Company to Company Teachers Book

92 Unit 7

(date)

Dear Richard

I was wonder ing if you could help me.

Mr Wainman from Wainman (Printers) Ltd has asked us to sell them some paper on credit. Do you know anything about them? If you do, could you let me know,as soon as possible so that we can give them an answer?

Hoping you are keeping well,

Best wishes

Robert White

At the same time, Richard Brown at Lumino is writing a formal letter to Wainman Ltd to demand payment for some goods delivered six months ago (card 34).

Re: invoice 2323-A

I am writing in connection with the above invoice for 100 litres of ink.

As it is now six months since we delivered the ink, we would be grateful if you could let us have your payment without delay. I should like to remind you that this is the third time that you have broken our terms of sale.

Yours sincerely

Richard Brown

1

Wainman's second card tells them that they can now pay Lumino and they write a formal letter apologising for the late payment (card 51).

WAINMAN (PRINTERS) LTD

Castle Street

Kendal LA9 5YY

Re: invoice 2323-A

Thank you for your letter of (date), concerning [I am writing with reference to] the above invoice for 100 litres of ink.

I am sending a cheque for the full amount under separate cover. I really must apologise for not paying before now. This was due to the fact that we had to wait for payment from our own customers.

With apologies once again,

Yours sincerely

Harold Wainman

While Northern Paperworks is waiting to hear from Lumino Inks, they write a formal letter to Wainman Ltd, explaining why there is a delay in answering their request for credit and telling them that Peter Robinson has left the company (card 67).

Thank you for your letter of (date), addressed to Mr Robinson.

Unfortunately, Mr Robinson left our company one month ago.

Before we allow credit to our customers we normally ask for two credit references. We have written to another company and we will contact you again soon.

Yours sincerely

Robert White

Not surprisingly, Lumino Inks writes a negative credit reference on Wainman Ltd and advises Northern Paperworks not to allow Wainman Ltd to buy on credit (card 39). Their letter is informal since Richard Brown and Robert White are friends.

LUMINO INKS LTD

Main Street

Kendal LA9 6TW

(date)

Dear Robert

Thank you for your letter about Wainman Ltd.

We've had a lot of problems with them. They are very slow at paying our bills and at the moment they owe us a lot of money. They have broken our terms of sale three times. I have heard that they are in serious financial difficulties. In my opinion, it is not a good idea to sell them any paper on credit.

I hope this helps you.

Best wishes

Richard Brown

Wainman's final card (6) has some very bad news. The bank refused to pay the cheque that they sent Lumino Inks and their lawyers have told them to go into liquidation. They write to tell both Lumino Inks and Northern Paperworks. (Wainman can no longer write in an informal style to Northern Paper-

Lumino Inks Ltd

Main Street

Kendal LA9 6TW

Dear Mr Brown

Re: invoice 2323-A

Thank you for your letter of (date), concerning the above invoice.

You may know that we have had financial difficulties recently. I regret to inform you, therefore, that we are unable to settle our account with you and we have been forced to go into liquidation.

Our lawyers. Smith and Sons, will contact you shortly.

With apologies,

Yours sincerely

Harold Wainman

Dear Mr White

You may know that we have had financial difficulties recently. I regret to inform you, therefore, that we have been forced to go into liquidation.

Our lawyers, Smith and Sons, will contact all companies involved shortly.

Yours sincerely

Harold Wainman

At the same time, Northern Paperworks will have noticed the fact that one of Wainman Ltd's co-owners wrote the reference from Pelican Paper Ltd. They therefore, on Lumino's advice, reject Wainman's request for credit (card 7),

NORTHERN PAPERWORKS LTD

Wainman (Printers) Ltd

Castle Street

Kendal LA9 5YY

Dear Mr Wainman

I am writing in connection with your recent request for credit.

I am sorry to tell you that we are unable to allow you credit. However, we will be very happy to supply you with the paper you need if you can pay in cash with your order.

Yours sincerely

Robert White

Lumino Inks' last card tells them that the bank has refused to pay Wainman's cheque. They therefore write to demand immediate cash payment and threaten legal action, not yet knowing that Wainman Ltd has gone into liquidation (card 12).

Re: invoice 2323-A

The bank has just telephoned me to tell me that they are unable to pay your cheque. We really must insist therefore that you pay us in cash immediately.

Unless we receive payment within seven days, we will be forced to take legal action.

Yours sincerely

Richard Brown

The activity thus ends with Wainman Ltd in liquidation, Northern Paperworks saved from possible losses, and Lumino Inks being owed money.

Feedback

See pages 7-8 for general guidance on the feedback stage. This activity builds on all the work covered in the book but particular attention should be paid to the way the students made their letters sound formal or informal.

UNIT 8

8A Study section: revision and consolidation

Since this unit does not involve the presentation and practice of any new language, it is best to let the students work at their own pace through the unit, either individually or in pairs or small groups. If they do work alone, encourage them to show their work to a neighbour and to ask other students, as well as yourself, for help. The teacher's role throughout this unit will therefore be one of moving round the class, helping students, explaining any difficulties and correcting the work that they have completed. (See page 9 about correcting written work.) Some sections include questions, similar to those used throughout the book, in addition to tasks for letter writing. Students should make brief notes of their answers to these questions.

8.1

Answers:

1 Order of paragraphs: (d) - (b) - (f) - (a) - (c) - (e)

2A shop that had one copy of each of the new books would have six separate books.

8.2

Answers:

1 Margaret Russell cannot meet Nigel Westwood on the day and at the time he suggested.

2 Example letter:

ASHWORTH BOOKSHOPS LTD

234 Hogden Rd

Bristol BS7 9XS

Mr Nigel Westwood

Universal Books Ltd

PO Box 379

Jersey

Channel Islands

Dear Mr Westwood

Thank you for your letter of 23 July, concerning your forthcoming visit to our area.

Unfortunately, I am unable to meet you on the day you suggested. However, I am able to meet you on 18 August at any time between

10.00 a.m. and 5.00 p.m., except during lunch time. I look forward to your reply.

Yours sincerely

Margaret Russell

Manager

8.3

Answers:

1Possible beginning: It was a pleasure to meet you last Monday when I was in Bristol. I think we had a very useful discussion.

Possible ending: I look forward to your reply. If you require any further information, please do not hesitate to contact me.

2Margaret Russell has to send half the cost of the books with her order.

3Universal Books Ltd will help Ashworth Bookshops to sell their books by paying part of the cost of the circular letters and by giving them a list of names and addresses.

8.4

Example letter:

ASHWORTH BOOKSHOPS LTD

234 Hogden Rd

Bristol BS7 9XS

I am pleased to place our order and I enclose a cheque for x. We would like to receive:

20 sets of the three-volume Worldwide Encyclopaedia

50 shorter Worldwide Encyclopaedia

20 Complete Collection of Business Letters (hardback)

50 Complete Collection of Business Letters (paperback)

We lookforward to receiving the books and to doing further business with you.

Yours sincerely

Margaret Russell

Manager

8.5

Answers:

1The circular sales letter is not in a formal style.

2She wrote the letter in an informal style so that it would sound more friendly and encourage people to buy the book.

3She did not use her note about 'large clear print'.

4Example circular sales letter for The Complete Collection of Business Letters:

ANNOUNCING AN IMPORTANT NEW BOOK FOR THE

OFFICE . . .

. . . THE COMPLETE COLLECTION OF BUSINESS LETTERS

special low price!

Dear Businessman

Do you spend hours trying to write a short business letter?

Now, all your troubles are over! The Complete Collection of Business Letters has all the letters you'll ever need to write.

It's easy! Just look in the index of 300 ready-to-use letters, find the letter you want, make some small changes and then ask your secretary to type it. What took you hours before, now takes minutes.

Your secretary can also use it - quickly and easily.

The Complete Collection of Business Letters is a must lor every office. There are two editions - hardback (£12) and paperback (£9).

AVAILABLE NOW at Ashworth Bookshops Ltd. I guarantee that if you're not completely satisfied within 28 days I will give you a full refund.

Yours

M Russell

Ashworth Bookshops

8.6

Answers:

Missing words and phrases: I have some bad news; am sorry; we have been forced; due to; that this does not inconvenience you in any way; With apologies.

8.7

Example letter:

ASHWORTH BOOKSHOPS LTD

234 Hogden Rd

Bristol BS7 9XS

I am writing in connection with your letter of 7 September.

When you visited me on 18 August, you guaranteed delivery within one week of my order. You confirmed this in your letter of 23 August. I should like to remind you that I have already paid 50% of the total cost. I really must insist, therefore, that you deliver the books immediately.

Unless we receive the books within the next week, we will be forced to take legal action.

Yours sincerely

M Russell

Manager

_ '

Answer:

Margaret Russell's deposit has probably left the country with Nigel

Westwood.

8B Activity section: A trade fair

This activity is the most demanding in the book since the cards only provide the bare instructions for what to write. The students are thus required to contribute a lot of their own ideas about how to phrase the letters so that they are clear to the reader.

1 Ask the students what a company can do to try to increase sales. After discussing some ideas (e.g. reduce the price, give free gifts, advertise more), read through the introduction and questions with the students. Then let them read silently before eliciting the answers.

Answers:

a)8% is enough because Massari has a good name.

b)Mr Fellini wants Massari to pay for the advertising because they do not get much money from selling Massari tractors (i.e. their sales are low).

Then ask a few further questions, such as:

Why did Mr Singh take a long time to write to Mr Fellini? (He has been ill.) Why do Japanese tractors sell better than Massari's? {Their price is lower.)

Why is advertising important? (Many people do not know about the new Massari tractors.)

Move on to the two short practice exercises which are intended to draw the students' attention to the use of 'we would be prepared to . . . ' and 'would you be prepared to . . . ?' which will be useful in the activity.

c)Mr Singh asks the question by saying: 'Would Massari be prepared to lower its prices . . . ?'

i)Would you be prepared to give a greater discount?

ii)Would you be prepared to increase the length of the guarantee?

iii)Would you be prepared to give a free gift with every tractor?

d)Mr Singh says ' . . . we would be prepared to arrange it.'

i)We would be prepared to pay half the cost of the advertising.

ii)We would be prepared to visit customers personally.

iii)We would be prepared to give free maintenance for one year.

2Read through the questions and letter with the students.

Answers:

a)It is necessary to book early because India Trade Fairs normally receives too many bookings.

b)They can help overseas companies by arranging visas.

Ask the students how they think the trade fair could help Massari and Agricultural Supplies Ltd.

3As usual, run through the situation before the students start working on their first cards. Agricultural Supplies Ltd want Massari to lower their

104 Unit 8

prices and pay for advertising. They are now waiting for a reply. Meanwhile, both Massari and Agricultural Supplies Ltd have received a circular letter about a trade fair.

Point out to the students that the cards only provide the basic information and that they will need to make sure that the letters sound right and that the meaning is clear to the reader.

The sequence of cards is as follows.

Massari Tractors: 4 6 - 8 - 3 5

Agricultural Supplies Ltd: 4 - 2 8 - 1 6

India Trade Fairs Ltd: 58 - 63 - 53

Plot and example letters

Note: Once the students have finished working on the first cards, the letters they write after that may be slightly different from the letters shown here. This is because they may have already received a letter from another group.

Massari Tractors' first card tells them to write to Agricultural Supplies, telling them they cannot reduce their prices (card 46).

Thank you for your letter of 26 January. I was sorry to hear that you had been ill. I hope you have now recovered.

You asked if it was possible for us to reduce our prices. I am sorry to tell you that we cannot do this. This is due to the fact that we already give a 26% discount.

With regard to your second question, as you know, our sales agreement with you says that you will organise and pay for all advertising in the New Delhi area. However, we would be prepared to pay part of

the cost of a stand at the forthcoming New Delhi Agricultural Equipment Fair if you think it would be worthwhile.

I look forward to your reply.

Yours sincerely

Paolo Fellini

Meanwhile, Sujit Singh at Agricultural Supplies makes a provisional booking for the fair (card 4).

AGRICULTURAL SUPPLIES LTD

76 Sant Nagar

New Delhi

Thank you for your recent letter, concerning the forthcoming New Delhi Agricultural Equipment Fair.

I would be grateful if you could reserve 30 square metres for us at the fair. A representative from our supplier, Massari Tractors, will probably come to the fair and we would appreciate it if you could arrange a visa for him. Details are:

Full name: Luigi Piero Lombardo Nationality: Italian

Passport number: 34768C

We look forward to your confirmation.

Yours faithfully

Sujit Singh

India Trade Fairs, however, is still waiting for a booking so they send a follow-up letter to Massari Tractors (card 58).

I am writing in connection with my recent letter, concerning the forthcoming New Delhi Agricultural Equipment Fair.

This show attracts manufacturers and buyers from all over the world. Last year alone over half a million people attended.

There is still some space left for your company to take part. We have now received bookings from over 150 companies and we are sure that your company will find it worthwhile to have a stand at the fair. Prices are US $150 per square metre, with a minimum of 15 square metres.

We look forward to receiving your booking.

Yours faithfully

(name)

India Trade Fairs

Massari's second card (card 8) however, tells them to write to India Trade Fairs Ltd to say that Agricultural Supplies is responsible for all advertising and promotion.

MASSARI TRACTORS

Viale Romagna 23

20247 Milano

Italia

India Trade Fairs Ltd

Mahatma Gandhi Road

New Delhi 110016

Dear Sir {name)

Thank you for your recent letter(s), concerning the forthcoming Agricultural Equipment Fair.

Agricultural Supplies Ltd (76 Sant Nagar, New Delhi) is responsible for all our advertising and promotion in the New Delhi area. Please could you get in touch with them.

However, we will send a representative and we would be grateful if you could arrange a visa for him. Details are:

Full name: Luigi Piero Lombardo Nationality: Italian

Passport number: 34768C

We would also appreciate it if you could tell us exactly where the fair will be.

Thank you. I look forward to your reply.

Yours faithfully [sincerely]

Paolo Fellini

At the same time, Agricultural Supplies, having made a provisional booking, writes to Massari to ask if they will pay half the cost (card 28).

AGRICULTURAL SUPPLIES LTD

76 Sant Nagar

New Delhi

We have recently booked some space at the forthcoming New Delhi Agricultural Equipment Fair. Since we need a large area for a tractor, we have reserved 30 square metres. This costs US $4,500.

I am sure that the fair will be a good opportunity for us to sell more

Massari Tractors. Would Massari be prepared to pay half the cost?

Looking forward to your reply.

Yours sincerely

Sujit Singh

If India Trade Fairs Ltd has still not received a booking, they send a follow-up letter to Agricultural Supplies similar to the one they sent Massari Tractors. Once they have a booking, however, they write a confirmation (card 63).

I am pleased to confirm that we have reserved 30 square metres for you at the New Delhi Agricultural Equipment Fair.

We would be grateful if you could pay by 3 March, direct to our account at National Bank, a/c no. 456767.

Looking forward to seeing you at the fair,

Yours sincerely

[name)

The final card to Massari Tractors tells them to send a telex and a follow-up letter to Agricultural Supplies Ltd, saying that they agree to pay half the cost (card 35).

1225 {date)

314420 AS

45745 MT

ATTN S SINGH, AGRICULTURAL SUPPLIES LTD

RE AGRICULTURAL FAIR WE WILL PAY 50% COST. L LOMBARDO WILL

ARRIVE APRIL 2.

REGARDS

P FELLINI

MASSARI TRACTORS

45745 MT

314420 AS

I am pleased to advise you that we are prepared to pay 50% of the cost of the space at the show.

In addition, we will send Luigi Lombardo to represent Massari Tractors. Mr Lombardo will arrive on 2 April. He will stay at the Hilton Hotel and will contact you when he arrives.

We look forward to the fair.

Yours sincerely

Paolo Fellini

If Agricultural Supplies has not yet received an answer to their letter to Massari Tractors, they send them a telex (card 16).

0930 (date)

45745 MT

4420 AS

ATTN P FELLINI, MASSARI TRACTORS

RE OUR LETTER {date) CONCERNING AGRICULTURAL FAIR, PLS REPLY ASAP. FINAL DATE FOR PAYMENT SOON.

S SINGH

AGRICULTURAL SUPPLIES

4420 AS

45745 MT

Once Massari agrees to pay 50%, the same card tells Agricultural Supplies to write a confirmation to India Trade Fairs.

I am writing to confirm that we will need 30 square metres at the forthcoming New Delhi Agricultural Equipment Fair.

We will make payment direct to your account at National Bank, a/c no. 456767, as you request.

Mr Luigi Lombardo, representative for Massari tractors, will arrive on

2 April. We will contact you again then.

Yours sincerely

Sujit Singh

India Trade Fairs' final card completes the booking arrangements. They write to Massari Tractors to tell them about the visa and the location of the fair (card 53).

INDIA TRADE FAIRS LTD

Mahatma Gandhi Road

New Delhi 110016

I am writing to confirm that we have reserved 30 square metres for your agent, Agricultural Supplies Ltd, at the forthcoming New Delhi Agricultural Equipment Fair.

We have also arranged a visa for Mr Lombardo. This will be waiting for him at the airport when he arrives.

The fair will be located about 10 km from the airport on Independence Road, opposite the Hotel Royal and next to the All India Market.

We look forward to seeing your company at the fair.

Yours sincerely

{name)

India Trade Fairs Ltd

Feedback

See pages 7—8 for general guidance. As this is the last activity, the feedback stage may cover any of the areas presented in the book. However, since the role cards present only the basic instructions, particular attention should be paid to the students' own ideas about how to phrase the letters so that they sound businesslike and are clear to the reader.