PORTFOLIO COMMERCIAL ENGLISH AUTHOR: LUCÍA RUIZ LÓPEZ 11TH ACCOUNTING
UNIT 1
Index Pictionary ...................................................................................................................................... 2 Summary of business letters ......................................................................................................... 5 Request Letters ......................................................................................................................... 5 1.
Inquiries ......................................................................................................................... 5
2.
Orders ............................................................................................................................ 6
Replies ....................................................................................................................................... 6 1.
Order Acknowledgment ................................................................................................ 6
2.
Delay Delivery................................................................................................................ 7
3.
Partial Shipment ............................................................................................................ 7
Proofread letters ........................................................................................................................... 8 Request letters .......................................................................................................................... 8 Inquiries ..................................................................................................................................... 8 Orders...................................................................................................................................... 12 Replies ..................................................................................................................................... 15 Order acknowledgments ......................................................................................................... 15 Delay Delivery ......................................................................................................................... 17 Partial Shipment ...................................................................................................................... 18
Pictionary Word
Definition Example
Applicable
Something relevant
Closure
State of being conclude
Discount
Reduction from regular price
In our company, the customer loyalty is rewarded by a significant discount.
Fiscal
Financial
Fiscal matter is regularly used in accounting business.
Motivate
The annual budget shown applicable expenses for the company. The annual sales had an excellent closure.
Move to action Incentives usually motivate employees to develop better at work.
Picture
Potential
Possible
As a customer service manager, you should always pay attention to potential clients. This inquiry letter have the general manager as the recipient.
Recipient
One who receives
Weather vane
A device for showing wind direction
You should always use a weather vane before playing with a kite.
Dispatch
A message
Our boss dispatch was to classify the client list.
Divulge
To reveal or disclose
As a manager, I have to divulge some important events for the company.
Salvage
To save from destruction
The company has been salvage of the bankruptcy.
Savvy
Insight, understanding
Banco Industrial is known as a bank of financial savvy.
Superfluous
Extra, more than necessary
Unsolicited
Unrequested
I like to work with superfluous and proactive people to increase the production. Even though the client doesn’t ask for too much information, sending unsolicited information is a sign of appreciation.
Summary of business letters Request Letters The principal reasons to write a request letter are: -
To obtain information (such as prices) To receive printed matter (such as catalogs, reports, price lists) To receive sample products To order merchandise To engage services (including repair or maintenance services) To make reservations (at hotel, restaurants) To seek special favors (such as permission, assistance)
It must be: -
Specific and brief Reasonable Provide complete, accurate information.
1. Inquiries It is defined as a simple “quotation� in which you are able to ask for specific information or special favors. This should include the specific action you would like your reader to take (a way of reciprocate). And more than anything else, an inquiry must be easy to answer. Ex: Dear Sir or Madam: I have decided to purchase three microwave ovens for our employee cafeteria. Therefore, I would appreciate it if you could send me information about two options which you consider more appropriate for our needs. Our cafeteria is visited daily from Monday to Saturday by approximately 530 employees. Ten cafeteria staff members are responsible of serving and heating three meals per day. Since they will be used often, I would like to purchase an energysaver model. Please send me the information before February 10. The suggested models must include a five-year warranty, be ready for immediate purchase and have a price range of $150-225. Please let me know if you need further information. Sincerely yours,
2. Orders The most important things it should include are: The name of the item, the quantity desired, the description of the product, unit price and total price. As well as desired delivery date, method of payment and delivery address. In this type of letters, is not necessary to mention a reason for order. Ex: Dear Sir or Madam: I have seen your ad in the Boston Globe of Sunday, February 12, and would like to order the following weather vane: Model EPC-18� eagle with arrow, copper $34.95 I would like the weather vane sent to the above address by parcel post and charged, with any applicable sales tax and handling costs, to my VISA account (number 003 0971 A109; expiration date, 3/99) Sincerely yours,
Replies It must be prompt and generate goodwill and good sales opportunities. Including an extra bit of information can turn an inquirer into a steady costumer.
1. Order Acknowledgment It is specifically used for respond the order letter. The initial order from a new costumer should be acknowledged because it encourages further business and establish goodwill. It must include: The date of the order, the order details, method of shipment, and the method of payment the client decided to use. Ex: Dear Ms. Smith: On February 14, we received your letter in which you ordered a Model EPC18 copper, eagle weather vane with arrow. As requested, we will send it to your home address by parcel post and charge the $34.95 with any applicable sales tax and handling costs to your VISA account (No. 003 0097 A109) Enclosed you will find the invoice for the amount of $37.45 which is the total of the weather vane including applicable sales and handling costs. Additionally, you will find a catalogue containing our latest products and sales. We hope to hear from you soon. Sincerely yours,
2. Delay Delivery It requires a carefully written letter due to sometimes it is caused by the seller. It is very important to avoid a negative tone and it should always explain that the delay is unavoidable, but that everything is being done to speed delivery. Also, a delay delivery must be “you oriented”. Ex: Dear Mr. Gonzalez Requests for our pamphlet, “10 Points to Consider When Buying Home Video Equipment,” have been overwhelming. As a result, we are temporarily out of copies. Nevertheless, the new printing is presently being prepared, and I have added your name to the mailing list to receive a copy as soon as it is available. In the meantime, you may find an article by Professor Leonard Mack, of the Pennsylvania Institute of Technology, to be of some help. The article, entitled “The Latest Crop of Home Video Centers,” will appear in the September issue of Consumer Digest. Sincerely yours,
3. Partial Shipment This letter inform the costumer that certain items of their order have been back ordered, so it should assume the costumer’s willingness to wait. It also must “resell” the merchandise by stressing the positive features, not the delayed ones. Ex: Dear Ms. Corum: We appreciate your interest in our products. Your order (No. 437) consisting of 37 Revlon Lipsticks (Code 43851) and 12 Loreal beauty sets (Code 321-2) has been registered. As requested, we will be sending the 37 Revlon lipsticks immediately to the address above. However, due to a transportation problem with our supplier, the 12 Loreal beauty sets will be sent within the week. You may expect delivery on Wednesday, March 12. We will include three samples of our new Dove hydrating body cream with your lipsticks. Please contact me if you need further information. Sincerely yours,
Proofread letters Request letters Inquiries 811 Regent Street Phoenix, Arizona 99087 January 23, 2014 Pets R’ Us 21 West Main Street Phoenix, Arizona 11222
Dear Sir or Madam: I have decided to purchase a dog for my new home. Therefore, I would appreciate it if you could send me information with three options which you considerate more suitable for me. I am currently living alone and my apartment has a spacious backyard. Since my nieces are coming around in weekends, I would prefer a large dog breed with noble characteristics. Also, I would like to know if the dog has been already vaccinated and the type of pedigree it has. Please send me the information before February 10. The suggestions must have a price range of $300-500. Let me know if you need further information. Sincerely yours,
LucĂa Ruiz
FRANKLIN OFFICE SUPPLIERS, INC. 72-01 Bush Boulevard New York, New York 11206
January 29, 2014
Ms. Wilda Stewart Stewart and Stewart CPA’s 466 Main Street Eugene, Oregon 84403
Dear Ms. Stewart:
I recently met you at a seminar on the new federal tax laws. I was impressed by the knowledge you showed on the presentation and consider it very useful. As a financial manager, I am responsible of reporting about year-end-tax saving measures of the company. I would appreciate if you could share with me some relevant information and pointers about deferring income and accelerating deductions as well as year-end expenditures to complete my report. I am certainly sure that my supervisor will consider the information of high quality, so I will send the document as quickly as possible.
Sincerely yours,
LucĂa Ruiz Financial Manager
Perez J.
Am-Lux Company, Inc. 529 Eaton Avenue Bethlehem, Pennsylvania 18115
January 29, 2014 Ms. Louisa Sanchez High Commission 705 Tenth Avenue New York, New York 1077 Dear Ms. Sanchez I recently read an article written by you entitled “From Lead to Deal: Ten OverLooked Steps to Closure” in High Commission magazine. I believe it would be useful for the salespeople in my department. I would like to request your permission to make 25 copies of your article for circulation only within our company. I am certain that my staff will be highly motivated to apply all your knowledge presented in the article. I have been reading all your financial articles and we are planning to purchase your magazine on a regular basis because we consider it very useful.
Sincerely yours,
Lucía Ruiz Sales Supervisor
Och K.
Harrisburg Civic Association 72-01 Bush Boulevard Harrisburg, Pennsylvania 11206
February 4, 2014
Mrs. Margaret Belmont Harrisburg City Hall 250 Commonwealth Avenue Harrisburg, Pennsylvania 20081 Dear Mrs. Belmont:
It would be a pleasure to have you as the special hostess in the monthly meetings that my community organize. These are held the second Wednesday of every month at 7:30 pm in the basement meeting room of the community center. Some previous speakers as it is Raymond Delacorte, president of Grand Northern Motels, Inc., and Gregory Lardas, CPA talked about several strategies for increasing tourism in Harrisburg as well as the local property taxes. The activity concludes with a lecture segment that usually lasts about one hour and the total of people receiving the training is approximately 75 community members. I am certainly sure my colleagues will be very glad to have you as a guest. Please let me know your schedule accessibility and if you need further information.
Sincerely yours,
LucĂa Ruiz Civic Association Organizer
Ramos J.
Orders 250 Commonwealth Avenue Boston, Massachusetts 02118 February 11, 2014 Cyzone Products, Inc. 94 State Road West Yarmouth, Massachusetts 02378
Dear Sir or Madam:
I would like to order the following merchandise I recently saw in your catalogue number C-02, Expofertas: Quantity 2 8 4 5
Item Description Fantastic Lip Gloss Easy 2 Draw Pencil CyShine & Show Ezensi Color
Code
Unit Price
Total Price
3465JN
$24
$48
4579HA
29
232
8709UI
14
56
5433VR
22
110 $446
Enclosed you will find a check with the amount of $446 to cancel the articles previously ordered. Please send me these products by air express to the address above. Sincerely yours,
LucĂa Ruiz
250 Commonwealth Avenue Miami, Florida 22582 Bethlehem, Pennsylvania 18115
January 29, 2014
CKC, Inc. 2019 Logan Street Paramus, New Jersey 70622 Dear Madam or Sir: I recently saw a current issue of Office Workers’ Weekly, February 16, 2014. And I would like to order the following products: 6 Copy Kwik Copystand, $144 Enclosed you will find the check to cancel the amount of $144, plus the $2.95 which corresponds to sales taxes, postage and handling. Please send these products to the address above and provide me the warranty prove.
Sincerely yours,
LucĂa Ruiz
Fenway’s Toy Store 1704 North Broadway Richmond, Virginia 23261
February 5, 2014
Marco Toy Company Inc. 223 Sunrise Highway Glen Cove, New York 11566 Dear Sir or Madam: I would like to order the following merchandise for our pre-Christmas selling season: Quantity 24 12 36
Item Description Baby Jenny Dolls Baby Jenny Layette jets 18 inch Tootsie Wootsie Teddy Bears
Unit Price $10 $15 $7
Total Price $240 180 252 $672
I would like to purchase these products on account (No. 4321-8) and have them shipped by air express to the address above. I would appreciate it if you could send us special Christmas displays for this merchandise. Sincerely yours,
LucĂa Ruiz Assistant Buyer
Cruz B.
Replies Order acknowledgments KINBOTE PRODUCTS, INC. 200 Southeast Four Street Miami, Florida 33131
January 15, 2014
Ms. Ellen Minsky Gold’s Specialty Shops 363 West Grace Street Tampa, Florida 33607 Dear Ms. Minsky:
We received your letter on February 13, in which you order two dozen of exercise suits in the colors and sizes you previously requested. Your purchase will be shipped by air express on February 17 and expected to arrive on February 18. Additionally, the total amount of $843 that corresponds to the whole sale, plus applicable sales tax and handling costs will be charged to your account (No. 882GGS). Enclosed you will find the invoice and a catalogue containing our latest products and sales. We hope to hear from you soon.
Sincerely yours,
LucĂa Ruiz Purchasing Manager
Sagastume J. Enclosure
KINBOTE PRODUCTS, INC. 200 Southeast Street Miami, Florida 33131
February 26, 2014 Ms. Ellen Minsky Gold’s Specialty Shops 3636 West Grace Street Tampa, Florida 33607
Dear Ms. Minsky: We have received your order of February 24, and we would like to welcome you as a new customer for Kinbote Products. Your order (No.1343) for two dozen exercise suits (Style L-29) in the size and colors you previously solicited will be send by air express as you requested. Expected to arrive in Florida in March 7. You may contact the freight forwarder, AGEXPORT (234-456-9087), for further details. We will charge $840 with any applicable sales tax and handling costs to your account (no. 882-GSS). We enclose a catalogue with our new products. We hope to hear from you soon. Sincerely yours,
LucĂa Ruiz Sales Manager
Melendez J. Enclosure
Delay Delivery Lawson Linen Company P.O. Box 762 Bloomfield, New Jersey 07006
March 5, 2014
Mrs. Marianne Rollins 444 Ross Avenue Caldwell, New Jersey 07006 Dear Mrs. Rollins: We received your order for one set of Floral Mist queen size sheets and pillowcases. Unfortunately, we are having some difficulties due to a strike and all orders have been held up. Nevertheless, we assure you that negotiations are progressing and a settlement is expected soon. You will receive your order as fast as possible. If your order is needed immediately, we are able of sending you a set of African Tribal sheets and pillowcases of the same price. Enclosed you will find an exclusive catalogue of special merchandise. Sincerely yours,
LucĂa Ruiz Sales Manager
DĂaz, J. Enclosure.
Partial Shipment Laico Products, Inc. 43 Green Street Miami, Florida 45382
March 6, 2014
Mr. John Smith Beauty Depot, Inc. 444 Ross Avenue Miami, Florida 63782 Dear Mr. Smith: We appreciate your interest in our products. Your order no. 437 consisting of 37 Revlon Lipsticks (Code 43851) and 12 Loreal beauty sets (Code 332-1) has been registered. As requested, we will be sending the 37 Revlon lipsticks immediately to the address above. However, due to a transportation problem with our supplier the 12 Loreal beauty sets will be sent within the week. You may expect delivery on Wednesday, March 12. We will include three samples of our new Dove hydrating body cream with your lipsticks. Thank you for your preference. Please contact me if you need further information.
Sincerely yours,
LucĂa Ruiz Sales Manager
Monroy D.
Kinbote Products, Inc. 200 Southeast Fourth Street Miami, Florida 33131
March 7, 2014
Ms. Ellen Minsky Gold’s Specialty Shops 3636 West Grace Street Tampa, Florida 33607
Dear Ms. Minsky: Thank you for your order of an assortment of vanilla and chocolate exercise suits in small, medium and large sizes. As requested, we will be sending the vanilla and chocolate suits in small and medium sizes immediately. However, a problem with our supplier has occurred and we are out of large sizes in both colors. Nevertheless, we will be sending them within the week and you may expect their delivery on Thursday, March 14. We will send our recent sport catalogue with your previous order. Please let me know if you need further information.
Yours truly,
LucĂa Ruiz Sales manager
Carias A. Enclosure