Task I (( Unit 4 ))

Task Unit 4 English Business

An informal letter of congratulation ( A2 page 32 )

Dear Steven,

I was very glad to hear about your recent appointment. I know how hard you have worked and you certainly deserve it. It is a great pity. I’m going to the states for two weeks but I’m shortly going on holiday get back, I’ll give you a ring meanwhile, all never best.

Your very sincerely,


Paula

Credit control ( B1 page 33 )

INTERNAL MEMO

To : Financial Director B.M.
Credit controller M.J.H.
From : P Durand
Date : 25th September

The financial press reports that many new hotel and restaurants are on shaky ground and there may be bankcruptcies occurring.

1. We must tighten up on our credit terms and collection activities.
2. We must aim to reduce our average collection period from the present 60 days to 40 days – or better.

Even with these controls we may get caught! I am concerned about the hotel in jersey. They have been given generous credit.
Please report what specific measure you are taking.

i. What is in a difficult situation ?
o shaky ground and may be bankcruptcies occurring.

ii. What action should the company take ?
o We must tighten up on our credit terms
o We must aim to reduce our average


iii. Collection of what ?
o collection period from the present 60 days to 40 days – or better.

iv. What could happen ?
o get caught
o concerned about the hotel in jersey
o given generous credit

Collection Letter ( B2 page 34 )

Here are some extracts taken from standard letter send out to different customers after 30 to 60 days from the agreed date of payment.
When you have read all the following extracts carefully, decide which you would sent to
a. a customer who has been valuable to you in the past, but for some reason has not settled his account.
( Value )
b. a customer who is a very slow player, but who has always paid eventually.
( Regular )
c. a customer whom you feel is a bad risk
( Bad Risk )

Extract 1.
You have not replied to our letters of January 18th
or February 22nd and we have been instructed by
our account department to insist on immediate
payment of this overdue account.
An amicable settlement is preferable to us, but
no hesitation will be shown should formal
proceedings become necessary.
Your cheque should be sent to this office at the
above address by return.

Extracts from collection letters at different stages
Extract 1

1. You failure to clear this account has forced us
to recommend to our client that they take futher
action now.
2. A cheque sent to my attention within. 48 hours can
halt proceedings.
3. Make your remittance payable to gunn & shawcross
and send to the address above.

i. What are the strong emotive in this letter ?
o Your failure to clear this account has forced us to recommend to our client
o A cheque sent to my attention
o Make your remittance payable to Gunn sent to the address above

ii. At what stage would you sent this letter ? after letter 1,2, or 3 in B2 ?
o After letter extract 1

iii. Would you continue to do business with this customer in the future ?
o Perhaps not it would

Extract 2

Now compare the extract you have just read with this expamle. This is a letter from an accounts department.
We have been advised that no payment has been
Received for invoice 1098/8 for £156.05.
We are sure this must have escaped your
Attention and we must ask you to settle the
Account by return.
i. how strong does this letter feel to you?
ii. at what stage do you think it was sent?
After letter 1,2 or 3 in B2?
iii. what was the relationship between the writer and the recipient?
Was the recipient a regular customer, a valued customer or a bad security risk?
iv what could , a valued customer or a bad security risk?
iv what could you change in the last sentence to:
a. make it softer?
b. make it sharper?
Use formulae fro letters 1,2 or 3 in B2.

Extract 3
Here is letter from the legal department of a large store.

In view of your persistent default your credit
Fasilities are hereby withdrawn.
We futher notify you that if the overdue sum
Of £277.00 is not received within ten days
Of the date of this letter the local county
Court will issue a summons against you for
The recovery of the above amount plus such
Costs as are involed.
i. at what stage was this letter sent?
After letter 1,2 or 3 in B2?
ii. Re- white this letter making it possible to countinue business with this customer.
Use formulae from letter 1,2 or 3 in B2.







C2 Pressing for payment.
Pressing for payment ( C2 page 39 )

28th October
Dear M. Camard,
Re : Invoice 24/451 July 31st. L4.000
24/555 August 31st. L12.000

I am sorry to see that touch our previous requests, the above accounts have still not been settled. We wrote to you in Agustus and in September, but have received no payment to date. When we originally negotiated the contracts we gave you specially low prices on the reason that payments would be made within 30 days of the date of invoice. Here is a breakdown of the situation as it stands today :
Invoice
July 31st 839/C ₤ 4500 overdue
Agustus 31st 921/G ₤ 12000 overdue
September 980/G ₤ 1800 Now due
October 210/C ₤ 4000 Due November 30th
₤ 22300

Could you please arrange for the july and agustus amounts to be paid in full and for the cheque to be sent to this office before Monday November 10th.

If for any despite this cannot be done, please get in understanding with me immediately.

Yours sincerely,


M. J. Hahn


C3 Asking for an extension of credit
Any of the following words and phrases are acceptable, but there is a subtle difference between the alternatives given.
1. (c) is the most tactful and converys a greater degree of understanding.
(a) are aware or
(b) understand
(c) fully appreciate
Answer: a & c
2. (a) does not convery much determination. (b) is stronger and more formal. (c) indicates sincerity and willingness, but without a definite commitment.
(a) try
(b) endeavour
(c) make every effort
Answer: b
3. (a) is not definite enough in this context. (b) shows much firmer intention.
(a) suggest
(b) propose
Answer: b
4. (a) is very demanding and blunt (b) and (c) are not as tactful as (d)
(a) want
(b) need
(c) require
(d) would like
Answer: b
5. (a) and (b) are not as formal as (c).
(a) sorted out
(b) settled
(c) resolved
Answer: c
6. (a) does not indicate if the contract was obtained. (b) and (c) show that the contract is finalized.
(a) negotiated
(b) secured
(c) signed
Answer: a
7. (a) shows the most positive attitude.
(a) are confident
(b) hope
(c) expect
Answer: a
8. (a) and (b) are warm and friendly. (c) is more formal.
(a) help
(b) understanding
(c) assistance
Answer: c
ii. use the credit controller’s letter as a guide to write four similar letters in the situations below. You are being pressed for payment. Explain why you are having difficulties, and make an alternativesuggestion.
The reason why you cannot pay:
1. sales not up to forecast- prospects bright
2. imported machinery delayed
3. fire help up production- in curred losses



written by : Karina Waty S.
10 November 2009