curs1_coresp&comEGCE

7/30/2019 curs1_coresp&comEGCE

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BusinessEng l ish Correspondence


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Content

The Business Letter. Essential LetterTypes

Enquiry Letter The Offer

The Order

The Acknowledgement of Order The Invoice

The International Sales Contract


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References

Ashley, A., Commercial Correspondence,Oxford University Press, 2006

Meenakshi R., Prakash S. - Business

Communication, Oxford University Press,2007

Nicolae, M., Commercial Correspondence,Editura Universitara, Bucuresti, 2005

Tanasie, A., Business EnglishCommunication and Commercial

Correspondence, Editura Universitaria,Craiova, 2007


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Students' Evaluation

Commercial documents simulations

Written exam

Presence to course and seminars


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Aims

Specific terms of the businesslanguage

Types in business correspondence Firms commercial documentation

Specific stages to the negotiationand to the execution of an externalcommercial contract or of anexternal commercial operation


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Written message represents theperson and the firm sending it

=A visit card of the sender


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Business Correspondence

Organisation (firm)

Communication allows management

and supervising Complexity of the organisation ->

communication is critical


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Elements in Business

Correspondence

Pre-contractual businesscorrespondence

Contractual businesscorrespondence

Personal correspondence (employee firm, position candidate firm

etc.)


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Pre-contractual Correspondence

The BUSINESS LETTER

The INQUIERY

The OFFER

The ORDER

The AKNOWLEDGEMENT OF ORDER


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Contractual Business

Correspondence

The CONTRACT (ExternalCommercial Contract)

The TRANSPORT DOCUMENTS The CUSTOMS DOCUMENTS

The ENSURANCE DOCUMENTS


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Tehnical Elements in Business

Correspondence:

Clarity

Concision

Politness Precise phrases, in a logical sequence


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The Lay-Out of the Business Letter

Correct selection of language andan attractive format (content andshape)

Standard dimensions or even forms


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Requirements for the Business Letter

Equilibrium in text placement on the paper;

Correct margins (left and right);

Alignment

Avoid spliting words;

Text placement in paragraphs;

Text continuation on a new page only if itcontaines more than two rows;

Avoid the Post Scriptum (PS);


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1. The Indent Style

-the first line in each paragraph willbe placed few intervals from the left border-the inside address, the ending formulaand the signature will be placed few intervals to theinside compared to the upper line

Types of Business Letters


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2. The Bloc Style

- all the elements of the letter

aligned from the left border- a double space is placed between paragraphs


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3. The Semi-Bloc Style

the text of the body-letter can be writtenin the indent form-lines including the internal address

are placed to the left and the-lines containing the ending formula and the signature-are placed to the right in the bloc form

- the text is written completely in the bloc style- the date and the rows representingthe salutation formula,- the ending formula and the signatureare placed to the right

4. The Modified Bloc Style


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Contents of the Business Letter

Heading

Date

Reference

Address

Salutation

Subject

Content/body of the letter Complimentary close

Signature

Enclosures


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Contents of the Business Letter

Heading Date Reference

Address Salutation Subject Content/body of the letter Complimentary close Signature Enclosures


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The Heading

Firms name Activity domain Address and central

Telephone no. Email address Fax no. Po Box Codes Banks, insurance companies, other

partners


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The Date

The date is normally written on theright hand side corner after theheading as the day, month andyears.

Eg. 28th Feb., 2003 or Feb. 28, 2003.


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The Reference

It indicates letter number and thedepartment from where the letter isbeing sent and the year. It helps infuture reference. This referencenumber is given on the left handcorner after the heading.

Eg. AB/FADept./2003/27.


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The Inside Address

This includes the name and fulladdress of the person or the firm towhom the letter is to be sent. Thisis written on the left hand side ofthe sheet below the referencenumber. Letters should be

addressed to the responsible head


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The Subject

It is a statement in brief, that indicatesthe matter to which the letter relates.

It attracts the attention of the receiver

immediately and helps him to knowquickly what the letter is about.

Eg.

Subject: Your order No. C317/8 dated 12thMarch 2003.

Subject: Enquiry about Samsung television

Subject: Fire Insurance policy


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The Body of the Letter

- Introductory paragraph (Oppening)

- Message (Subject matter)

- Concluding Part


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Introduction paragraph

- object of the letter

- confirmation ofcorrespondence delivery

- formulation of an answerto previous correspondence


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Mesajul scrisorii

Incheierea trebuie sa reprezinte

concluzia logica a punctului devedere cuprins in mesaj


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The Complimentary Close

- Yours faithfully,; Faithfully yours, (candexpeditorul se adreseaza unei institutii,firme etc.)

- Yours sincerely,; Sincerely yours, (inspecial cand expeditorul se adreseazaunei persoane cunoscute, dei pot fifolosite i in cazul anterior)

- Yours (very) truly,; (Very) truly yours,(se folosesc cu precadere de catre firmelei institutiile din SUA).


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The Enclosures

This is required when some documentslike cheque, draft, bills, receipts, lists,invoices etc. are attached with the letter.These enclosures are listed one by one inserial numbers.

Eg.

Encl : (i) The list of goods received

(ii) A cheque for Rs. One Thousanddtt. Feb. 27,2003 (Cheque No........)towards payment for goods supplied.


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The Enclosures

Exemple:

Anexa/ Anexe (Enclosure/ Enclosures-

abreviat: Ene./ Encl/ Encs)

- Factura - Invoice

- Conosament - B/ L- Certificat de origine - Certificate

of origin


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The Envelope

Address

Mailing indications

TEHNOFOREST4 Piata Rosetti Bucharest-ROMANIA

stamp

Attention: The Export ManagerCOURTNEY &Co. Ltd.,6 Stand Street,Nottingham,Great Britain

li i


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(i) Simplicity - Simple and easy language should be used for writingbusiness letters. Difficult words should be strictly avoided, as onecannot expect the reader to refer to the dictionary every time whilereading letter.

(ii) Clarity - The language should be clear, so that the receive willunderstand the message immediately, easily and correctly.Ambiguous language creates confusion. The letter will serve thepurpose if the receiver understands it inthe same manner in which itis intended by the sender.

(iii) Accuracy - The statements written in the letter should beaccurate to, the best ofthe senders knowledge. Accuracy demands

that there are no errors in the usage of language - in grammar,spellings, punctuations etc. An accurate letter is always appreciated. (iv) Completeness - A complete letter is one that provides all

necessary information to the users. For example, while sending anorder we should mention the desirable features of the goods, i.e.,their quality, shape, colour, design, quantity, date of delivery, modeof transportation, etc.

(v) Relevance - The letter should contain only essential information.Irrelevant information should not be mentioned while sending anybusiness correspondence.

(vi) Courtesy - Courtesy wins the heart of the reader. In businessletters, courtesy can be shown/expressed by using words like please,thank you, etc.

(vii) Neatness - A neat letter is always impressive. A letter either

handwritten or typed, should be neat and attractive in appearance.Overwriting and cuttings should be avoided.

Inner Qualities


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The INVOICE

THE PROFORMA INVOICE

THE (EXTERNAL COMMERCIAL)

INVOICE


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The INVOICE

a commercial document issued by aseller to a buyer

indicates products, quantities and

agreed prices for products or serviceswhich the Seller has provided to theBuyer

also indicates that unless paid inadvance, payment is due by the Buyerto the Seller according to agreed terms


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A typical external commercial INVOICE

contains:

a purchase order, invoice and internal ordernumbers

a business name and address

a customer's name and address

supply and invoice dates

a VAT registration number (where applicable)

a description of the goods or services

terms of payment including date the amount is due

an itemised list of products, quantities and prices,excluding VAT

the total amount due, with and without VAT

the shipping method and cost


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