- •Introduction
- •Unit 1 First impressions count!
- •Think quality
- •Paper quality
- •Paper size
- •Headed notepaper
- •Continuation sheets
- •Setting out your letter
- •Sender’s address / outside address
- •Inside address / receiver’s address / recipient’s address
- •Surname known
- •Job title known
- •Department known
- •Company known
- •Order of inside address
- •Attention line / ‘for the attention of’ line
- •Salutation / opening greeting
- •Body of thr letter
- •Complimentary close / complimentary ending
- •Signature
- •Sender’s name
- •Sender’s office or department
- •Type of company
- •Mary Raynor
- •Board of directors
- •Address
- •Registered number
- •Per pro
- •References / reference code
- •Job title
- •Enclosures
- •Despatch method
- •Private and confidential / classification line
- •Subject title / subject line
- •Copies / copies line
- •Postscripts
- •Common letter layouts
- •Fully blocked layout
- •John Smith
- •Semi-blocked layout
- •17Th May 2000
- •Quotation for extension at 42 Botlcy Close
- •John Smith
- •Fully indented layout
- •Quotation for extension at 42 Botley Close
- •John Smith
- •A few words about envelopes
- •Addressing envelopes
- •Kettering
- •Sender’s address addresses on the envelopes
- •Abbreviated forms on the envelope
- •Writing well length
- •Too long
- •Too short
- •The right length
- •Order and sequence
- •Unclear sequence
- •Clear sequence
- •Planning
- •First paragraph (introductory paragraph)
- •Courtesy
- •Idioms and colloquial language
- •Clarity
- •Abbreviations and initials
- •Numbers
- •Prepositions
- •Words to avoid foreign words
- •Ambiguous words
- •Vogue words
- •Titles, names and addresses
- •Unit 2 types of organizations
- •Organisational structure and communication
- •The purpose of organisation charts
- •Relationships in a business organisation
- •Rayco ltd
- •Unit 3 enquiry letters
- •Figure 19
- •Figure 21 Quotation of terms
- •Unit 5 follow-up and sales letters
- •Figure 23
- •Figure 24
- •Figure 25
- •Unit 6 orders and execution of orders
- •Figure 27 Order
- •Figure 28
- •Marking
- •Specimens of marks
- •Kent, clarke & co. Ltd
- •Figure 33 Advice of shipment to importer
- •Unit 8 letters of complaints
- •Unit 9 replies to complaints
- •Unit 10 overseas payments
- •Invoice
- •Figure 45
- •Bank draft
- •Bank transfer
- •Bill of exchange
- •Introductory paragraph (sender’s) address
- •Into English:
- •Hierarchy
- •Organization chart Rossomon plc
- •John sutton
- •Linda Gabbiadini
- •Padryg Burne
- •Unit 3 enquiry letters language practice
- •Unit 4 replies to enquiries language practice
- •Paper Products plc
- •16 Rushthorne Way, Bolton, Lancashire bl63 6sg
- •Unit 5 follow-up letters language practice
- •In stock out of stock under separate cover
- •Into effect (come into effect)
- •Unit 6 orders and execution of orders language practice
- •Inconvenience reference terms
- •In touch with in (your/our) favour of assistance
- •Unit 7 packing and despatch language practice
- •Packing
- •Goods and transport
- •International trade finance documents
- •In our/your own interest in due course on the way
- •In transit on arrival to the letter
- •Unit 8 letters of complaint language practice
- •In good time with the exception of on schedule
- •Issue passed reply
- •Unit 9 replies to complaints language practice
- •In advance up-to-date
- •Unit 10 overseas payments language practice
- •Talking about letters of credit
- •Importer
- •Importer’s bank
- •Barklays
- •Dispatch V., n.(dispatch method)
- •Receiver’s address
- •Recipient’s address
- •Unit 2
- •Unit 3
- •Unit 4
- •Unit 5
- •Unit 6
- •Unit 7
- •Unit 8
- •Unit 9
- •Unit 10
- •Post Office Giro (International Post Office Giro)
- •Postal order
- •Promissory note (p-note)
Unit 4 replies to enquiries language practice
1. Notice these sentences in which the writer thanks his correspondent for an enquiry.
Notice that you ‘enquire’ about general information, you ‘request’ an object or a statement. You ‘enquire about something’; you ‘request something’.
Thank
you for your letter of (dated) 17
May enquiring about our range of
office equipment. or: Thank
you for your letter of (dated) 17
May in
which you enquired about our range
of office furniture.
a.
Thank
you for your letter of (dated) 17
May requesting our catalogue,
price-list and a brochure about type TW37. or: Thank
you for your letter of (dated) 17
May in which you requested our
catalogue, price-list, and a brochure about type TW37.
Sometimes you may refer to the contents of a letter.
With
reference to your letterof (dated) 17
May enquiring about … / in which you enquired about … or: With
reference to your letterof (dated) 17
May requesting …/ in which you requested …in which you requested
b.
Make similar sentences, thanking your correspondent for an enquiry or request. Be careful which verb you use.
16 June/our range of office seats
11 April/a detailed quotation of prices f.o.b. Southampton
22 March/the possibility of a bulk purchase of stationery
1 December/our latest price list
8 September/a brochure about the new duplicating machine
24 January/our latest electric typewriters
17 May/a Pro-Forma Invoice for your order
26 July/the possibility of a visit from our agent in Athens
27 February/a visit from our agent in Nairobi
15 August/the discounts we offer for orders over £10,000
2. Notice this sentence, which tells your correspondent about enclosures:
We
enclose a price-list and catalogue,
together with a
brochure for type TW37. or: We
have pleasure in enclosing a price-list
and catalogue, together with a
brochure for type TW37. or: We
are pleased to enclose a price-list and
catalogue, together with a
brochure for type TW37. or: Enclosed
you’ll find a price-list and
catalogue, together with a
brochure for type TW37.
Write similar sentences, using the phrases in italics, for the following:
A quotation of prices f.o.b. London/a Pro-Forma Invoice
An application form/a stamped, addressed envelope
A written invitation to the conference/a claim for travelling expenses
An International Money Order/a statement of the bank’s service charge
A copy of our latest price-list/a sample of the typewriting paper you are interested in
Our latest catalogue/a statement of freight and insurance charges from Liverpool to Bilbao
Our cheque for £150/our account number and the address of our bank
A statement of your account with us/our advice on how to pay it
A copy of the invoice/a transfer form to our bank account
A postal order for £20/a request for further supplies
3. Notice how letters of reply often finish with a sentence like this:
We
look forward to hearing
from you in the near future.
Conclude letters in the same way for the following:
Receive/further orders
Meet/your agent in Brussels
Receive/instructions
Do/business
Hear/from your agent in Lucerne
Have/a conversation with you in Stockholm
See/your representative in Manchester
Hear/from you soon
Receive/your payment
Meet/your Sales Manager on the 17th May
Exercise 45. Read this reply to a letter of enquiry. Underline the words in the letter which correspond to the words and phrases below.
selling through shops reply set up conditions
be sorry up-to-date range extremely
Exercise 46. Write the letter of enquiry which preceded the reply in the above exercise. You are J. F. Morreau, and you have just seen an advertisement for Glaston Potteries Willow Pattern dinner sets in the May edition of International Homes.
Exercise 47. Read the following letter of reply and choose the best words from the options in brackets.
Exercise 49. Below you will see parts of three letters answering an enquiry. Put the correct word or phrase in each blank. Choose from the following list. Use each item once only.
additional features date full details hesitate
competitive price enquiring further details range
doing business enquiry In addition sincerely
enclosed leaflet pleasure in production supply
A.
B.
C.
Exercise 50. Fill in the missing words.
A.
B.
Exercise 51. Complete the following reply to a letter (20 June) from S Blackmore (Ms), Marketing Manager, Downland Fuels Ltd, Lake Road, Southampton, Hampshire, (Ref: SB/MT). The letter asked for full details, a price-list and samples of re-usable envelopes.