Kinds of business correspondence

Business contracts through letters

Importance of business correspondence:
15 parts
1. Letterhead (letter from the business)/ sender address

2. Ref
To trace back the letter
Can show:
Ng viet, or typer
Theo ngay, theo phong ban
Cach dia chi ng gui 1 dong

3. Date
Cach 1 dong
Eg: 11 May 2023

4. Inside address/ receiver add

Cach 1 dong
Ko dau cham phay
Neu biet surname thi viet day du, vd: mr John Smith
Ko biet ten thi viet chuc vi, phong ban, hoac ten cty

5. Attention line (optional)

Cach 1 dong
In dam, nghieng, hoac underline
Vd: ATTENTION: MR JOHN SMITH

6. Salutation
Dear Sir/ Madam (tranh discrimination) (ko biet ten ng nhan)
Dear Mrs Nguyen
7. Subject tittle
Cach 1 dong
Further ref
Re. or Subject
In dam, nghieng, hoac underline

8. body
1 doan cach 1 dong

9. Complementary close
Consistent with salutation
Dear Sir/ Madam  yours faithfully
Dear MR Nguyen  yours sincerely

10. sender identification

Name and job title below signature
Cho nu: (Mrs) Taylor Swift

11. enclosure
Tai lieu dinh kem
Enc. Bill of lading (3 copies)

12. Cc
Gui cho ai
Who had been sent the copy of the letter

Neu viet sang trang moi

Page no 2
Date
Inside add
Modified block
Sender address, ref, Dateline, comlementary close, signature  right margin
Semi-block
Giống fullblock but Para is indent

Style
 ABC (accurate, brief and clear)
 Courteous and considerate
 Include relevant details
 Active voice
 Consistent

Clear, specific subject line

Use greetings
Follow KISS in the body
Make your purpose or request clear
Polite closing
Review for clarity and accuracy
Include your signature

Advantages and disadvantages of emails

Advantages:
- Multiple recipients
- Easy to save and archieve

Writing effective subject line

Attract reader
Specific, precise description of you letter
Marketing report on the coffee product of the company
Meeting of the marketing department on 17th january
Suggestion for customer service problem
1. leave request for next month
2. Product information about the newly arrived printers
3. Policy changing about the working hours
4. Training course next week for everyone.

1. We are interested _in the…__ as advertised recently in The Economist

2. We have received your enquiry _for___ your
3. You are manufacturers _of__sth / dealers __in_ sth
4. A regular buyer _of__ sth
5. To _meet__ the delivery time
6. To deal ___with______ wholesalers/ retailers
7. To ____give_____ demonstration
8. __by__ parcel post
9. ___by____ separate post
10. A booklet on__
11. To add new lines ___to__ present stocks
12. A quotation __stating__ FOB
13. A pricelist ____ CIF
14. ___ a competitive price
•To _allow/ offfer/ grant__ a quantity/ cash/ loyalty/ trade discount _on_sth/ for
orders_
•To __draw_ a draft __on_ sbd
•An L/C is issued in the Seller’s____favor______/ in ____favor___of the Seller
•Payment is made ___at____sight/ ____at_____30 days/ ___at___30 days’ sight/
____at___30 days after sight
•The Products are ____of___ good quality, ___in_ elegant design, and __at__
competitive price.
•The Items are good _in__ quality, attractive __in___design, and reasonable
___in_____ price
•To be given the best/ special attention
•The order is ________completed/ fulfilled/ processed______to one’s
satisfaction
•To establish trading association
•We will _________store/ hold/ place______these goods in our warehouse until
receiving your further instructions.
•Alternatives/ substitutes/ replacements
•A cheque/ a debit note/ credit note _for__ $US10

Enquiries
1. opening
Dear Mr smith, not dear sir
2. confirming that you can help
3.
4. suggest alternatives
5.

Unit 4: Quotations and offers (thư báo giá và thư chào hàng)
1. quotations
Busi letter from seller for good to be sold at certain price
Structure:
Opening
- We thank you very much for your enquiry of…
Message
Báo giá và đk về giá
Ending: Express hope for order and promise good service

Price:
- Price unstable say in quotation that prices are subject to change.
- Can quote price in detail: gross price and net price
- Shipping term should be mentioned in price
Discount:
 - Different kind of discount
Eg: we give/ offer/ allow/ grant a discount of
Delivery date:
- Confirm delivery date if you can meet the enquiry
- Suggest alternative date if you cant meet the enquiry
Fixed term and negotiable term

OFFERS
Busi letter offering to sell gooods on stated term and condition
2 kinds :
Free offer: chào hàng tự do
Made To many buyers
With supplier sale confirmation (contract made only when the supplier send
the confirmation)
No time validity
Firm offer: chào hàng cố định
To one buyer
Without sale confirmation (buyer accept  contract made)
With time validity ( vd: có giá trị trong vòng 1 tuần với giá này)

1. of
2. enclosed
3. for
4. including
5. firm
6. goods
7. from
8. in
9. at
10. to
11. in
12. in
13. sincerely

1. Saturday
2. freshmen
3. sisters-in-law
4. Harrises
5. attorneys
6. jury’s
7. months’
8.porter’s
9.stockholders’
10. navetta’s
11.I
12. me
13. its
14. correct sentence
15. its
16. cost
17. was
18. is
19. correct sentence
20. was
21.were
22. bỏ you
23. choose
24. been laid
25. gone
26. bỏ more
27. well
28. peer-to-peer
29. has only
30. their
31. bỏ at
32. seems as if
33. than
34. from
35. bỏ to

Matching
1. d
2. j
3. b settlement: thanh toán
4. f advice note: thông báo gửi hàng
5. a
6h
7i
8c
9e
10. g

1. place
2. cancel
3. ackowledge
4. despatched
5. confirm
6. shipped
7. refuse
8. made up

1. d
2. c
3. e
4. b
5. a

6. customer to supplier: complaint, order, inquiry

7. supplier to customer: invoice, quotation
1. make an inquiry
2. send in4
3. request the quotation
4. give quotation
5. order
6. invoice
7. a complaint
8. the problem

b-a-f-d-c-h-e-g
2.
3. acknowledge
4.
5.standard
6.terms
7. willing
8.charges

Opening
Express thank for an offer/ pleasure in placing an order

Main
Mention at least 7 terms and conditions
1. kèm theo đây là 2 bản xác nhận đơn đặt hàng của chúng tôi, theo đó đề nghị
các ngài gửi lại chúng tôi 1 bản có chữ ký hợp thức.
We enclose our confirmation of the order in duplicate, of which please return us
1 copy of duly signed.
2. nếu các ngài ko thể đáp ứng đủ nhu cầu trên thị trường, khách hàng của chúng
tôi sẽ phải mua hàng ở nơi khác.
If you are not able to meet the market demand, our customers will have to
purchase elsewhere.
3. chúng tôi có thể chấp nhận giá đã báo trong thư của các ngài đề ngày… và
chúng tôi vui mừng đặt hàng sau đây mua…
We can accept the price quoted in your letter of…. , and are pleased to place an
order for
4. chúng tôi tin rằng việc châm trễ ko gây cho các ngài sự bất tiện nghiệm trọng
nào cả và hi vọng rằng các ngài sẽ tiếp tục buôn bán vs chúng tôi
We believe that the delay did not cause you any serious inconvenience and hope
that you will continue to do business with us.
5. ctoi xin cảm ơn việc các ngài sẽ nhanh chóng giao hàng vì hàng rất cần
We are grateful for your prompt delivery because the goods are urgently
needed.
6. ctoi vui mừng đặt hàng vs các ngài những mặt hàng sau đây vs điều kiện rằng
hh sẽ dc cung cấp từ kho hiện nay vs mức giá xác định.
We are pleased to place an order from you for the following items on the
condition that they will be supplied from current stocks at the price named.
1. b
2. h
3. g
4. a
5. c
6. d
7. e
8. f

1. h
2. g
3. j
4. a
5. b
6. i
7. d
8. e
9. c
10. f

1. Please correct your mistake as soon as possible

2. There is an error on the statement you made
3. there might be some misunderstading regarding terms of discount. Discount is
deducted …..
Survey report: biên bản giám định

1. shipment
2. against/ under
3. packed
4. transit
5. value
6. sold
7. basis
8. compensation
9 list
10 instructions
11 sincerely
Cảm ơn ngài đã thông báo cho chúng tôi về lô hàng bị hư hại (hóa đơn số ….)
Từ những giao dịch trước ngài có thể thấy rằng kiểu vấn đề này khá bất
thường. Dẫu vậy, ctoi xloi về sự bất tiện mà nó mang đến cho ngài.
Ngài hãy gửi lại toàn bộ kiện hàng cho chúng tôi, từ khâu gửi hàng và đóng
gói, và chúng tôi sẽ yêu cầu cty vận chuyển xem xét lại thiệt hại từ đó sắp xếp
bồi thường. chúng tôi sẽ không xử lý vấn đề trong trường hợp này.
Nếu ngài muốn ctoi gửi 1 lô hàng khác theo như đơn hàng số 14…, hãy cho
ctoi biết. Ctoi đã có sẵn vải trong kho và sẽ không có vde gì cho việc gửi hàng
đi trong nửa tháng tới.
1. consignment
2. problem
3. inconvenience
4. whole
5. inspect
6. be
7. per
8. know
9. trouble
10. next
If you change into the code MA130, we are able to offer you the required
quantity in elegant design, with sophisticated workmanship and at competitive
prices. We promise to meet the due delivery time in your firm order on 22/5.
We will pay more attention to the packing in order to avoid possible damages
in distant voyage transit in the future. Each individual crokery will be wrapped
in water-proof papers, packed in wooden crates, well - nailed and reinforced
at both ends.

We enclose our latest catalogue and current price list quoted CIF Kobe port.
The samples you asked for will be sent by separated parcel post. We hope that
after seeing the samples, you will place substantial orders on a regular basis.
We have all the products in our stock except for code Cat. No.G16 is only
available in red, but we still