Company to Company Teachers Book

Role cards 25—26

It is now two weeks before the holiday should begin. You must make sure that Mr Thomas has a confirmed booking. Write a short letter to confirm any booking you have made.

.

Letter plan

— put a heading

-refer to your last letter

-give the good news (you would like to book/confirm ...)

— close the letter

2Write a short letter to the other company, telling them that you have already made a] booking.

Letter plan

—put a heading

—refer to your last letter

—give the bad news

—close the letter

26-

You have just received this memo from the Production Manager.

A fire has destroyed part of the factory that supplies us with plastic covering for the 13 amp. cable.

This means that there will be a delay of at least 6 weeks in the delivery of any order for this cable.

Write to Tavridis Ltd and tell them this.

Letter plan

—put a heading

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

—give the bad news

—apologise

—close the letter

Role card 27

27-

You work in the International Relations Section at Leefung Plastics (Int'l) Ltd in Hong Kong. Here is your diary for March 12 and 13 and the addresses of your other factories.

Factories in SE Asia:

Leefung Plastics (Indonesia) Ltd, 77 Jalan Rasuma Said, Jakarta, Indonesia. Manager: S. Mardaung

Leefung Plastics (Singapore) Ltd, Box 226, Brown St PO, Singapore. Manager: M. Chew

Leefung Plastics (Thailand) Ltd, 48 Ramkhamhang Road, Bangkok, Thailand. Manager: P. Hemsuchi

Leefung Plastics (Malaysia) Ltd, PO Box 2454, Kuala Lumpur, Malaysia. Manager: M. Razi

Reply to Nagakura's letters.

Letter plan

-thank Mr Mizuno for his letters (say what they were about)

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

-give him the information he wanted

-close the letter

Role cards 28-29

28

Write to Massari Tractors about the Agricultural Equipment Fair.

-tell them you have reserved some space (say how much)

-you need this much space for a tractor

-say how much it costs

-say why you think it is important to have a stand at the fair

-ask if Massari Tractors can pay half the cost

29

You work in the Project Planning Dept at Bauer AG, Altenberg, 5253 Effingenl Switzerland. You have just received this memo from the General Manager.

MEMORANDUM

I am sure that you have read about the recent explosion at Perfecta Ltd. We have decided not to install any more Aqua Warm central heating systems until we can be sure that they are

1absolutely safe.

Please write and inform Aqua Warm of this. Their address is Beulingstraat 23, Amsterdam, Holland.

Letter plan

—put a heading

—say what you are writing about

—give the bad news

—close the letter

Role cards 30—31

30

You are the Purchasing and Sales Supervisor at ABC Ltd. You have just received this memo from your manager.

Date: 1 Feb

Subject: Slembrouck BV.

From: Manager

To: Purchasing & Sales Supervisor

Slembrouck BV recently delivered our order No. 260. Unfortunately, we ordered 150 kilos of tea and coffee powder and they only sent us 75 kilos of tea.

We need the coffee and the rest of the tea at once. Please write and ask them to deliver this as soon as possible. Their address is Violetstraat 187, B-1000 Brussels, Belgium.

31

You are the Sales Supervisor at Golden Holidays. You recently sent some information to Western Travel. Write a follow-up letter to them, telling them that you can now offer a 10% reduction on the price of your holidays to Mexico. (There has been a change in the exchange rate.)

Letter plan

-put a heading

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

-give the good news

-give the reason

-close the letter

Role cards 32—33

32-

This memo has just come.

MEMORANDUM ••

To: Head, Int' 1 Rel. Sec. Subject: Trip by GM

Below are details of the factories that the General Manager will visit. In each one, the GM would like to speak to all members of the Production Dept. Please inform each factory and ask them to cancel all other appointments.

March 8 Kuala Lumpur March 9 Singapore March 10 Singapore March 11 Jakarta

Write to Leefung Plastics in Singapore and tell them this.

Letter plan

—say what you are writing about (GM's forthcoming trip)

—say when the GM will be in Singapore

—say who he wants to talk to while he is there

—ask them to cancel all appointments

—close the letter

Role

3 4

You are Richard Brown at Lumino Inks, Main Street, Kendal, LA9 6TW.

Main Street, Kendal, LA9 6TW,

Invoice No 2323 - A

Terms of sale:

All accounts must be settled within ONE MONTH of delivery

You sent this invoice to Wainman Ltd six months ago and they have not paid. This is third time they have broken your terms of sale. Write and ask for payment now.

-put a heading

-say what you are writing about

-ask for payment

-make the point about the terms of sale

33

If you have not heard from Tavridis Ltd, send them a telex asking them if they now want I to make an order.

When they have told you that they want to order, write to confirm their order. Give them the payment details.

Letter plan

—put a heading

—refer to their letter or telex (thank them)

—ask them to open a letter of credit in your favour for £3,932

—ask them to arrange for a bank in England to guarantee the 1/c

—close the letter

35

1 First send a telex to Agricultural Supplies Ltd, saying that you will pay for half cost of a stand at the fair and saying that Luigi Lombardo will arrive on April 2 Then send a letter confirming your telex. Also tell them that Luigi Lombardo

stay at the Hilton Hotel and he will contact them when he arrives.

Role cards 36—37

36-

MEMORANDUM

Please write and tell ABC (Drink Machines) Ltd that we are sorry that we did not send any coffee to them. Our delivery vans will be in their area at the end of this month. We can deliver the coffee and the rest of the tea then.

We can give them a special discount price of £15 per kilo for the coffee because of the problems we have caused.

37-

You are Mr Raul Sanchez, Manager, Jarritos SA.

Send telexes to both Alpha (89722 AFM) and Wesco (88950 WEE). Ask them:

—when they can begin the repairs / install the new system

—how long the work will take

—to reply as soon as possible.

Keep sending telexes until they reply.

When you have received letters from both companies, ask for a new role card number.

Role cards 38—39

38

Write to Tavridis Ltd and tell them this. Ask them if they can tell you as soon as possible if they want to order.

Letter plan

-put a heading

-refer to your last letter

-give the good news

-give the bad news

-ask them to tell you if they want to order

-close the letter

39-

Write to your friend, Robert White, at Northern Paperworks. He wants a credit reference on Wainman Ltd. Tell him about your experience with them. You have also heard that they are in serious financial difficulties. Tell Robert White if you think he should give Wainman Ltd credit or not.

Role cards 40-41

40-

The following telex has just arrived.

PRODUCT

Write to Nagakura and cancel your meeting with Jun Mizuno.

Letter plan

—say you are sorry to tell him that you have to cancel the appointment (give the da and time)

—say why

—close the letter

41

If you have not received a booking, write and tell Western Travel that you only have 1 few places left.

Letter plan

—put a heading

—say exactly what you are writing about

—tell them about the places

—tell them that, if they want to book, they must do it as soon as possible

—close the letter

If you have received a booking, write to Western Travel and give them the instructions for joining the holiday.

Letter plan

—put a heading

—say exactly what you are writing about

—ask them to tell all clients to check in at Gatwick Airport by 0830 on the day of, departure

—close the letter

98

Role cards 42-44

42

You are Robert White at Northern Paperworks.

Write to your friend Richard Brown, at Lumino Inks (Main Street, Kendal, LA9 6TW), to ask him for a credit reference on Wainman Ltd.

-introduce your letter (I was wondering ...)

-tell him what Wainman Ltd wants

-ask him if he knows anything about them

-ask him to reply as soon as possible

-close the letter

43

• MEMORANDUM

Please write and tell the Court Hotel that we are sorry that we made a mistake with their order. (Instead of 1,000 bottles of orange juice we sent 1,000 bottles of shampoo!) Their address is Chilcompton, Bath, UK, BA3 4SA.

Our delivery vans will be in their area at the beginning of next month. We will deliver the juice then and collect the shampoo.

44

If you have not heard from the company that you want to order from, send a telex asking them for a reply.

You should receive some new information from both companies. Send any necessary letters or telexes to cancel, confirm or place your order. You must be sure that you will get the cable that you need.

99

Role cards 45-46

45 :

You work in the Consumer Relations Dept at Aqua Warm BV, BeuHngstraat 23. Amsterdam, Holland. You have just received this memo from the General Manager.

Memorandum

We are very worried about the effect of the explosion at Perfecta on our sales.

We have been manufacturing central heating systems for over 25 years and we have never had a complaint before. We have therefore asked an independent surveyor to find the reason for the explosion.

Please write to Perfecta and tell them this. Ask them for the address of the company that installed their heating. (Perfecta's address: 61 Bath Road, Worcester, England, WR5 3AB.)

Letter plan

—say what you are writing about

—make the point about Aqua Warm's past history

—tell them about the surveyor

—ask them for the address of the company that installed the heating

—close the letter

46-

You are Paolo Fellini. Reply to Sujit Singh.

—thank him for his letter and say something about his illness

—you cannot reduce your prices any more, as you already give 26% discount

—your sales agreement with Agricultural Supplies Ltd says they will pay for all advertising in the New Delhi area

—however, you can pay part of the cost of a stand at the forthcoming Agricultural Equipment Fair if they think it is a good idea

100

Role cards 47-48

,47

if you have heard from Golden Holidays, write and tell them that you have booked with Sun Express.

letter plan

-put a heading

-refer to their letter

-give the bad news

-close the letter

If Sun Express have not replied to your last letter, write to them again and ask them for a reply.

Letter plan

-put a heading

-refer to your last letter

-say your customer, Mr Thomas, is worried about what will happen if Pekar collapses

-ask them for a reply as soon as possible

48-

You are Francois Molet, Export Sales Dept, Alpha Food Machines. You have just received this memo from the Technical Department.

MEMORANDUM

-cost of installing Alpha Rapid Bottler in abovementioned factory: US$70,000

-includes one year guarantee covering parts and labour

-payment can be made over two years

Write to Mr Sanchez and tell him this.

Letter plan

- mention the dinner you had with him and the visit to his factory -give the quotation

-tell him about the guarantee and payment

-mention Jose Barrios

101

Role cards 49-50

49

You should now have received a quotation from both companies.

You have US$3,000 for maintenance expenses. Your profits each year are US $50,000. Decide if you want to:

a) repair the capping machine or b) buy a new capping machine or c) buy an Alpha Rapid Bottler.

Then write a letter to the right company, accepting their quotation.

Letter plan

—refer to their last letter

—say you are pleased to accept their quotation for ...

—ask them to start work as soon as possible

—ask them when that will be

50-

Date: 11 Feb

Subject: Court Hotel

From: Manager

To: Purchasing and Sales Supervisor

I have recently heard from Mr Wilson at Western Trading Co. that the Court Hotel needs a large quantity of orange juice at once.

We have a large supply of juice that we do not need. Our price is £25.00 per 100 bottles. Please write to the Court Hotel and tell them that we would be happy to supply them if they can tell us how many bottles they need. Their address is Chilcompton, Bath, BA3 4SA.

102

Role cards 51—52

You received this invoice six months ago but you could not pay then because you were waiting for payment from your customers.

Write to Mr Richard Brown at Lumino Inks (you do not know him).

-put a heading

-say what you are writing about

-tell him that you are sending a cheque in another envelope

-apologise for the delay

-give the reason

52

You are the Bookings Supervisor at Sun Express.

You have received a booking from Western Travel for 25 people. Write a letter confirming the booking and giving further information.

Letter plan

-put a heading

-say that you have booked a holiday for 25 people (give the tour number and departure date)

-ask Western Travel to tell their clients that they must check in at Gatwick Airport a 0930

-close the letter

10

Role cards S3—54

53

Write to Massari Tractors and confirm that you have reserved some space for their agent.

Also tell them that you have arranged a visa for Luigi Lombardo. He can collect it at the airport. Tell them where the fair will be.

HOTEL

ROYAL.

AUL

FAIR INDIA

MARKET

54

The following telex has just arrived from Head Office in Hong Kong.

Write to Nagakura. Tell Mr Mizuno that you cannot meet him on March 10. You assistant, Helen Cheng, can meet him.

Letter plan

—say what you are writing about (his forthcoming visit)

—say, unfortunately, you will not be available when he comes (say why)

—tell him about Ms Cheng

—ask him to confirm if he would like to meet her

—close the letter

If you have received a letter from Mr Mizuno, remember to include an answer in you letter to him.

104

Role cards 55—5i

55

You should now have all the information from both companies. Decide which company you are going to buy from and then quickly:

1send a telex to one company ordering the cable (say that you will confirm the ordei by letter and ask for details of how to pay.)

2send a letter to the other company, thanking them for the information and telling them that you will not order from them.

Letter plan

- put a heading

— say why you are writing

— give the bad news - close the letter

56-

If you have not heard from ABC (Drink Machines) Ltd, please write to them again and ask them if they have received your letter.

If ABC Ltd has the juice that we need, please:

1.write to, them and ask them to send us 1,000 small bottles as soon as possible;

2.write to Slembrouck BV and cancel our order with them. Tell them that we have found a new supplier for the orange juice and ask them to collect their shampoo as soon as possible. You can also tell them that we do not intend to do any further business with them.

lO

57-

MEMORANDUM

of the surveyor's report on the

a

SUMMARY OF THE REPORT ON THE EXPLOSION AT PERFECTA LTD

i n s t a l l e d .

:

59_

You are Mr Ghislain, the Sales Supervisor at Slembrouck BV. You have just received this memo from your manager.

MEMORANDUM

We recently sent part of an order to ABC (Drink Machines) Ltd. Please write and tell them that we could only send half of the tea that they ordered. Their address is 186 Park Lane, Bristol, UK, BS2 8BE.

We hope to send the rest by the end of the'month.

60-

You are Jun Mizuno. You have just found this note on your desk.

Telephone Message

58-

You work at India Trade Fairs Ltd. Write a follow-up letter to Massari Tractors, reminding them about the fair. Look at the circular for some ideas.

—say what you are writing about

—give some details of the fair

—tell them there is still some space available (over 150 companies have already booked)

—tell them the prices

106

Write to change your appointment with the International Relations Section at Leefung Plastics (Int'l) Ltd in Hong Kong. Ask them to recommend a hotel to you.

Letter plan

-say what you are writing about (your forthcoming visit to their company)

-say, unfortunately, you will not be in Hong Kong until March 13 (say why)

- ask if you can meet them on March 13 (at the same time as before)

-ask them about the hotel

-close the letter

107

611

Your address is Hanston Electrics, 48 Golden Road, Manchester, M11 4NS.

You have received a telex from Tavridis Ltd, asking for information. Send them a

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

Letter plan

—put a heading

—refer to their telex

—give the information

—close the letter

6 3

If you have not received a booking from Agricultural Supplies Ltd, send a follow-up letter, similar to the letter that you sent Massari Tractors.

If you have received a booking from Agricultural Supplies Ltd, write a letter confirming their booking.

-confirm how much space you have reserved

-tell them they must pay by March 3

-payments to A/C 456767, National Bank

64

You are Harold Wainman.

You are very low on stocks of paper. Write to your friend, Peter Robinson, at Northern Paperworks and ask him to tell you as soon as possible if he can help you. (Refer to your last letter.)

62

This memo has just come from the Stores Dept.

MEMORANDUM

The last Alpha Rapid Bottler has been sold to another customer.

Write to Jarritos and tell them this.

Letter plan

—say what you are writing about

—introduce the bad news

—give the bad news

—tell them that you have put their name on the waiting list

—remind them about the waiting time

65-

MEMORANDUM

I have looked through our records of the work that we did at Perfecta Ltd. The heating system was checked three times before it was turned on. We are absolutely sure that the explosion is not our responsibility.

I suggest, therefore, that Perfecta writes to Aqua Warm to claim compensation.

Please write to Perfecta (address: 61 Bath Road, Worcester, England WR5 3AB) and explain our position.

Letter plan

-say what you are writing about

-make the point that the system was checked

-suggest that they contact Aqua Warm

-close the letter

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