Dialogue

Ex. 1. Read and then act out this dialogue.

Alice is a secretary in the marketing company. She is talking with her new colleague Jane about the types of business letters she is writing.

Alice: You know, we have to deal with different kinds of letters here. I'll start with inquiries. Inquiries are messages that ask for information. They may be price quotations, terms of payment, services available, personnel data, catalogues, articles or special data. In order to write inquiries that will ask the proper questions and receive appropriate replies, use the four-point plan.

Jane: What is the plan for the proper inquiry?

Alice: Well, first of all state the subject of your inquiry. Then add any explanatory material you feel will be helpful (details, definitions, descriptions, questions) and briefly give the reason for your inquiry, making it clear why the message is addressed to the reader. Lastly, end courteously.

Jane: Oh, I see, and if we have regular business correspondence, should we enclose a stamped, self-addressed envelope?

Alice: No, you needn’t.

Jane: What plan can be used to write a reply? From your words I’ve understood that we are to start with the subject of reply.

Alice: That’s right. Then provide the specific answers to the inquiry. If you can’t for some reason, say so. And add whatever explanatory material you feel may be helpful (details, technical data, background facts).

Jane: Should inquiries that may lead to valuable orders be answered as soon as they are received?

Alice: You are right. Besides, inquiries that require some preparation of data in order to respond should be acknowledged at once with a confirmation reply.

Jane: If we get a reply, should we send a thank you note to the writer?

Alice: Sure, often it is good business to send a thank you note for a reply to an inquiry.

Jane: Every time?

Alice: No, it isn’t necessary every time. But you may thank the writer for a reply that contains particularly helpful information, or it shows that the writer has made a special effort to prepare a response.

Jane: Thank you for your detailed explanation. I hope I’ll be such a good secretary as you, Alice.

Ex. 2. Read the conversation again and note down whether each of the following statements is true (T) or false (F).

1. Inquiries are messages that ask for information in reply.

2. To write a proper inquiry we must use a 3 - point plan.

3. State the subject of your reply.

4. You do not have to explain things in detail.

5. Inquiries should not be answered immediately.

6. Sometimes you may thank the writer for a reply.

Ex. 3. You are a new secretary. Ask your partner about:

1. what the inquiry is.

2. what helps to write an inquiry.

3. what plan for the proper inquiry is.

4. what plan can be used to write a reply.

5. why it is important to write a prompt reply.

6. when it is necessary to thank for a reply.

TRANSLATION

Translate the following phrases and letters into English.

1. Стандартный запрос о характеристике товара и дате поставки

Пожалуйста, пришлите нам все подробности о ... (товар) и укажите дату поставки.

2. Запрос на котировку и дату отгрузки

Просим прислать нам предложение на поставку ... (количество и товар) с доставкой ... (дата).

3. Просьба прислать каталог и т. д.

Мы были бы Вам очень признательны, если бы Вы прислали нам ... (каталог, прейскурант, полную информацию) о ... (товар).

С уважением

4. Сообщение продавцу о том, как Вы узнали о них, их продукции, запрос на образцы, модели и т. д.

Мы увидели Ваш (товар, стенд, экспозицию, выставку) на (Торговой ярмарке, Выставке автомобилей, мебели, дизайна) и хотели бы, чтобы Вы прислали нам (модели, образцы) товара.

С уважением

5. Уважаемые господа!

Мы прилагаем список товаров, которые мы хотели бы получить до конца апреля.

Мы также просим Вас прислать предложение с самыми низкими ценами обратной почтой.

С уважением

6. Уважаемые господа!

Во время моего пребывания в Лондоне 2 недели назад я посетил выставку, где мне очень понравились товары, которые демонстрировались на Вашем стенде.

Я прилагаю список наименований, которые мне требуются, и был бы очень рад получить полную информацию, касающуюся экспортных цен, условий платежа, самого раннего срока поставки и скидки для постоянных покупателей.

Моя компания интересуется всеми видами этого товара, и если у Вас есть другие изделия, мы хотели бы получить детальную информацию о них.

С уважением

7. Уважаемые господа!

В ответ на Ваше письмо от 22 августа направляем Вам наш последний каталог и прейскурант.

Последние образцы и модели высылаются отдельной почтой и должны прибыть в течение 7 дней. Посылка слишком объемная, чтобы высылать ее авиапочтой.

Мы приняли во внимание Ваши рекомендации в будущем предлагать товар на условиях СИФ Роттердам.

С нетерпением ждем Ваших заказов, после того как у Вас будет возможность просмотреть каталог и ознакомиться с моделями и образцами.

С уважением

WRITING

Ex. 1. Write a letter to Allwood and Sons Ltd. (22 Highland Way, Ashford, Kent) asking for full details and prices of their radios and televisions. Ask also whether air freight can be arranged to your country. Use your own name and today's date. Then write a reply to your letter.

Ex. 2. Compose a letter of enquiry to the Sales Manager, The British Button Company Ltd, 14 Leopard's Wharf, Liverpool L6 7SJ asking for samples and price lists of their range of pearl buttons as advertised in the “The Draper” magazine. Use your own name and today's date. Then write a reply to your letter.

Ex. 3. You are Mr. Morreau, and you saw an advertisement for Glaston Potteries’ latest designs for oven-to-table ware in the May edition of International Homes. Write the letter of enquiry to which the letter below is a reply.

GLASTON POTTERIES ltd Telephone + 44 (0)1282 46125 Facsimile + 44 (0)1282 63182 Emailj.merton@glaston.co.uk www.glaston.com Our ref: JM/SM Your ref: JFM/PS 2 July 2007 Mr. J. F. Morreau Director Cuisines Morreau S.A. 1150 boulevard Calbert F-54015 Nancy Cedex Dear Mr. Morreau Thank you for your enquiry of 28 June in which you expressed an interest in retailing a selection of our products in your shops in Nancy. Please find enclosed our current catalogue and price list. You might also be interested in visiting our website. In response to your request for a 20% trade discount, we regret that we cannot offer more than 15%. However, we do give a 5% quantity discount on orders over €20,000. In comparison with similar companies in the UK, these terms are extremely competitive. Payment would need to be by sight draft until we have established a business relationship. Finally, we are confident that we can deliver well within the two-month time limit you require. Thank you for your interest. We hope to hear from you soon. Yours sincerely J.Merton J. Merton Sales Manager Enc. Registered No.716481 VAT Registered No. 133 5343108

Ex. 4. Mr Chan has emailed Hubner GmbH, enquiring about some earth-moving equipment he saw at a trade fair. In his reply, Hubner’s Sales Director, Gustav Fest, refers to specific questions asked by Mr Chan. Read Herr Fest’s email and tick the items which Mr Chan asked about. Then write an enquiry to which Herr Fest’s email is the reply.

□ 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

□ Quantity discounts □ Cash discounts □ Details of the range of goods available □ Which bank will handle the transaction □ Guarantees

Hubner GmbH Tel:+49 40 237618 Fax.+49 40 237619 Email: festg@hubner.co.de 18Aug20— Dear Mr Chan Thank you for your enquiry of 16 August concerning our earth-moving equipment displayed at the International Farm Machinery Fair in Bonn. In answer to the specific questions in your email, first let me say we are willing to consider substantial discount on orders over €300,000. All our machinery is guaranteed for three years against normal use, and we have several agencies in your country with mechanics trained 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. I confirm that we can fulfil orders within three months, unless there are unusual specifications, and you can buy equipment from us direct or through our agents in your country. As requested, I am sending our current catalogue and price list to you by express mail. I think you will find the equipment on pages 101-115 particularly interesting for the work you have in mind. If you require any further information, please contact me. Yours sincerely Gustav Fest Gustav Fest Sales Director

Ex. 5. Write a letter from the following notes:

Taylor & Co., London EC4 thank Guazelli Company, Sao Paulo (10th August 2007) for inquiry of August 3rd. In accordance with the request from Guazelli Company, they enclose their latest price list and samples. Their terms of payment are: cash against invoice. Should further orders follow, they are willing to allow Guazelli Company three months’ credit. They look forward to a trial order.