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Facsimile+44(o)zo8566r385
EmaiI staff@comvis.co.uk
www.comvis.co.u k

Yourref. 6 May 20-

@ Yourref. DS/MR
Date llMay2O-

!,
Ms B.Kaasen
o
Bredgade51 tr
N
DK1260
CopenhagenK
DENMARK

DearMsKaasen,

Thank you for your enquiry.

I encloseour catdogue and price-list for DVD video equipment . Youwill

findfull detailsof the Omegarangeonpages 31-35.

Pleasecontact us if you have any fudher questions or would like to place

an order.

We lookforward to hearing from you.

Yourssincerely,

M*/ Ra/rwr
0 p.p.Donald Sampson
@ SalesManager

o Enc.

Chairman JohnFranksoee.
lr.sc. N.lgnot R.LichensB.A
Dircctors 5.B.Allen

13
 Note that the Your Ref.in the letter on
t!
E page 13is a date,as Ms Kaasendid not give
o
ll any referencein her original letter.
E
t!
6
o
x Perpro
e first paragraph,immediately drawsattention
6
o
Theabbreviationp.p.sometimesappearsin
.U
signatureblocks.Itmeansnza eno,i.e.for and
on behalfof, andis usedby administratorsor
personalassistants when signingletterson
behalfof their managers.
Job title
Whensendinga letteror emailon behalfof
your company,it is a goodideato includeyour
job title in the signatureblock,especiallyif
your recipienthasnot dealtwith you before.
Enclosures
If thereareany documentsenclosedwith a
letter,althoughthesemay bementionedin the
bodyof the letter,it is alsocommonto write
Enc.or EncI.belowthe signatureblock.If there
area numberof documents, thesecanbe
listed,e.g.:
Enc.
B|IIof lading$ copies)
Insurancecertificate(t copy)
Certificateof origin A ropy)
B|IIof exchange(t copy)
LAYOUT3 >
Thefinal letterin this sectionshowssome
further featuresof a businessletter.
Private and confidential
Thisphrasemay bewritten at the headof a
Ietterand,moreimportant,on the envelope,
caseswherethe letteris intendedto be read
oniy by the addressee.
Therearemanyvariationsof this phrase,
e.g.Confidential,Strictlyconfi.dential,but
little
differencein meaning.
14
5ubjee
t title
A suslrcr rrrr,r atthe beginningof aletter,
directly after the salutation,providesa further
reference, savesintroducingthe subjectin the
to the topicof the letter,and allowsthe writer
to referto it throughout.
It is not necessary to beginthe subjecttitle
with Re.(with regard t o),e.g.Re.: Appli cationfo r
thepostof webdesigner.When sendingemail
messages this may evenbe confusingas.n.E is
shortforreply>seepage48.
eopie:
When copiesare sent to people other than the
named recipient, c.c. (carao.rrrcoev) is added,
usually at the end of a letter, before the name/s
ofthe recipienti s ofthe copres.
Sometimes you will not want the named
recipient to know that other people have
receivedcopies.In thls case,B.c. c. (nt tNo
:ARBoN copv), and the name/s of the
recipient/s, are added on the copiesthemselves,
though not, of course,on the top copy.
Theseabbreviations are used in email, and
mean exactlythe same thing >seepage 21.
A D D R E S S IN G E N V E TOP E S
Envelopeaddressesare written in a similar
wayto inside addresses>seepages8-ro. But in
the caseof letters within or for the UK,the
name of the town and the country are written
in capital letters,and the postcodeis usually
written on a Iine by itself.
Mr G.Penter
49 MemorialRoad
OR P IN G?ON
Kent
in an6 9ua
MessrsWBrownlow & Co.
6oo GrandStreet
LON D ON
w tN guz
UK
 |D

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Comp*rvis{wm WarWick House
WarwickStreet
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+44(o)zo8566r385
Facsimile
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Emailslaff@comvis.co.u
www.comvis.co.uk

Yourref.
Yourref. DS/MR
Date 21September20-
Ms B.Kaasen
!J
Bredgade51
o
DK1260 -tr
rl,
CopenhagenK
DENMARK

l! Privateand o Private and confidential

confidential

DearMsKaasen

@ Subjecttitle
I
o Non-palrment of inv oice 322| L7

It appearsfrom our recordsthat, despite severalreminders,the above

invoice remains unpaid. Unlessthe account is clearedwithin 14daysfrom
the date of this letter,we shalltake legal action.

Yourssincerely
tt
-
00lUld, JAJ4,W)ru
Donald Sampson
SalesManager

@ Copies @ c.c.MessrsPoole& JacksonLtd,Solicitors

C hai r m an J ohn F r ank soer

Directots S B Allen M-sc- N.lgnot R.LichensB.A

15
14
Faxes
|!
E I N T R OD U C T IO N Preparin
g for transmission
o
tt
tr
t! Theword/ax comesfromlfacsimile,which Checkthat you have the correct fax number.
6
o meansan exactcopyor reproduction.Iike Checkthat the paperon which your messageis
x
e email,thewordfax canbeusedas a noun, printed or written is suitable.If it is too big,too
5
e.g.IsentaJaxor asa verb,e.g.Wewillfax small,or in poor condition,photocopythe
o
you when we have the inJormation. messageon paperthat can be acceptedby the
o
A fax messageis usefui when speedis fax machine.Beforeusing the machine,check
important and the recipientdoesnot have that you know how to dial, cancel,cleara paper
email.It is especiallyusefulfordocuments jam, and send.
containing diagramsor drawings.Likeemail, When you senda fax it is a goodidea to use a
a fax can be sent quickly to many different fax transmissioncoverform. This will help to
recipientsat the sametime. However,again ensurethat the fax reachesits i.ntended
like email,fax is an open system,i.e. recipient safely.Most companiesusetheir own
correspondence can easilybe accessed by headedfax transmissionform, but you can
outsiders,so it shouldnot be usedfor easilycreateone for yourself,e.g.:
confidential information.
BRrrrsHcnvsrtt Ltd.
When sendinghandwritten fax messages,
GlazierHouse
use a dark colourand make your writing large
GreenLane
and clear.
Derby
As faxesare copiesof documents,they
D E 1 7R T
cannot be usedwhen the originals are
required.Forexample,an originalrrrr or FA X ME S S A GE

LADTNG givesrrrlr to goods(i.e.you would To:

own the goodsif you had the bill in your From:
possession), and would not be valid if it were a Fax no.:
faxed copy. Subject:
Faxeshavebeen'courttested',and they tend Date:
to be acceptedin legal cases,along with letters, Page/s:
as evidencein certain areasof international
trade.However,an email containing similar S TY TE
information might not be consideredvalid
under certain circumstances. Generally,faxesare similar to lettersin style,
Difierent fax machines offer a wide range Ievelof formality, andthe use of conventions.
of facilities,including repeatdialling if the However,a fax may be shorterand the
receiver'sfax machine is engaged;a Ianguagemore direct,likean email,asthere
transmissionreport which givesdetailsof the is a time element in the costof sendingthem.
time, date,sender,receiver,number of pages, As with email messages, bewareof using too
duration, and result; a verification mark at the informal a tone with customersor suppliers
foot ofthe pageto confirm the fax was sent; you do not know well.
and a number memory for frequently used
numbers.Checkthe manual of your fax
machine to find out what functions it can
perform.
It is alsopossibleto senda fax from a
computer.

r6
 Adviceof damaged F
HeadOffce consignment o
F. Lynch & Eo. Ltd NessonHouse 5

NewellStreet Thisfax isfrom Lynch f

x
Birmingham & Cqwho received a |D
_9
833EL damaged coHsrcNMENT !,
=
Telephone:+44 @lzt 46 657r
andweretoldbytheir o
o
Fax:+44(o)21458592 supplier,5atex5.p.A.,
to 3
returnit >seepage ro6. t,
Email:pcrane@lynch.co.u
k = I
www.lynch.com

Fnx messuqe
To D.Causio,SatexS.p.A.
From L.Crane
tn
Faxno. (06)481,5473 x
!l

Subject Replacementof damagedorder no.7UI8 3

!
.D
Date 19October20- IF
x
Pagels 1

This is an urgent request for a consignment to replacethe aboveorder,

which was damaged during delivery. We informed you about this in our
letter of 15September.

Pleaseairfreight the following items:

Cat.No. O_uantrty
R30 50
R20 70
N26 100

The damaged consignment will be retumed when we receivethe

replacement.

?eh/ Aa*t"o
PeterCrane
ChiefBuyer

17