- •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
Commission
Some firms offer terms in an initial enquiry, others wait until they have had a reply from the prospective agent. If offering terms, however, you should make them sound as inviting as possible.
The agency we are offering will be on a commission basis, and as we are very interested in getting into the French market, we are prepared to offer a 15% commission to our agent, plus a substantial advertising allowance.
As the agency will be a sole agency, to prevent a competitive product being sold, we are prepared to offer a generous commission as compensation, and a reasonable allowance for expenses.
As an inducement to the agent we appoint, we will be offering a 12 per cent commission on net prices.
10.3.6
Settlement of accounts
Orders should be sent to us direct for shipment, and we will arrange for customers to pay us. You may issue us with quarterly/monthly statements of account, which will be paid by sight draft at the bank of your choice.
We would expect you to supply orders from your stock, or we will ship consignments as soon as you send the order to us.
Customers should pay us direct by letter of credit, on each sale, and we will remit your commission by bill once you have submitted your monthly/quarterly account. Credit is not to be offered without our express consent.
10.3.7
Support from the principal
The prospective agent will want to know what support you will give him in his efforts to sell your goods.
Our products of course carry a one-year guarantee and we will replace any faulty item carnage paid.
As you know, our company offers a full after-sales service, which is essential in establishing the reputation of our brands, and your customers need have no worries about spare parts or maintenance.
We will offer you additional expenses of £5,000 per annum for any advertising that you think will help sell the products. This will be increased after a year if we think sales warrant it.
10.3.8.
Delivery
Providing there are no unforeseen delays we will be able to deliver six weeks from receipt of order.
We would hope that you will keep large stocks of our three main ranges. However, we will be able to deliver within a month of receiving orders.
Delivery should not take longer than three weeks providing we have the items in stock.
10.3.9
Duration of the contract
The length of time for the contract is usually discussed after the agency has been agreed. Nevertheless, it would be stated as follows.
The contract will be from 1 March for one year, and, provided both parties agree, will be renewed for a further year.
We feel that nine months should be enough time to decide whether it is worth continuing with sales, and will make out the first contract accordingly.
Subject to our mutual agreement, the contract will be renewed annually.
10.3.10
Disagreements and disputes
A provision is usually made for disagreements and disputes. This too, would not usually appear in an opening letter, but in correspondence confirming the agency.
In the case of disagreement over conditions or payments, the matter will be settled by arbitration.
As a rule we follow American law to determine legal disputes over contracts.
Note: Arbitration is when a neutral organization settles problems between the principal and agent. A Chamber of Commerce or Trade Association often acts in cases of arbitration.
10.3.11
Special terms
In some cases agents are offered special terms if they are prepared to hold themselves liable (responsible) for their customers' debts. These agents receive a 'del credere commission', which is a special commission to compensate them for the risk they take.
We are prepared to offer an extra 21/2% del credere commission if you are willing to be responsible for customers' debts.
In addition to the 12% commission on net sales, we will offer a further 3% del credere commission, if you are willing to deposit £5,000 as a security to guarantee all customers' debts.
10.4