- •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
8 Credit
Forms of credit; requirements for granting credit; asking for credit; replying to requests for credit; taking up references; asking about credit rating; using an Enquiry Agent; replying to enquiries about credit rating.
8.1
Forms of credit
Credit arrangements between trading firms take two forms:
Bills of exchange, or drafts, by which the seller gives credit to the buyer for the period specified on the bill, e.g. 30,60, or 90 days.
Open account facilities by which the buyer is allowed to pay for his goods against monthly or quarterly statements.
8.2
Requirements for granting credit
Credit facilities will only be granted by a supplier if the customer can satisfy one or more of certain requirements.
1 Reputation
Credit may be given to firms which have an established reputation, i.e. are well-known nationally or internationally.
2 Long-term trading association
If a customer has been trading with a supplier over a period of time and has built up a good relationship with the supplier by, for example, settling accounts promptly, he may be able to persuade his supplier to grant him credit facilities on this basis alone.
3 References
Normally, however, when asking for credit, a customer will supply references, i.e. the names of concerns or companies which will satisfy the supplier that the customer is reputable and credit-worthy. Banks will supply references, though these tend to be brief, stating what the company's capital is and who its directors are. Trade associations, i.e. organizations which represent the company's trade or profession, also tend to give brief references telling the enquirer how long the company has been trading and whether it is a large or small firm. References can also be obtained from the customer's business associates, the commercial departments of embassies, and so on.
8.3
Asking for credit
8.3.1
Opening
In the opening paragraph of a letter asking for credit facilities, it is best to go straight to the point and specify what form of credit you are looking for.
I am writing to ask if it would be possible for us to have credit facilities in the form of payment by 60-day bill of exchange.
Thank you for your catalogue and letter. As there was no indication of your credit terms could you let me know if you would allow us to settle on monthly statements?
We appreciate your answering our enquiry so promptly. As I pointed out in my letter to you, our suppliers usually allow us open account facilities with quarterly settlements, and I hope that this method of payment will be acceptable to you a/so.
8.3.2
Convincing your supplier
As mentioned above, your supplier will only grant credit if he is convinced that
you will not default. So mention your previous dealings with the supplier.
As we have been dealing with you for more than a year we feel that you know us well enough to grant our request.
We believe we have established our reliability with you over the past six months and would now like to settle accounts on a quarterly basis.
During the past few months of our transactions we have always settled promptly, and therefore we feel we can ask for better credit facilities from you.
Mention your reputation, and, of course, offer references.
We are a well-established firm and can offer references if necessary.
We can certainly pay on the due dates, but if you would like confirmation concerning our credit-worthiness then please contact any of the following who will act as our referees:.
We deal with most of our suppliers on a quarterly settlement basis and you may contact any of those listed below for a reference.
8.3.3
Closing
We hope you will consider our request favourably and look forward to your reply.
Please follow up the references we have submitted. We look forward to your confirmation that payment by 30-day bill of exchange is acceptable.
As soon as we receive your confirmation that you will allow the open account facilities we have asked for, we will send our next order.
8.4
Replying to requests for credit
8.4.1
Agreeing to credit
If the supplier does not think it necessary to take up references, he may grant credit immediately.
As we have been trading for over a year references will not be necessary and you may clear your accounts by 30-day bill of exchange which will be sent to Burnley's Bank (Queens Building, Cathays Park, Cardiff CF1 9UJ) with shipping documents for your acceptance.
We are pleased to inform you that the credit facilities you asked for are acceptable, and knowing the reputation of your company there will be no need for us to contact any referees. Just to confirm what has been agreed -settlement will be made against monthly statements. We look forward to receiving your next order.
If references are considered necessary, however, the supplier will acknowledge the request (see 8.4.4) and then reply in full when references have been received.
We have now received the necessary references and are pleased to say that from your next order payment can be made on a quarterly basis against statements.
The referees you gave us have replied and we are able to tell you that as from next month you may settle your account on a documents against acceptance basis by 60 d/s B/E.