivered is not up to sample.

Unfortunately, we find you have sent us the wrong catalogue.

Evidently some mistake was made and the goods have been wrongly delivered.

Our chemist reports that the content is not up to the percentage agreed.

We cannot accept these containers as they are not the size and shape we ordered.

We find that you have sent us an article marked DC/56 instead of the BC/56 we ordered; we take it that this was due to the typist's error, but as the articles sent are not of the type we ordered, we must ask for replacement by the correct number as soon as possible.

There is a discrepancy between the packing list of case

You have short-shipped this consignment.