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Means of communication in business

The main means of communication in business are letters, faxes, telephone conversations, cables (or telegrams), memos and emails.

Business letters are particulary important in international commerce. Often it is the only representation of yourself and your company with a foreign counterpart.. You make an impression by the tone of your letter, and by correct, tactful, and polite language

As with small talk and phone calls, letter writing is rulled by formulas. Once you have learned a standard way of organizing and wording a letter, you will be able to write any letter.

There are such__kinds of business letters as sales,__introduction, follow-up,

complaint, rejection, and prospecting.

The letter of introduction is a letter of presenting your company. The main parts of such a letter are an introduction, a body of the letter, and a conclusion.

The prospecting letter is a letter of recomendation. It may be also commercial or advertising. Although the language meaning of the word "prospecting" is exploring for precious metals or minerals, such as gold, the businessmen use this term in the meaning of searching out and cultivating new clients. The commercial information should be also included.

After the meeting or a business lunch you can write a follow-up letter to a person you've .met. This sign of politeness may be a confirmed factor in commercial questions or receiving a job.

You'll have to write different kinds of business letters. Complaint, rejection and collection letters are among them. Usually it's very difficult to find the appropriate words while complaining or rejecting something. In a collection letter you will want to get your money without offending your client. So you have to be tactful in a choice of the way of claiming the money and, at die same time, you must insist on receiving payment.

The short forms of business letters are memos and emails.

Memo is short for memorandum. The memo is a great way of sending letters to staff members, associates, or people you are already doing business with.It is used when you have to inform more than one person (usually several) of the same thing. Rather than write five, ten, or twenty letters, you write a memo to the people you need to inform, run off copies of the same page, and everyone gets one; in fact, it is a letter without the personalization and formalities.

Email is electronic mail. We send and receive this mail via.our comptiters and phone lines__(modems). This is fast becoming the most widely used form of

communication. It is less expensive than a phone call lo any place outside of one's local area, and especially overseas.An additional benefit is that one can skip the formalities of a regular letter. Expect to be sending email in the future.

The structure of the letter.

The business letter consists of four parts; 1 Letterhead

2. Opening

3. Contents

4. Closing

Note the following points about letter-writing: 1 the ADDRESS, e.g. 15, Preston Rd.,



"The Pines, " Warrington,

St. George's Sq,, Lancashire.

Hampdtead,

London, N.W.3. Note the puctuation, e.g. the full stop after St. (short for Saint; it is also short for Street), after Rd. (short for Road) and after N.W. (short for North West) and at the end of an address, i.e. after 3 and Lancashire. Note the commas after "the Pines", (the name of the house) and 15, (the number of the house), after Square, Hampstead, and Warrington. 2.Till:! DATE, for this we generally use the ordinal numbers, Iì March; 31 April, 21s1 May. We sometimes use the cardinal numbers, e.g. March 1,2004 (1 March 2004), .April 3, 2004 (3 April, 2004). Use the cardinal numbers if you use figures only, e.g. 1.3.04 (or 1/3/04); or (with Roman figures) 22-X! 1-04. The date with figures only may cause misunderstanding as the use is not the same in England as it is in America. In England 6/10/04 means 6!h October 2004; in the USA it means June 10th 2004. So, any of the following forms is correct and unmistacable:

1. October 16lh, 2004

2. 16th October, 2004

3. October 16,2004

4. 1 6 October, 2004

3.THE GREETING:

Dear Sir,

Dear Sirs,

Dear Madam,

Gentlemen.

4.the COMPLEMENTARY CLOSE;

Yours truly,

Yours fa³thfully,

Yours sincerely.

5. the ADDRESS (for the envelop):

Mr. H. Chapman, G. Smith, Esq., Trish Green,

10, Northbank Rd., Byron 1 louse, 1 58 Orchard St.1 -B

Southport, High St., NY, NY.

Lancashire. Liverpool. 10002

 

4. Open the brackets using the verbs in the correct forms;

1. Business letters (are) important in international commerce,

2. Once you (have learned) a standard way of organizing and wording a letter, you (will be) able to write any letter.

3. After the meeting or a business lunch you can (write) a follow-up letter to a person you (have met).

4. In a collection letter you (will want) to get your money without offending your client.

5. The memo (is) a great way of sending letters to staff members, associates, or people you already (are doing) business with.

 

 

5. Complete the following sentences as in the text:

1 .The main means of communication in business are ... letters, faxes, telephone conversations, cables (or telegrams), memos and emails.

2. There are such kinds of business letters as ... as sales,__introduction, follow-up,

complaint, rejection, and prospecting.

3. The letter of introduction is a letter of ... presenting your company

4. The prospecting letter is a letter of... recomendation. it may be also ... commercial or advertising

5. After the meeting or a business lunch you can write ... a follow-up letter to a person you've .met.

6. In a collection letter you will want to ... get your money without offending your client

7. the short forms of business letters are... memos and emails

8. The memo is a great way of sending letters to ... staff members, associates, or people you are already doing business with.

9. We send and receive this mail via ... our comptiters and phone lines__(modems).

10. An additional benefit of sending emails is ... that one can skip the formalities of a regular letter.

.

6. Answer the following questions:

1. What are the main means of communication in business?

The main means of communication in business are letters, faxes, telephone conversations, cables (or telegrams), memos and emails.

2. Why are business letters important in international commerce?

Business letters are particulary important in international commerce. Often it is the only representation of yourself and your company with a foreign counterpart.. You make an impression by the tone of your letter, and by correct, tactful, and polite language

3. What kinds of business letters do you know?

There are such__kinds of business letters as sales, introduction, follow-up,

complaint, rejection, and prospecting.

4. What are the main parts of an introduction letter?

The main parts of such a letter are an introduction, a body of the letter, and a conclusion.

5. In what meaning do the businessmen use the word "prospecting"?

the businessmen use this term in the meaning of searching out and cultivating new clients.

6. What kind of letters will you write after the meeting or a business lunch'?

After the meeting or a business lunch you can write a follow-up letter to a person you've met.

7. What kind of letters do you need to write if you want to get your money without offending your client?

In a collection letter you will want to get your money without offending your client.

8. What short forms of business letters do you know'?

The short forms of business letters are memos and emails.

9. What is the most widely used form of communication in your country?

Email is the most widely used form of communication in your country

 


... CONTRACT#

_______________ here in after referred to as the Sellers, on the one part, and ________, here in after referred to as the Buyers, on the other part have concluded the present Contract as follows:

1. SUBJECT OF THE CONTRACT

The Sellers have sold and. the Buyers, have bought on ______________ terms in accordance with the Specifications attached to the present Contract and forming, integral part there of.

2. PRICE AND TOTAL AMOUNT OF THE CONTRACT

Prices for the goods are fixed in __ ______ and to be understood ____________ including the cost of packing and marking.

The total amount of the present Contract comprises____________________________

3. TIME AND DATE OF DELIVERY

The date of ______________ is to be considered as the date of delivery. Delivery before the time stipulated in the Contract as well as partial delivery of the goods without accessories is not allowed without the Buyers' consent.

4. QUALITY.

The quality of the goods is to be in conformity with the requirements given in the Specifications attached to the Contract.

The goods are to be of the latest design and manufactured of the first grade materials. The quality of the goods is to be evident by a Certificate of Quality issued by the manufacturing works, or by a Letter of Guarantee of the Sellers. 5. PACKING AND MARKING

Packing should protect the cargo from any damage, corrosion and shortage during transportation by all kinds of transport involving several transshipments on route. A definite kind of packing may be indicated in the Specifications to the Contract.

6. PAYMENT

Payment is to be effected in ________ within ____days after receipt by the Buyers through the Bank "Aval", of the following documents:

a) invoice-in quadruplicate;

b) certificate of Quality;

Bank charges connected with collection of documents are to be for the Sellers' account.

3. INSPECTION AND TESTS

The Buyers have the right to send their inspectors to the manufacturing plant to participate in the inspection and tests of the goods.

4. GUARANTEE AND CLAIMS

The guarantee period is 12 month from the day of putting the equipment into operation. In case of a delay in putting the equipment into operation through the Sellers' fault, the period of the guarantee is to be prolonged accordingly.

10. PENALTY

IF the Sellers fail to deliver the goods in the time stipulated by the contract, they are to pay to the Buyers a penalty at the rate of_____per cent of the value of the goods delayed for each week during the first ______ weeks and_____ per cent ____of the value of the goods for each following week of the delay in the delivery. However, the total sum of the penalty is not exceeded_____per cent of the value of the goods delayed.

11. ARBITRATION any disputes which may arise under or in connection, with this Contract are to be settled by the Foreign Trade Arbitration Commission at the Chamber of Commerce and Industry,' in accordance with the Rules of Procedure of the said Commission, no recourse to law courts being permitted. The award of .such an arbitration is to be considered final and binding upon both parties.

12. OTHER TERMS AND CONDITIONS

A The Sellers are to obtain an Export Licence at their own expense. If the Sellers fail to obtain an Export Licence within ___ month from the date of signing the Contract, the Buyers have the right to cancel the contract The Sellers have to immediately inform the Buyers of obtaining an Export Licence.

B. After this Contract has been signed all and any previous negotiations and correspondence pertaining thereto to be considered null and void.

C. All amendments and additions to this Contract are to be valid only if made in writing and signed by duly authorized representatives of both parties,

D. Neither of the parties has the rights to assign their rights and obligations under this Contract to any third party without written consent of the party.

13. LEGAL ADDRESSES OF THE PARTIES

the sellers

The Buyers: "

The Sellers The Buyers

(Signatures) (Signatures)

 

 


Date: 2015-01-12; view: 1101


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