Company to Company Teachers Book

UNIT 8

8A Study section: revision and consolidation

Universal Books Ltd have just published two new books. Nigel Westwood is a sale representative and he has written to Ms Russell, manager of Ashworth Bookshops Ltd to make an appointment to see her.

• 1 Put the paragraphs of his letter in the correct order.

2 If a shop had one copy of each of the new books, how many books would it have

Both of the above books are very competitively priced and we offer attractive discounts to booksellers.

/After years of research, we have now produced THE WORLDWIDE ENCYCLOPAEDIA, an important new work for the home, containing information on thousands of subjects. It is available as a set of three volumes or as a one-

\volume shortened edition.

books. Would Tuesday, August 19th at 11.30am be convenient for you?

I am writing to introduce two important new books just published by Universal Books Ltd.

( I look forward to hearing from y o u )

8A Study section

Our second new book is THE COMPLETE COLLECTION OF BUSINESS LETTERS, containing 300 ready-to-use letters. All a businessman has to do is choose the letter that he wants, make a few small changes and then give it to a secretary to type. It is available in hardback and paperback.

8.2

Here is Margaret Russell's diary for August 18 and 19.

• 1 Can she meet Nigel Westwood on the day and at the time he suggested?

10

11

12

1pm

2pm

3pm

4pm

5pm

2 Write her reply to Nigel Westwood. Suggest some other days and times for them to meet.

8.3

After their meeting, Nigel Westwood wrote to Margaret Russell to confirm the details of their discussion and tell her that he was waiting for her order. Here is part of his letter.

Write the beginning and ending of Nigel Westwood's letter. (Remember that he has met Margaret Russell so his letter will be more personal.)

2 what does Margaret Russell have to send with her order?

3 How will Universal Books Ltd help Ashworth Bookshops sell the books in their area?

Unit 8

UNIVERSAL BOOKS Ltd lll/l SETS

Jersey, Channel Islands

I thought it would be useful to confirm in writing the details of our discussion.

1 We are able to offer you 20% discount on the retail price of our books. If your sales are over 50 books a month, we will consider offering you a higher discount.

2 You will send a deposit of 50% of the total cost with your order. In return, we will deliver the books to you within one week of receiving your order.

3 You will also distribute by hand circular sales letters promoting both The Worldwide Encyclopaedia and The Complete Collection of Business Letters. We will contribute £50 towards the cost of doing this and provide you with a list of names and addresses.

Yours sincerely

Nigel Westwood

Sales Representative

8.4

Some days later, Margaret Russell made out her first order for the books.

• Write Ms Russell's letter to Nigel Westwood, placing the order.

72

8A Study section

8.5

Margaret Russell's next task was to write the circular sales letters. First, she made notes about the encyclopaedia from the information that Nigel Westwood had given her.

This is the letter she wrote.

• 1 Is this a formal business letter?

2Why did Margaret Russell write the letter like this?

3Did she use all her notes?

ANNOUNCING AN IMPORTANT NEW BOOK FOR THE HOME . . .

. . . THE WORLDWIDE ENCYCLOPAEDIA

Dear Parent

Do you spend hours trying to find a small piece of information for your children?

Now, all your troubles are over! THE WORLDWIDE ENCYCLOPAEDIA has all the answers you'll ever need!

It's easy! Just look in the large detailed index for the information you want. THE WORLDWIDE ENCYCLOPAEDIA contains thousands of subjects. Your children can also use it quickly and easily. It has over 100 full colour photographs and at the back there are some useful tables covering all the countries of the world, their populations, capitals and sizes.

THE WORLDWIDE ENCYCLOPAEDIA is a must for every family. There are two editions - a full three volume set (£23) and a shorter edition in one volume (£12). Get one for your home and you'll wonder how you manaqed without it.

AVAILABLE NOW at Ashworth Bookshops Ltd. I guarantee that if you're hot completely satisfied within 28 days I will give you a full refund.

Yours

.

M Russell Ashworth Bookshops

Unit 8

II

8 A Study sectio

4 Now write a circular sales letter for The Complete Collection of Business Letters.

Look back at Nigel Westwood's letter in 8.1 and the letter about The Worldwide: Encyclopaedia for help. Here are Margaret Russell's notes.

8.6

Some days later, Margaret Russell received some bad news from Nigel Westwood.

• Fill in the missing words or phrases.

to delay the delivery of your order for The Complete Collection of Business Letters. This ist

unforeseen circumstances at our printer's. We expect to be able to deliver the books to you by the end of next month.

I hope

Yours sincerely

Nigel Westwood

Sales Representative

8.7When Margaret Russell received Nigel Westwood's letter she was very angry. She decided to write a strong complaint. Here are her notes for the letter

• Write her letter.

8.8

Some days later, Margaret Russell received this telex.

• What has happened to her deposit?

LOOKING FOR HIM. BELIEVED TO HAVE LEFT THE COUNTRY £50,000 MISSING. LETTER TO FOLLOW.

TREVOR EMDON

MANAGING DIRECTOR

UNIVERSAL BOOKS LTD

7001 UVR

8722 WBS

Unit 8

8B Activity section: A trade fair

1 Paolo Fellini and Luigi Lombardo, from Massari Tractors Ltd, recently visited their agent in India, Sujit Singh of Agricultural Supplies Ltd. They talked briefly about the low sales of Massari tractors. Mr Singh said he would put his ideas on paper. Here is the letter he sent Paolo Fellini.

•a) Why does Mr Singh think a drop in price of 8% is enough to increase sales?

b)Why does he want Massari Tractors to pay for advertising?

Dear Mr Fellini

It was good to meet you when you came here last month. I hope that you had a safe journey back to Italy. I am sorry that I have not written before now but I have been rather ill and I have only just returned to the office.

I have now had a chance to think about the problem of low sales of Massari tractors. I feel that the biggest problem is price. At present, most of the business in India goes to Japanese manufacturers, who not only produce a high quality product, but who are much cheaper than Massari. However, Massari has a very good name and I am sure that a drop in price of 8% would be enough to attract many new sales. Would Massari be prepared to lower its prices by this much?

A second problem is publicity. Many landowners and farmers here do not know ahout the new Massari tractors. Our competitors often put large advertisements in agricultural magazines. Unfortunately, our low sales mean that we are unable to pay for any publicity. If Massari could pay for advertising, we would be prepared to arrange it.

These are some of our ideas. I look forward to hearing your comments. Please give my regards to Luigi Lombardo.

Yours sincerely

Sujit Singh

8B Activity section

c)How does Mr Singh ask if Massari can lower their prices? What would he write if he wanted them to do the following?

i)give a greater discount

ii)increase the length of the guarantee

iii)give a free gift with every tractor

d)How does he say he can arrange the advertising? What would he write if he wanted to say that he could do the following?

i)pay half the cost of the advertising

ii)visit customers personally

iii)give free maintenance for one year

2 Shortly after he sent the letter, both Massari Tractors and Agricultural Supplies Ltd received this circular letter about the forthcoming New Delhi Agricultural Equipment Fair.

•a) Why is it necessary to book early?

b)How can the organisers help overseas companies to come?

INDIA TRADE FAIRS

Dear Sirs

THIRD NEW DELHI AGRICULTURAL EQUIPMENT FAIR

On 4th - 11th April, the highly successful New Delhi Agricultural Equipment Fair will again take place. This fair attracts manufacturers and buyers from all over the world. Last year alone, over half a million visitors attended.

We are now accepting provisional bookings of space. Each year we receive more bookings than we can accommodate, so we advise you to book early if you want to take part in the fair. For representatives from overseas, we are able to arrange visas. (Please supply full passport details.)

'nit 8

Sujit Singh is now waiting for a reply from Massari Tractors. In three groups you must write the correspondence between Massari Tractors, Agricultural Supplies Ltd and| India Trade Fairs Ltd.

If you are Massari Tractors, see card 46.

If you are Agricultural Supplies Ltd, see card 4.

If you are India Trade Fairs Ltd, see card 58.

ROLE CARDS

Reply to Mr Mizuno. Tell him if you can meet him on March 13.

B O W E N ROAD

You are Ms Hicks, the Purchasing Supervisor at the Court Hotel. You have just received this memo from your manager.

We have just received this order. Unfortunately we ordered 1,000 bottles of orange juice and they have sent us 1,000 bottles of shampoo. We need the juice for a wedding party in two weeks' time.

Please write to Slembrouck BV and ask them to deliver the juice that we ordered as soon as possible. They can collect the shampoo at the same time. Their address is Violetstraat 187, B-1000 Brussels, Belgium.

You are the Production Supervisor at Leefung Plastics (Singapore) Ltd. Here is your diary for March 10 and a map showing where your factory is.

This memo has just come from the Stores Department.

17 & HW

18

Reply to Nagakura Ltd.

Letter plan

-thank Mr Mizuno for his letter (say what it was about)

-say if you can or cannot meet him (give the day and time)

-give him the information that he wanted

-close the letter

4

You are Sujit Singh, from Agricultural Supplies Ltd. Reply to the circular letter from India Trade Fairs Ltd.

—ask them to reserve 30 square metres

—tell them that your supplier, Massari Tractors, will probably come

—ask them to arrange a visa for Luigi Lombardo (give this information: full name, Luigi Piero Lombardo; nationality, Italian; passport number, 34768C)

80

MEMORANDUM

Write to Jarritos and tell them this.

Letter plan

-say what you are writing about

-say what the Stores Dept has told you

-ask them to tell you as soon as possible if they want the bottling system

Your business is in serious financial difficulties. You .owe £250,000 so you cannot settle your account with Lumino Inks. (The bank refused your last cheque.)

To stop legal action against you, your lawyers, Smith & Sons, have told you to go into liquidation. They will write to all the companies involved soon.

1Write to Lumino Inks.

-put a heading

-refer to their letter

-tell them about your present situation

-give the bad news about their bill

-say what you have had to do

-tell them about your lawyers

-apologise and close the letter

2Write a short letter to Northern Paperworks telling them about your present situation and what you have had to do.

81

7

If you have not received a credit reference from Lumino Inks, send them a telex asking

When you have received the reference from Lumino Inks, decide if you will let Wainman Ltd buy paper from you on credit.

Note: Look at the names of the owners on Wainman's letter (page 67) and the name of the person at Pelican Paper Ltd (page 69).

Write to Wainman Ltd and tell them what you have decided.

-say what you are writing about

-give the good/bad news

8-

Reply to India Trade Fairs Ltd.

—thank them for their letter

—tell them who is responsible for all advertising and promotion in the New Delhi are (they should contact them)

—Luigi Lombardo will go to the fair (ask them to arrange a visa for him; give the information: full name, Luigi Piero Lombardo; nationality, Italian; passport number 34768C)

—you also need to know exactly where the fair will be

10

You have received a letter from Tavridis Ltd, asking for information. Send them a letter with the following details:

20,000 metres of 13 amp. cable at 21p a metre £4200

You can deliver the cable ten weeks after you have received their letter of credit.

letter plan

- put a heading

_ refer to their letter _ give the information _ close the letter

11

Mr Thomas has sent you this newspaper article. He wants to know what will happen if Pekar Airways collapses while his group is in Mexico or before they go on holiday. Write to Sun Express and ask them.

You have just seen this article in the newspaper.

NEW LAW AGAINST DISPOSABLE BOTTLES

The government has passed a new law forbidding the use of disposable bottles for soft drinks from the end of next year. The new law aims to reduce the amount of pollution_caused by bottles thrown away

Decide what you are going to do now and then:

—send telexes to make sure you have a working bottling system;

—send any necessary letters to cancel an order you have made.

Letter plan

—say what you are writing about

—give the bad news

—give the reason

—say what you are going to do instead

82

Pekar Airways collapse fear

The director of Pekar Airways said last night that the company is in serious financial difficulties. This follows a meeting with the representatives of Northern Bank. The bank has agreed to give Pekar one more month to make interest payments. This is the third time that the bank has agreed to delay Pekar's repayments.

Pekar's problems began when the airline bought four Concorde planes from British Airways just over a year ago. Pekar expected to find business in organising short flights at above the speed of sound. Unfortu letter plan

-Put a heading (Tour ...) refer to the booking

say that Mr Thomas has given you a newspaper article (say what it is about) ask them to tell you exactly what will happen if Pekar collapses

close the letter

83

The bank has just telephoned you. They cannot pay the cheque from Wainman Ltd because there is no money in the account.

Write to Wainman Ltd and tell them this. Demand payment in cash. Warn them about legal action.

13

If you are still waiting for the information about the cable from one or both of the manufacturers, send a telex asking them to reply. Keep sending telexes until they do reply. You need the information urgently.

When you have the information that you need (prices and delivery time) from both manufacturers, ask for a new role card number.

Telex numbers are: Hanston Electrics 934589 HEL; Midtec Cables Ltd 943628 MCL.

I am very surprised that Slembrouck BV is not going to deliver the coffee and the rest of the tea until the end of the month. We have now found a new supplier so please cancel our order with them.

You can also tell them that we are sorry but we do not intend to do any more business with them.

SUMMARY OF THE REPORT ON THE EXPLOSION AT PERFECTA LTD

We have examined the heating system at Perfecta. In our opinion, the wrong oil was put in the heating unit. This made it get too hot and explode. We found nothing wrong with the heating system itself or the way it was installed.

This surveyor's report has just arrived in the post. Write to Bauer AG.

Letter plan

-apologise for blaming them

-ask them to fit a new heating system as soon as possible

-close the letter and apologise again

Remember to refer to any letter you have received from them.

16-

If you have not had a reply from Massari Tractors send them a telex asking them to reply (the final date for payment is soon).

If Massari Tractors agree to pay half the cost, write a letter to India Trade Fairs Ltd, confirming your booking.

confirm how much space you will need

tell them you will pay direct to their account (see their circular letter for details) tell them when Luigi Lombardo will arrive

you will contact them again then

85

Role cards 17—18

17-

Memorandum

Letter plan

—put a heading

—say exactly what you are writing about (refer to your last letter)

—give the good news

—tell them about reconfirming

—tell them about the check-in time

18-

Role cards 19—20

letter plan

thank Mr Sanchez for his letter or telex

tell him the good news about when the repair will start tell him how long the repair will take

ask him to pay the deposit before you begin the work' tell him about the guarantee

19

Your factory is closed due to the cold weather. This is costing you over £10,000 a day. It is extremely important that you get a new heating unit as soon as possible. Write to Aqua Warm BV (Beulingstraat 23, Amsterdam, Holland) to find out when they can deliver a new one and at what price. Remember, you need this heating unit urgently.

letter plan

_ say what you are writing about _ tell them what has happened

-tell them about your factory now

-ask them for the information you need

-close the letter

20:

MFMORANDUM

The following memo has come from head office.

Memorandum

letter plan

23

This memo has just come from your Senior Sales Manager.

Letter plan

—put a heading

—say exactly what you are writing about

—give the bad news (say what you have had to do)

—tell them about their deposits

—close the letter

memorandum

Leefung in Singapore is a very important customer. When you are in Singapore it would be a good idea to take the Production Supervisor to lunch after your meeting.

22-

You are Tony Smith, Export Sales Department, Wesco.

You have just received this memo from the Technical Department.

MEMORANDUM

Cost of repairing the capping machine at the above-mentioned factory: US$1,500. (We have to make many parts.)

Their capping machine is rather old and they will probably need a new one within two years. (Our present price: US$5,000.)

Write to invite the Production Supervisor to lunch.

Letter plan

-open the letter (mention any letter you have received from him/her)

-invite him/her to lunch

-close the letter

24

You work in the Production Dept at Perfecta Ltd, 61 Bath Road, Worcester, England, WR5 3AB.

Write a letter to Bauer AG, (Altenberg, 5253 Effingen, Switzerland) making a strong complaint about the explosion. Demand compensation.

Letter plan

-say what has happened

-make the point that you wrote to them before

-demand that they replace the heating system and pay for your damaged stock (say how much it was valued at)