Commercial_Correspondence

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Example letter

like you to come for interview on Thursday 12 July at 11.00 am. Could you phone me on Ext. 217 to confirm that you will be able to attend?

I look forward to hearing from you.

Yours sincerely

AMA& Lev-iPt,

Anne Levin

Recruitment Department

MAKING A DECISION

harming down an applicant

Companies reject applicants for a variety of reasons, the most common of which are lack of relevant qualifications or experience. However, it is unusual for a candidate to be told why he or she has been rejected.

—Thank you for attending our selection panel on—. We regret to inform you that you were not successful in your application.

— We regret that we are unable to offer you the position of—,for which you were interviewed on —. Thank you foryour interest in XYZ Ltd.

—We have decided not to appoint any of the applicants who were interviewed for the post of — on —, and will be re-advertising the vacancy.

OTIa[rIng a post

Letters to successful applicants can vary in length and detail depending on the type of job, whether the company has a standard printed contract, or if for some reason, it is necessary to give details of the terms of employment.

Opening

—We are pleased to inform you that you were successful in your interviewfor the post of —.

—We would like to offer you the post of —.

—The selection panel has approved your appointment as —.

—The bank has agreed to accept you for the post of trainee, subject to the usual references.

Details of employment

As we discussed in your interview, your duties will include... Working hours are from o8.00 tor6.00, Monday to Friday. You are entitled to

25 days'annual leave, plus all public holidays. There is a staff contributory pension scheme, which you will be eligible to join on successful completion of a six-month period of probationary employment. Staff benefits include a subsidized canteen and free

Closing

A letter offering a job would invite questions if anything is not clear about the terms and conditions of employment, and ask for written confirmation of acceptance. In the UK, the law requires that companies offer a contract of employment, and two copies of this are often sent with the letter. The applicant would be asked to return one signed copy with their confirmation, and keep the other for their own records.

—I look forward to seeing you in my office at

09.00a.m. on Monday to January 20—. If you have any questions concerning the enclosed conditions, please contact me immediately. Otherwise, please would you sign the enclosed contract of employment and return it with your letter of acceptance.

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Personnel appointments

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—Two copies of your contract of employment are enclosed with this letter. Please sign one copy and return it to the Personnel Officer, Mr

Terence Wright, with a letter confirming you have accepted the position. Mr Wright will then get in touch with you with your joining instructions.

—Please report to Reception at 08.30 on Monday 14 November. You will receive a twoday induction and orientation course, and then begin work on Wednesdayi6 November.

Accepting a post

Letters confirming that you accept a post can be brief, as long as they cover all the relevant points.

— Thank you for your letter of 23 December

20- offering me the post of I am delighted to accept. I look forward to seeing you at og.00, on Monday io January.As requested, I enclose one signed copy of the contract of employment.

—I am returning a signed copy of the contract of employment, which you sent me with your letter of is February. I confirm that I will be able to begin work on Monday 9 March at o8.00, and look forward to seeing you then.

—Thank you for offering me the temporary position of trainee in your bank, starting on Monday14 November. I have read the Staff Handbook and the relevant details concerning traineeships, and accept the conditions of employment.

Dear Mr Hall

I have much pleasure in offering you the post of —.

I can confirm that your starting salary will be £21,000 p.a., and your employment will commence on Monday 15 August 20—.

Please sign both copies of the endosed contract of employment and return them to Joanna Hastings, Human Resources Department, at the above address, with your acceptance letter. Full details of your employment are in the Staff Handbook, a copy of which I also enclose. Please read the relevant sections of the handbook carefully, and let me know if you have any queries.

Please arrive at Reception at 9.30 a.m. on Monday 15 August, and ask for me.

I look forward to meeting you and welcoming you to the company.

Yours sincerely

A pate, Lew&

Anne Levin

Recruitment

Enc.: Contract of employment (2 copies)

Staff Handbook

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Example letter

25 Victoria Road

Birmingham

B19 2ZK

As requested, I enclose a signed copy of my contract of employment. I look forward to meeting you.

Yours sincerely

,zikum, Hatt

Adam Hall

Enc. Contract of employment

Points to remember

1 The word job is not usually used either in advertisements or applications. The terms vacancy, post, or appointment are more appropriate.

2 If requesting an application form, keep the letter brief, but provide essential details about yourself. When returning the form, include a covering letter expanding briefly on details that might not be dear, or pointing out important or relevant qualifications and experience -but keep this short as the application form or c v should contain full details.

3 When writing to a prospective employer, remember to explain why you left your previous post, but do not complain about the salary or conditions. Concentrate instead on your suitability for the post, what you can offer your new employer in terms of experience or expertise, and why you particularly want it.

nuaLulutodde lauuociad

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Unit a

page 26

1 Because he wants to see how well they will sell. 2 Trade references, i.e. assurances from other

furniture dealers that Mr Hughes' business has a good reputation.

3 A provisional order; as an email attachment.

4 No, Mr Hughes says the consignment can be sent with the next delivery.

page 27

1Yes.

2None.

3Return them to Homemakers within two months of the date of the email.

4Let us know if we can be of anyfurther help.

Unit 3

r> page 44

1 To indicate that he may be able to sell a large quantity of cps.

2 From an advertisement.

3 He wants leading brands suitable for domestic recording, and some samples.

4 Trade discounts.

5Yours sincerely

6a leading b brand c substantial d discount page 45

1 chain of retailers.

2 Men's leisurewear.

3 At Hamburg Menswear Exhibition.

4 Quantity and trade discounts.

5 3o-day bill of exchange, documents against acceptance.

6 Over 500.

7 a range b displayed c net price d garment

Unit 4

r> page 55

1 The reference of M. Gerard's enquiry, and also the date.

2 They are part of a consignment of bankrupt stock.

3No.

4A price-list enclosed with the letter, and also samples of the cos by separate post.

5No. Herr Gerlach advises them to order fast as there is strong demand.

1> page 56

1 He refers to some of the products in the enclosed catalogue.

2 He mentions our worldwide list of customers.

3 c IF to Canadian seaboard ports.

4 He invites Ms Lowe to contact Glaston Potteries for further information.

5 a selection b choose c receipt of order

e> page 57

1 She is out of stock of the types of unit Sr Monteiro is interested in.

2 She mentions that she is testing another consignment of units.

3 No, she says she will contact him. page 58

1 No, he offers a15% trade discount, not the zo% which Mr Crane asked for.

2 By sight draft, cash against documents.

3 He says that he would be prepared to review it when a firm trading association has been established.

4 Satex's summer catalogue and price list.

5 He mentions other retailers throughout Europe and America.

6 a sight draft b review c association page 59

1 An estimate for refitting Superbuys' Halton Road branch.

2 A net total (it excludes VAT).

3 Because Wembley Shopfitters use best quality materials and offer a one-year guarantee.

4unforeseen circumstances, i.e. problems that were not predicted.

5Senior Supervisor.

6a premises b worked out c backed

Unit 5

page 64

1Satex's.

2No.

3Within six weeks.

page 65

1 The most likely reason is that he wants to see how the order is handled.

2 The catalogue numbers.

3 Trade and quantity discounts.

4 Within six weeks.

5 The order number (DR

C> page 68

1 The crockery should be packed in 6 crates,10 sets per crate, each piece individually wrapped, crates marked MacKenzie Bros Ltd fragile, and crockery, and numbered i-6.

2 Letter of credit.

3 There are regular sailings from Liverpool to Canada.

4 Yes, provided the designs are those stipulated on the order.

5 MacKenzie Bros.

6 a crockery b crates c fragile d stipulated e made up

page 69

1 By sea.

2 On 3o July.

3 Glaston Potteries will transfer them to Burnley City Bank for forwarding to the Canadian Union Trust Bank.

4 They substituted the same design in red.

5 a necessary b sent c as per your d with the exception of

e- page 73

1 Their main supplier of chrome has gone bankrupt.

2 They will find another supplier.

3 By the middle of next month.

4Yes.

5Whether or not Majid Enterprises want to

cancel the order.

6 a concerning b bankrupt c confident d assembled e inconvenience

i> page 74

1 The customer wants a very large discount.

2 By saying that 25% is his maximum discount.

3 That his refusal only applies to this order.

Unit 6

1> page 8z

1 The invoice number (1096/A3).

2 at (each price).

3£3,271.00

4Cost, Insurance, and Freight (c

5By including E & OE (Errors and Omissions Excepted) at the bottom of the invoice.

r page 83

1£270.00

2£80.00

3£180.00

4£1,580.00

5 Account rendered £522.00.

6 Yes, 3% discount for payment within seven days.

e. page 89

1$7,139.00

2The company are waiting for compensation for

cargo lost in a fire.

3 Van Basten's insurance company have promised to pay them compensation within the next few weeks.

4 a dear b intended c shipment d compensation e appreciate

e, page 91

1meet

2A government order to stop trade with another

country.

3 He plans to sell the consignments to customers in Brazil.

4 He suggests that Zenith should draw a new bill of exchange in sixty days' time, with 6%

interest added. 51; 5 a temporary b major c consignment

d draw page 92

1Yes.

2He has commitments (i.e. suppliers to pay)

himself.

3No.

4He suggests that Mr Franksen should pay half

the outstanding balance immediately, by bank draft, and the other half within forty days.

5 Mr Franksen will send a bank draft for half the amount by return of post, and the signed B /E 7714 for the other half.

1> page 96

1 Because they were moving from Milan to

Turin.

2 He has endosed a cheque as part payment and promises to settle in a few days.

3 To make a note of Omega's new address.

page 97

1 Copies of the invoices making up the outstanding balance.

2 Three months.

3 Yes. They plan to instruct their solicitors if payment is not received within ten days.

4 instruct our solicitors to start proceedings

Unit 7

e. page 104

1 Because he ordered from an out-of-date

catalogue.

2 Deliver the correct consignment and collect the

wrong one.

3 Because he is cancelling the invoice for the wrong consignment.

4 He is sending him a new winter catalogue.

5 a looked into b instructed c pick up d mislaid

t> page los

1 The boxes were broken open in transit

2 Because they were crushed or stained.

3 The sale was on a CIF basis, and the forwarding company were Sig. Causio's agents, so he must

deal with them.

4 A list of damaged and missing articles.

5 Keep it until Sig. Causio tells him what to do

with it.

6 a in transit b estimate c contact

page io8

1 He thinks it was caused by dripping water. He will arrange for it to be repaired and seal off the area.