Nasatar St

44 Nasatar St.

Cairo

18 August, 1997

Dear Mr. Carter,

As mentioned in my letter of 9 August, I am planning to spend a few days in London next month, on my way to the United States. The dates are now settled: I shall at Heathrow on Wednesday, 3 September (Flight BA 602 15 30) and leave on Friday night. I shall be staying at the Cumberland Hotel, Marble Arch, London W1.

On September 3 I already have some appointments, but could come to your office any time on Thursday, 4 September. Would you kindly leave a message at my hotel letting me know what time would suit you.

One of the most important matters to be discussed is the percentage of commission you could give us for distributing your SELECT copier in Egypt. As we have already indicated, 10% is unacceptable to us: we require at least 12% if we are to do a good job of selling this equipment in Egypt.

In the hope that we can come to terms, and looking forward to meeting you, I am,

Yours sincerely,

International Import Corporation

Amir Hanna

Invitations: Accepting and Declining

A formal invitation, usually in the form of a letter or printed card, is written in the third person, and replies also follow the same style. Other invitations are written less formally. Any written invitations should be answered in writing too, not by phone.

A distinction is made between a formal invitation, a semi-formal and informal invitation, and the correct form of reply to each is indicated.

e.g.

Dear Dr Simon,

On behalf of the Russian Academy of Sciences and the Organizing Committee of the 10^th International congress on brain surgery I have the honour and pleasure of extending to you an invitation to participate in the work of Congress and to give a lecture at the Plenary Session covering your area of research.

An early reply to this letter would be appreciated.

Sincerely Yours,

F.N. Pavlov, Professor

Chairman of the Organizing Committee

e.g.

Dear Dr. Truman,

I very much regret that I am unable to accept your kind invitation to a Reception to be held in Hotel Ritz at seven o’clock on Friday, the tenth of March, 2000, as I have already accepted a previous invitation for that date and time.

Yours Truly,

Simon Perry

e.g.

John and Jane Doe
are pleased to accept the kind invitation of
John and Jane Smith
to join them in celebrating the graduation of their daughter, Jane
Saturday, the twentieth of June, at 4 o'clock
at the Riverside Country Club, 4500 Riverside Drive

Thanks for Hospitality, Requests, Complying with a Request

It is a matter of courtesy to write to your host personally if you have enjoyed his/her company's hospitality. Here you can see how to express thanks for the fulfilment of other requests, too.

e.g.

DATE: August 29, 1999

It was a pleasure meeting you today, Mr Smith. You couldn't have chosen a better restaurant. The food was superb.Thank you.

I am glad we had plenty of time to discuss the construction project. You helped clear up almost all the questions I had. And you pointed me in the right direction to find the answers to the few queries I have left.

I look forward to meeting you again in the near future. I will call you when I return from my trip to the head office and then it will be my pleasure to treat you to lunch.

Regards,

M.J. Johnson

e.g.

TO: J. Watkins
FROM: Dr. J. R Ewing
DATE: August 29, 1999
SUBJECT: Marriage Benefits

Congratulations on getting married, Jim. Best wishes to you and your bride for a long and happy life together.

Now that you are changing your status, we need to discuss your health insurance and retirement plans. As well, I would like to explain our company policies as they affect you and your wife. Could you drop by my office as soon as you return from your honeymoon so that we can talk?

Employment: Applications, Letters of Recommendation, Giving notice

When writing a letter of application, the applicant would like to say what job and conditions he or she would like to have. But a good letter of application should contain facts the prospective employer wants to know, for instance what experience the applicant has, how useful he or she will be to the company. If he has held several positions, it would be advisable for the applicant to submit a personal data sheet, the curriculum vitae, containing full personal details and information on the past experience, education and certificates or degrees, special qualifications, and possibly references.

The letter then can serve to draw the reader's attention to the candidates' suitability for the vacancy. If you are starting your career and have had one or two jobs, or none at all, all the particulars can be included in the letter itself.

A contract of employment defines the conditions of work, the working hours, holidays allowed, responsibilities and notice. It may contain a job description and give information on fringe benefits such as company pension scheme, bonuses, expenses and commission where applicable. When employment is terminated by either party, notice has to be given in writing and the set period observed.

e.g.

Dear Dr. James

This letter is in response to your advertisement in the Financial Times on November 25, l998 for a position of secretary. I have three years experience in the field of market research.

I am ready for long hours and travel required to be an effective personal secretary.

My resume is attached for your resource.

Sincerely,

J. Kvatson (Ms)

e.g.

Dear Mr Douglas,

I have been working for “Newborn Electronics” for 7 years and I always enjoyed and valued my job. As well I always enjoyed and valued my salary.

However the total crisis in the country and the recent ruble inflation make me ask for a certain adjustment of my salary which is now 8.000 rubles. Three months ago this sum equaled to approx. 530 US dollars while today it is less the 200 US dollars.

Taking into consideration the above calculations I am requesting a salary adjustment of 17.000 rubles. Thank you in advance for your prompt consideration of this matter.

Sincerely Yours,

F.T. Petrov

e.g.

Dear Mr Hampshire:

Your work has been excellent. However, your absentee record is now overshadowing your work record. I realize that your health has been poor but one of our job requirements is regular attendance. We have difficulty scheduling when we cannot depend on your attendance.

We have discussed this subject with you several times before. Now your attendance must meet our requirements or we will have to terminate you.

Sincerely,

J. Johnson

Export Department

Goodwill letters: Congratulations, Introductions, Condolence, Christmas and New Year Wishes

A goodwill letter, as its name implies, is not written to obtain an order, or to collect outstanding bills. It is intended to pay for itself in another way, by building up goodwill. It is difficult to measure its value, but if this could be done businessmen would probably write goodwill letters more often.

They give both the reader and writer pleasure when the occasion arises to enclose a gift, to send good wishes, to express thanks or to remember an anniversary. Letters of introduction can also be a great help, both to a young person starting out n a particular field of business and to the established businessman wishing to expand his operations.

Goodwill letters let customers feel that they are in tough - in good times and bad - when business friends show sympathy, when they offer assistance, and when congratulations are due.

e.g.

November 30, 1997

Dear Dr. Simpson,

I want to introduce you to Ms James, who worked with me at Connaught Centre for five years.

She is a person of great intellect and work ability. Ms James is currently involved in a project which might be of interest to you, and he shall be contacting you soon to arrange a meeting.

I am sure you will benefit if you agree to see her.

Yours Sincerely,

Mr Watson

Sales Manager

e.g.

Hunters Ranch,

Paxton, Florida 32538

May 4, 1995

Dear Mr. Wembley:

My wife and I are coming to Delhi for a fairy long stay, as I have business there that will keep me several months. I know you have lived in Delhi for several years, and I wonder if you would kindly give us some introductions.

Since I shall be very occupied, my wife may feel lonely at times. If she knew one or two people whom she could visit now and again, it would be very pleasant for her.

I would be most grateful for your help. If there is anything I can do for you - either here in the states or when I am in Delhi - please do not hesitate to let me know.

Sincerely yours,

Harold Canning

Harold Canning

Mr. Clifford Wembley

c/o American Press Office

New Delhi, India

e.g.

International Office Equipment Inc.

P.O. Box 295 Nassau

Bahamas

December 18, 2000

Ladies and Gentlemen:

Near the close of another year, we would like to take this opportunity of thanking our friends and customers for their continued confidence and patronage.

We send you and your families our best wishes for Christmas and a very prosperous New Year.

Sincerely yours,

H. Raffley

H. Raffley

2. Correspondence on business situations

1. Inquiries

An inquiry (also spelt enquiry) is sent when a businessman wants some information, especially about

the supply of goods

leaflets or catalogues

quotation or prices

samples

terms and discounts

availability of goods

delivery times and deadlines

method of transport

insurance

A businessman will save unnecessary correspondence by giving full details that are relevant.

If a prospective customer approaches suppliers for the first time, it is useful to tell them something about his own business, the kind of goods he needs and for what purpose they are required. In this case of customers of long standing or repeat orders, the inquiry may be very simple. Often a phone call or a postcard will do.

e.g.

MATTHEWS & WILSON

Ladies' Clothing