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Visitors from China

Background

Toyworld is a profitable toy retailer based in Seattle, US, with subsidiaries in over 30 countries. Toyworld buys its products from suppliers all over the world.

Mr Lee Chung, head of toy manufacturing firm based in a Guandong, China, is going to visit the Toyworld subsidiary in Russia. Mr Chung will be accompanied by his Export Manager, John Wong. The purpose of the visit is to get to know Toyworld’s management better and learn more about the company. He may set up a joint venture with Toyworld if he has confidence in them and considers them to be a suitable partner. This is Mr Chung and Mr Wong’s first visit to your company and your country.

Task

You are members of the planning committee for Mr Chung’s visit. Read the document. Then, plan a draft programme in small groups. After that, compare your ideas with the rest of the class and produce the final programme.

To... Manager, Public Relations

From... Chief Executive

Subject: Mr Lee Chung’s visit Date: 2 June

Mr Lee Chung and Mr John Wong will arrive at 9.10 a.m. on Monday 20 June and leave on Thursday 23 June.

When you prepare the draft programme, please schedule a meeting (morning or afternoon) during which we can discuss our business plans with Mr Chung and Mr Wong. Also, make sure that our visitors have opportunities to meet our staff and gain a complete understanding of our business.

The visitors will expect to have some basic information about Toyworld and to be offered activities which give them an understanding of the company. Please also arrange some social and cultural activities during their stay.

Above all, we do not want to make any cultural mistakes during the visit. We want Mr Chung and Mr Wong to leave with an excellent impression of our company and the way we treat foreign visitors.

To help you plan the visit, please could you attend the talk by Catherine Eng (an expert on Chinese culture).

Key questions for the planning committee

  1. Where will the visitors stay?

  2. Who will meet them? What transport will be used?

  3. What arrangements should be made for meals?

  4. When will the business meeting take place?

  5. What topics would be suitable for discussion at meals?

  6. How will the visitors be entertained? Trips? Special events?

  7. What gifts would be suitable? When and where should they be given?

  8. Should there be local press and television coverage?

  9. Is it necessary to provide an interpreter?

  10. Any other ideas to develop a good relationship?

Listening

Listen to the talk given by Catherine Eng. Make notes on her key points.

Writing

As Marketing Director at Toyworld, send an e-mail to Mr Chung with details of the programme for his visit. The tone of the e-mail should be friendly and show that you and your colleagues are looking forward to meeting him soon. Use the Writing File.

Writing file

I. Letters

Salutation

When you know the name of the recipient:

Dear Mr/Mrs/Ms/ Miss von Trotta

Note: in AmE Mr., Mrs. and Ms. include a full stop.

When you don’t know the name of the recipient:

Dear Sir or Madam (BrE)

Dear Sir or Madam: (AmE)

Main Point

It is a good idea to put the main point at the beginning of the letter.

Use the pronoun we when writing about your company. This is more formal than I.

Endings (BrE)

When you know the name of the recipient:

Yours sincerely

When you don’t know the name of the recipient:

Yours faithfully

Endings (AmE)

Yours truly,

Sincerely,

Sign the letter with both first and second names. Then print your name and position under the signature.

Common abbreviations

Re: regarding

pp (on behalf of) when you sign the letter for another person

Enc(s). documents which are enclosed with the letter

cc: copies (The names of the people who receive a copy are included in the

letter.)

European Business Associates

Mr Heinrich von Trotta 26 Rue de Glion

Schneemans AG 1820 Montreux

Hapsburger Platz 1 Vaud Canton

80333 Munich

3 May 2____

Dear Mr von Trotta

Re: Invitation to speak at next conference

On behalf of European Business Associates we would like to invite you to be a keynote speaker at our “Responsible Technologies for the Global Economy’ conference planned for 19-21 October next year.

European Business Associates is Europe’s leading business-oriented media production company. We broadcast business programmes for television and radio throughout the European Union, including Business Tod@y every morning from 07.00 on CNM.

We would be very pleased if you would present for us at the conference. As Europe’s leading manufacturer of environmentally friendly high-tech equipment, we believe you could help many other companies move in the same direction.

We hope this invitation is of interest and look forward to hearing from you.

Yours sincerely

Ms Brigitte Sea

Events Manager

Encs. Conference brochures

  1. Jean Thornett-Smith

Senior Director