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able) to conclude some mutually profitable transactions.
3. If the customers (to authorize) the visit of the Seller's specialists to
Moscow, they (to come) in two weeks and (to help) them to correct
the defects.
* * *
V/O Kazanexport
2nd June, 20...
Dear Sirs,
I (to visit) your stand at the Exhibition in Melbourne and (to be very
interested) in your display of VS-Refrigerator units. I (to be very
pleased) if you (can) send me your leaflet and your export price-list.
Perhaps at the same time you (to let) me know your terms of payment
and the time which (to require) for delivery after you (to receive) the
order. If the terms and delivery dates (to be) acceptable we (to be
prepared) to place an order.
Yours faithfully,
Mark Polett Import-Export Manager
b) Summarize the letter.
Ex. 19. Supply the prepositions where necessary.
1. The guarantee period which the company offered... their
computers was 12 months ... the date ... putting them ... operation and
15 months ... the date ... delivery. The Buyer found it rather short and
wanted it to be extended ... two and four months respectively. But the
company agreed to extend it only ... 13 and 17 months.
2. As the Seller was responsible ... the defects which were found
... the equipment, they had to correct them ... their expense.
3. The machines were put ... operation ... a delay ... the Seller's
fault.
4. The new model ... pump was introduced ... the world market six
months ago. It is ... the latest design and has excellent technical
characteristics. The customers are very pleased ... its performance.
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5. 5. I'd like to describe ... you my last visit ... the manufacturing
plant ... Nizhnekamsk.
Ex. 20. Choose and use.
a number, the number
1. I have got ... of books about the places of interest of London.
2. ... of goods we sell to foreign companies is very large.
3. ... of machines have serious defects and the Seller will have to
replace them.
4. ... of countries the Russia is doing business which is growing
from year to year.
5. ... large ... of people came from all parts of the country
to see the exhibition.
6. The businessmen's sightseeing programme included visits to ...
of museums outside Moscow.
Ex. 21. a) Read the dialogue.
The representative of Gerald & Co saw the display of Kazan-
made molding machines at the Kazan exhibition. The company
required such type of machines and they sent an enquiry to
Kazanexport. After they had received an offer for the machines Mr.
Kelly, an engineer of the company, went to Moscow.
Today he has come to the Ministry for Foreign Economic
Relations to continue the talks with the representative of
Kazanexport.
Sergeev: Good morning, Mr. Kelly. We are glad to see you. Will
you sit down?
Kelly: Thank you. It's a cold morning, isn't it?
Sergeev: Yes, it is. This winter has been unusually cold, but I
hope the weather will get warmer soon.
Kelly: Yes, spring is coming. Well, Mr. Sergeev, today I'd like
to bring up the matter of the guarantee period. What guarantee period
do you offer for your machines?
Sergeev: It's usually 12 months from the date of putting them into
operation, and not more than 14 months from the delivery date.
122
Kelly: Well, we expected it to be longer. In fact, we thought it
would be 16 and 20 months respectively.
Sergeev: But, Mr. Kelly, we can't guarantee the reliability of our
machines for a longer period. We don't know the specific conditions in
which they will operate at your plant.
Kelly: I see what you mean. It's going to be our first experience
with your machines. We'll feel much better if the period during which
you can help us is longer.
Sergeev: What about your operators? Have they much experience
with this type of equipment?
Kelly: We have a very efficient staff and I don't think anything
can go wrong through their fault.
Sergeev: I think I'll have to look into the matter very carefully
before I give you our reply.
Kelly: I am looking forward to our next meeting.
b) Say what you have learned from the dialogue about:
1. the weather on the day of the talks; 2. the reasons why the Buyer
wanted the guarantee period to be extended; 3. the reasons why the
Seller didn't want it to be extended.
c) Think and answer.
1. Why was the matter of the guarantee period brought up by Mr.
Kelly?
2. Why did Sergeev have to look into the matter again before he gave
his reply?
d) Act out the part of the dialogue in which Sergeev and Mr. Kelly
discuss Kazanexport's guarantee period.
Ex. 22. a) Read the letter.
Kazanimport 9th September, 20…
Dear Sirs,
We take this opportunity of introducing our company to you as
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one of the oldest and largest motor-manufacturing companies in Great
Britain. For more than 90 years we have beer developing and
manufacturing a wide range of motors. This range includes designs
and types to suit different requirements.
Our motors are manufactured to the highest standards and are
marketed all over the world. We supply our motors to customers in
industry, agriculture and science and they all are pleased with the
design and finish of our products.
With this letter we are enclosing leaflets which illustrate and
describe our range of motors as well as spare parts. We also enclose
our current CIF price-list. (There is a 10% discount for large orders
and a discount of 2!/2% for payment within a month of the delivery of
the goods).
We will welcome your enquiries which will always receive our
prompt and careful attention.
If you have any queries or want any further information on our
motors to be provided, please contact us.
Yours faithfully,
L.W. Vaill
Export Sales Manager
b)Summarize the letter.
c) Think and answer.
1. Why did the company want their goods to be introduced into the
Russian market?
2. Why did the company offer discounts for large orders and prompt
payment?
3. What further information will the Buyer require if they get
interested in the offer of the company?
d) Act out a talk with Mr. Vaill in which you will discuss with him
the guarantee period for these motors.
Ex. 23. a) Read the letter.
Kazanimport 1st August, 20…
124
Dear Sirs,
Some time ago we offered you home computers which are
manufactured by our company. At that time you were interested, but
did not place orders. We are now able to offer you our borne
computers on more favorable terms. With this letter we enclose our
current FOB price-list which quotes for orders under 500, under 1,500
and over 1,500 units. Transport packing is included in the price.
Payment is to be made by a Letter of Credit which is to be opened
in our name with the Moscow Narodny Bank. We can offer a two year
guarantee from the date of delivery.
For your information we enclose two copies of our leaflets on all
our models.
If you require samples we are prepared to supply them at the same
price as for orders between 500 and 1,500 machines. We feel sure that
when you see our computers in operation you will be pleased with the
quality of our product.
If you require any further information, please do not hesitate to
contact us.
Yours faithfully,
for Blank & Co Т.Е. Simpson
Export Sales Manager
b)Summarize the letter.
c) Think and answer.
1. Why didn't Kazanimport place orders with Blank & Co after the
first offer?
2. Why is the company offering their goods for the second time on
more favorable terms?
3. What obligations do you think the company has during the period of
guarantee?
4. Why do they promise to supply the Buyer with samples?
d) Act out the talk with Mr. Simpson and discuss the quality of
the home computers with him.
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Ex. 24. Act out dialogues on the basis of the following assignments.
1. You've come to London to negotiate the purchase of compressors
with Mr. Hadder. Speak with him about the weather in London. Then
bring up the matter of the quality of compressors and the terms and
dates of delivery. Make arrangements about your visit to the
manufacturing plant.
2. You are having talks with Mr.Smith in Moscow. He is interested in
buying the Model ES 11 machines. Start the talks with the weather,
then discuss the guarantee period and the Seller's and the Buyer's
obligations during this period.
3. During the talks with Mr. Campbell at the Soviet Trade Delegation
say that our customers are interested in buying some pumps from their
company. Discuss the price for the model you require and the terms of
payment.
Ex. 25. Give extensive answers.
1. Are leaflets and catalogues supplied to the Buyer only in the case of
the first transactions or regularly? Why?
2. What kind of information do leaflets provide?
3. What kind of offers does the Buyer find attractive?
4. What points do the Buyers look into before they accept an offer?
5. What matters are usually brought up during the talks before the first
and repeat transactions are made?
6. In what cases are export prices revised?
7. What are the Seller's obligations during the guarantee period?
8. What is the Buyer responsible for during the guarantee period?
9. In what cases can the guarantee period be extended?
10. Why must faulty parts be replaced urgently?
11. In what case are defects in the equipment corrected during the
guarantee period at the Buyer's expense?
Ex. 26. Give your viewpoint.
1. For large and popular companies it is not necessary to advertise
their goods through leaflets and catalogues.
2. The Buyer is always interested in extending the guarantee period.
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Ex. 27. Speak on the following topics.
1. The offer you received some time ago.
2. The goods you supply to different countries.
3. The talks in which you took part last.
4. The guarantee period for the goods you sell (or buy).
Ex. 28. Read and reproduce.
Writing Business Letters - Tutorial 2: Parts of a Business Letter
In this short tutorial you will learn about the different parts of a
business letter and for what they are used. You are already familiar
with most of the parts, but may not know their names or all their
functions.
Parts of a Letter
Parker Morgan Finnigan
Lawyers
PO Box 2345
SYDNEY NSW 2000
[The part above is called the sender's address block]
29 October 2010
[This is, of course the date of the letter and it should be in long
format]
Ms Janette Jameison
PO Box 34687
NORTH SYDNEY NSW 2005
[This is the Receiver's address block]
Dear Ms Jameison
[Complimentary address or opening]
CONTRACT WITH ACME FINANCE CORPORATION - OUR
PPB:234/239/10
[Subject line - usually block letters and bold]
I refer to our previous correspondence requesting a copy of the
contract between you and Acme Finance Corporation.
[The first sentence is called the opening sentence which we'll discuss
in depth in a later tutorial]
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If you do not provide us with a copy of the original contract, I'm afraid
we will not be able to act on your behalf. We need the contract to
accurately assess the claims you have made and to question legal staff
from Acme Finance Corporation.
Please send us a copy of the contract at the earliest so we can get this
matter under way.
Yours sincerely [Complimentary close]
Parker Johannson
Principal Legal Consultant
PARKER MORGAN FINNIGAN
[Subscription block]
Supplementary Annotations
At the bottom of your letters you may have some or all of the
following annotations:
Encl or Encl(3) [This advises that something is enclosed with the
letter]
Att or (Att (3) [This advises that something is attached to the letter]
Both of these annotations are intended to advise mail room clerks that
an enclosure or attachment was required to be inserted/attached before
the letter was sent. Also, it advises the person receiving it at the other
end that something is supposed to be enclosed or attached. If it isn't,
then the recipient can call the sender and advise that the
enclosure/attachment was missing from the envelope.
rh [If someone else types the letter for signature, his/her initials may
appear underneath]
CC [This stands for 'carbon copy', but as nobody uses carbon copy
paper anymore, should be changed to PC for photocopy]
BCC [Blind Carbon Copy - never shown on the original, only on the
file copy indicates to whom copies have been sent without the
knowledge of the original addressee. Should now perhaps be changed
to BPC]
Handling File Referencing
File referencing can either quote the sender's reference or the
recipient's reference and should indicate clearly which it is. Some
people use a separate line for file references, often at the very first line
of the letter above the address block. I prefer to place it with the
subject line, but that's purely a personal choice.
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By now you should be of way with the parts of a letter and, if you read
Tutorial One, how to format them. Tutorial Three advises how to
write a good quality letter and has tips for opening and ending
sentences.
Robin Henry
Writing Business Letters - Tutorial 3: Writing a Quality Letter
If you've read Tutorials one and two you know how to format a
letter and how to use the various parts. But that's not all of it. You now
need to know how to construct the paragraphs that form the opening
sentence, the body and the action ending.
By the end of this short tutorial, you'll be ready to start creating top
business letters following a simple formula. Here goes ...
Why Do We Write Letters?
Is this a dumb question? No way Jose! Let's do some revision to get us
into a communication mindset before we jump head first into this
tutorial. It will help us make sense of it. So, why do we write letters?
To:
1. Ask someone
2. Tell someone
3. Get something done (by asking and telling)
That's it. In doing these things there are some different communication
styles we follow to get the most out of our communication. For
example, the most common letter types are:
1. Request letters; requests for information, purchase orders, or
other action
2. No letters; telling someone 'no' requires tact and thoughfullness
3. Sales letters; you've seen thousands of these
4. Applications; you've probably submitted a few job or other
applications
5. Complaint; hopefully you don't write too many of these!
6. Condolence; these are difficult to write
7. Information letters and cover letters; these tell someone
something and are sometimes like sales letters.
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Common to ALL Letters
Every letter you write should have an opening sentence or paragraph
that states why you are writing (but don't say, "I'm writing to say ...."
as your recipient knows you have written), a body of one or more
paragraphs where you expand on the reasons why you are writing, and
usually (but not always), an action ending.
The opening sentence or paragraph is required so your recipient
knows immediately why you have written. The subject line, if
appropriately created, will also help. When your Mother receives a
letter from you she knows you are writing because you love her ... or
perhaps want a loan (just kidding) and usually she is delighted to hear
from you. The business people with whom you correspond, however,
receive hundreds or thousands of letters and may never have heard of
you or your firm before; if you are a client, they may not recall having
done business with you and can't guess what you could possibly want.
So tell them in one of a variety of ways:
"Please consider my application for ...."
"I saw your advertisement for widgets in the Sunday Trader and ...."
"I was sorry to learn that ...."
"I was terribly disappointed when I ....
"Your letter of 10th October about widgets arrived and ...."
Get the drift? State up front what it is you want. That way, the first
person reading the letter can decide whether he/she or someone else
needs to deal with it without reading the whole letter. It helps speed
the process so you may get a reply sooner.
If you are really on the ball, you will create for yourself a list of
standard opening sentences you can use for different letters without
having to rewrite them every time. You could place these in your
letter template and simply delete the ones you don't want, or copy and
paste from somewhere else. It saves time and reinventing every time
you write.
In the body of the letter, expand what you are writing about. Be
Concise, Complete and Correct ... the Three Cs. Don't waffle. Use
short sentences and get to the point. The best approach is to structure
your letter around chronological order, a process, an event, or some
other logical pattern. For example, a person complaining about a
telephone bill might write a body like this:
"My family was on holidays between 3 March and 3 June. During that
time, our house was unoccupied and nobody had access to, or
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