Business correspondence. Методические рекомендации

Will you please send us your catalogues and a price list with terms of payment. If it is possible, please, send us also several samples of leather used in your jackets we look forward to your reply.

Yours faithfully, …

EX.4 Read the enquiry below and give the English equivalents of the following words and word-combinations:

сделать заказ; конкурентоспособные цены; гарантировать быструю поставку; отзывы будут приложены к заказу;

Dear Sirs,

Following my conversation with the representative in your London showroom, I should be glad if you would send me your new catalogue of notebooks. If you can guarantee prompt delivery and can quote really competitive prices we may be able to place an order. First-class references will be supplied with the order.

Yours faithfully, …

EX.5 Write a letter of enquiry .

A software manufacturer advertises some new package it has developed and you can't inspect it locally, write an enquiry to that manufacturer asking specific questions. You cannot find any information on a technical subject and hope that an enquiry letter to a company involved in that subject may put you on the right track. In fact, that company may supply much more help than you had expected (provided of course that you write a good inquiry letter).

EX.6 Read the enquiry below and give the English equivalents of the following words and word-combinations: Импортѐр мебели; в настоящее время мы ищем иностранного производителя, способного поставить нам современные элитные модели кухонь; мы узнали из каталогов; вы производите кухонные гарнитуры; если ваши условия окажутся приемлемыми для нас, мы будем готовы разместить у вас регулярные крупные заказы; ждѐм Вашего ответа;

Dear Sirs:

Our company is one of the major furniture importers in Russia. At present time we are looking for a foreign manufacturer who is able to supply us with modern elite models of kitchen furniture. We learn from your catalogue that you are producing kitchen suits.

Please inform us of your current export prices and delivery terms.

If your conditions are acceptable to us, we'll be ready to place regular large orders with your company.

We are looking forward to hearing from you. Yours faithfully,

T.P. Ivanov Sales Manager

ANSWERS TO ENQUIRIES

It often happens that the Seller is not in a position to send a quotation immediately upon receipt of the Buyer‘s enquiry. For instance, in the case of an enquiry for machinery the Seller sometimes wants to get in touch with the manufacturing plant in order to find out whether the machines are still available for sale or whether they can be manufactured in conformity with the buyer‘s specification within the time required by him. In such cases

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the Seller uses the following or similar expressions in his answers to the Buyers‘ requirements:

-Your enquiry is receiving our careful attention and we hope to send you our quotation at any early date;

-We are contacting the manufacturers with the view of finding out whether the machine is available for sale and will advise you immediately upon receipt of their reply;

-We have passed your enquiry to our plant and asked them to inform us whether this model can be altered to meet your specifications within the time required by you;

When the Seller is not able for some reason to offer the goods for sale, he uses, according to the circumstances, one of the following or similar expressions:

-We thank you for your enquiry dated …but regret to inform you that at the present time we are not in a position to make you an offer for the goods required by you;

-As our plant is fully engaged with orders, we find it impossible to put forward a quotation for delivery this year.

-We very much regret that we are not able to accept new orders for delivery within the time specified by you.

-We will revert to the matter at the end of this week.

EX.1 Find the equivalents in the text:

Иметься в продаже; в соответствии с (чем-либо); в течение ( в пределах); мы уделяем Вашему запросу должное внимание; в скором времени; передавать ( кому-либо что-либо);

с целью выяснить; изменять; удовлетворять требованиям спецификации; по какой-либо причине; завод-изготовитель; быть полностью загруженным заказами; быть не в состоянии ( неспособным) сделать предложение; указывать; возвращаться к вопросу; связаться с (кем-либо); в зависимости от обстоятельств.

EX.2 Answer the following questions:

1.What does the Seller have to do if he isn‘t sure that he can meet the specifications and the requirements of the Buyer as to the quantity of the goods required?

2.What expressions does the Seller use in his answering letter when he cannot make an offer immediately upon receipt of the Buyer‘s enquiry?

3.What expressions does the Seller use in his answering letter when he is in no posi-

tion to make an offer because he cannot meet the specifications of the goods required or the other requirements of the Buyer?

EX.3 Read the letter below and give the English equivalents of the following words and expressions:

Удовлетворить требованиям самого взыскательного покупателя; образец кожи, используемой в производстве курток; заключить контракт; быть уполномоченным обсудить… ; условия заказа.

Answer the following questions:

1.What is the main purpose of this letter?

2.What expression does the supplier use to advertise his product?

3.What expression does the supplier use to show his interest in dealing with the customers?

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We thank you for your inquiry of October 12th for your interest in our product. A copy of our illustrated export catalogue will be sent to you today, together with a range of samples of the various skins used in the manufacturing of our jackets. We think that the beauty and elegance of our designs coupled with superb quality should appeal to the discriminating buyer.

Our representative, Mr. Wolf, will be in your city next week and he will be pleased to call on you and to tell you about our firm and products. He is also authorized to discuss the terms of an order with you or to negotiate a contract.

It will be a pleasure to serve to you. Yours faithfully,

EX.5 Read the letter below and give the equivalents of the following words and expressions:

ассортимент оборудования; рассматривать; покупка;

Dear Sirs,

We have a general interest in buying various items of machine tools from you, and we should be glad to receive brief details of the range of equipment which you can export.

In particular we are contemplating the purchase of a test lathe1 for hard metal. We should be glad to receive your detailed offer for this lathe If possible, the latter should be in German, but failing this English would be satisfactory.

Yours faithfully

OFFERS

If a supplier is ready to meet his correspondent‘s requirements, his reply will include:

-words of thanks for the letter of enquiry;

-all the information requested with the reference to catalogues and other printed material which is being sent by post separately;

-additional relevant information not requested by the customer;

-one or two lines encouraging the customer to order goods and assuring him of good service;

Below there is a selection of phrases for use in making offers and quotations:

1.Prices and terms:

-our prices include packing and carriage.

-our quotations are subject to 3% discount for payment in cash;

-owing to the slump in commodity prices we can offer you these goods at low market price/ on very favorable terms;

2.Supply and demand:

-in view of heavy demand for this line, we advise you to order at once;

-these goods are available immediately from stock;

-supplies of this commodity on world markets greatly exceed the demand;

3.Asking for instruction:

-will you kindly let us have an early decision.

-kindly confirm your order at the price quoted;

-your reply by fax/ telex/ phone would be appreciated;

1 test-lathe – экспериментальный токарный станок.

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4.Concluding sentences:

-we look forward to the pleasure of serving you;

-you may rely on us to give your requirement immediate attention;

-we are sure that our goods will meet your requirement;

EX.1 Find the equivalents in the text:

Слова благодарности; относящаяся к делу информация; оплата наличными; упаковка и доставка; резкое падение цен на товары; рыночная стоимость; на выгодных условиях; огромный спрос на данный ассортимент; условия платежа и поставки; с цен предоставляется скидка в 3% при условии оплаты наличными; спрос и предложение;

EX.2 Answer the following questions:

1.What information does an offer contain?

2.What expressions does the Seller use in his letter when he makes an offer?

EX.3 Read the letter below and give the equivalents of the following words and expressions:

Ссылаясь на ваш запрос от 2-го июня; подтвердить; мы производим интересующие вас товары; наш текущий прейскурант прилагается;

обращаем ваше внимание на то , что цена понимается ФОБ Лондон; срок поставки - три месяца со дня получения заказа; условия оплаты - по договорѐнности; надеемся, что наше предложение приведѐт к соответствующему заказу; просим прислать ответ как можно скорее;

Dear Sirs:

With reference to your enquiry of June 2nd we are pleased to confirm that we manufacture the goods you are interested in. Our current price-list is enclosed herewith. Please note that our price is understood to be FOB London, delivery time: three months after the order received. The terms of payment are the subject of negotiations. We hope our offer meets your requirements and will result in an appropriate order. Your prompt reply will be appreciated.

Yours faithfully, …

DIFFERENT KINDS OF OFFERS

Offers made in writing usually state the nature and description of the goods offered, the quantity, the price, the terms of payment and the time and place of delivery. Offers may be firm ( or binding) or free (or voluntary).

A firm offer is made by the Seller to one potential Buyer only and usually indicates the time during which it will remain open for acceptance. A firm offer is a promise to supply the goods on the terms stated in the letter. If the Buyer accepts the offer in full within the stipulated time, the goods are considered to have been sold to him at the price and on the terms stated in the offer. According to English and American law, a person making a firm offer has the right to revoke it at any time before it has been accepted. The offer is not a legal document – if the Seller for this or that reason decides not to sell, the Buyer has no legal remedy. However, no reputable seller would risk his reputation by withdrawing his offer before the stated time. According to Russia‘s law, a person making an offer is bound by it until the expiration of the time stated in the offer.

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Some of the expressions used in firm offers are as follows:

-We have pleasure in offering you, subject to your acceptance by fax 1,000 tons …

-This offer is made subject to your acceptance by fax

-We offer you the goods subject to receiving your confirmation within … days of the date of this letter.

-We hold this letter open for acceptance until the 15th of May.

-This offer is firm for five days.

-This offer must be withdrawn if not accepted within seven days.

A free offer does not bind the Seller and therefore may be made to several potential Buyers. Sometimes the Seller may offer their goods to their regular customers without waiting for enquiry. A free offer doesn‘t promise that the goods will be

available when the order is received. In this case there must be an indication in the offer that it is made subject to the goods being unsold when the order is received. If the Buyer accepts such an offer, the goods are considered to have been sold to him only when the Seller, after the receipt of the Buyer‘s acceptance, confirms having sold him the goods at the price and on the terms indicated in the offer.

Below are some of the expressions used in offers without engagement:

-We have pleasure to offer you without engagement 1,000 tons of …

-This offer is subject to the goods being unsold on receipt of your reply;

-This offer is being made subject to the goods being free on receipt of your re-

ply;

EX.1 Find the equivalents in the text:

Твѐрдое предложение; свободное ( простое) предложение; без обязательства; принимать (акцептовать); полностью; обусловливать; указывать (обозначать); законодательство; истечение срока; оставаться открытым для акцептования (принятия); подтверждать; подтверждение ; товары считаются проданными ; указанное время; возмещение; быть обязанным; постоянный заказчик; предложение действительно лишь в том случае, если товар не будет продан по получении вашего ответа; имеющийся в наличии; это предложение делается на тот случай, если товары не будут проданы …; при условии вашего акцепта факсом; в течение … дней от …; при условии получения вашего подтверждения; рисковать репутацией, отзывая предложение до указанного срока; уважаемый ; поставщик; продавец имеет право отозвать предложение; не дожидаясь запроса;

EX.2 Answer the following questions:

1.What is a free offer?

2.What is a firm offer? What kind of offer is only made to one potential customer?

3.What is the difference between Russian and English law concerning firm offers?

4.Why doesn‘t it often happen that a firm offer is withdrawn?

5.What expressions does the Seller use in a free offer?

6.What expressions does the Seller use in a firm offer?

EX.3 Read and translate an extract from the contract of sale.

The price for the goods shall be in accordance with the Company's existing Local List Price, at the date of acceptance of the order, which the Company shall have the

right to revise at any time. The actual price to be paid shall be the List Price less ( за вычетом) any agreed discount current for the goods at the date when the goods are dis-

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patched. Unless otherwise specified, VAT (value added tax (НДС)) and any other tax or duties payable by the Customer shall be added to the price. The prices are understood to be ex works.

The Company's offers are not binding and are subject to change without notice. When a specific binding offer is made, it shall be valid for 30 calendar days, unless expressly agreed otherwise. The Company reserves the right, by giving notice to the Customer at any time before delivery, to increase the price of the goods to reflect an increase of costs to the Company due to any factor beyond the control of the Company.

LETTERS FOR ACCEPTING OR DECLINING OFFERS

1. Accepting offer:

Orders express the writer‘s intention to do business with his correspondent, usually to buy some goods from them. While ordering goods, a customer should include the following points in his letter:

- details of the goods being ordered: quantity, quality, packing, specifications, etc.

-terms of payment and delivery;

-possible alternatives if the goods required are not available;

-in a closing sentence it is preferable to encourage the supplier to execute the order quickly and with care;

See below a sample of an export order.

Dear Sirs,

Thank you for your offer of 10 September, which we accept on the terms quoted. As you know, your Mr. R. Davis called on us a few days ago and left a range of samples. We think your electronic components for model BN33 will find a market here and we are ready to order 3,500 components as a trial order.

Further we confirm:

Prices : 50$ per carton CIF Bermen; Packing: in cartons;

Delivery: CIF Bermen-Warehouse;

Payment: against documents, by banker’s draft;

As soon as we receive your confirmation and pro-forma invoice, we will arrange for settlement by banker’s transfer. Please note that delivery is required by 25 September.

Yours faithfully,…

Usually the purchasing department or the Buyer fills in an order form , but in this case the correspondent prefers to write a letter in order to make certain points quite

clear. The Seller must send order acknowledgement as an answer to order promptly to thank his customer for the order and to confirm it.

2.Declining an unsolicited offer:

We thank you for your letter of … offering us …, but regret to inform you that at the present time we cannot make use of your offer. We have, however, noted your address and, should need arise, will communicate with you again.

3.Declining an offer and suggesting that the Seller should reduce prices and improve terms:

In reply to your letter dated … we regret not being able to accept your offer as other firms have offered us better prices and more favourable terms. If you are in a position to quote us lower prices and improve your terms, we may revert to the matter again.

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EX.1 Find the equivalents in the text:

Предложение, посланное по инициативе продавца ( без предварительного запроса покупателя); воспользоваться ( чем-либо); если возникнет необходимость; улучшать; мы сожалеем, что мы не в состоянии принять Ваше предложение; мы, возможно, вернѐмся к этому вопросу снова; платить по счѐту ; пробный заказ; выполнить заказ; ряд образцов; по предъявлению документов, посредством банковского переводного векселя; на указанных условиях; отклонить заказ; банковский перевод; связаться с (кем-либо);

письмо, подтверждающее получение заказа.

EX.2 Answer the following questions:

3. What are the necessary parts of any letter of order?

1.Why is it necessary to acknowledge the receipt of the order?

2.What is it necessary to mention in a closing sentence?

4.What expressions does the Seller use when he declines an unsolicited offer?

5.What expressions does the Seller use when he suggests some alterations of the con-

tract terms?

EX.3 Read the letter below and give the equivalents of the following words and expressions:

прилагать заказ к письму; пробный заказ; регулярные заказы; платѐжеспособность; избежать трудностей с таможней; накладная в четырѐх экземплярах; доставьте следующим судном через …: ссылаться во всех документах;

Answer the following questions: 1.What are the main points of the letter?

2.What should be done to avoid difficulties with the customs authorities? 3.Where can the suppliers learn about the customers credit status?

Dear Sirs,

We thank you for letter of November 4th.

We have studied your catalogue and have chosen 3 models for which we enclose our order. We would stress that this is a trial order & if we are satisfied with your shipment you can expect regular repeat orders.

To avoid difficulties with the customs authorities here, please make sure that our shipping instructions are carefully observed.

For our credit status we refer you to the Transatlantic Bank ,Old Bond St., London and Trusso & Co, Geneva.

Yours faithfully Philadelphia

12 Nov., 1997

Order №EC/1644

To be quoted on all documents,

Please ship by next boat via Southampton and Lisbon: 75 Model TD/24-₤40.80-less 5 %

50 Model - NC/6-₤60.20-less 5 % 108 Model LR/14-₤30.30- less 5 % f.o.b. British Port

Invoice in quadruplicate

EX.3 Read and discuss the letter of order below.

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February 14, 19XX Lindsay Office Products P.O. Box 1879

Spokane, Washington 98989

Subject: Furniture and equipment order

Please ship the following items from your sales catalogue dated January 31, 1998:

The items ordered above should be shipped C.O.D. to this address: CLAIMS DIVISION, LAW DEPARTMENT

City of Austin

P.O. Box 96

Austin, Texas

The costs above reflect a discount of 10%, with net invoice price ( чистая фактурная цена - сумма, уплаченная за товар, не учитывающая транспортные расходы, расходы на погрузку и страхование, налоги, скидки и другие подобные корректировки и добавки);due in 30 days after the invoice date. The merchandise is to be shipped by your company's own truck line at a rate of 7 percent of the total net cost.

We are remodeling our offices and have a target completion date of March 30, 1998. If there is any reason you see that you can keep your part of this schedule, please let me know immediately.

Sincerely, …

EX.4 Read the letter below and give the equivalents of the following words and expressions:

Предложение от 5 апреля 2001 года; ваши условия доставки и оплаты нас устраивают, хотя мы считаем, что предложенные Вами цены несколько высоки; когда мы станем Вашими постоянными покупателями; мы хотели бы разместить у Вас заказ на 5 станков; просим прислать нам подтверждение заказа по факсу как можно скорее;

Dear Mr. Stone:

Many thanks for your offer of Apr. 5, 2001.

Your delivery and payment terms suit us though we find your quoted prices a bit too high. We hope, however, that you will grant us a discount when we become your regular buyers.

Now we would like to place an order with you for 5 machines. Please send your order acknowledgement by fax as soon as possible.

Yours respectfully, V.N. Silin Manager

FORM OF ORDER

Dear Sirs,

Order No. … Trans. No.

Please supply and deliver the goods described below on the terms and conditions specified herein and on the reverse of this order as well as those attached to the order,

TYPE OF EQUIPMENT ……………………………………………………………………

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4.INSPECTION AND TEST: The Supplier must notify the Buyers‘ representatives at the Trade Delegation of the R.F. in the U.K. at least ten days in advance of the readiness of the manufactured goods for inspection and/or for test. The Suppliers are to accord the Buyers‘ Inspectors all assistance in obtaining information concerning the goods ordered and supply them with all necessary testing equipment, labour, services, etc. free of charge.

5.The Buyers shall have the right to inspect and test the goods at any time during their manufacture.

6.RELEASE NOTE FOR SHIPMENT: If the goods are passed by the Buyers‘ Inspector for shipment, the Inspector will furnish the suppliers with 4 copies of a Release Note for Shipment stating that the goods are passed for shipment. The Release Note for shipment is to be signed by the Suppliers‘ and by the Buyers‘ Inspector.

7.GUARANTEE: The Suppliers guarantee that the goods are in all respects in accordance with the description, technical conditions and specifications of the order, that they are free from defects in material, design and workmanship and they conform to the Suppliers‘ highest standards. Should the goods prove defective during the period of 12 months from the date of putting the equipment into operation but not more than 18 months from the date of shipment, the Suppliers undertake to remedy the defects or to replace the faulty goods delivering them CIF Baltic or Black Sea port at Buyers‘ option, free of charge, or to refund the value of the goods paid by the Buyers.

8.PACKING: The Suppliers shall have take all measures to have the goods securely and properly packed to withstand overseas and overport transportation to and in the R.F. The Suppliers shall be held responsible for all losses and/or damage to the goods owing to inadequate or unsuitable packing the goods.

9.MARKING: Each case should bear the following marking both in English and in Russian:

10.SHIPPING INSTRUCTIONS: The Suppliers shall apply to the Buyers‘ Shipping

Agents for instructions regarding the shipment of the goods and send:

to the Shipping Agents: Advice Note of the readiness of the goods for shipment together with three copies of the invoices, Release Note for Shipment ( pink copy) and one copy of Packing List.

to V/O ―Rosimport‖ one copy of Advice Note of the readiness of the goods for shipment, two copies of invoices, one copy of Release Note for Shipment (white copy), three copies of Packing Lists;

to the Trade Delegation of Russia in the U.K. : one copy of Advice Note of the readiness of the goods for shipment.

The Advice Note include, among others, the following data:

description and quantity of the goods;

number of packages and kind of packing;

gross weight and net weight in kilos;

total value of the goods;

11.Should the order not be confirmed by the suppliers within … days of its receipt, Rosimport reserves the right to cancel it.

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