- •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
Questions
1. What was Ms Brice's position at Johnson Bros?
2. Name three of her duties at National Auto.
3. Which words in the c.v. correspond to the following: unmarried; stenography; cataloguing and keeping data; acting for; wages?
16.3.6
Invitation for an interview
International Computing Services pic
City Road Telephone: (071) 625 4443 (10 lines)
London EC34HU Fax: (071)625 3012/3108
Telex: 295386
Your ref: Date: 29th June 20—
Our ref: KH 305/59
Ms Carol Brice
25 Westbound Road
Borehamwood
Herts
WD6 1DX
Dear Ms Brice,
Thank you for your application of June 18 for the post of Personal Assistant to Ms Frances Newman, our Sales Director.
Ms Newman has asked me to write to you inviting you for an interview at 15,00, on Thursday 12 July 20—.
Please come to the reception on the ground floor at the above address and ask for me, and I will meet you.
Please bring with you any certificates, diplomas, or references that you have. Meanwhile, would you phone me on Ext. 217 to confirm that you will be able to attend the interview.
I look forward to hearing from you.
Yours sincerely,
Anne Levin (Mrs)
pp Frances Newman
Sales Director
16.4
Making a decision
16.4.1
Turning down an applicant
There are various reasons why a company may not offer a candidate a job, and these include lack of qualifications, competence, i.e. they do not think the applicant has the ability or experience to handle the post, or there are too many applicants of similar qualifications and ability, so the company makes a choice based on nothing more than the personality of the interviewee at the time of selection. Therefore, how you present yourself at an interview is as important as how you present yourself in your application. It is worth noting that it is rare for a candidate to be told why he or she has been refused.
Thank you for attending our selection board on (date), but we regret to tell you that you were not successful in your application. We hope you will be able to secure a position in the near future.
We regret to tell you that we are not able to offer you the post of (title) which you applied for on (date). We hope you will soon find the position you are looking for.
We are sorry to say that we are unable to offer you the position of (title) for which you were interviewed on (date), and hope you will be more successful in the future.
We have decided not to accept any applicants who were interviewed for the post of (title), and are readvertising the vacancy.
16.4.2
Offering a position
Letters to successful applicants can vary in length and detail depending on the type of post, whether the company has a standard printed contract, or if the position is so specialized that they need to give details of the terms of employment, see example at 16.4.4.
16.4.3
Openings
We are pleased to inform you that you were successful in your interview for (title) which you attended on (date).
Thank you for seeing us on (date). We are prepared to offer you the position of (title) which you applied for.
I am pleased to tell you that we are offering you the post of (title) which we discussed at your interview on (date).
The selection board have approved of your appointment as (title).
The bank has agreed to accept you for the post of trainee subject to the usual references.
16.4.4
Details
As we discussed in your interview, your duties will include... Working hours are from 09.00 to 17.00, Monday to Friday, and overtime will be paid at time-and-a-half rates. You are entitled to all Bank Holidays, plus three weeks' vacation after one year's service. There is a Staff Contributory Pension Scheme, which you will be eligible to join after your first year of employment.
Two weeks' notice of termination of employment is required by both you and the company.
Enclosed with this letter you will find full details of your conditions and terms of employment. Please read these carefully and if you have any questions, contact me as soon as possible.
Would you please check the following which was agreed at your interview:
Title: Maintenance Engineer.
Commence: 8.30, Monday 9th March
20—.
Duties: Servicing all company products.
Hours: 8.30 a.m. to 6.00 p.m.
Days: Monday to Friday.
Holidays: Three weeks annual leave,
time at discretion Supervisor,
plus all Public Holidays.
Sick leave: Ten days per annum.
Annual Pay: £12,000.
Overtime: Time-and-a-half. Double time for Public Holidays.
Pension: Non-Contributory Pension Scheme at 7% of annual pay.
Benefits: Subsidized staff canteen. Social Club. Full use of company vehicle.
Notice: One month's notice either side.
Your traineeship will commence on Monday, 14 November and terminate on Friday, 11 October 19—. Although this is a temporary position, you will be subject to all the terms and conditions of a full-time bank employee in the Securities Department, for details of this, see Mitchell Hill Employee's Guide, where pages 15 to 18 mostly concern you.
16.4.5
Close
Generally, a company will welcome the new employee, possibly inviting questions about the terms and conditions of employment (if anything is not clear), and ask for written confirmation of acceptance. In the UK, the law demands that firms offer contracts of employment, and these are often sent with letters offering a job, asking the applicant to sign one copy and return it with their confirmation.
I look forward to seeing you in my office at 09.00 a.m. on Monday 10 January 19—. If there are any questions concerning the enclosed conditions, please contact me immediately. Otherwise, return the enclosed Contract of Employment, signed, with your letter of acceptance.
Your Contract of Employment is attached to this letter. Please will you sign one copy and return it to the Personnel Officer, Mr T. Wright, with a note confirming you have accepted the position. I will see you at 08.00 on Monday 9th March, when I can welcome you to the organization and give you details of your duties.
Please meet me at my office in the bank at 08.30 on Monday 14 November, so I can introduce you to the other members of staff, and Mr Jenson, who you will be working with. If there is anything in the handbook you do not understand about your conditions of employment, please let me know as soon as possible.
16.5