5What is a good business letter writing style?

6What language should be used instead of pompous, inflated, legal sounding phrasing?

7What is a recommended size of a letter paragraph?

8What does “action ending” mean?

Enquiries. Orders. Replies to them.

When a Buyer wants to know at what price and on what terms he could buy the goods required by him, he usually sends out enquiries to firms, companies or organizations manufacturing such goods or dealing in them. Often the Buyer asks the Seller to send him illustrated catalogues, price lists or other publications and, if possible, samples or patterns of the goods he is interested in. When asking the Seller to send him a quotation (or to make him an offer), the Buyer gives as far as possible a detailed description of the goods required by him.

Special forms for writing an order are used nowadays by many countries. Sometimes an order is a part of a business letter. Information contained in an order is the following:

the name of the item the item’s number quantity

description (size, weight, colour, material) price per unit

discount total price

method of payment (charge account, cheque, Letter of Credit) delivery address, date and terms of delivery (CIF, FOB, etc.) authorized signature

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Phrases used in orders and enquiries.

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13 Now you can read some example letters. Define which of them is an enquiry, an order or an answer to an enquiry/order. Answer the questions on the contents of the letters. Learn letter C by heart.

A

Mahoney & Millman Inc.

1951 Benson Street

Bronx, New York 10465

May 2, 20___

RBM Manufacturing Company, Inc.

4022 Ninth Avenue

New York, New York 10055 Dear Sirs:

We intend to purchase a new office copier before the end of the fiscal year. We would like to consider an RBM copier and wonder if you have a model that would suit our needs.

Our office is small, and a copier would generally be used by only three secretaries. We run approximately 3,000 copies a month and prefer a machine that uses regular paper. We would like a collator, but rarely need to run off more than 25 copies at any one time.

We would also like to know about your warranty and repair service.

Since our fiscal year ends June 30, 20___, we hope to hear from you soon. Sincerely yours,

William Wilson

Office Manager

What punctuation style is used in the letter? Is it an order or an enquiry?

Classify the information enquired.

What information is asked except for the description of the copier?

B

250 Commonwealth Avenue

Boston, Massachusetts 02118

February 14, 20___

Cape Cod Ornaments, Inc.

94 State Road

West Yarmouth, Massachusetts 02757

Dear Sirs:

I have seen your ad in the Boston Globe of Sunday, February 12, and would like to order the following weather vane:

model EPC-18” eagle with arrow, copper, $34.95.

I would like the weather vane sent to the above address by parcel post and charged, with any applicable sales tax and handling costs, to my VISA account (number 003 0971 A109).

Yours truly,

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What company is selling weather vanes? Who is the letter addressed to?

What is the description of the weather vane required by the customer? What are the terms of payment?

C

Dear Sir

I read about your new tape recorder in yesterday’s Business News.

I would be grateful if you would send me further information including: unit cost; discount for the wholesale purchase; delivery periods and payment terms.

Yours faithfully

John Brown

What punctuation style is used here?

John Brown needs the retail purchase, doesn’t he?

What information is John Brown interested in?

D

Dear Mr Brown

Thank you for the inquiry about a new tape recorder. I am enclosing our brochure, which gives general information about the product.

In answer to your questions:

1.It costs $300 + VAT at 13.5%.

2.We offer a discount of 5% on orders of 5 units or more.

3.We will be able to deliver your order within 10 days of receiving it.

4.Unless you already have an account with us, we will require payment with your

order.

If you have any further questions, please do not hesitate to contact me on phone at

92365 45. Yours sincerely

Robert Roughson

Why does the Buyer write the letter?

Does the Buyer offer any discount?

How can the Seller contact the Buyer?

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E

Dear Dr Ivanov

Thank you for your letter enquiring about the possibility of doing research in the Department of Politics at our university.

I am most interested in your research and would be happy to help you in any way I can. I have spoken to my colleague, Professor David Miller who specializes in Eastern Europe is, therefore, very familiar with the sort of arrangements that can be made. We would suggest that you apply to the British Council in Moscow for financial support. However, in doing so you should send them a full resume, and, of course, a welldefined research proposal. It would also be probably worth writing to the FCO in London to ask whether any help might be available from the Know-How-Fund.

In the meantime I would find it most helpful if you could send me a copy of your resume, so that I will be able to support your application.

I hope it will be possible to arrange something and therefore hope you will keep in touch.

Yours sincerely

Dr Edward Reading

Why does Dr Edward Reading write this letter?

What kind of enquiry did Dr Ivanov send?

What kind (sphere) of research is he going to do?

F

Dear Mr Bonnet

Request for Marketing Information Thank you for your letter of 2 July.

The provision of a list of commercial and industrial wholesalers and distributors will constitute a chargeable enquiry. The approximate cost of this service will be $300. The list will be sent to you six weeks from the date of payment receipt.

If you wish to pursue the inquiry, you should contact the nearest branch of our information department.

I should be grateful if you could send trade literature on your products and company. Yours sincerely

Tony Thompson

What kind of business is Tony Thompson in?

What service will be a chargeable enquiry?

Why does Tony Thompson ask to send trade literature?

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Vocabulary

buyer – покупатель seller – продавец

terms (pl.) – условия соглашения, договор terms of delivery – условия поставки terms of shipment – условия погрузки terms of payment – условия платежа

deal in smith – торговать ч.-л. total price – общая цена Letter of Credit – аккредитив

establish Letter of Credit – открыть аккредитив

CIF – cost, insurance, freight – условия сиф, согласно которым продавец страхует товар, оплачивает фрахт, доставляет товар в порт и грузит его на судно (дальнейшую ответственность несёт покупатель)

FOB – free on board – условия фоб, согласно которым продавец обязан за свой счёт поставить товар на борт судна и оплатить экспортные пошлины (покупатель за свой счёт фрахтует судно, оплачивает товар и обеспечивает его дальнейшую перевозку)

authorized signature – подпись уполномоченного лица learn by heart – наизусть

Inc. – Incorporated – акционерный, зарегистрированный как корпорация consider – рассматривать, обдумывать

run – run a copy – делать копии

collator (техн.) – устройство для сравнения данных ad – advertisement – рекламное объявления weather vane – флюгер

charged – зд. с назначенной оплатой

VAT – value-added tax – налог на добавленную стоимость research proposal – научное предложение

support an application (зд.) – поддержать кандидатуру request – запрос

provision – зд. подготовка (списка) trade literature – рекламные проспекты

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14 Insert prepositions where necessary.

1Please inform us … cable … what price you could offer us 200 tons … Copper.

2This firm has been dealing … timber … twenty years.

3Please let us know … what price you could sell … us 300 tons … rubber.

4We shall be obliged if you will make … us an offer … these goods.

5We are sending … you some samples … the goods you are interested … .

6We shall be glad to know … what terms we could buy … you the following goods required … us.

7We have no publications … the types … machines … which you refer … your enquiry.

8We are sending you … your information a copy … a letter which we have written … Messrs. Smith & Co.

9Thank you for sending us trade literature … your products and company.

10We have pleasure … sending you samples of our goods.

11The price … unit is £ 2.

12The Letter … Credit is to be established … 5 days … our e-mail advice receipt.

13We have learned from our local newspaper about a new product released … the market.

15 Studying the above letters make sure to give English equivalents to the following:

образцы товаров, копировальная машина, бюджетный год, отвечать нашим потребностям, гарантия, почтой, налог на продажу, оплата доставки, стоимость товара, скидка на оптовую закупку, сроки доставки и условия оплаты, брошюра, если в дальнейшем возникнут вопросы, проводить исследование, специализироваться в …, финансовая поддержка, имело бы смысл, платная услуга (запрос), примерная стоимость, отправить почтой, получение оплаты.

16 Read the letter below. It is too short and unclear. This is a confirmation

of an order so all the details and additional information should be mentioned. There was a telephone conversation between The Animal Kingdom and Super Toys Ltd. The Animal Kingdom ordered the Hedgehogs. The order number is 346. The required Hedgehogs will be charged at £1.50 each. The order should be delivered on 1 March. The total cost of the goods, including VAT, will be £1,598.

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