Important Language to Remember

• Placing orders and bookings

We wish to place an order for/ to book...

Thank you for sending the order for...

Please let me know by return fax if you can meet our order/accept our booking.

We look forward to receiving your acknowledgement/ shipment /confirmation.

• Confirming orders and bookings

Thank you for your order no. 000/ booking dated 5th March...

Your order/ booking is receiving our immediate attention.

We trust the quality of our products will meet with your requirements ...

• Making requests and enquiries

We would be interested in hearning more about your products.

Would you mind faxing us your latest price list?

Could you send us,. by fax, your conditions and terms of payment.

• Giving information and answering enquires

We thank you for your enquiry.

In accordance with your request for information...

We are happy to fax you the information you require.

Please find herewith the required price list.

After much reflection and discussion, we have decided to do the following...

• Requesting action

Cancel...

Send…

Make arrangements for...

Sample Fax

a b c d e f g h i j

Central Hotel 194 Eastern Avenue London, WC1 4AT ■ Tel: 020 796301 Fax Transmission TO: Christopher Hardy, PA FROM: Lynda Mattel, Purchasing Manager FAX NUMBER: 020 755660 DATE: Wednesday, 3rd April NUMBER OF PAGES: (including this): 3 Dear Christopher, Thank you for your fax and thank you for looking after things so well while I'm out of die office. I’ve decided to stay on an extra day to catch another fashion show and I’d like you to do the following: Cancel tomorrow's taxi and arrange for one same time Friday morning. Send reminders about Friday afternoon's Product Managers' meeting to all participants. Photocopy one copy of the attached price list and catalogue for each participant. Contact Jeff Murrey from Finance and ask him if he can come. Tell him Fm bringing samples and prices of the new lines I think we should buy. Email Mr Cameron and explain why I'm coming back a day late. See you Friday around 10am. Regards Lynda Martel

Language development

Exercise 1. Faxes

Choose the best variant (a, b, c or d) to complete the sentences.

1. Our fax machine is ........., could you please mail us a hardcopy instead?

a. under b. over c. down d. up

2. Did you receive the fax I ......... you this morning?

a. mailed b. sent c. e-mailed d. gave

3. I did not receive your fax. Are you sure you ......... the right number?

a. typed b. pushed c. touched d. dialed

4. The ......... should note who the fax is to, who it is from, the fax number, the number of pages and what the fax is regarding.

a. cover sheet b. first page c. message page d. blank sheet

5. Load all documents to be faxed ......... up in the fax tray.

a. face b. top c. head d. foot

6. Always write a short ......... to explain what the fax is for and who it should go to.

a. memory b. memo c. observation d. announcement

7. I prefer e-mail ......... fax machines because it is so much less complicated.

a. instead b. than c. to d. of

8. I would rather just send e-mails ......... because it is easier.

a. from now after c. from now and later

b. from now and forward d. from now on

9. If you want to submit a document that contains a ......... a fax might be better than an e-mail.

a. sign b. signature c. handwriting d. signet

10. Push the start button to send the fax, then watch to make sure the paper ......... through right and does not get wadded up.

a. slides b. moves c. feeds d. passes

Exercise 2. Sending a fax

Janet Cooper wants to go to Spain on holiday with her family. She decides to fax the receptionist at the Hotel Plaza in Alicante to see if they have the accommodation she requires.

1. Look at the information below and fill in the first part of Janet’s fax. The code for Spain from the UK is 00 34.

2. Write out the words of Janet’s fax message in the correct order.

H OTEL PLAZA This Luxury hotel is situated on the water’s edge of one of the most beautiful beaches in Spain. _________________ For reservations and enquiries: PHONE (6) 527 21 56 FAX (6) 527 15 02

Janet and Peter Cooper 8 fast Lane Chesswood Hertz WD5 8 QR tel 01923 284908 fax 01923 285446 4 June Dear Lynette, It was lovely to see… Love, Janet

FAX TRANSMISSION		Page 1 of Date To fax no From fax no	__________________ __________________ __________________ __________________
From To For attention of	__________________ __________________ __________________
Message rooms / hotel / I / to / some / would / like / reserve / at / your in / 28 July / We / on / Alicante / are / arriving ten / hope / stay / to / We / for / nights / leaving / 7 August / on and / husband / like / room / I / My / double / balcony / a / would / with / preferably / a require / Our / a / two / teenage / twin / daughters / room are / all / en-suite / that / We / understand / your / bedrooms you / this / confirm / Could/ a / sea view / possible / Is / have / it / rooms / to / with? Available / if / me / let / you / Please / for / know / have / dates / these / rooms Grateful / if / I / be / would / also / me / you / could / tell / room / each / price / the / of From / I / forward / look / you / to / hearing Yours faithfully Janet Cooper Janet Cooper

Task 1. Practice

You are a receptionist at the hotel. Write a reply to Janet (Exercise 2) by fax.

• Thank her for her inquiry.

• Say you are pleased to confirm her reservation for the rooms she wants, and for the dates she wants.

• Tell her that all rooms have an en-suite bathroom, and all the rooms have a sea view.

• The rooms are 21,000 pesetas per room per night.

• End the fax saying that you look forward to welcoming her and her family to your hotel.

• Finish with Yours sincerely, Reception.