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Business Letter Writing: Orders
The following letters place product orders.
Useful Key Phrases
May 23, 1999
Mr.
Jack Brown,
Director
Used Books Online
Dear Mr. Brown:
Would you please send me the following used books via COD? According to your Web site, orders nned to include the title, author, and publisher.
Title Author Publisher
'Driving Home' Peter Lawford Jackson and Co.
'Christmas Myth' Margaret Smith Smoothers
'Landscaping for Fun' Janet Patterson Nature Ltd.
Thank you very much,
(signature here)
Fred Finkleham,
Professor, OUS
FR/to
Business Letter Writing: Claim Letters
The following letters make claims against unsatisfactory work.
Useful Key Phrases
Drivers Co.
August 17, 2001
Richard
Brown, President
Document Makers
Dear Mr. Brown:
As someone who has worked with your company for over 3 years, we were very disappointed to see the documents you produced for our latest Drivers Co. publicity campaign.
As our written agreement stipulated, we expected full color leaflets with fancy explanatory texts, but instead, we found that black and white photos had been included in the prepared leaflets. I think you will agree that a communication problem exists.
We would like you to send out a photographer to provide us with the promised color coverage, or provide us with a refund.
Yours truly,
(signature here)
TRS/lj
Thomas
R. Smith,
Director
Business Letter Writing: Account Terms and Conditions
The following letter outlines the terms of a newly opened business account.
Useful Key Phrases
Dear ____,
Thank you for opening an account with our company. As one of the leaders in this industry, we can assure you that our products and our services will not disappoint you.
I would like to take this opportunity to briefly set forth our terms and conditions for maintaining an open account with our firm. Invoices are payable within 30 days of receipt, with a 2% discount available if your payment is remitted within ten (10) days of receipt. We consider this incentive an excellent opportunity for our customers to increase their profit margin, and therefore encourage the use of this discount privilege whenever possible. We do, however, require that our invoices be paid within the specified time, for our customers to take advantage of this 2% discount.
At various times throughout the year we may offer our customers additional discounts on our products. In determining your cost in this case, you must apply your special discount first, and then calculate your 2% discount for early payment.
As the credit manager, I will be happy to answer any questions you may have regarding your new account. I can be reached at the above number. Welcome to our family of customers.
Business Letter Writing: Sales Letters
The following letters introduce products for sales.
Useful Key Phrases
Document Makers
March 10, 2001
Thomas
R. Smith
Drivers Co.
Dear Mr. Smith:
Are you having trouble getting your important documents formatted correctly? If you are like most business owners, you have trouble finding the time to economically produce good-looking documents. This is why it is important to have a specialist take care of your most important documents.
At Documents Makers, we have the skills and experience to come in and help you make the best possible impression. May we stop by and offer you a FREE estimate of how much it would cost to get your documents looking great? If so, give us a call at 789-8989 and set up and appointment with one of your friendly operators.
Sincerely,
(signature here)
Richard
Brown
President
RB/sp
Writing Business Letters - English for Special Purposes Core Vocabulary
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to |
be late |
to |
stop negotiations |
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to |
be overrun with orders |
to |
submit a sample |
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to |
be prepared to - to be willing to |
to |
suit the quality - to meet the quality |
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before the date we agreed upon |
to |
take into consideration |
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Best regards |
the aim of this letter |
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body of the letter |
the following items |
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circular letter |
the goods are available in our warehouse |
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claim - letter of complaint |
the goods are not similar to sample |
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to |
come to a decision |
the goods are sold out |
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to |
come to an agreement - to reach an agreement |
the goods arrived in good conditions |
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complimentary close |
the letter remained unanswered |
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to |
cope with the competition |
the matter in reference |
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to |
correspond to the sample |
the meeting was cancelled |
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to |
correspond with |
to our mutual benefit |
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covering letter |
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to the kind attention of |
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due to oversight |
under separate cover |
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enclosure - attachment |
up to an amount of |
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to |
fix an appointment |
utmost care |
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following your instructions |
we acknowledge receipt of |
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from order receipt |
we apologise again for |
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further to our letter - following our letter |
we apologise for |
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goods listed below |
we apologise for the delay |
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greeting |
we apologise for the mistake |
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half-price |
we are sorry to have to |
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to |
have the pleasure to |
we are sorry to inform you |
Exercises: Fill in the blanks using the words given in the box:
I. Dear Mrs Neves,
We are writing to you on the ..1 of the Portuguese Chamber of Commerce who informed us that you were looking for a buying agent for precision tools in this country.
We have been in this trade for over 20 years and have close contacts with the major 2 both here and overseas.
If we may, we would like to give you a brief outline of the 3 we work on. Generally, we place orders for our .4 with our suppliers, and our customers settle direct with the manufacturer. In addition, we arrange all cost, insurance and .5 facilities for the client handling consignments from the 6 to the port / airport of the importers country.
As we have dealt with these agencies for a number of years, we can offer you their most competitive .7 for shipment. In addition, we would take care of all ..8, including customs formalities.
As a rule, we operate on a 4.5 per cent .9 on c.i.f. values, but if credit is involved, we could offer .10 services for an additional 2.5 per cent commission.
If you are interested in this .11 we can assure you of first class, efficient service. Meanwhile, do not hesitate to contact us for any more information. Please find enclosed our 12 giving full details of our company.
We look forward to hearing from you in due course.
Yours sincerely,
M Kobelt
Managing Director
offer, del credere, commission, recommendation, principals, terms, rates, factory, documentation, manufacturers, freight, brochure
II. Dear Sir,
We are .1 on behalf of the Eastern Bank, London, and would like to 2 you that the above documentary credit for $45,000 has been ..3 in your favour by your customers Mercury Data Ltd. The credit is 4 until 12 August and all bank 5 have been paid.
Please bring the following ..6 to the above address: air waybill, invoice for full value of the sale c.i.f. London, insurance certificate, certificate of origin.
Would you also .7 a sight draft for the full amount of the invoice on us so that we can ..8 this account. Thank you in advance.
Yours faithfully,
Paul King
Documentary Credit Manager
draw, charges, settle, inform, acting, valid, documents, opened
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