Professional Documents
Culture Documents
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Sample of letter:
TEDDYBEARS Pty.
299 Mal".er n Road, Pe:rth, Australia
Tei. 062'79 42 Telex AB 94432
16 December 2000
Dear Mr Garcia,
At the Frankfurt Toy fair you placed a trial order of 40 teddy bears and 50
kangaroos with our company. Congratulations!
The requested order has now been dispatched by air and we expect the
goods to reach you within two weeks.
We hope that the toys sell well and that you will place a repeat order. For
this purpose we enclose our latest prospectus and an order form .
Yours sincerely
~~
Jan Brown
Sales Manager
175
The standard elements of the modern business letter
a. The heading/Letterhead
The letterhead is carefully designed and printed and contains the basic
information that the recipient will need to reply to the letter:
•address;
• in Britain, names of all directors or partners;
• telephone, telex, fax number;
• LOGO (=logograph) - single sign or picture presenting a company
name (often used as trade mark)
a. The date
Various date forms are currently in use, so this can be a matter of 'house
style'.
Be careful with the date: in Britain they write the day first , but in the
United States they write the month first. This means that:
110502
is the eleventh of May two thousand and two in Great Britain but in the
United States it is the fifth of November! So it is better to write the month in
letters like this:
11May2002
176
Examples of date forms:
Exercises:
Your ref
Our ref
This means your reference and our reference. A reference is useful for
filing. It tells you who wrote and signed the letter (your boss) and then who
typed it (the secretary). A reference may also include a file number and a date.
Our ref JB/me in that letter means that Jan Brown wrote it and his secretary,
177
Maria Emerson, typed it. JB and ME are their initials. What are
your initials? When you reply to a business letter, you fill in that letter's
references as 'Your rer' and add your own as 'Our ref'.
178
Ll
d. Attention line (optional) - placed below the inside address:
For the attention of Mr. A.C. Brown
Attention of the Sales Manager
Att. I Attn.
e. The salutation:
>- to a company (if the person in charge is not known):
BE: Dear Sirs,
AE: Gentlemen:/ Ladies and Gentlemen
>- to an individual within the firm, name unknown:
Dear Sir I Dear Madam I Dear Sir or Madam
>- to an individual whose name is known:
Dear Mr. Redwood, I Dear Ms Woolf
>- to an individual whose name is known to the writer:
Dear Helen
f. The subject line- tells us exactly what the letter is about, for example,
the number of an order or invoice. It is placed after the salutation and it is
_usually underlined or written in block letters: _
Dear Mr Allworthy
Order No. B-270
Sometimes the word 'Re' is used. This means 'about', 'concerning':
Dear Miss Lang
Re: Your Insurance policy No. 120.4967
179
MODULE ''Ill
Unit 1
THE ENQUIRY
OBJECTIVES: @
../ discuss the basic elements of a letter of enquiry
../ practise Incoterms
./ write routine enquiries
./ write enquiries about people-
LLEADIN
Letters that ask for information used to be the most common in business
written communication. Businesses need a lot of information from each other
and also need information about people. Nowadays due to technological
advance in telecommunications very many users prefer telephoning or emailing
to the standard enquiry letter. This does not mean that enquiries are out of useo
On the contrary, there are situations
-
when a beautifully written letter of enquiry -
.
2. PRESENTATION •
191
IDdiscounts,
o goods on approval, sale or return
• estimate or tender
192
We would appreciate a sample of each of the items listed above.
If we place orders with you prompt deli very is compulsory. Can you
guaran tee deli very within three weeks of receiving orders?
d)
We are looking forward to hearing from you
We would appreciate a prompt answer
As our own customers are pressing us for a quotation, we hope you will
be able to make us an offer within a fortn ight from today's date.
Please, e-mail me back with the info requested.
This is the indirect enquiry sent to people whose reaction you do not
know or anticipate. Since most businesses; however, welcome enquiries and
cooperate in giving information you can also address them in the direct style
as it is time saving. If you or your organisation prefer directness you can always
use a direct-drderplan:
@ Begin directly stating your rea-son for writing: either a specific questio-;J
or a general request for information. I
@ Include necessary information - if it is needed.
@'If you raise several issues m:1mber thetn in a reader friendly format.
@ End with goodwill and use one of the suit'able complimentary closes .
Notice the use of the direct style - a general request for information
introduces the specific question (whether to send employees to a management
course). T he reference to the brochure in the firs t paragraph tells what the
writer/sender already knows and helps the reader/receiver to answer. The
questions raised are numbered which focuses the reader's attention to them
and, at the same time, will make the reply easy to give. Notice also that when
explanations are necessary they are given along with the questions. The" positive
ending shows goodwill and contributes to a quick response .
193
. ---. ,, ·· · ~ ; ·
~
-- - -~--~~~~~---~~-,
I
2. What is the certification you give for your course? Does it include college I
credit? Some of our executives are working on degrees and want credi t 1
- I
3. Vvhat are your quantity discounts? We could send about eight exec utives j
each course. I
4. What are the names and addresses of your forme r clients rn the
programme?
UNIT2
1. LEAD IN
2. PRESENTATION
information is very sensiti ve as. it involves .moral and legal rights. Romanian
companies have started to becomemore aware about these sensitive issues
and the media reports cases of good and bad practice in this respect with
a view to educating both employers and employees. In the United States,
for example, some companies do not permit their personnel to writeletters
about people because legal. rights are involved. The companies that do
allow the writing of such letters ought to do their best to protect the rights
of the people involved. Internet users have no doubt noticed the window
display that lets them know that sending personal data through the Internet
is sensitive and can be used against their own interests.
A good rule of thumb when you enquire or write. about people is to
seek truth and to act in good faith. You should distinguish carefully between
fact and opinion and for the most part
report fact. You should ask only for
information you need for business purposes and only if the person concerned
has authorized the e~quiry. All information about people is confidenti_al.
,., Enquiries for references about job applicants vary, depending on the
job to be done. When \,oif plan your enquiry you should first analyse the
job and the: applicant. 'This. will help you 'clarify the 'questions 'that ne~d
to be asked in order to receive answers to help you decide whether you
have the right applicant for the job.
If you want to hire a sales person, for example> you would need to
know about the applicant's personality/So the 'questions to be .asked will
~~.·· .~ t.:·. ")'
refer to the applicant's ability to meet' and get along with people, conver-
sational skills and aggressiveness. If you want to 'hire a an accountant,
however, such information might. be of little· importance. Instead you would
probably look for information. about knowledge of the field, experience,
and work habits.
It is advisable to avoid questions about the applicant's race, religion,
sex, age, pregnancy and marital status or any other question that is not
related to the job. Practices defer from country to country, with the United
States being the most sensitive to legal and ethical aspects related to the
right to privacy.
Do not forget· that usually the reader needs to know the nature.
responsibilities ar d requirements of the _ioh in order to gn e you useful
information. Therefore help the reader and yourself by ~nclr:fr.Ls ·Nith the
questions any information or explanation that will help the .:·e.aie: answer.
ENQUIRIES
1.Complete the fragment of a letter of enquiry with the following words:
a)John Doe, a former intern with your company, has applied for a full-time …………… in our accounting
office. In an effort to assure a fair ................. process, we follow up on each reference submitted by our
applicants. May we ask you to help us evaluate John's application by sending us your personal ………..?
Our understanding is that John worked directly under your supervision during a summer ……………… with
your firm. We would appreciate your fully confidential …………….. of John's performance under your
direction. Three specific ……………… are essential to the position he is seeking. Could you please describe
for us (1) how he related to his co-workers, (2) his ability to cope with pressure, and (3) his willingness to
take on new or unfamiliar ……………… on short notice?
Since our decision must be made by the end of the month, we would like to receive your …………………
before April 25. If you are unable to send us a written recommendation in the envelope provided, we
would be happy to receive a phone call from you any time during regular ………………….. hours at 555-
5555. We know that your time is valuable and appreciate your …………………… in this matter.
b) One of your former employees, Eric Doe, has applied for a senior accountant position with our firm
and has listed you as a ……………... Could you please send us a letter offering your frank appraisal of Mr.
Doe's …………….. to fill this position?
Mr. Doe meets the education and certification ………………………. of the position, so we need information
about his work habits, his ability to …………… as part of a team, and his ability to function under
deadline……. Your assessment, which will be kept strictly confidential, is important to our hiring process.
Since we need to fill this position as quickly as possible, we look forward to receiving your letter within
the next two weeks. If you prefer to speak to me directly, please call me at 555-5555.
b.Specify how you have heard about the company you are contacting.
d.Ask for details. You should be specific and state exactly what you want.
1.I am planning to come and study in London next autumn and would be grateful if you could send me
details of your fees. I am particularly interested in courses in computing.
3.The British Consulate in Madrid has told us that you are looking for an agent in Spain to represent
you.
4.If the product is satisfactory, we will place further orders with you in the future.
5.We are writing to a number of building contractors to invite estimates for the conversion of
Northborough Airfield3 into a sports centre. The work will include erecting buildings. The deadline for
completion is the end of December. If you can provide a competitive estimate please contact us at ...
6.Finally, we would like to point out that delivery before Christmas is essential, and hope that you can
offer us that guarantee.
7.We have heard about your latest equipment in laser surgery and would like more details. Please send
us any information you can supply, marking the letter 'For the Attention of Professor Kazuhiro', Tokyo
General Hospital, Tokyo.
10.Could you please send your current catalogue and price list for exhibition stands? We are particularly
interested in stands suitable for displaying furniture.
11.If the prices quoted are competitive and the quality up to standard, we will order on a regular basis.
12.The Zena Chemical Company invites tenders from private contractors for the disposal of chemical
waste. Only those licensed to deal with toxic substance should apply. Further details from…
13.If you can agree to the concessions we have asked for, we will place a substantial order.
14.We were impressed by the selection of gardening tools displayed on your stand at this year's
Hamburg Gardening Exhibition.
15.Please would you send me an up-to-date price list for your building materials.
2
Estimates are quotations to complete a job, e.g. putting a new roof on a factory. Tenders are similar to
quotations, but in written form. They are often used when the job is a large one, e g. building a complete factory.
When the work is for a government, or is a large undertaking, there are often newspaper advertisements inviting
tenders.
3
aerodrome, airport
MODJJLEIX
OFFERS
OBJECTIVES
• discuss types of offers
• discuss·features of offers
• revise incoterms
., practice writing offers
e revise and practice adjective/noun/verb+ preposition combination
1. LEAD-IN
2. PRESENTATION •
207
' ...,.
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'i.'.f.,
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While enquiries are not legally binding, offers can be
• . binding or firm
• conditioned, in which case the reasons for the rest1icb ons of the binding
status need to be mentioned by specific formula ti ons like : the offer is
valid until . . . , while stock lasts etc. or
• informative
208
• Mention of delivery, Either you indicate adelivery time when the goods
can be despatched or the services provided (e.g. by September I", within
two weeks of receipt of order) or, if the enquiry specifies a delivery
date, you either ~onfi:rI'lf it or suggest an
altemati ve one that you can
meet.
• Closing. End on an optimistic note and encouraging the customer to
contact you for further information and expressing hope for a mutually
satisfactory business relashionsh~p.
In international trade (see also Module VIII, Unit 1) sellers charge different'
prices according to the services (transport, insurance etc.) they provide to the
buyer, aside from the price of the goods themselves. When a price is quoted,·
· there are a number of standard price terms (INCOTERMS) used internationally,
which explain what the respective price includes. lklow is a liSt of the most ee>1v 11<tOO<L ~-
lncoterms are revised regularly, and additional terms may be added, e.g. the phrase CIF Naples
lncoterms 2018 landed means that a consignment is covered under an lncoterm CIF (cost, insurance,
and freight) set in the year 2018, up to the time it is landed in Naples.
The main lncoterms are in four groups, which are named after the first letter in the term.
Group C The seller covers only the costs listed to get the goods to a named destination, e.g. freight and
import duties, but not insurance.
Group D The seller carries all the costs and risks to get the goods to a named destination.
Group E The buyer pays all costs once the goods have left the seller's premises.
Group F The seller delivers the goods to a carrier who is appointed by the buyer.
lncoterms are quoted in correspondence in the following way: $30 000 CFR Hong Kong (i.e. the price
includes all delivery costs to Hong Kong, except for insurance); $35 000 FOB Rotterdam (i.e. the price
includes delivery costs when the goods are on board ship at Rotterdam).
Abbreviations for lncoterms may also be written in lower case, e.g.cfr or fob. Two other terms which
should be noted, but which are used mainly in the UK, are:
- Carriage paid (c/p), i.e. charges will be paid by the sender. e.g. We will send replacements for the
damaged goods c/p.
- Carriage forward (c/r), i.e. charges will be paid by the receiver. e.g . As you are responsible for the
damage, we will send replacements c/r.
5
tr INCOT ERM AB B R E V IA TION E X P LA N A TION
.9
o
o Gro u pC
t
q
Costand FReight C FR The selier pays all delivery coststo a named
!
tr destination,exceptfor insurance.
a!
n
.g Cost,Insurance, C IF The sameas crn, exceptthe selleralsopays
CL
o and Freight the costof insurance.
4
CarriagePaidTo CPT The seller pays all delivery coststo a named
destination.The buyer pays any additional
costsafterthe goodshavebeendeliveredtoa
nominated carrier.
4 Carriageand C IP The sellerpaystransport and insurancecosts
InsurancePaid to a named destination, but not import duty.
Gro u pD
Delivered at Frontier uAr The seller pays all delivery coststo the buyer's
frontier,but not import duty.
DeliveredEx-Ship DES The seller pays all delivery costson board ship,
but doesnot clearthe goodsfor import at the
named port of destination.
Delivered Duty Paid DDP The seller pays all delivery costs,including
import duty, to a named destination in the
importing country.
Gro u pE
EX-Works EXW The buyer pays all delivery costsoncethe goods
have left the seller'sfactory or warehouse.
Gro u pF
FreeCArrier FCA The seller pays all delivery coststo the buyer's
carrier, and clearsthe goodsfor export.
FreeAlongsideShip FAS The seller pays all delivery coststo the port. The
buyer paysfor loadingthe goodson to the ship
and all other costs.
FreeOn Board The seller pays all delivery coststo when the
goodsare onboard ship at a namedport.The
buyer pays all other costs.
t2
Here is a specimen answer to an enquli:ry
'- - - - - - - -----··--------...
Lindt & Sprungli GmbH " - ..
Kafkaweg 125, Da52072 Aacheirn
~-
J.··
Dear Mr Kinkaid
I
Thank you for your letter of 20 April, in which you enqui red about om I
confectionery products. I
We are pleased to enclose our latest price list and cato1ogue as requested. ·
Please note that the prices are quoted c.i.f. Hamburg.
I
f. ;
for which there is a special discount of 5% on all orders received within the
nex t 30 days, in addition to our usual 15% trade discount. We deal on payment
by irrevocable L/C payable at sight, issued by a prime international bank.
I: .
Wolfgang Steiner
Senior Sales Manager
Encl.
210
4. VOCABULARY FOCUS
·~1
213
:....•.
214
•.. r ' ' ~~"fM'n,_.,.~
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A leaflet is one sheet of paper, usually folded into two or three sections,
providin g information on a product, service or event.
5. LANGUAGE FOCUS ~
Many adjectives I nouns I verbs are ifoH1Dwed !by a pairtkuda r ·
preposition which is, more often than not, diffe:reITTtt rnr nuissnng in One lillafrve
language of the users. It is therefore advisab[\8 to lieaurn the adjecfrvq~ I
noun I verb + preposition combinations as muurlh arnd piradke them in
context. Here are three lists of common adjective§ I IDlOill!Jrn§ /verlhs aJrlld ttlhe
prepositions that norn1ally follow them.
215
a. Adjective + preposition combililatfons
.
. 1
I
e .g. There has been a dramatic increase in price,; over the lastfe1v months.
There has been an increase of 5.6 %.
2'16
c. Verb + preposition combinations
1
Account for consent to negotiate with !
agree on, to sth. I with consist of (be made up pay for I
sb., sth . of sth.) I in (• .have refer to
allow for sth. as its chief or only rely on
amount to element or feature) succeed in
approve of sb., sth . . cope with take care of
apply for deal with talk to
..
apologi ze to sb. for sth. depend on think about sth . (=con--
!
[. argue about hear about I fro m centrate on) I of sth.
'
I .
believe in hope for (= consider)
belong to insist on wait for
complain to look at I for worry about
comply with look forward to write to
conform to
answerable
A
responsible of
B
for
m
l I
suspicious
critical
interested
enthusiastic
from
to w ith
I'
simi lar satisfied about
aw are different J
1. Some of the staff are not very _______ relocating to a cheaper
area.
2. Could you tell me who is customer complaints?
3. My current job is very my previous one.
4. She has a lot of responsibility. She is only the
Managing Director.
5. Last month the company's sales dropped dramatically. This is only
- - - - - --a slump registered 5 years ago.
6. I've always been people who don't look you in the
eyes.
;· 7. Our shareholders are greatly _ _ _ _ _ _ the profit and loss
account we publish twice a year.
217
I
A B
lack cheque m for
increase nse of to
experience request with
,_____~---L--..----,J
reply addiction
trouble cost .
1. As soon as we receive your $2500 vve will despatch
the goods which will reach you within a few days.
2. There has been a considerable unemployment over
the last 6 months.
3. If the bank grants our - - - - -- - a larger overdraft we can
consider increasing R&D funds.
4. H ave we received a that complaint we sent a week
ago?
5. Ye sterday the Dresdner Bank announced an intere st rate
_ _ _ _ _ _ o,5%. I
6. drugs is one of the severest problems of our time.
7. What it boils down to when speaking about inflation is, in the long
term, the raw materials.
8. Unfortunately, after 2 years the research had to be abandoned for
- - -- -- funds.
9. After a lot of - - - - - - - customers who \vouldn't pay us, we
sought legal advice.
10. Given his little \Vorking overseas, I don't believe he
would be suitable for the job in Singapore.
218
10.9. Complete the sentences using a, verb from b ox A. amid 21
preposition from box B (some prepositions can occuur moire than
once)
A .B
think 2x amount m to
succeed refer of about
depend comply with on with.
look forward consist
approve
Look at the following quotations. Do you agree 1t1ith the ideas' expressed?
To what extent? Comment on their applicability to our own business context.
Coffee stains 9n the flip--down trays mean [to the passengers]_ that we do
our engine maintenance wrong.
219
t ......, -·~-- ... ~
MOI).ULEX
Orders
. •'
i. OBJECTIVES
• To practice ordering goods/services
• To handle correspondence related to orders
2. LEAD-IN
1. Order letters seem to have- gone out of fash ion. However with the
advance of the Internet things may have changed. Discuss the importance of
writing order letters nowadays.
2. Who would you send an order (letter) to?
3. What information would you include in an order?
3. PRESENTATION @
Order letters are rarely written today as orders are placed orally with
salespeople or made on a company's official order form which is pre-printed.
Since electronicmail is so popular nowadays there can be situations when you
have to send an email which,more oft~n than not takes the form of a classical
letter, especially in formal situations. Even if you place an order by phone thi s
must be confirmed in writing. If you work for a company it is good practice to
accompany the order by a covering letter or a compliment slip ._
.' ~
221
As a guide to writing an order letter follow this plan:
~ start directly giving clear authorization
~ give a clear list arranging items with identifying facts (quantity,
quality, price, catalogue, number)
~ cover details of delivery and terms of payment
~ end on a goodwill note ·
e.Advise the company on how you want the goods packed/ Advise the company on how you want the
goods sent.
1.We wiII place further orders if this one is completed to our satisfaction.
2.We advise delivery by road to avoid constant handling of this fragile consignment1.
3.It is essential that the goods are delivered before the beginning of November, in time for the
Christmas sales period.
4.We hope that this wiII be the first of many orders we place with you.
6.If our sales targets are met, we shall be placing further orders in the near future.
8.Delivery before 28 February is a firm condition of this order, and we reserve the right to refuse goods
delivered after that time.
10.The carpets should be wrapped, and packaging reinforced at both ends to avoid wear.
11.Thank you for your reply of 4 May regarding our email about the mobile phones. Enclosed you will
find our official order (No. B 563) for ...
12.Please confirm that you can complete the work before the end of March, as the opening of the store
is planned for early April.
13.Finally, we would like to confirm that the 25% trade discount is quite satisfactory.
1
a batch of goods destined for or delivered to someone.
-
l
SlVKARTDJRESS Ltd
23 Vigilanti Str,
Edinburgh E2 9EB
Ref EB/i d
15 January 200_
Mr Ted Frost
Manager
Border Tweeds Ltd
Gaunts Common
England
Dear Mr Frost
Thank you for your quotation of 6 January , also for the san1ples of tweed .
Yours sincerely,
'Eric '13a/(j:r
Eric Baker
Chief Buyer
t
I .
I
Enc.
225
0
CvH?LA-/IJT
Kitline Ltd.
78 Chestnut Road
Chester
CH7 2GX
UK
Mr. Li viu Nicolau
Sales Manager
Moblux SRL
. 7621 lStr. Austrului 15, Sector 5
Bucure~ti , Romania
Since we have firm orders from our customers, plea_se arrange for an '
immediate dispatch of the missing cupboards. We aresorry to remind you
that, if you do not replace the wrong goods -within 10 day_s as from the
receipt of this letter, we will be obliged to refer to the Penalty Clause
sti pulated in our contract.
According to a previous agreement with you, we have placed the merchandise
in our warehouse and we will keep it there until you can collect it. I.
1
buyer for the tables and we are ready to do that if you can offer us a 2%
discount for the remaining shipments. If this is not convenient for you, you
will have to pay for the time when your goods have been stored in our
warehouse. I
I look forward to hearing from you soon. I
Yours sincerely I
Jane Smart
Supply Manager
268
·"''·"' ··; -· .· ·
Note:
Though a letter of complaint refers to undesirable facts, mistakes made
by our partners, with negative effect on our activity, the tone of the letter should
be polite and respectful, no mater the degree of our irritation. We have to Etart
from the idea that many mistakes occur acc.identally, that we make mistakes
ourselves and that, sometimes, it is easier to be helpful than vindicative.
2.2 When you make a written complaint, the aspects you are writing
about should be presented in a certain order. Below is a !i§t of
the points a letter of complaints usually includes. Analyse M§
Jane Smart's letter and divide it into 6 parts according to 11:llu:
.following points:
269
1
"we are sorry but we have to remind you that. ..... '
2.3.a You have been in the.building industry for a long period of time and
."
you have good reputation for the quality of your works. Recently, you have ~
l
had difficulties with some of your new suppliers. You are preparing for writing i
i
I
some complaint letters .to them. Write a paragraph explafoing the problem in I
.j
each of the following situations: ·1
non-delivery of gravel
l
.1
ten -boxes of bolts missing from the last shipment j.
Use any of the expressions given in 2.3 above to begin your paragraph of
complaint.
I:j
I
·1
2.4 Suggesting a solution ~1
~
j
Suggesting a solution is another important point of a complaint letter. ~I
l
Surprisingly, when you make a complaint, you are in a favorable position as J
yqu are the first to make suggestions .for solving the problem. You have to 1
know how to take advantage of it. Your partner will have to give priority to
your suggestions being more willing to accept them in order to ·avoid damaging II
his/her position. This is why you should analyze the situation carefully an d j
make reasonable and realistic .proposals that, given the circumstances, may .· :J
270
- ....-.Gi<.•
r--··~
r --..
t:'..~~>·~\?t~·.~ t ' ,
!
I A B
I
i 1. Please replace the wrong i terns and a. On checking the consignment, we
I
I applx a reduction of 5% in price in have found out that there was a
f order to compensate the delay you shortage of 156 kg of meat
caused us.
r-~~~~~~~~~~~~~-+-~~~~~~~~~~~~-·-~-
2. As you have caused us se1ious trou- b. We are suprised to find out that
3. VOCABULARY DEVELOPMENT
271
,. ..... ~.l ..
h. Why don't you let them know about the extra quantity you discovered .i
with the last week delivery?
l. Our partner sent a letter referring to the mistake our installing team
made.
J. They have suffered serious losses and expect something from us to
balance this.
lfil~
4. FOCUS ON FUNCTIONS ~ fY!!_j
4.1.a Read the oral con1plaints given below and then find s1Ullltalb ~e
equivalents for thein to be used in letters of complaints. You may choosie
from the forn1ulas above or may express the complaint in a diffe:r~m1t bli!lt
adequate way.:
a. "You see, we have checked the consignment carefully. Half of the goods
are absolutely unacceptable. If you compare them we the reference
sample, it will be very clear thqt they are of a low quality. I wonder
how was that possible?"
272
b. "It's amazing! We have opened all the boxes and they all contained
toys: This must have been another partner's order."
c. "Believe me, it's not pleasant at aH, but I have to mention it again.
Your people in the Accounting Depa1imen·t have made a mess of these
documents. I'1n sorry but we ,can'{have busilless with amateurs."
d. "Look, Mr. Clemon. We can't do with these materials. I don't like to
say that, but if you do not send us replacements as soon as possible, I
will have to cancel the remaining of our order 23 7 of 20 March 2002.
Sorry, but there's no other way out of this situation. "
b. "We do remind you that you are responsible for all the maintenance
works for this first year. If you do not ·send someone . to carry out the
works as soon as possible, we have no other alte1native than to suit
you in the court".
c. "We have been ~urprised to find out that the goods have . been so
negligently packed, taking into account that you have observed our
instructions strictly with all the previous orders. Please look into this
matter and make sure that this will not happen in the future."
d, "Your latest ,consignment has again been marked as "undershipment".
_We are really annoyed at your persistence into .negligence. Provided
that the remaining quantity is not sent in a week, we will be forced to
cancel our order and find another supplier."
e. "We are sorry t.o inform you that, as payment is substantially overdue
and you did not answer any of our previous letters on this subject, we
have instructed our solicitors to take the required legal proceedings
·· for solving the situation."
273
MODULE XII
UNIT2
ADJUSTMENT LETTERS
2. LEAD IN
3. PRESENTATION e
- confirming receipt of the compl aint letter and expressing regret for
what happened;
- explaining the cause(s) of the problem; ,
- - mentioning the action taken so that the problem may not happen again;
277
j ·-'.~u;. ,
i":..
. !.
Dear Ms Smart
Re: Your letter of 20 May 2001
"~1
3. We have looked into this matter and descovered that the forwadin r:
' ...
agent has misdirected one of our orders and sent you the wrong
u
1
'-j
Liviu Nicolau
Sales Manager. iI
j
l ~-
278
J
j
2.1.b Consider the situations (1- b) and (4- a) given in activiity 2.5.22 9
Unit 1 above. Write the main paragraph of the two adjustment letters
that could be sent in these situations, making a counterproposal for eaich
of the solutions indicated by the client.
Business practice proves taht. clients are not always justified in their
complaints. The cient's claim may derive from misinterpretation of the contract
clauses, of the terms of agreement or from non-observance of instructions. In
such a case, the reply letter has, largely, the same structure as when the claim
is justified. However, one paragraph should state clearly that you cannot accept
respc;msibility for the mistake and, consequently, no compensation should be
offered.
A B
1. the quality of paint is not the same a. We are s01Ty but we cannot accept 1
a~ that agrred on; the client asks your complaint. Our expert has
for a 3% reductioi1 in price for the established that you did not observe I
whole quantity the maintainance instruction s. i
T~~refore, we cannot assumme any
responsibility. · ;
I
2. the equipment has been installed b. Our people have checke d the
soon after unpacking; however, it whole lot carefully and found out that.
does not work; replacement 1s the fabric has been damaged during '.
required transportation. Consequently, we
cannot be kept responsible as the
darriage occurred in transit.
c.' We have investigated your
3. the whole lot of fabric must be
complaint carefully. Samples of the
replaced a~ it is stained and torn
material have been taken and tested
again. They comply fully with the
standard agreed on . We are soITy but
we cannot accept your complaint
and, consequently,. rio reduction in
payment will be made.
'--~~~--~~~~~~~~~~.._~~~~~~~~~~-~~~__J
279
1 '.
...
~ ,.;,.
,4. after three months of operation, fiye d. Our experts b'tve looked into the .
of the washing machines bought matter and say that the equipment has
for the hotel laundry show serious not been installed accordjng to our
defects; the client claims that the instructions. Therefote, we can offer
machines must be replaced you technical assistance to correct
these installing defects, but we do not
accept to replace the equipment.
3. VOCABULARY DEVELOPMENT
Fill in the following with suitable wordsfrom those given below, changing
theirform when necessary. Some of them are used more than one time:
A letter of complaint should be ... 1 ... at once. First of all, you should
' '
! express your .. . 2 ... or the ... 3 ... created. If you did not have time to .. .4 ...
into. the matter, promise to do it as soon as possib l~. If it is clea~ly your fault,
then do not hesitate to .. . 5. ,. responsibility
.
and ... 6 ... your ... 7>... to ... 8 .. .
goodwill. If you have sent your client the ... 9 . .. goods, then you have to. .. . 10 .. .
so as to ... 11 ... the merchandise sent by ... 12 ... and deliver the required ... i 3 .. .
. To avoid additio.~a1 costs, yo~ may ·ask your client to find a ... 14 ... buyer for
your goods. Usually, clients ... 15 ... this, requesting some ... 16 ... instead.
Whether they do not have enough ... 17 ... to ... 18 ... your goods, yoi1 will
have to . . . 19 .. . the ... 20 ... at your own expense. If the damage produced is
... 21 ... your ... 22 ... , the claim should be ... 23 .. . politely, showing th at you
cannot be ... 24 ... respon_sible for the loss your client ... 25 ....
280
All tests carried out under your supervision have been successful.
However, on the fi rst day of work, something went wrong, 45% of the system
has been damaged and the uni t has been stopped. Your client has sent you the
fallowing letter:
--~~-~~---·-·-
···· -··~~·-~
Colton Manufactory
71 Chestnut Street
Brighton 4BT 2 YS j
. UK I
22 November 2001
Mr Dan Dumitrescu
S ales M anager
Super Electronic System
72 Steaua de mare
Bucharest
R omania
Dear Mr Dumitrescu
Re: Order no . 2750 of 8 Oct 2001
· . We regret toinfortn you that the computeri sed system we have bought 1·
from you as per the above-mentioned order has been 45% damaged on
commissioning the unit. . . l
1
of bad operation. Since you have undertaken to train our operation and
maintainance staff, we keep you responsible for the losses we have incun-ed I
and insist tfiat: , I
- you replace and re-install the whole system ;
- you train our staff again;
- you cover the loss resulting from delay.·
Yours sincerely,
Frank Dew
M anager of J'echnical Department
281