- •Structure and presentation
- •1.1.1 Sender's address
- •Inside (or receiver's) address
- •1 Surname known
- •2 Title known
- •3 Department known
- •4 Company only
- •Style and punctuation of addresses
- •Denmark
- •The body of the letter
- •Complimentary closes
- •Signatures
- •Letterheads
- •2 Board of Directors
- •3 Addresses
- •4 Registered number
- •References
- •Company position
- •Enclosures
- •Layout 3
- •Points to remember
- •Words to remember
- •2 Content and style
- •Too long
- •Too short
- •The right length
- •A warning
- •Order and sequence
- •Unclear sequence
- •Clear sequence
- •Planning your letter
- •Arrand, and latest designs
- •First paragraph
- •Middle paragraphs
- •Final paragraph
- •Style and language
- •Courtesy
- •Idioms and colloquial language
- •Clarity
- •Abbreviations
- •Figures
- •Prepositions
- •Accuracy
- •Titles, names, and addresses
- •References
- •Enclosures
- •Points to remember
- •Words to remember
- •2 Content and style
- •Too long
- •Too short
- •The right length
- •A warning
- •Order and sequence
- •Unclear sequence
- •Clear sequence
- •Planning your letter
- •Arrand, and latest designs
- •First paragraph
- •Middle paragraphs
- •Final paragraph
- •Style and language
- •Courtesy
- •Idioms and colloquial language
- •Clarity
- •Abbreviations
- •Figures
- •Prepositions
- •Accuracy
- •Titles, names, and addresses
- •References
- •Enclosures
- •Points to remember
- •Words to remember
- •3 Enquiries
- •Methods of enquiry
- •Writing letters of enquiry
- •Opening
- •Asking for catalogues, price-lists, prospectuses
- •Asking for details
- •Asking for samples, patterns, demonstrations
- •Suggesting terms, methods of payment, discounts
- •Asking for goods on approval or on sale or return
- •Asking for an estimate or tender
- •Closing
- •Specimen letters
- •Short enquiries
- •Disc sa
- •Reply to an advertisement
- •Enquiry from a buying agent
- •Enquiry from a retailer to a foreign manufacturer
- •Questions
- •Request for goods on approval
- •Questions
- •Jean Landman
- •Request for an estimate
- •Points to remember
- •Words to remember
- •4 Replies and quotations
- •Replying to letters of enquiry
- •Opening
- •Confirming that you can help
- •'Selling' your product
- •Suggesting alternatives
- •Referring the customer elsewhere
- •Catalogues, price-lists, prospectuses, samples
- •Demonstrations, representatives, showroom visits
- •Closing
- •Quotations
- •Transport and insurance costs
- •Discounts
- •Methods of payment
- •Quoting delivery
- •Fixed terms and negotiable terms
- •Giving an estimate
- •Specimen letters
- •R. G. Electronics ag
- •D&sCharcotS.A.R.L
- •Goods on approval
- •Questions
- •Points to remember
- •Words to remember
- •5 Orders
- •Placing an order
- •Opening
- •Payment
- •Discounts
- •Delivery
- •Methods of delivery
- •Acknowledging an order
- •Advice of despatch
- •Specimen letters and forms
- •Placing an order: covering letter
- •Questions
- •Attn. Mr d. Causio
- •Order form
- •Questions
- •Acknowledgement of order
- •Advice of despatch
- •Placing an order
- •Questions
- •Advice of despatch
- •Questions
- •Advice note
- •Delays in delivery
- •Refusing an order
- •Out of stock
- •Bad reputation
- •Unfavourable terms
- •Size of order
- •Panton Works, Hounslow, Middlesex, tw6 2bq
- •Questions
- •Refusing an order Questions
- •Sp Wholesalers plc
- •Points to remember
- •Words to remember
- •Invoices and statements
- •Invoices
- •International Giro
- •International Money Orders
- •International bankers draft
- •Invoice
- •6.3.2 Invoice
- •Ingenieros Industriales sa
- •6.6.7 Second request
- •Unjustified complaints
- •7.3.6 Closing
- •Specimen letters
- •E. F. Baden ag
- •7.6.2 Credit note
- •8 Credit
- •1 Reputation
- •2 Long-term trading association
- •3 References
- •8.4.2 Refusing credit
- •8.4.3 Negotiating
- •21 Mead Road, Swansea, Glamorgan 3st1dr
- •8.8.2 Referee's reply
- •Via di Pietra Papa, 00146 Roma
- •31 Goodge Street, London ec49 4ee
- •21 Mead Road, Swansea, Glamorgan 3st1dr
- •International banking
- •New zealand bank
- •Telephone: 448135/6/7/8
- •International crafts ltd.
- •Telephone: 081 834 2179, 081 834 2710 Cable: intercra Telex: 315620 Fax:081-8344431
- •Dock 23, Mainway, Hong Kong Telephone: 385162 Telex: 349512 Fax: 662553 Cable: lebats
- •Points to remember
- •Words to remember
- •10 Agents and agencies
- •Types of agencies
- •Brokers
- •Finding an agent
- •Offering an agency
- •Commission
- •Asking for an agency
- •British crystal Ltd
- •Al Manni Way, Riyadh
- •Directors: m. Allison, b. Locke
- •International Trading Co. Ltd.
- •Points to remember
- •Words to remember
- •11 Transportation and shipping
- •Road, rail, and air
- •Specimen letters
- •Air Waybill
- •Shipping
- •Specimen letters
- •Dock 23, Mainway, Hong Kong
- •Bill of lading
- •Instruction to a forwarding agent
- •South Bank House, Borough Road, London se1 oaa
- •International Shippers Ltd.
- •City House, City Road, London ec2 1 pc
- •South Bank House, Borough Road, London se1 oaa
- •President: j.R, Mason d.F.A. Directors: p. Hartley Snr., a. Hartley Jnr
- •618 West and Vine Street, Chicago, Illinois Telephone: 216818532 Telex: 677312 Fax: 216 349076
- •President: j.R, Mason d.F.A. Directors: p. Hartley Snr., a. Hartley Jnr
- •618 West and Vine Street, Chicago, Illinois Telephone: 216818532 Telex: 677312 Fax: 216 349076
- •South Bank House, Borough Road, London se1 oaa
- •Container services
- •International Shippers Ltd.
- •City House, City Road, London ec2 1 pc
- •Chartering ships
- •Chairman: b. Eltham Directors: d.E.R. Machin. O.M. Crewit Furnace House, Granville Road, Sheffield s2 2rl
- •Vat No: 31 4287160 Telex: 813297 unestg
- •International Containers Ltd. Chairman r.L Nathan acwa Directors t.N. Frost, l.S. Newcombe Buxton House, Mableton Place, London wc1h 9bh
- •Certificate of origin
- •Telephone: 071 742 8315 Telex: 331497 longra g Fax: 071 7423319
- •Points to remember
- •Words to remember
- •12 Insurance
- •Insurance procedures
- •Fire and accident insurance
- •Head Office, Bruce House, Bruce Street, Aberdeen ab9 1fr
- •Specimen letters
- •Head Office, Bruce House, Bruce Street, Aberdeen ab9 1fr
- •Marine insurance
- •South Bank House, Borough Road, London se1 oaa
- •Worldwide Insurance Ltd. 15 May 20—
- •Rejection of claim
- •Words to remember
- •13 Electronic correspondence
- •Fax transmission
- •Perfect Office Suppliers Limited Canal Street, Manchester m14 2kq Fax transmission
- •Specimen email message
- •Telegrams and cables
- •Abbreviations
- •Operating the telex
- •Instruction to stockbroker
- •Points to remember
- •Words to remember
- •Reservations
- •Appointments
- •Hospitality
- •Special occasions
- •Points to remember
- •Words to remember
- •15 In company communications
- •Memorandum
- •Visit of a customer
- •Visit of a customer
- •Retirement of Managing Director
- •Memorandum l Franksen plc Prince of Wales Road, Sheffield s9 4ex
- •Redundancies
- •Reports
- •Specimen reports
- •Memorandum
- •Finance
- •Conclusions
- •Agency report
- •Points to remember
- •Words to remember
- •Advertisements
- •Applying for a position
- •Curriculum vitae
- •Furstenweg 110
- •Specimen letters
- •Questions
- •Invitation for an interview
- •International Computing Services pic
- •Making a decision
- •Openings
- •Accepting a position
- •International Computing Services pic
- •Points to remember
- •Words to remember
- •Advertisements
- •Applying for a position
- •Curriculum vitae
- •Furstenweg 110
- •Specimen letters
- •Questions
- •Invitation for an interview
- •International Computing Services pic
- •Making a decision
- •Openings
- •Accepting a position
- •International Computing Services pic
- •Points to remember
- •Words to remember
7.6.2 Credit note
Seymore Furniture Ltd. have made a mistake on another invoice and must now send a credit note. Note that the form for a credit note is the same as that for a debit note, except for the heading. Credit notes, however, are often printed in red.
CREDIT NOTE No. C517
SEYMORE FURNITURE Ltd.
Tib Street, Maidenhead, Berks. SL6 5D2 Telephone 0628 26755
Registered No. 18514391 London
VAT No. 236618831
C.R. MendezSA
Avda del Ejercito 83
E-48015 Bilbao
19— 20 May Invoice No. L8995, OVERCHARGE. The invoice should have read: 15% off gross price of £800.00 = £120.00 NOT 10% off gross price of £800.00 = £80.00 Refund = £40,00. Please accept our apologies. £40.oo |
M. LANCELOT SARL
703 rue Metairie de Saysset, F-34000 Montpelier
Tel: (33) 843 10312
Fax: (33)1291037
Telex: 59612503
Mr K. Winford 5 August 20—
K. Winford & Co. Ltd.
Preston New Road
Blackpool
Lancashire FY4 4UL
Dear Mr Wmford,
I have received your July statement for £3,280.64 but noticed that a number of errors have been made.
Invoice Y 1146 for £256.00 has been debited twice,
No credit has been listed for the wallpaper (Cat. No. WR 114) which I returned in July. Your credit note No. CN 118 for £19.00 refers to this.
You have charged me for a delivery of paint brushes, Invoice No. Y 1162 for £62.00 but I never ordered or received them. Could you check your delivery book?
I have deducted a total of £337.00 from your statement and will send you a draft for £2,943.64, once I have your confirmation of this amount.
Yours sincerely,
M. Lancelot
Director
7.6.3
Complaint of accounting errors
M. Lancelot of M. Lancelot SARL (Builders' Suppliers) has received a statement in which several accounting errors have occurred.
7.6.4
Reply to complaint of accounting Errors
K. Winford & Co. Ltd.
Preston New Road, Blackpool, Lancashire FY4 4UL
Telephone: 025361290/1/2 Reg. No. 31162531
VAT 8314003 36
7 August 20—
The Director
M. Lancelot SARL
703 rue Metairie de Saysset
F-34000 Montpelier
Dear Mr Lancelot,
Thank you for your letter of 5 August in which you pointed out that three mistakes totalling £337,00 had been made on your statement.
I apologize for the errors which were due to a fault in our computer which has now been fixed. I have enclosed another statement for July which shows the correct balance of £2,943.64.
K. Winford
Encl. Statement
7.
Complaints and adjustments
7.7
Points to remember
1. Before writing a letter of complaint, make sure you have got your facts right.
2. Complaints are not accusations; they are requests to correct mistakes or faults, and should be written remembering that the supplier will want to put things right.
3. Therefore, write calmly, clearly presenting all the relevant information and making any suggestions that might help put the matter right.
4. Never make the complaint personal (your mistake, your fault, you are to blame). Use an impersonal tone (the mistake, it must have happened because, the error).
5. When answering a complaint, apologize for the mistake, thank the writer for pointing it out to you, explain how it occurred (but don't blame your staff) and how you intend to deal with it.
6. If you need more time to investigate the complaint, tell your customer so.
7. If the complaint is unjustified, politely explain why, but sympathize about the inconvenience it has caused.
8. Remember that, whether your customer's complaint is right or wrong, he/she is your customer and his/her comments about you to other people in your trade or profession can either improve or damage your reputation.
7.8
Words to remember
a mistake
an error
a fault
a misunderstanding
a complaint
a delay
an inconvenience
a deadline
a guarantee
a dispute
a backlog
a commitment
a contract
a miscalculation
an overcharge
an undercharge
a debit/credit note
a refund
damage
deterioration
out-of-date
wear and tear
bad workmanship
compensation
repair
legal action
to be satisfied/dissatisfied
to investigate a complaint
to look into a matter
to deny/accept responsibility
to give an explanation
to solve a problem
to put matters right
to apologize
to cancel an order