1.

Write a short email:

You are going away to a sales conference next week. Write your assistant a short email
asking her to:
- tell the company’s key accounts to phone if necessary
- take messages from other clients or transfer them to other sales staff
- salespeople send reports via email once a day
- leave voicemail message if it is urgent

SAMPLE:

Dear Diana,

This is to inform you that I will be away at a sales conference next week from Monday to Friday.

I would appreciate it if you could tell our key accounts to phone me if necessary and take
messages or transfer all other clients to other staff in the sales department.

Also, remind salespeople to send me reports once a day in the late afternoon and if anything
urgent happens leave me a voicemail message.

Best wishes,

Adrián.

2. You are the manager of the “XY” company and next month you are expecting investors
from the USA. Write a short email to the HR manager so he / she can inform all the
staff about this visit and ask them for their cooperation.

Ask the HR manager to:

- plan a tour of the company’s facilities

- ask someone in the production department to explain the company’s production
process
- arrange a meeting with the mkt director

SAMPLE:

Dear Fransisco,

I am writing to inform you that next month we are expecting investors from the USA who are
coming to learn more about our company.

Therefore, I would appreciate it if you could inform all the staff about this visit and ask them for
their cooperation.

Could you please plan a tour of the company’s facilities so as to show the potential investors our
modern infrastructure and explain our production process.

Also, please arrange a meeting with the marketing director so she can present the investors
information regarding our target market and new product launches.

Best wishes,

Adrián Narváez
 3. As the manager of the “XY” company write an email to the representative (Mr. Smith)
of the group of potential investors to set a date for their visit.
- thank him / her for their interest to invest in our company
- ask him / her if there is anything in particular they would like to learn about the
company
- ask him / her to confirm the date of the visit or to suggest one
- any extra information you would like to add

SAMPLE:

Dear Mr. Smith,

I would like to thank you for the interest you have expressed in our company.
Regarding the date for your visit, would Friday July 12th be convenient for you? If not, please
suggest another date.
Please let me know if there is anything in particular you would like to learn about our company,
we would be glad to provide any additional information you require.
Furthermore, in case you need any help with your travel arrangements do not hesitate to contact
me as we will be happy to help.
Looking forward to your reply.
Yours sincerely,
Adrián Narváez

4. Respond the previous email as if you were the representative of the investors.

SAMPLE:

Dear Mr. Narváez,

Thank you for your email. I am pleased to confirm the date you have suggested.

I would appreciate it if you could give me further information about your company’s production
process and financial statements.

I look forward to seeing you soon.

Kind Regards,

John Smith.
 5. Answer this email

Hi Juan,

Sales of our range of soups under the “Margarita” brand are increasing month after month in
France but are unfortunately falling rapidly in Germany.

Jack, our sales representative in that region, informs me that German customers find our
products expensive and that sometimes they cannot find them.

I would be grateful if you could look into this situation and let me have your recommendations
a.s.a.p

Regards,

Adrián
General Manager

SAMPLE:

Dear Adrian,

This is to inform you that I have investigated the German market to find out the reasons why we
have been losing market share and our sales have been falling rapidly.

Firstly, the largest supermarket chain sells its own brand of soups at a much lower price and they
are not displaying our products properly, this causes consumers not to see our product. There is
also a lack of brand awareness of our product.

Secondly, the packaging is very old fashioned and the market leader in Germany offers frequent
discounts.

I would therefore like to suggest outsourcing production of our soups to lower costs and be more
competitive. We should also ask Jack to improve the merchandising of our product and try to put
our soups on the top shelves. Additionally, a new advertising campaign will help create brand
awareness.

Finally, we must redesign the packaging completely to improve our brand image and be different
from the German market leader and highlight our brand’s qualities, for example the use of
natural ingredients.

Kind Regards,

Juan
 6. After having visited “AB” Company in the USA and held meetings, our company has
decided to place an order of 2000 “products”.

You are head of the procurement department. Write an email to Mr. Williams (manager of
“AB” company and include the following information:

- you want “AB” company to produce the “products” in the USA. No outsourcing
- 40% in advance and 60% two months after receiving the goods
- you want a 5% discount for placing this large order and AB company to assume
shipping fees.
- you want to build a long term business relationship

SAMPLE:

Dear Mr. Williams,

Hope you are well. This is to confirm that we would like to place an order of 2000 “products”.

The goods must be in our country by the end of October and, as agreed in our meeting, the
terms and conditions of the purchase are as follows:

1. The goods must be produced in your country, no outsourcing.

2. The payment terms are: 40% in advance and 60% two months after receiving the goods
3. We expect a 5% discount since we are placing a large order and you to assume
shipping fees
4. If the order is not delivered by the due date, please consider it cancelled and we expect
a reimbursement of the entire 40% down payment

We very much hope the above is acceptable for you and that it is the beginning to a growing
business relationship that will benefit both of us.

I look forward to hearing from you

Best wishes,

Adrián Narváez

7. Answer email #6

Dear Mr. Narváez,

Thank you for placing your order. I am pleased to confirm that the goods will be dispatched in
September, therefore delivered to your country by the end of October.

Regarding the terms and the conditions of your purchase, unfortunately we cannot agree to all
of them. Due to our company policies we cannot accept a 40% down payment, it must be 50%
and the remaining 50% ONE month after you have received the goods.

As for the 5% discount, it can be given as long as we do not assume shipping fees.

Kind Regards,

Michael Williams

8. Job advertisement
 ACCOUNTANT NEEDED

Education: Bachelor’s
degree in accounting

Experience: 2 years

Skills required: Team

work, communication,
problem solving skills and
fluent spoken English.

Interested candidates
send their CV and
application form to
adriann@businessclass.ec