Hospitality

[24] A letter from an overseas customer, announcing a visit. (Note that the letter is written in the American style.)

Gentlemen:

We have the pleasure to announce that our Technical Director, Mr Daly, is planning to visit you early in October next, the purpose of which visit will be to study on the spot, with your valuable assistance and co-operation, various questions of importance, including of course our joint program for research.

It will be very helpful for him to exchange ideas about the promotion of the business, and meetings could perhaps be arranged with various authorities who may be interested in the constructional projects we have in view. Your kind suggestions will be highly appreci­ated.

You will be informed in advance of the exact day on which Mr Daly will arrive in England. Meanwhile, with kind regards to your Directors, we are

Very truly yours

When he returns to his own country, after the visit proposed in the above letter, Mr Daly will write a letter of thanks for the hospitality received. This can be an official letter from his firm but a much more personal and friendly letter can be written, on the following

[25] A letter of thanks for hospitality (See letter no. 24)

(Private address of the American writer,

or the address of his office but without the firm's name.)

8 June 1978

Sir Walter Drake K.C.M.G.

Chairman

The Drake & Sons Engineering Co. Ltd.

BRISTOL 5

England

Dear Sir Walter

Back now in my own country I wish to thank you most warmly for your very excellent hospitality extended to me. The opportunity to meet yourself and your directors is something I had long looked forward to, and I can only hope now that one day I may be able to receive a visit here from you.

I very much appreciated your kindness and that of Mr James Frobisher in showing me round the new plant.

I thank you once again, and am,

Sincerely

J. DALY

(A more formal letter of thanks could be addressed to the Secretary of the company, asking him 'to convey' the thanks of the writer to the Chairman and directors.)

The company secretary

As stated in Chapter 2 all limited companies are required, under British Company Law, to have a Company Secretary; in the case of private companies the directors are free to appoint any suitable person for this position, but in the case of public companies—where the money of the public is concerned—the Company Secretary must be a properly qualified person, a member of a recognised Institute or Association.

The correspondence of the Company Secretary is particularly con­cerned with shareholders' meetings, board meetings, and the various forms that must be sent in to the office of the Registrar of Joint Stock Companies (the Government department concerned with company regulations).

The Company Secretary may also deal with enquiries for information concerning other firms, although the Accounts Department often hand­les these matters. Administrative questions outside the ordinary trading come into the sphere of the Company Secretary, under instructions of the Board of Directors.

The Company Secretary writes to the Chairman of the Board of Directors

17. I think it would be advisable to call a meeting to discuss the matter of... that has just arisen. If you will kindly let me know a day and time suitable to you I will then contact the other members of the Board. The matter to be discussed could be: price reductions; employees' pensions; or a 'take-over bid'.

Further phrasing for letters written by a Company Secretary, for the Chairman of a company

18. The Chairman has asked me to call a round-table meeting, to discuss the take-over bid with the other parties interested.

19. The Chairman has instructed me to say that he considers it advisable to call a meeting at an early date.

20. In view of the difficulties that have arisen I think it is advisable to call a meeting, so that the whole matter can be thrashed out.

21. I feel these matters can be more speedily settled at a meeting.

Official phrasing used by the Company Secretary when writing letters either to directors or to shareholders, or other persons concerned

22. The Chairman has asked me (to write to you) (to inform you)...

23. I have been instructed by the Board...

24. I have been requested (by the Chairman) (by the Board) . . .

25. At the request (of the Chairman) (of the Board) I am writing...

26. As requested, I am enclosing a copy of the Minutes of the last meeting, concerning...

27. ... I am enclosing a copy of the resolution passed at the last meeting of the Board ...