FINANCE & MARKETING UNIVERSITYAcademic Years 2011-2012

ENGLISH for Business TransactionsBy BRENDAN MOORE

Only for Internal Use!!!-TEXTBOOB: ENGLISH FOR BUSINESS TRANSACTIONS– CD “ENGLISH FOR BUSINESS” 3-Lessons:1. International Money Orders 2. Checks3. Travelers’ checks 4. Letters of Credit5. Invoices 6. Bill of Lading7. Letters of Enquiries 8. Follow-up Letters/ Sales Letters9. Letters of Complaints

The form you may use

13, Le Loi Street Ward 10, District1Class: Tel.: …………..

Date: 10 September

Re: REQUESTING LEAVE OF ABSENCE

Dear (name of department head or supervisor):

I am requesting a leave of absence of ………….. (length of time) due to …………. (family emergency/health reasons/ to attend another school), which …….….. (has occurred/or will occur or begin) on …………(date).

I am enclosing supporting documents (physician's statement/information on school) for your review and consideration.

My absence will commence on ………….. (date), with an anticipated return date of …………..(date you expect to resume your duties/position).

I appreciate your prompt consideration of and response to this request.

Sincerely,

Name in full:………………………

THIS PART IS USED FOR CD 3

3.1 Listen to the message and fill in each blank of the following notes with missing information.Submit a check __request__today.Have accounting __cut__a check for $15,000.Make the check __payable__to ARad.He wants check __postdated__with Friday’s date.Request that the funds be __transferred_from savings.Verify information before __forwarding_it to AdRad.Check __exceeds__ $10,000.Write memo on check and __in the books__Give current __balances__of both accounts.He’ll be back on _Tuesday__.SCRIPTGood morning, Dianna.I’d like you to submit a check request today.And have the accounting cut a check for $15,000 payable to AdRad. I want the check postdated with Friday’s date.Request that the funds be transferred from savings to accounts payable. Please verify all information about the check before forwarding it to AdRad. See whether the check exceeds $10,000. Remember that it will require 2 signatures.Write memo on check and in the books increasing the “Spokesperson” campaign.Please also ask the accountant to give me the current balances of both the checking and savings accounts.Betz, I’ll be back on Tuesday. See you then.3.2 Read the following statement and answer the questions belowCENTRAL COMERCIAL BANK10 MONEY StreetChicago, Illinois 46182

STATEMENTStatement forInternational Toys Checking Account 00-00000-000A40 Children’s Way Tax ID Number: 00-0000000Divertido, CA 90210

FOR THE PERIOD MARCH 15 to APRIL 14Opening Balance: $154,352.23Total Deposits (credits) and other additions: $ 26,494 91Total Withdrawals (debits)And other subtractions: 46,307.60Closing Balance this Statement: $134,539.54

CHECK SEQUENCED1056 1057 *1061*Indicates gap in the sequenceDATE DESCRIPTION AMOUNT3/15 Opening balance $154,352.233/16 1056 $ 15,233.123/17 1057 $ 8,320.453/19 Deposit $ 10,293.544/01 1061 $ 1,221.034/02 Deposit $ 5,803.86

4/02 Automated withdrawalPayroll Account $ 21,533.00

4/12 Deposit $ 9,893.544/14 Interest earned $ 503.974/14 BALANCE

THIS STATEMENT $134,539.54

QUESTIONS1) Whose bank account does this statement refer to?(A) It refers to the checking account of International Toys (B) The statement is for Central Commerce Bank’s savings account (C) It’s the checking account of Divertido Toys, Inc.2) How much money was in the account on March 15th?(A) $154,353.23 (B) $46,307.60 (C) $21,533.003) When was check number 1056 processed by the bank?(A) on March 16th (B) on April 1st (C) on the 17th of March4) Which check cleared the bank on March 17th?(A) check number 1057 (B) number 1056 (C) check 10615) What does the amount $503.97 represent?(A) This represents the interest earned. (B) It stands for the total deposits. (C) It shows the closing balance. 3.3 Talk with Bank PersonnelDEAN: Good morning. I’m Dean Oliver.CINDY: Good morning, Mr Oliver. We spoke on the phone this morning. I’m Cindy Metz.DEAN: Nice to meet you, Ms. Metz. Please sit down.CINDY: Thank you. DEAN: So, as I understand it, you’ve had some trouble using our ATM.CINDY: Yes, I put my card in, punched in my PIN number and tried to withdraw $200. But the machine ate my card. I’d like my card back.DEAN: I’m afraid it isn’t as simple as that. There seems to be a problem with your accounts.CINDY: What kind of problem?DEAN: After you called, I checked your file, and according to our records, you have insufficient funds in your checking and savings accounts.CINDY: That’s ridiculous. There’s plenty of money in both accounts, I assure you. There must be a mistake in your records.DEAN: I printed out your most recent statement. As you can see, neither account has enough money to cover your withdrawal.CINDY: Yes, I can see that. I can also see that these accounts belong to someone who spells her name M-E-T-T-S. My name is Metz, one “t”, one “z”.DEAN: Oh, dear. When you called, I typed that name into the system and the information came up. I assumed it was you.CINDY: Well, it’s not. Now, may I have my card back?DEAN: Of course. Let me just check your accounts.CINDY: How long will this take? I have an appointment at 11.CINDY: I’m just printing out your account statement. Just a moment. You’re right, you have sufficient funds in both accounts.CINDY: What is this $10 charge here?DEAN: Let me see. Hmm. That appears to be a fee for a returned check?CINDY: You’re saying I bounced a check?DEAN: It appears that that’s what happened.CINDY: I’ve never bounced a check in my life. This can’t be right. DEAN: This statement was mailed to you two weeks ago. Didn’t you see it then?

CINDY: I haven’t had time to read my personal bank statements.DEAN: Well, if you wish to contest it, you can take it up with Mr. Manso, our accounts manager.CINDY: Never mind, I don’t have time. I just want my ATM card back.DEAN: Certainly. Here it is.CINDY: Do you have any idea why the machine ate it?DEAN: Well, my guess is that you entered the wrong PIN number. If you enter the wrong number three times, the machine withholds your card. CINDY: That could be it. I can never remember the number.DEAN: If you like, we can change it, perhaps to something easier to remember?CINDY: Thanks, but I don’t have the time right now. Thank you for your help. DEAN: Thank you, Ms Metz. Here’s my card. Please let me know if I can be of further assistance.CINDY: I will. Good-bye.DEAN: Good-bye. Have a nice day.1Why is Cindy Metz meeting with DeanOlivei?Cindy is Dean's assistant.She wants to check on hex accounts.Cindy had trouble with the ATM.4What does Ms. Metz want Mi. Oliver to do?She wants Mr Olivet to give her$200.Ms. Meti wants him to print out her most recent statementShe wants him to give her ATM card back to her.4 What can you say to politely point out someone else's error?"Don't be ridiculous!'"You made a stupid mistake here, see?""There must be some mistake."4Why does Mr. Oliver have the wrong information about the accounts? He forgot Cindy's PIN number.He spelled Ms. Metis name wrong.He put the wrong ATM card in the machine.5 What is the fee for bouncing check at this bank?The fee is $200There's a $10 feeIt's $20

1Where are Dean and Cindy meeting?Cindy and Dean are meeting in Cindy's office.They're in the Hoi Polloi office.They're meeting at a bank.1How does Tiffany want to pay for the wire transfer?She's using a letter of credit from her other bank.She wants to withdraw the money from her account.She's going to write a check for it.4Why hasn't she filled in the amount on hex withdrawal slip?She doesn't know how to fill in the amount.She needs to find out how much the fee is so she can include it.She hasn't decided how much money she wants to send.4

What is the name of hex friend's bank in Spain?It's the Maria Jesus Aragon bank.We don't know because she doesnt say itShe's not suie but she thinks it's called Banco deTauste.5What does the woman in Spain have to do in order to pick up her money?The woman has to present a letter of credit and pay a feeShe must wait for the bank to notify her.She has to identify herself at the bank and pay a fee.5How much is the fee for sending this wire transfer?It comes to $500 plus tax.The fee is $542It is $42

3.4 REQUEST A WIRE TRANSFER(OPEN ACCOUNT)

TIFFANY: Good morning. They told me at the front desk to see you about wire transfer. I’d like to send $500 to Spain.DEAN: Do you have an account with us?TIFFANY: Yes, I do.DEAN: Are you paying by check, or would you like us to withdraw it from your account?TIFFANY: Please withdraw it from my account. I have the withdrawal slip right here.DEAN: You haven’t filled in the amount.TIFFANY: I want to include the fee in the withdrawal, but I didn’t know how much it would be.DEAN: OK, we can fill that in momentarily. Where do you want to send it?TIFFANY: Tauste. It’s a small town near Zaragona.DEAN: And what is the name and address of the bank to which you’d like to send the money?TIFFANY: I’ve written it all down here on this piece of paper.DEAN: I see. And who is the recipient?TIFFANY: Maria Jesus Aragon.DEAN: Could you spell that, please?TIFFANY: I’ve written that down as well. Right here.DEAN: I see.TIFFANY: I need to get the money there as soon as possible.DEAN: Once we send it, your friend should be able to pick it up within the hour, assuming the bank is open.TIFFANY: The bank is closed by now. But she’ll be able to pick it up first thing in the morning?DEAN: Yes. Please fill out this form and sign it at the bottom.TIFFANY: What does she need to do to pick up the money?DEAN: She’ll have to identify herself to the satisfaction of the local bank.TIFFANY: That won’t be a problem. It’s a small town. They know her.DEAN: It used to be that way here, too, but this town’s grown so I hardly know any of the customers anymore.TIFFANY: Here you are. I hope she remembers that I’m sending it. What happens if she doesn’t pick it up?

DEAN: They’ll hold the money until she comes in. If she doesn’t come in within a couple of days, I imagine they’ll notify her that it’s there.TIFFANY: Good. I called and told her it was coming, but sometimes she forgets.DEAN: With the fee, that comes to $542.TIFFANY: Here you are. Will my friend have to pay anything?DEAN: The local bank will charge something for the service, although I don’t know exactly how much.TIFFANY: It won’t be a lot, will it?DEAN: No, I don’t think so. Here’s your receipt. The money will be there when your friend goes to the bank in the morning.TIFFANY: Good. Thank you for your help. Good-bye.DEAN: Good-bye. Have a nice day.

1) Who is the recipient of the money?(A) The recipient is an American woman named Tiffany.She's a friend of the woman who sends the money.She's a Spanish women named Tauste.2) What should you take with you when you go to pick up money from a wire transfer?(A) You should take your checking account statement.You should have your spouse or a close friend with you.Take some form of identification.3) What is Dean’s attitude toward Tiffany?(A) He appears to be angry with her.He's patient but not very polite at all.He seems polite and patient.4) What can you say if you need help understanding someone’s name?(A) "Speak faster, please.""Could you spell that, piease?"

6) What is the slip of paper the woman puts in her purse just before she says good-bye?(A) It's a check for $542She puts the withdrawal slip in her purse.It's the receipt.

7) How does Tiffany want to pay for the wire transfer?

8) Why hasn’t she filled in the amount on her withdrawal slip?

9) What is the name of her friend’s bank in Spain?

10) What does the woman in Spain have to do in order to pick up her money?

11) How much is the fee for sending this wire transfer?

3.5 REQUEST A LETTER OF CREDITCINDY: Well, George, I think we can make a deal.GEORGE: So do I, Cindy. Your toys have been such a hit in the United States that I’m sure they’ll do just as well in my stores in Paris and Madrid.CINDY: I love the idea that kids all over the world will be playing with our toys.GEORGE: And parents all over the world will be buying them.CINDY: I love that, too.GEORGE: I hope that this is just the beginning. If your toys sell as well as I think they will, we’ll be back to order more.CINDY: Here’s hoping! Now, what else do we have to work out?GEORGE: Well, for starters, how do you want to be paid?

CINDY: Our usual practice is to require a letter of credit for the full amount.GEORGE: OK. Do you have specific requirements?CINDY: It’s pretty standard. We do require that it be confirmed and irrevocable.GEORGE: That’s reasonable. What about the date of payment?CINDY: Well, most of our letters of credit stipulate payment at sight.GEORGE: Well, I’m not sure that’ll work for us. We prefer at least 60 days.CINDY: George, we’re a small company. We can’t wait that long.GEORGE: Well, I’ll have to discuss it with my team. What about delivery?CINDY: Tell you what: Let work out the delivery and the rest of the details over lunch. I’m starving.GEORGE: Good idea. I’m hungry, too. If we can work out some sort of agreement, I can call the office when we get back and get the ball rolling.CINDY: Terrific. Let me get my coat and I’ll be right with you.QUESTIONS:1) What deal are George and Cindy making?(A) George plans to sell Cindy’s hit music all over the world.(B) Cindy’s going to sell George’s toys in the United States.(C) George is going to sell Cindy’s toys in Europe.2. What point do George and Cindy disagree about?(A) whether or not to make the letter of credit irrevocable.(B) the payment amount.(C) the date of payment.

3.4 READ A LETTER OF CREDITCENTRAL COMMERCE BANKIrrevocable Straight Letter of CreditMay 10, 1999Mail to: All drafts must be marked:

Dear Sir or Madam:

At the request of George Elder, importer of toy products for International Toys, and for the account of same, we hereby issue in your favor our Irrevocable Letter of Credit for a sum not to exceed a total of US $118,000, available by your draft(s) drawn at sight from our bank and accompanied by the following documents:1) British Customs invoice (original and two copies)2) Certificate of Origin stating that the customs invoice covers “Toy Products.”This Letter of Credit must accompany all draft(s) and documents. When presenting your draft(s) and documents, please mention the reference number shown above.This Letter of Credit is subject to the International Chamber of Commerce Uniform Customs and Practice for Documentary Credits (UCP) in effect on the date this Letter of Credit is issued.Charles SpearsCEO, Central Commerce Bank.

QUESTIONS1. What type of letter is this?(A) It’s an invoice. (B) This is an order for toys. (C) It’s a letter of credit.2. Why would you ask for an irrevocable letter of credit?(A) I would be able to change it myself if I needed to.(B) An irrevocable letter is safer because it cannot be changed.(C) My customer would be able to change the terms of the letter.7. Who will receive the money indicated in this letter?

(A) Hoi Polloi Toy Company (B) George Elder of International Toys(C) the International Chamber of Commerce8. From whose account will the money be taken?(A) from the account of International Toys at Central Commerce Bank(B) from Hoi Polloi’s account at Central Commerce Bank(C) from the account of Charles Spears at Central Commerce Bank5. What documents would you need to bring with you to get the money for this letter?(A) a British Customs Invoice and a Certificate of Origin(B) an International Chamber of Commerce document and a credit card(C) a bank statement from Hoi Polloi Toy Company and George Elder's business card6. What amount of money can the bank pay, according to this letter?(A) exactly $118,000 (B) more than $118,000 (C) $118,000 or less.7. Who is Charles Spears?(A) He owns Hoi Polloi Toy Company.(B) Mr. Spears is the CEO of Central Commerce Bank.(C) He’s an imp orter of toy — products.8. If you took this letter to the bank today, when could you get your money?(A) right away, becaus e it says "drawn at sight"(B) after 5 days, because it says, "in effect on the date"(C) on May 10th, because this is the date of the letter9. What is the reference number of this letter of credit?(A) The referenc e number is $118,000.(B) It's 94410(C) It's number 10-4450010-TOY.10. In which of the following situations is a letter of credit most likely to be used?(A) when a company buys goods from another company(B) when one needs to charge business dinner at a restaurant(C) when one needs cash but the ATM machine is broken3.7 DISPUTE A FEE

3.5 REQUEST A LETTER OF CREDIT1. What phrase can you use to introduce yourself in a phone message?(a)You should say, “Thank you for calling.”(b)No introduction is necessary when using the phone.(c)You can use the words, “This is...”2. Why is Cindy Metz calling Dean Oliver?(a)Cindy wants to pay the $10 charge over the phone.(b)She wants him to explain a fee on her bank statement.(c)She wants her ATM card back.3. What does Cindy expect Dean to do?(a)She expects Dean to pay the $10 charge.(b)Candy expects him to wait for her to call him again.(c)She wants him to return her call.4. Why does Cindy use the phrase, “first thing tomorrow morning”?(a)She’s happy to wait until Dean calls her.(b)Cindy wants to talk to Dean as early as possible.(c)She’s meeting Mr. Oliver for breakfast.5. When you leave a phone message, what is a good way to end it?(a)Say,”This is...” and give your name.(b)Give your phone number and say good-bye.(c)You should say, “Thank you for calling.”

3.6 Read the L/CCentral Commerce Ba nk

Chicago, Illinoi846182Irrevocable Straight Letter of Credit

May 10, 1999Mail to: All drafts must be marked:”Original”

HoiPolloi Toy Co. FNN: Ref. 10-4450010-TOYP.O. Box 332 Toy Lane Chicago, IL 46177

Dear Sir or Madam

At the request of George Elder, importer of toy products for International Toys, and for the account of same, we hereby issue in your favor our Irrevocable Letter of Credit for a sum not to exceed a total of U.S. $118,000, available by your draft(s) drawn at sight from our bank and accompanied by the following documents:1. British Customs invoice (original and two copies)2. Certificate of Origin stating that the customs invoice covers "Toy Products."

This Letter of Credit must accompany all drafts) and documents. When presenting your draft(s) and documents, please mention the reference number shown above.This Letter of Credit is subject to the International Chamber of Commerce Uniform Customs and Practice for Documentary Credits in effect on the date this Letter of Credit is issued.

Charles Spears

CEO, Central Commerce Bank

3.7 Dispute a fee9) What phrase can you use to introduce yourself in a phone message?You should say, "Thank you for calling."You can use the words, "This is..."No introduction is necessary when using the phone

9) Why is Cindy Metz calling Dean Oliver?Cindy wants to p ay the $ 10 charge over the phone.She wants him to explain a fee on her bank statement.She wants her ATM card back.9)What does Cindy expect Dean to do?She expects Dean to pay the — $10 charge.i—i She wants him to return her y call.Cindy expects him to wait for her to call him again.9)Why does Cindy use the phrase, "first thing tomorrow morning"?Cindy wants to talk to D e an as early as possible.She’s meeting Mr. Oliver for breakfast.She’s happy to wait until Dean calls her.

5)When you leave a phone message, what is a good way to end it?

Give your phone number and say good-bye.You should say, "Thank you for c ailing."Say, "This is ..." and give your name.

THIS PART IS USED DURING THE COURSE

1. INTERNATIONAL MONEY ORDERS

20-00-28BARCLAY BANK International Money Order

Issued by BARCLAY BANK LIMITED HIGH STREET CLAXTON Date: ..Pay :…………………………To the order of (CEO of the Bank)…………….Amount …………………………………… NOT EXCEEDING FIVE HUNDRED POUNDS STERLINGSender XYZ COMPANY LIMITEDNegotiate through the world at the current rate for demand drafts.To: Barclay Bank Limited 33 Old Broad Street, London, EC2P M8 England For Barclays Bank International Limited

473726 20 00 28 782390009

-account (n.): A continuous arrangement with a bank for keeping money, receiving cheques, and posting statements. - balance. The difference between payments and receipts in a bank statement; how much a depositor has (or does not have) in his account. -beneficiary. The person named on an International Money Order, and other documents, who must be paid the sum written on the document. - commission charge. A sum of money charged by a bank for handling cheques, International Money Orders, travellers’ cheques and so on -counter. The place in a bank, shop, etc. where business is transacted

cover (v.) Here, to include debit (v.) To reduce; a sum of money is deducted (debited) from a bank account encash: To hand cash over the counter for travellers cheques, etc. exchange control: The method and organisation for controlling the amount of a country's currency which

can be sent, or taken abroad funds Sums of money; a supply or source of money identification: A means of showing, or proving who you are (e.g. a passport) invoice (n.) A document

which gives a statement of a business transaction involving the sale of goods; it includes the quantity, the description, the price, the total price, discounts

levy (v.) To charge prevailing. Here, the present or most common rate of exchange The amount of another currency that a unit of your own currency will buy.

Refund To repay money subscription Money paid for membership of a club or trade union, or purchase of magazines, newspapers, etc. transaction A piece of business completed; a business deal

£

A QUICK AND INEXPENSIVE WAY TO SEND MONEY ABROAD: International Money OrderIf you want to send money abroad (in amounts up to £500 or U.S. $1,000), ask for a Barclays International Money Order. For a small service charge you can obtain one from most branches of the Barclays Group and mail it direct abroad to pay accounts or subscriptions or to send a cash gift to a relative or friend. Barclays International Money Orders are simple to buy, convenient to use, and are accepted by major banks throughout the world. Easily refunded or replaced if lost.Please ask at the counter for full details.

SOME QUESTIONS AND ANSWERS CONCERNING THE BARCLAYS INTERNATIONAL MONEY ORDER1) For what purposes are I.M.O.s best suited? The I.M.O. is ideal for:- Cash gifts to relatives or friends in other countries- Remittance of funds to dependants living abroad- Mail orders- Payments of subscriptions- Purchase of books and magazines- Deposits for hotel bookings- Imports(If you wish to send an exact sum in a currency other than Sterling or U.S. Dollars, an I.M.O. is not suitable and an alternative form of remittance should be used -please ask at the counter.)

Where and how do I buy an I.M.O.?I.M.O.s may be purchased at most offices of the Barclays Group where a counter official will complete an application form on your behalf.

How do I pay for an I.M. O. ?You pay either by cash, by cheque, or by debit to your account.

Are there any restrictions governing the transfer of funds to another country? Exchange Control Regulations must be satisfied and the bank will advise you on this.

Can I buy an IM.O. for any amount?Yes, an I.M.O. may be purchased for any amount up to £500 or U.S. $1,000 and is not restricted to fixed units.

Will there be a delay before the I.M.O. is issued?The I.M.O. will be completed and handed to you within a few minutes.

Is there any limit to the number of I.M.O.s which may be sold to one person?Provided the purchaser complies with Exchange Control regulations, there is not limit to the number of I.M.O.s which may be bought.

Why is the I.M.O. so convenient?The I.M.O. is convenient because it is completed on the spot it is handed to you personally and you post it yourself, thus eliminating delay.

How can the beneficiary tell which banks will accept the I.M.O.? All of the banks providing encashment facilities for I.M.O.s have been supplied with a sticker for display on outside windows and inside on the teller's counters, but he may well find other banks willing to accept I.M.O.s.

How does the beneficiary obtain payment of the I.M.O.?

Major banks throughout the world will negotiate I.M.O.s either for cash against suitable identification or for deposit to an account.

Will the beneficiary receive the full value of the I.M.O. when it is encashed or deposited to an account?Banks will generally negotiate the I.M.O. at the prevailing rate of exchange for that day and will usually levy a small commission charge to cover their expenses.

Can the I.M. O. be used to make purchases in shops, etc. ?No, the I.M.O. may only be negotiated by banks and cannot be used in shops, hotels, airports, etc.

What happens if the I.M.O. is lost, stolen, damaged or destroyed? `Provided the purchaser is able to satisfy certain simple conditions, an immediate refund up to £100/U.S.$250 may be obtained, any balance being repaid within a very short period.(page 4) You can buy an International Money Order at most banks branches. You ask for a request form (or application form). The bank official will complete this form for you at the counter. He will ask you how you want to pay for the I.M.O. You can pay in cash, by cheque or by debit to your account. The I.M.O. is usually paid in sterling and US dollars. If you want to make payment in another currency, it is better to ask your bank for an alternative method.You must fill in another form if you are sending the I.M.O. to a beneficiary outside the 'Scheduled territories'1. This is necessary because the Exchange Control Act (1947) demands it. Exchange Control Regulations are different for countries in the Overseas Sterling Aiea2. Beneficiaries in these areas can receive cash gift allowances of £1,000 but not more. Beneficiaries in countries outside the Overseas Sterling Area and the Scheduled territories (excluding Rhodesia) can receive not more than £300 in cash gifts. If you wish to make payments above these limits, you must ask the Bank of England, through your local branch.When the bank completes the I.M.O., the bank official will hand it to you and you can then post it yourself.A. COMPREHENSIONTick (the correct responses.1) You can use an I.M.O. for large transactions over £500. TRUE □ FALSE □2) You can pay for an I.M.O. in cash. TRUE □ FALSE □3) You can only send £500 or $ 1,000 by LM.O. each year. TRUE □ FALSE □4) The beneficiary in the correspondence on page 5 is Mr. J. K. Harvey. TRUE □ FALSE □5) The advantages of an I.M.O. are speed and convenience. TRUE □ FALSE □6) You can buy as many I.M.O.s as you like if you comply with exchange control regulations. TRUE □ FALSE □7) The beneficiary will receive the full amount stated on the I.M.O. TRUE □ FALSE □8) The beneficiary can deposit the I.M.O. to his account. TRUE □ FALSE □9) The beneficiary can use his I.M.O. to pay his hotel and restaurant bills. TRUE □ FALSE □10) I.M.O.s are used mainly for private transactions. TRUE □ FALSE □1 That is, the United Kingdom, the Isle of Man, the Channel Islands, the Republic of Ireland and Gibraltar.2 Which at present includes the British Commonwealth, but not the United Kingdom, Canada. Gibraltar and Rhodesia, Islands. Oman, Pakistan, Qatar, South Africa, South West Africa, the United Arab Emirates and the People Democratic Republic of Yemen.(page 5) B. CORRESPONDENCEA company supplying a small order, such as a number of books or magazines, may send a letter to a buyer in England asking for payment before the goods are sent. This is necessary because the supplier does not know the buyer personally, or does not do regular business with him.J.K. Harvey,37 Winchester St.,LONDON, SW4 3KR.

2nd March, 19..Dear Sir,Thank you for your order (No. CH271) for 300 of our magazines. We enclose the invoice, which gives you details of the cost. Payment must be made before we send the goods. The invoice No. is QS3759.We would like to suggest that you pay by International Money Order. The amount of money (£135.75) is small, and the International Money Order is the quickest and cheapest method for both of us. Your bank can help you to complete it, and you can then post it to our address.We look forward to supplying the magazines as soon as we receive payment.Yours faithfully, C.A. HinesThe English buyer can then go to his bank branch and purchase an International Money Order.Thank you for your order (No. CH271) for 300 of our magazines. We enclose the invoice, which gives you details of the cost. Payment must be made before we send the goods. The invoice No. is QS3759.We would like to suggest that you pay by International Money Order. The amount of money (£135.75) is small, and the International Money Order is the quickest and cheapest method for both of us. Your bank can help you to complete it, and you can then post it to our address.We look forward to supplying the magazines as soon as we receive payment.Yours faithfully, C.A. Hines.

Cảm ơn đơn đặt hàng số CH271 của quý Ngài để mua 300 quyển tạp chí. Chúng tôi kèm theo đây hóa đơn nhằm cung cấp cho quý Ngài mọi chi tiết về giá cả. Thanh toán phải được thực hiện trước khi chúng tôi chuyển báo cho quý Ngài. Số của hóa đơn là QS3759.Chúng tôi xin đề nghị quý Ngài thanh toán bằng IMO. 135,75 Bảng chỉ là số tiền nhỏ, nên IMO là phương thức thanh toán nhanh và rẻ nhất cho cả đôi bên. Ngân hàng sẽ giúp quý Ngài mọi thủ tục để mua, và sau đó xin gửi đến địa chỉ của chúng tôi bằng bưu điện.Chúng tôi mong được cung cấp số tạp chí nói trên ngay khi chúng tôi nhận thanh toán.Trân trọng kính chào.

He then writes to the supplier.8th March, 19..Dear Sirs,Thank you for your letter of the 2nd March 19.. enclosing your invoice (No. QS3759). I enclose an International Money Order (No. 10753881) for £140, which includes the charge your bank will levy for cashing it, or depositing it to your account.Most banks will accept International Money Orders. You can either deposit the I.M.O. to your account, or the bank will cash it for you if you provide some identification. I assume that you will deposit it to your account.I trust that this method of payment is convenient. If we place orders in future, however, the International Money Order may be inadequate, as we hope to buy your magazines in much bigger quantities.We look forward to receiving the magazines.Yours faithfully,J.K. Harvey

C. LANGUAGE PRACTICE1. You can give extra information by using these words or phrases:in addition as well as thisfurthermore *also* Note that 'also' comes between the auxiliary and the main verb: 'We can also pay for small import orders by I.M.O.'A You can use an I.M.O. for sending cash to relatives in other countries. B In addition, you can pay for small import orders by I.M.O.Make sentences similar to B for the following:1) A An I.M.O. is suitable for the payment of subscriptions.B ........;......................................................................................

2) A An I.M.O. is convenient because you can pay for it by cash.B ...............................................................................................3) A If you lose an I.M.O., you can get an immediate refund of £100 or U.S.$250. B...............................................................................................4) A An I.M.O. is suitable for paving small import orders.B ..............................................................................................5) A An I.M.O. is convenient because there is no delay.B..............................................................................................6) A . You have to pay a small commission charge to buy I.M.O.s in your own bank. B .....................

(page 7) 7) A An I.M.O. is acceptable to banks in the United Kingdom..B......................................................................8) A You can pay cash to companies overseas by I.M.O.B ......................................................................9) A You sign a request form for an I.M.O.B ......................................................................10) A You can pay for a hotel booking by I.M.O.B ......................................................................

2. You can describe limits by using these words and phrases:But in spite of this however neverthelessA You can use an I.M.O. to send cash to relatives in other countries. B However, you cannot use it for large import orders. __Make sentences similar to B for the following:1) A An IMO is suitable for small import orders.

B ………………………………………..2) A The beneficiary can obtain payment of an IMO through a bank.

B………………………………………..3) A An IMO is used for small orders.

B………………………………………..4) A There is no limit to the number of IMOs you can buy.

B………………………………………..5) A IMOs are simple to buy and simple to use.

B………………………………………..6) A An IMO is convenient when you pay for magazines.

B………………………………………..7) A A bank will give cash to the beneficiary if they know him.

B………………………………………..8) A An IMO is convenient payment for a transistor radio.

B………………………………………..9) A An IMO can be used to pay deposits for hotel bookings for small groups.

B ………………………………………..10) A An IMO is a very useful method of payment in international commerce.

B………………………………………..

3. You can describe conditions with the following words: if unlessIf you go now, you'll arrive on time. Unless you go now, you'll be late. (page 8) Use the correct word in the spaces below.1) You won't get cash for an I.M.O..........you present it in a shop.2) You won't get cash for an I.M.O..........you present it in a bank.3) .........you don't post the mail now. you'll miss the last post.

4) You can't receive payment.........you provide suitable identification.5) You can't obtain a registered letter.........you sign for it.6) .........you comply with the exchange control regulations, there is no limit to theamount of I.M.O.s you can buy.7) .........the I.M.O. is lost or stolen, you can obtain a refund.8) .........you report a theft immediately, there is not much the police can do about it.9) Correspondence with a foreign supplier is easier.........you both speak the samelanguage.10) Payment by I.M.O. is convenient.........you are ordering in bulk (that is. in largequantities).

International Money Order Request FormCustomer's Name........................................................................... I.M.O. No.I.M.O. payable to

FUNDS EX EXTERNAL A/C AUTHORIZED BY E.C. NOTICE EXCHANGE CONTROL FORM NO.

if foreign currency order

Sterling (Equivalent)..................|......

RATE

AMOUNT AND CURRENCY

Commission ...................|......

CREDIT I.M.O. A/C _ 2008637

£ ............ |.......

Please supply International Money Order as detailed above. Payment is to be made by: Debit to my/our Current/Deposit account; Cash; Cheque. (Delete as appropriate).

D. VOCABULARY1. Insert the correct words and phrases in the appropriate spaces in the passage below.

balance deposit mail beneficiary encash negotiate convenient fill in refund currency identification

service charge debit levy transactionsInternational Money Orders are suitable for small transactions, such as subscriptions, gifts, mail orders or small import orders. They are usually paid in sterling or US dollars. If you want to pay a person or a business abroad in any other currency, ask a bank official for advice.When you fill in the request form you write your own name and the name of the beneficiary . You should also state how you wish to pay: in cash, by cheque, or by debit to your account. You then receive the I.M.O.,

and you can mail it direct to the company or relative abroad.The I.M.O. is convenient because the bank makes all the arrangements for you and there is no delay. There is a small charge, however. This is also called a commission charge.Banks which negotiate I.M.O.s have signs (called stickers) which they display on outside windows and inside on cashiers' counters. Your beneficiary can obtain cash for his I.M.O. or he can deposit it to his account. The beneficiary's bank will levy a small commission charge, and will ask for suitable identification if they do not know him personally.Only banks are allowed to encash I.M.O.s. They cannot be used in hotels, shops or airports.If you lose an I.M.O. you can get an immediate refund, which is limited to £100 or US$250. The balance is repaid after a short period.

International Money Orders are suitable for small 1......... such as subscriptions, gifts, mail orders or small import orders. They are usually paid in sterling or US dollars. If you want to pay a person or a business abroad in any other 2........., ask a bank official for advice.When you 3.........the request form you write your own name and the name of the 4......... You should also state how you wish to pay: in cash, by cheque, or by 5......... to your account. You then receive the I.M.O., and you can ......... it direct to the company or relative abroad.The I.M.O. is 7......... because the bank makes all the arrangements for you and there is no delay. There is a small 8........., however. This is also called a commission charge.Banks which 9......... I.M.O.s have signs (called stickers) which they display on outside windows and inside on cashiers' counters. Your beneficiary can obtain cash for his I.M.O. or he can 10......... it to his account. The beneficiary's bank will 11.........a small commission charge, and will ask for suitable 12.........if they do not know him personally.Only banks are allowed to 13.........I.M.O.s. They cannot be used in hotels, shops or airports.

If you lose an I.M.O. you can get an immediate 14........., which is limited to £100 or US$250. The 15.........is repaid after a short period.2. Note these phrases:by cash / in cash You can pay by / in cash, (with notes and coins') by cheque You can pay by cheque, (by signing a cheque)by debit You can pay by debit to your account. (The bank pays for you, andreduces the amount in your account.) on your behalf A bank official will complete an application form on your behalf.(for you)on the spot The I.M.O. is convenient because it is completed on the spot. (immediately)Insert the correct phrases in the appropriate spaces below.You can buy an International Money Order at your local bank branch. The bankcan fill in all the necessary forms ........., so you don't have to complete longapplication forms.The most convenient method of payment is 2........., as you don't have the risk ofcarrying notes and coins and the bank can simply reduce the amount in your account for you. If you have an account and a cheque book you can pay 3..........Both of these methods are better than payment4........., which is inconvenient and risky.If you have an account or cash, the bank can complete all the arrangements 5........., so there is no delay. You can then post the I.M.O. immediately.(page 10) E. EXERCISES

GROUPWORK REPORTI/ Group Name: ..........................Company; Address)II/ Group Leader: .......................Member 1: .......(8 members at most - At least 1 male - 1 female in each group)III/1. Write a letter to an English customer who has booked 25 rooms for a group of English tourists.You work for a travel agency. You require a deposit of £150 from Miss Carol Levander for the booking, and you want her to pay by I.M.O. Explain to her that this is the cheapest and quickest method of payment for her.2. Reply to the above letter, enclosing an I.M. O. for £151.50.Explain that the extra amount is for the beneficiary's commission charge, which his bank will levy. Advise

your correspondent how he can receive cash for the I.M.O., or deposit it to his account.

UNIT 2: Cheques / General BankingAdvance: A general term for bank lending, which includes loans and overdrafts balance The sum of money left in a depositor's accountBank Giro: A system of credit transfer, where a payer gives the names of the payee, his bank and account number counterfoil stub: The section of a cheque book, usually at the left of the book, which allows a depositor to keep a personal record of his payments by cheque crossed cheque: A cheque which must be paid into a bank account draw (v.) (also withdraw) To take money out of an account drawer With a cheque, it is the person who signs a cheque; he is the debtor. (Note: there is a difference in Bills of Exchange.) entry: One item, either in the payments or receipts columns of a statement hire purchase A method of buying, especially used for durable goods, such as washing machines. A deposit is paid, and the rest of the money is paid in small amounts every week or month, instalments: The weekly or monthly repayments used in hire purchase interest: A sum of money, or premium, paid for borrowing or using money loan: A method of borrowing from a bank, building society or other credit institutionMoney Order: A method of payment provided by the Post Office for sending sums of money abroad. See International Money Order, notice (n) Information, usually in writing, about some future action open cheque: A cheque which can be cashed at the drawer's bank overdraft: A method of borrowing from a bank; permission to write cheques up to a certain amount. Interest is paid only on the amount overdrawn, payee: The person to whom a cheque is made out; he is the creditor. Postal Order: A method of payment for small sums, using the Post Office to send these sums, which can be cashed at Post Offices. Used to send money to people who do not have bank accounts, Premium: The annual, or monthly sum of money paid for an insurance policy rate of interest See interest. This sum of money expressed as a percentage, Rates: A form of tax paid to local authorities rent Sum of money paid for renting a house, flat or roomstatement The document sent by a bank to a depositor which includes all details of payments, receipts, and the balance

There are two main types of bank account in the UK: current accounts and deposit accounts. A current account allows you to use a cheque book, but your money doesn't earn interest. There are bank charges for current accounts, but if your account remains in credit you need to pay no charges at all. You must keep a certain amount in credit in your current account to avoid charges. This amount changes from time to time. (page 12) A deposit account earns interest, but it doesn't allow you to use a cheque book. The rate of interest fluctuates (in one year it dropped from 11% to 3%, for example). You can withdraw money from a deposit account by giving notice to a bank. This notice is usually seven days.A current account (also called a cheque account) is a convenient and safe method of handling money. Your salary can go straight into your current account, and these days more and more people are paid by direct credit instead of in cash. Direct credit means that your employer, or anyone else who wishes to pay you money, can pay the money straight out of their account into yours. Cheques, postal orders and money orders (including International Money Orders) can be paid direct to your account also.You can pay your bills by cheque in shops, hotels, airports, restaurants and most other places (but not in taxis, for example). You can pay regular bills by direct debit from your account. These regular bills include insurance premiums, rent, rates and hire purchase instalments. These regular bills must be for sums of money where the amount remains the same every month during a certain period.You can tell your bank, for example, to 'pay Monarch Insurance Co. £10 per month on the 21st of every month from now till further notice'. The bank will pay this for you automatically, by banker's order (also called standing order) or direct debit.

You don't have to remember every month; you don't have to post the cheque to Monarch Insurance Co.; you don't have to travel to their office.With a current account you have the advantage of a cheque book service, which means that you don't have the risk of carrying large amounts of cash with you. You also know where your money goes and where it comes from because you get a regular statement from your bank, showing debit and credit entries (or payments and receipts respectively), and the balance. Nowadays banks in the UK do not return your cheques with each statement, so it is advisable to keep a record of transactions on the counterfoil or stub.

DIFFERENT TYPES OF CHEQUESWHAT IS A CHEQUE?In very simple terms, a cheque is an order signed by a customer, addressed to his or her bank, to pay the amount indicated to the person or company named.

OPEN CHEQUESThis is an open cheque:(page 13) 6th December 1978 20-99-93 BARCLAYS BANK LIMITED High St. Claxton Pay ...............................................................or Order

Ten pounds only ............................ £10 …………………………………. J.R. LAWSON

J.R. LAWSON

540683 ,| 20 9993 40324965Transferred to Mr. John Douglas (Endorsement)(Signed)

A customer has completed it (and the counterfoil for record purposes) so that he can withdraw £10 in cash from his account.This again, is an open cheque, but one which a customer has completed and given to someone he wishes to pay:

6th December 1978 20-99-93 BARCLAYS BANK LIMITED High St. ClaxtonPay .P.G. Weaver. ...............................................or Order

Seven pounds 50 p ............................ £7.50 ………………………………….J.R. LAWSON

J.R. LAWSON

540683 ,| 20 9993 40324965You will notice that the standard practice of rewriting the amount of the cheque in words does not extend to the pence. These can be rewritten in figures.Because it is an open cheque, the payee (the person to whom the cheque is payable) could, if he or she wished, take it to Claxton branch and obtain cash. However, if the cheque were to fall into the hands of someone dishonest posing as the payee, such a person also might be able to cash it.So, unless you expect to be issuing a lot of cheques to people who will want to go to your branch to obtain cash for them, it is preferable, and very much safer, to use crossed cheques.CROSSED CHEQUESCrossed cheques have two parallel lines drawn vertically across them and are safer than open cheques (see left) because they can only be paid through somebody's bank account.This means they can't be exchanged for cash over a bank counter. (There is an exception to this rule, and we will deal with it in a moment.)

If you only have open cheques then you can always cross them by drawing two lines yourself, thus:

6th December 1978 20-99-93BARCCLAYS BARCLAYS BANK LIMITED High St. ClaxtonPay...................................................................... or Order

J.R. LAWSON

540683 ,, 20 „ 9993 40324965

Whenever you send cheques by post, always ensure that they are crossed (if your bill states 'cross the cheque - Account Payee Only' or something similar, write the required words between the two lines).The cheques which we provide, and which have the crossing already printed on them, look like this:

6th December 1978 20-99-93BARCLAYS BARCLAYS BANK LIMITED High St. ClaxtonPay........................................ .........................or Order

£J.R. LAWSON

540683 || 20 „ 9993 40324965 „We mentioned an exception to the rule that we don't give cash for crossed cheques. If you have a crossed cheque book and want to obtain money at your branch, we will cash your cheque and in certain cases pay cash over to other people – provided that they are known to us and we are completely satisfied that they are obtaining the cash on your behalf. But first you should 'open the crossing', by writing 'pay cash' and sign your name over the crossing, thus:

6th December 1978 20-99-93BARCLAYS BARCLAYS BANK LIMITED High St. ClaxtonPay........................................ .........................or Order

£ 15

J.R. LAWSONJ.R. LAWSON

540683 || 20 „ 9993 40324965 „

THE NUMBERS ON YOUR CHEQUESYou will notice that each cheque has a variety of numbers printed on it. This is what they mean:1. The cheque serial number enables our computers to record and print the details on a customer's statement against the amount of the cheque. It is repeated on the counterfoil so that you can check it against your statement.

£

2. The code number of the branch of Barclays where your account is kept (Claxton in this case). Every bank branch in the country has its own code number.3. The code number again, like the serial number, enables our computers to sort the cheque quickly, and ensure that it is forwarded to the correct bank and branch.4. Finally, the customer's account number which enables our computers to sort the cheque to the right account. 2 6th December 1978 20-99-93BARCLAYS BARCLAYS BANK LIMITED High St. ClaxtonPay P.G. Thesbald. .........................or Order

£ 14 85J.R. LAWSONJ.R. LAWSON

540683 || 20 „ 9993 40324965 „ (page 16) Cheques / General BankingA. COMPREHENSIONTick (V) the correct responses.1) The main advantage of a current account is that your money earns interest. TRUE □ FALSE □2) The main disadvantage of a deposit account is that you cannot use a cheque book to pay your bills. TRUE □ FALSE □3) Payments like salaries and money orders can be paid by direct credit into your current account. TRUE □ FALSE □4) The bank can pay regular bills such as insurance premiums for you by direct debit. TRUE □ FALSE □5) You can withdraw money from a deposit account without giving the bank notice. TRUE □ FALSE □6) You can pay your electricity bill by standing order. TRUE □ FALSE □7) It is advisable to keep a record of your payments on the counterfoil of your cheque book. TRUE □ FALSE □8) A statement from your bank tells you the balance, but not how much you have received or paid. TRUE □ FALSE □9) The drawer in the cheque on page 13 is P.G Weaver. TRUE □ FALSE □ 10) The payee in the cheque on page 13 is J.R. Lawson. TRUE □ FALSE □B. LANGUAGE PRACTICE1. Note the use of 'to have something done':T have my suit cleaned by Presto Laundry.'means 'Presto Laundry cleans my suit for me. I don't do it. I ask them to do it for me.'Do the same for these. Begin each sentence with T.1) I don't pay my insurance premiums every month. The bank does it for me. I ask them to do it.2) I don't repair the typewriter. The technician does it for me. I ask him to do it.3) I don't photocopy the application forms. Someone else does it for me. I ask him to do it.4) I don't pay my rent directly. The bank does it for me by direct debit. I ask them to do it.5) I don't renew my passport. A government department does it for me. I ask them to do it.6) I don't debit my account for regular payments by standing order. The bank does it for me at my request.7) I don't deliver heavy goods to customers. A transport company does it for me. I ask them to do this.

(page 17) ENGLISH FOR THE OFFICE

8) My employers pay my salary into my account by direct credit. I request this.9) I can't send regular statements of my account. My bank sends them to me at my request.10) I don't pay the instalments on my hire purchase agreement. My bank does it for me by banker's order, at my request.2. Notice the use of 'make out' and 'payable' when you are giving or asking instructions about what to write on cheques.When you wish to draw cash from your bank branch by cheque, the cashier says: 'Make your cheque out to cash', (or. 'Make out your cheque to cash') Or she can say:'Make your cheque payable to cash'. In a Department Store, an assistant says:'Make your cheque out to Marks and Spencer' (or: 'Make out your cheque to Marks and Spencer') Or she can say:'Make your cheque payable to Marks and Spencer'.Using these words and phrases tell someone else what to write on their cheque, using the information below:Cash ...Make your cheque out to cash. (Make out your cheque to cash) Make your cheque payable to cash.1) John Smith............2) Universal General Stores............3) Banco di Roma............4) Barclays Bank............5) Monarch Insurance Co.............6) The Inner London Education Authority............7) The Grand Hotel............8) Standard Office Equipment Ltd.............9) Boma Tyres............10) The Post Office............11) Mondiale Travel Ltd.............12) J.M. Dillon............Asking for instructions about what to write on cheques:Shall I make the cheque out to cash?Shall I make the cheque out to Marks and Spencer?Shall I make the cheque payable to Marks and Spencer?Make similar questions for numbers 1-12 above.22(page 18) (page 19) Cheques /General Banking.3. The following letter arrives at the home of an English customer from the Accounts Department of a company in Singapore.20th May, 19..Dear Sirs,We would like you to arrange payment for the goods which we have ready to send to you. We must receive payment before we deliver the goods.We would like you to pay by cheque through your bank. It is better if your bank arranges this, and there will be a small charge for their service.Your bank should make the cheque payable to AFC Electronics. The bank is the Hongkong and Shanghai Bank. The branch is in Bukit Timah Road, Singapore. The account number is 402 393 69. Make the cheque payable to us and crossed 'Account Payee Only'. Your cheque will then be credited to our account.If you have any further questions. I am sure your bank branch will help you. I look forward to receiving your remittance, as we can then send the goods you ordered as soon as possible.Yours faithfully,

The English customer replies.2nd June, 19..Dear Sirs,Thank you for your letter of the 20th May.

I have asked my bank to pay your bill1 for me. I gave them the name and address of your bank and the cheque should arrive before the end of the week.' A 'bill' in Britain means a debt (usually a regular debt, such as an electricity bill) which must be paid. It usually arrives in the form of an invoice.In the USA a bill' is also used to mean a bank note, and they write and say 'a dollar bill', for example.My bank is making the payment and debiting it to my account. There was a small commission charge, but it is quicker and cheaper than a bank's transfer for this transaction.I look forward to receiving the goods I ordered from you, as soon as you can arrange it.Yours faithfully,

4. Note the use of the words 'debit' and 'credit' as verbs:We will send the cheque to your bank branch and they will credit it to your account.I will ask my bank to send the cheque to your bank branch. My bank will then debit it to my account._ _ _Use the verb 'credit' when you receive payment from others. Use the verb 'debit' when you make payment to others.Give instructions to your bank for the following, using 'debit' or 'credit'.1) I am receiving a cheque for £50 for the goods I delivered. They are posting the cheque to you. Can you receive it for me?2) I want to send a £20 cheque to a magazine in Germany to pay for my subscription. Can you send the cheque from my account?3) I am receiving my salary by cheque, and I have asked my employers to pay direct into my account. Can you receive it for me?4) I want to pay the expenses of our agent in London from my account in your branch. Can you send the cheque to him and adjust my account? The cheque is for £35.5) Please send a cheque to Mr Kenneth Macaulay of 17 High Street, Claxton, Essex, London. The cheque is for £45, and should be paid from my current account.Inform payees that various remittances are being paid directly into their account, or directly from your account.1) The cheque for £50 in your favour will be paid directly into your account in Athens.2) I shall pay by cheque. My bank will pay for me from my current account.3) The cheque will go straight into your account.4) The cheque wilt be paid from my current account.5) The International Money Order will go straight into your account.(page 20) Cheques/ General Banking-C. VOCABULARY1. Note these phrases:(6) by direct credit: Transferring into an account directly from another account(4) by direct debit: Automatic payment by a bank of regular payments to e.g. aninsurance company, etc. (5) in credit: An account is in credit when you have money in the bank, (1) in payment Please accept this cheque in payment.(2) in preference to: I like to use cheques in preference to cash; it's safer, (3) in return: You pay some of your salary into a deposit account, and in return you get interest.(7) until further notice: Until the instructions are changed.Insert the correct phrases into the appropriate spaces in the passage below.Most people nowadays accept cheques 1......... of bills and debts. They accept cheques from creditors ".........cash because it is safer, especially with the crossed cheque system, and3.........they write cheques to their creditors. In addition, many people have their salaries paid4.........into their account.If your account is 5........., you can pay your bills by cheque at any time.Furthermore, you can pay regular monthly or quarterly (3-month) bills, such as insurance premiums, 6.........The bank will do this for you for a small charge, and you can instruct your bank to continue these regular payments 7......... usually until the debt is paid.2. Insert the correct phrases in the appropriate spaces in the passage below.balance crossed payeecash drawer paymentscheque book interest receiptscounterfoil notice statement

credit slip overdraft withdrawThe big advantage of a current account is that you have a 1........., and you can pay your bills by cheque. You don't have the risk of carrying 2.........around with you. The advantage of a deposit account is that your money earns 3........., although the rate is usually not very high. You can 4.........money from your current account at any time, but with a deposit account you must usually give seven days'5.......... If you want to make payment to creditors, you write their name on the cheque and sign it. Your creditor is described as the 6......... and you are described as the 7......... You can find out how much you have in the bank by requesting a regular 8.........All transactions are included in this, both 9.........and 10........., or debits and credits respectively. If your payments are greater than your receipts, your account is overdrawn. You need the permission of your bank manager to have an 11.........in this way.It is advisable to keep a record of all your payments on the .........of your cheque book. If your credit entries (or receipts) are not paid by direct credit, you should bring the cash, cheque or money order with you and fill in a 13........., also called a paying-in slip if it is from your paying-in book.If you send a cheque through the post, it must be a 14.........cheque to make sure that it cannot be cashed by a dishonest person. Sometimes it is necessary to write 'Account Payee Only' between the crossed lines.Finally, with a current account you should occasionally ask at your branch how much you have in your account. This amount is called the 15........., which is the difference between your payments and receipts.D. EXERCISES1. Write a letter to the branch of a bank in Central London.You wish to open a current account to enable you to pay the expenses of agents and representatives, you will make monthly payments into the account from your own bank branch; and other remittances, such as money orders and postal orders, will be paid into it. Include any other credit and debit entries you think necessary.

Dear Sir/ Madam,I wish to open a current account to enable me to pay the expenses of agents and representatives. I will make monthly payments into the account from my own bank branch; and other remittances, such as money orders and postal orders, will be paid into it. Include any other credit and debit entries you think necessary.

2. Write a letter to a customer asking him to pay a bill for a magazine subscription.You want him to pay by cheque to the magazine's account. Give the address of the bank, the name of the payee, and the name and address of the bank branch.3. Write a letter to a representativerequesting information on how to pay a sum of £115 which your firm owes him for his expenses as a representative. Your firm thinks it best to pay by cheque direct to his account in London. Suggest this to him, but include alternatives as well.24(page 22) Eurocheque / Travellers Cheques3 Eurocheque / Travellers chequesbill (USA) A bank note (e.g. a dollar bill) bill (UK) A debt, an invoicecashcard A small plastic card with a code number, which can be put into machinecalled a dispenser, which then gives out the required amount of cash cashier A bank official who gives out cash for cheques, etc.countersignature The act of handwriting a signature in the presence of a bank cashierdenomination Here, the value of the units of a currency or travellers cheques which are issued dispenser The machine which supplies cash to cashcard holders duty-tree Goods which can be imported without the payment of any duty (import tax)endorse To sign on the back (of a cheque, etc.)security A form of guarantee required by a bank that a borrower has something of value, such as a life assurance policy, which can be used to repay a loan or overdraft in an emergencysignature A person's normal way of handwriting his namespecimen (n.) An example (e.g. of a signature)A cheque guarantee card is a small plastic card with the name of the bank printed on it, a specimen of the user's signature, the number of the card, and the expiry date (e.g. 05/79 means the card cannot be used after the end of May 1979). It is also used to draw cash from branches of a bank where the holder is unknown, and it is used as a guarantee for cheques made out to shops, garages, restaurants and other places.A credit card is often used by those who have a cheque account and whose credit is good. It can be used directly to pay bills at airports, hotels, restaurants, shops, garages and any other place which displays the credit card sign. The account is with the credit or organisation, such as Barclaycard, Access, and American Express. Credit cards can also be used as a cheque guarantee, mainly as identification. You can pay bills or draw cash up to £50 for any one transaction, but the limit is £30 in the Eurocheque system in banks in European countries.Many cheque guarantee and credit cards have the distinctive red and blue Eurocheque sign. This means that holders of these cards can use their cheque books with the credit card to draw cash from banks which participate in the Eurocheque system throughout Europe. British holders make out the cheque in sterling, present their cheque book and credit card, and

their passport as well, to the bank cashier. They receive foreign currency at the current rate of exchange, and there is a small commission charge.25(page 23) ENGLISH FOR THE OFFICEThe cashcard is used with a 24-hour cash dispensing service, with dispensers, in many central sites. They can be used to obtain cash at any time, day or night.A. COMPREHENSION SECTION ITick (V) the correct responses.1) A cheque guarantee card is used to draw cash from the holder's branch. TRUE □ FALSE □2) A credit card can be used as a cheque guarantee card. TRUE □ FALSE □3) Cheque guarantee cards and credit cards are used when cheques are made payable to 'cash' in branches where the holder is unknown. TRUE □ FALSE □4) The holder writes his name and address on a cheque guarantee and credit card. TRUE □ FALSE □5) The Eurocharge system allows holders to draw cash in banks throughout Europe if they have cheques or credit cards displaying the red and blue Eurocheque sign. TRUE □ FALSE □6) The Eurocheque card is the only means of identification needed in overseas banks. TRUE □ FALSE □7) The Eurocheque card can be used as payment in large hotels, restaurants and garages. TRUE □ FALSE □8) The maximum for one transaction using the Eurocheque card is £100. TRUE □ FALSE □9) You receive foreign currency in overseas banks when you use your Eurocheque card, and there is no commission charge. TRUE □ FALSE □10) A cashcard (ATM card) can be used every day of the week between the hours of 9 a.m. and 6 p.m. TRUE □ FALSE □BARCLAYS TRAVELLERS CHEQUES GIVE YOU CASH ON THE SPOT WHEREVER YOU GOWith Barclays Bank U.S. Dollar and Sterling Travellers Cheques you can carry money safely and conveniently, wherever and whenever you travel. You can use them throughout the world, just as you would cash, to pay for meals in restaurants, hotels accommodation, duty-free goods, airline and rail tickets, and entertainment in night clubs and casinos - in fact for almost all travel expenses other than minor incidentals such as taxi fares.

Barclays Travellers Cheques are encashable at banks world-wide for their equivalent in local currency. They are available in denominations of U.S. $10, $20, $50, $100 and $250 and Sterling £5, £10, £20, £50 and £100.

How to get themYou don’t have to bank with Barclays to buy Barclays Travellers Cheques - they may be purchased at any of the 5,000 offices of Barclays in 60 countries or at any of the thousands of selling agents world-wide.

Immediate refundsBarclays Travellers Cheques cannot be cashed without your personal on-the-spot countersignature. Even if they are stolen or accidentally lost, your money is still safe.A special feature is that every purchaser of Barclays Travellers Cheques is provided with a booklet listing some 8,000 points around the world where refunds are obtainable. All these points are authorised to make an immediate refund for limited amounts. Any balance remaining may be speedily settled after a few necessary formalities.

Barclays the international bank for international travellersThe Barclays Group of Banks has the world's largest international branch network. One reason why Barclays Travellers Cheques are your passport to trouble-free travel. This unparalleled network ensures that the Barclays service is second to none.Travellers chequesThe most common method of carrying-money internationally is by using travellers cheques. They offer the advantages of safety and convenience.They are safe because of the two signatures needed. When you buy them, you in the top left-hand corner, where it says 'signature'. When you change them for cash in another country, you sign again in the presence of the cashier (you 'cash' or 'encash' them). This time you sign where it says 'countersignature' (bottom left), You also fill in the date of encashment (top right-hand corner). The cashier should inspect the travellers cheque to see if the signature and countersignature correspond.They are safe for another reason, also. You can get a refund if you lose them.They are convenient because you can use them almost anywhere. You don't need to go to a bank to cash them (although many people do this). They are acceptable as payment in restaurants, hotels, airlines, shops and so on.B. COMPREHENSIONSECTION IIAnswer these questions

1) Why are travellers cheques safe?

Because you don’t have to bring cash with you when travelling.2) Why are travellers cheques convenient?

Because you use them to pay 3) What payments are travellers cheques suitable for?

Accommodation, foods, tickets, entertainment and purchases4) Can you think of any minor transactions you would not use a travellers cheque for?

Sometimes taxi fares, petrol purchases, …5) When do you write your signature on travellers cheques?

On the spot/ When you buy6) When do you write your countersignature on a travellers cheque?

When you want to cash7) Can you get a refund if you lose your travellers cheques?

Yes.8) What happens if you want a refund for a large amount of travellers cheques?

You have to bank with a branch.9) Do you have to be a client of a bank to buy travellers cheques from them?

No10) What denominations of US dollars and sterling can you get in travellers cheques?

They are available in denominations of U.S. $10, $20, $50, $100 and $250 and Sterling £5, £10, £20, £50 and £100.

C. LANGUAGE PRACTICENotice how you make polite requests:I'd like (I would like) to cash some travellers cheques, please. Make polite requests in the same way for these:1) Purchase £300 of travellers cheques in denominations of £50s and £10s2) Transfer some money to my bank in New York3) Withdraw £504) Open an account in this branch5) Draw £100 on my London bank6) Know what the exchange control regulations are7) Know what the exchange rate is8) Find out who your agent in Lucerne is9) Charge the commission to my account10) Complete the formalities now26 (page 26) Eurocheque / Travellers Cheques2. Notice how people on the other side of the counter ask politely if they can help by doing something for you. Cashiers in banks, clerks in travel agencies and offices, and assistants in Department Stores, ask if they can help you in this way:Would you like me / us to transfer the amount by cheque? Ask if you can help with the following:1) Issue the travellers cheques in denominations of £50, £20 and £10?2) Issue the travellers cheques in denominations of £100, £50 and £10?3) Issue the travellers cheques in sterling or US dollars?4) Debit the commission charge to your account?5) Pay by cheque or by transfer?6) Make the banker's order out to Mondiale Travel Ltd?7) Give you a booklet listing the branches which will cash your travellers cheques?8) Complete the formalities on your behalf? (for you)9) Give you small amounts of cash in different currencies for each country you visit?10) Refund £50 immediately?11) Make the cheque payable to John Smith?12) Post a new cheque book to you?13) Give you a Eurocheque card?14) Send you a statement every month?15) Contact branch in Zurich to arrange a cash advance?3. Notice how various requests are made by cashiers:Could you show me the letter, please!You are a bank cashier. Request a customer to do these:

1) Sign here.2) Show me your passport.3) Endorse the cheque.1

4) Wait ten minutes while I find out what the exchange rate is.5) Fill in this form.6) Give me your name and address.7) Cancel the crossing.8) Write 'pay cash' here.9) Sign on the back.1

10) Go to the foreign exchange cashier.'Endorse' and 'Sign on the back' are two ways of saying the same thing.27 (page 27) ENGLISH FOR THE OFFICEAnother form of request asks for objects and documents.Have you got a pen, please!Ask a customer for the following:Your passport?Any means of identification?Their celephone number?Your credit card?Your cheque book?Their name and address?Your account number?An account in this branch?An application form?All the necessary documents?In exercises 1 and 2 we had polite requests from a customer: 'I'd (I would) like to cash some travellers cheques, please.' And from the cashier: 'Would you like me to transfer the amount by cheque?'Usually a bank cashier will ask this question when he is handing over cash to a customer: "How would you like the money, sir?' In this sentence, he means 'What denominations would you like, sir?' That is, how many £50s, how many £10s and so on.D. VOCABULARY1. Note these words and phrases:check draw rate of exchange commission endorse subject to current guarantee denominations participateInsert the correct words or phrases in the passage below:"check' in the UK means to examine or scrutinize, 'check' in the USA is the spelling of 'cheque'..........

A person who has a 1 current account with a bank can obtain cash in other countries in various ways. The most common method is the purchase of travellers cheques. He can also use his Eurocheque card as identification to 2 draw his cheques. Or he can 3check on his account in his own country, which means that the cashier will have to telephone, cable or telex his branch for confirmation. He will have to 4endorse the cheque, that is, write his signature on the back. Most of the major banks in Europe 5.participate in the Eurocheque scheme. When cashiers handle travellers cheques, they must 6 guarantee that the countersignature is the same as the signature. The holder must then produce his passport as identification. When the formalities are completed, the cashier can issue banknotes and coins to the customer, using the current 7.rate of exchange to calculate how much to issue. Travellers cheques have the advantages of convenience and safety. They can be issued in 8.denominations of $10, $25, $50, $130 and $250, 9. subject to exchange control regulations. They must pay a small10. commission, or service charge as it is called in the USA.A person who has a 1.........account with a bank can obtain cash in other countries in various ways. The most common method is the purchase of travellers cheques. He can also use his Eurocheque card as identification to 2.........his cheques. Or he can 3.........on his account in his own country, which means that the cashier will have to telephone, cable or telex his branch for confirmation. He will have to 4………….. the cheque, that is, write his signature on the back. Most of the major banks in Europe 5.........in the Eurocheque scheme. When cashiers handle travellers cheques, they must 6......... that the countersignature is the same as the signature. The holder must then produce his passport as identification. When the formalities are completed, the cashier can issue banknotes and coins to the customer, using the current7.........to calculate how much to issue. Travellers cheques have the advantages of convenience and safety. They can be issued in 8......... of $10, $25, $50, $130 and $250, 9......... exchange control regulations. They must pay a small10........., or service charge as it is called in the USA.

2. Note these phrases:A. in the form of Most people take their money abroad in the form of travellerscheques, (as a type of official document) B. in the presence of You must countersign a travellers cheque in the presence of thecashier, (while he is looking) C. on arrival He telephoned me on arrival, (when he arrived)D. over-the-counter You don't have to wait. It can be done over-the-counter. (immediately; in the bank or office similar to 'on the spot', but only used in banks, offices)E. up to You can transfer up to £500. (£500 is the maximum, or limit)Insert the correct phrases in the appropriate spaces in the passage below.The Eurocheque scheme is very convenient for travellers. It helps Eurocheque card holders by giving them an opportunity to cash cheques in thirty-five European countries. This means that you can use your cheque book all over Europe, although you will need some cash 1.on arrival in other countries to pay for taxis and other small charges.You can cash 2.up to £30 if you have a Barclaycard, for example, although there is a higher limit of £50 if you use it in the UK. Most banks in Europe ask you for additional identification 3.in the form of a passport. You must sign the cheque 4.in the presence of the cashier, who will then look at your Eurocheque card and your cheque to see if the signatures are the same. The cashier will calculate the amount of cash to give you at the current rate of exchange, and give you the cash in the denominations you ask for. This convenient 5.over the counter service saves a lot of time.

The Eurocheque scheme is very convenient for travellers. It helps Eurocheque card holders by giving them an opportunity to cash cheques in thirty-five European countries. This means that you can use your cheque book all over Europe, although you will need some cash 1.........in other countries to pay for taxis and other small charges.You can cash 2.........£30 if you have a Barclaycard, for example, although there is a higher limit of £50 if you use it in the UK. Most banks in Europe ask you for additional identification 3.........a passport. You must sign the cheque 4.........the cashier, who will then look at your Eurocheque card and your cheque to see if the signatures are the same. The cashier will calculate the amount of cash to give you at the current rate of exchange, and give you the cash in the denominations you ask for. This convenient5.........service saves a lot of time.28 (page 29) ENGLISH FOR THE OFFICEE. EXERCISES1. Write a letter to a friend in England who wants to visit you on holiday.She wants to know what the best way is of getting cash while she is abroad. Advise her in the letter.

123 Nguyen Trong Tuyen Street Phu Nhuan district. HCMC

6 October 2010Dear Carol, I’m very happy when receiving your letter in which you say you will visit me in the near future. I think it’s the first time you’ll come to Vietnam so I want to give you some tips. Perhaps the most common method of carrying-money is by using travellers cheques. You will find it safe and convenient. They are safe because of the two signatures needed. When you buy them, you in the top left-hand corner, where it says 'signature'. When you change them for cash in another country, you sign again in the presence of the cashier (you 'cash' or 'encash' them). This time you sign where it says 'countersignature' (bottom left), You also fill in the date of encashment (top right-hand corner). The cashier should inspect the travellers cheque to see if the signature and countersignature correspond. They are safe for another reason, also. You can get a refund if you lose them.They are convenient because you can use them almost anywhere. You don't need to go to a bank to cash them (although many people do this). They are acceptable as payment in restaurants, hotels, airlines, shops and so on. I hope that you will enjoy the trip. Look forward to seeing you then. Cordially, Affectionately, With love 2. Write this dialogue between an English customer and an Italian cashier.Italian cashier: Can I help you, madam?English customer: Yes. I want to know what the best way is of getting cash while I am abroad.The English customer wants to know if he can use his cheque book to draw some cash. He is not sure about the procedure. He has a credit card, which has the red and blue Eurocheque sign printed on it. Include a request for identification and the current exchange rate in the dialogue.

3. Write a short essay about the advantages of the Eurocheque system, and compare these advantages with travellers cheques.Include situations where one method can be used and the other cannot, and write about the advantages and disadvantages of both methods.4. Write a letter from a bank to a customer who has written to you asking for advice on travellers cheques.The customer has never been abroad before, so it is necessary to write the minor details and information the customer will need to have in a bank branch overseas.29(page 30) Letters of Credit / Bank:Transfers4 Letters of Credit / Bank TransfersGroup workReportPART 1:

1) Give a name to your group and explain why you choose that name.2) Group leader: ….

Member 1: ….Member 2: ….Member 3: ….Member 4: ….

PART 2: Translate the text into VietnamesePART 3: Exercises

Barclays Bank International Ltd.INTERNATIONAL 1 Union Court, London EC2 2HP Date 20th July, 19.DOCUMENTARY CREDITS DEPARTMENTSPECIMEN IRREVOCABLE CREDIT No: UTDC 65432 To be quoted on all drafts and correspondenceBeneficiary(ies) Speirs and Walley Ltd. Adderley Road Hackey, London E8 1XY

Advised through

Accreditor Woldal Ltd. New Road Kowloon, Hongkong

To be completed only if applicable

Our cable of Advised through ………………. Refers

Dear SirsIn accordance with instructions received from The Downtown Bank & Trust Co. we hereby issue in your favour a Documentary Credit for £4,108(say) four thousand, one hundred and eight pounds sterling available by your drafts drawn on us at sight for the 100% c.i.f. invoice value, accompanied by the following documents:1. Signed Invoice in triplicate.2. Full set of clean Combined Transport Bills of Lading made out to order and blank endorsed, marked 'Freight Paid' and 'Notify Woldal Ltd., New Road, Kowloon, Hongkong'.3. Insurance Policy or Certificate in duplicate, covering Marine and War Risks up to buyer's warehouse, for invoice value of the goods plus 10%.29(page 31) ENGLISH FOR THE OFFICECovering the following points: 400 Electric Power DrillsTo be shipped from: London to: Hong Kong c.i.f.not later than 10th August 19..Partshipment not permitted Transshipment permittedThe credit is available for presentation to us until 31st August 19..Documents to be presented within 21 days of shipment but within credit validity.Drafts drawn hereunder must be marked "Drawn under Barclays Bank PLC 1 Union Court London branch. Credit number UTDC 65432

We undertake that drafts and documents drawn under and in strict conformity with the terms of this credit will be honoured upon presentation.Yours faithfully,Co-signed (signature No. 9847) Signed (Signature No. 10247)abbreviationsd/s days after sight L/C Letter of Credit B/E Bill of Exchange B/L Bill of Ladingc.i.f. Costs, insurance, freight. The exporter pays the cost of insurance andfreight to the port of discharge, f.o.b. The importer pays the cost of insurance and freight to the port of discharge. The exporter pays only to the port of loading, c&f The exporter pays all costs to the port of discharge, but the importer pays for the insurance.against The use of the word against is specific in business. It means that something will be done if and only if, a person does or provides something, e.g. 'We shall accept travellers cheques only if 'you provide some form of identification, for example, a passport.'against acceptance A company or person delivers shipping documents to a bank only //they accept his Bill of Lading.against credit Using this credit as a security, as a guarantee of paymentagainst documents A bank issues credit or accepts a Bill of Exchange only if a company delivers the shipping documents against identification Something will be done only if a person shows proof of who he is.30 (page 32) Letters of Credit / Bank TransfersAgainst payment Agent (correspondent) Banker's TransferBill of Exchange (Draft) cancel carry out discount freight discount with a Bill of Exchange retail price surrender irrevocable valid retail 1) Against payment: Goods are delivered only when payment is made first 2) Agent (correspondent): Here, a bank or company which acts for you in a foreign country3) Banker's Transfer : A movement or transfer of money from one bank account to another4) Bill of Exchange (Draft) : A document which gives an order, from a company or individual to another company, individual or bank, to pay a sum of money (printed on the Bill) either immediately (a 'sight' draft) or on a fixed future date.5) cancel (v.) To stop; to reverse (an order or a Letter of Credit) 6) carry out (v.) To follow; to obey 7) discount (n.) (a) A reduction in price to encourage debtors to pay quickly, or in cash (cash discounts) (b) A reduction in price for purchases of large quantities of goods, often offered by a wholesaler to a retailer 8) discount with a Bill of Exchange: to buy it for a sum less than its face value (e.g. the value printed on it). This sum depends on the rate of discount and the length of time the Bill has to go before maturity. 9) freight (n.) The charge for transporting goods by road, rail, sea and air 10) irrevocable: Which cannot be cancelled 11) retail: The stage in distribution where shops, supermarkets, etc. sell to consumers. 12) retail price: The price of a good in a shop stocks (n.) Goods kept in reserve in a store. 13) surrender (v.): To give; to deliver 14) valid (adj.): Legally right or adequate

instructs sends copies of the shipping documents

IMPORTING COUNTRY issues the Letter of Credit

ALTERNATIVES EXPORTING COUNTRY sends the shipping documents confirms the Letter of Credit

IMPORTER

BANK

BANK

(page 33) ENGLISH FOR THE OFFICEThe Letter of Credit (its abbreviation is L/C) is essential in the finance of international trade. It is a reliable and safe method of payment and it protects the seller as well as the buyer. The seller (or exporter) needs the Letter of Credit because the buyer maybe a new customer and the exporter may know nothing about his credit status. Even if the buyer is a regular customer, his credit with his bank may change from time to time and the seller's bank may not have enough information from the buyer's bank to arrange a banker's transfer which is the other major method of financing international trade. A banker's transfer is usually made through sending a telegraphic message, that is an order, called a telegraphic transfer, sent from a bank by telegraph or cable to an overseas bank to pay money to an exporter in the overseas country. The overseas bank is usually a correspondent or agent bank, although sometimes banks have a branch in the overseas country.The exporter is paid local currency, and the bank usually keeps a balance with its branch of correspondent for this purpose.If both banks have teleprinters, the transfer is called a telex transfer.In international transaction the Letter of Credit is not the only document we need to study. The seller must send a Bill of Lading, an Export Invoice (also called a Commercial Invoice) and a Certificate of Insurance before he can receive the credit. These documents will be discussed in later units. We can understand the Letter of Credit by looking at the different stages in its "issue".1. The buyer (or importer) asks his bank to "issue" or "open" a Letter of Credit. He has ordered goods, the seller (or exporter) has sent an invoice to show details of the cost, and the buyer instructs his bank to issue the Letter of Credit in favour of the seller for the amount of the purchase. There is usually a special application form which the seller fills in and sends to his bank.2. The buyers instruct their bank to issue the Letter of Credit through their agent or correspondent bank in the seller's country or city.3. The buyer's bank writes to its agent in the seller's country, giving instructions about the amount of the credit, the beneficiary, the currency, the documents required, and other special instructions. The seller hands in the documents against payment. (The bank will not issue the credit unless the shipping documents arc presented.)4. The agent bank writes to the seller, informing him that a Letter of Credit has been issued in his favour. The Letter of Credit is now "confirmed", that is a bank in the seller's country provides the credit for the seller.If there is an agreement between the seller and the buyer, a Bill of Exchange (or Draft) can be accepted by the agent bank. This Bill of Exchange can be for 30, 60, 90 days, and gives the buyer credit for a short time. If the seller submits a Bill of Exchange, he will do so against acceptance (that is he will surrender the documents only if the bank accepts responsibility for the payment of the amount and credit on the Bill of Exchange).31(page 34) Letters of Credit / Bank Transfers!The seller and buyer agree between themselves on the currency to be used for payment. Usually it is in the currency of the seller's country. The Letter of Credit then states the currency which must be used for the payment of the credit.Most sellers request an "irrevocable" Letter of Credit. This means that it cannot be cancelled by the buyer. This is necessary for many reasons. A seller may have packed and transported goods to a port, and if the buyer cancelled the credit, the seller may lose a lot of money.When the Letter of Credit is confirmed, the seller can then despatch the goods. He knows that payment will be made by the agent bank. The buyer knows that, to get this credit, the seller must carry out his instructions.Note:1. A Letter of Credit is called documentary when the seller must surrender the shipping documents to the bank before he receives the credit, or before the bank accepts his draft. In this case, we say payment is against documents.2. A Letter of Credit is irrevocable when the buyer cannot cancel the credit.3. A Letter of Credit is confirmed when a bank in the seller's country pays the credit.A. COMPREHENSIONTick (^) the correct responses.

EXPORTER

1) A Letter of Credit is issued by a bank in the sellers country. TRUE □ FALSE □2) The buyer gives the instructions which are included in a Letter of Credit. TRUE □ FALSE □3) The Letter of Credit stales the currency in which the credit is issued. TRUE □ FALSE □4) The Letter of Credit normally asks the seller to send the Certificate of Insurance to the agent bank. TRUE □ FALSE □5) An irrevocable Letter of Credit means that the buyer can cancel the credit. TRUE □ FALSE □6) A Letter of Credit only protects the buyer. TRUE □ FALSE □7) A Letter of Credit is confirmed by a bank in the seller's country. TRUE □ FALSE □8) A telegraphic transfer is the most convenient method of payment for companies who do regular business in international trade. TRUE □ FALSE □9) A seller cannot be sure that he will be paid if he accepts an irrevocable documentary Letter of Credit. TRUE □ FALSE □10) A Letter of Credit is the most suitable method of payment between buyers and sellers who have not done business with each other before. TRUE □ FALSI-□32 (page 35) ENGLISH FOR THE OFFICEB. CORRESPONDENCEAn international transaction using a Letter of Credit ARVA, a large retail or organization in Venezuela, wants to purchase cassette tapes from the British firm R.S. Whiteleaf Ltd. They want to order 1,500 tapes. They received an invoice from Whiteleaf which gave details of costs and discounts before they decided to buy.Mr Aguillar of the Accounts Department writes to ARVA's bank, the General Commercial Bank of Venezuela, instructing them to issue a Letter of Credit which will cover the cost of payment to Whiteleaf.Mr Aguillar then writes to Wltiteleuf Ltd.R.S. Whileleaf, 315 Manor Street, London, El4 8PE.14th November, 19..

Dear Sirs,

We refer to our letter of enquiry dated the 5th October. We have received your invoice (No. 0368851) and we now wish to place an initial order for 1,500 tapes (Type EM127DN). The order No. is 7361. We have instructed our bank, the General Commercial Bank of Venezuela, to open an irrevocable documentary Letter of Credit in your favour. The amount is for £4,275. This credit will be confirmed soon by our bank's correspondents in London. You are authorised to draw a 60 days' bill on us against this credit for the amount of your invoice. Your draft must be accompanied by a complete set of shipping documents, consisting of:

A full set of clean shipped1 Bills of Lading Commercial Invoice (5 copies) The Insurance Certificate

Our bank's agents in London will accept your 60 d/s draft on them for the amount of your invoice and also the cost of freight and insurance as agreed. Your bill will therefore be at 60 d/s for full invoice c.i.f. The credit is valid until the 12th February.

Yours faithfully.

1 Also: 'on board' (see unit on Bills of Lading)32 (page 36) Letters of Credit / Bank TransfersThe sellers reply to the letter from ARVA.20th November, 19..Dear Sirs,We thank you for your letter of 14th November 19...We are pleased to receive your order, and we can confirm that we have adequate stocks of type EM127DN in our warehouse, and that delivery dates can be met.Payment by irrevocable Letter of Credit is convenient for us, and we shall draw a 60 d/s bill on your agent bank in London.On receiving acceptance of our bill, we shall pack the tapes, and consult our agents in London about shipment.We look forward to hearing from you. Any request for further assistance or information will receive immediate attention.Yours faithfully,HxacC

B.T. Greenwood SALES DEPARTMENY

C. LANGUAGE PRACTICE1. Notice the impersonal language, using passive forms of the verb, used in official documents.This credit will be confirmed by our bank's agents.You are authorised to draw a 60 days' bill on us.Your draft must be accompanied by the shipping documents.When someone you don't know does something you can say: Someone cleans the room every day.But it is more common to say this in an impersonal, passive way: The room is cleaned even day. Or, instead of saying:The immigration officer stamps passports at the point of entry. You can say: Passports are stamped at the point of entry.33 (page 37) ENGLISH FOR THE OFFICEChange these sentences into the passive.1) Banks issue Letters of Credit for international payments.2) Large department stores and hotels accept travellers cheques.3) You must type replies to orders.4) Some firms printed copies of the report.5) Banks pay interest on deposit accounts.6) Many firms use agents in foreign countries.7) They buy and sell goods every day in the market.8) It is common to give guarantees for expensive technological equipment.9) Many people often criticize import restrictions. 10) Someone checks the accounts every week.Put the verbs in the brackets info the correct passive form.A bank is instructed by its clients when Letters of Credit is issued......... (issue). Details of time, place and currency are included......... (include). Normally the currency of the exporter's country is used.........(use) for payment.Details of insurance and freight are agreed........(agree) between importer and exporter. The Letter of Credit is confirmed......... (confirm) when the agent bank in the exporter's country agrees to pay the amount which is stated.........(state) on the Letter of Credit.The exporter's Bill of Exchange is submitted ......... (submit) against the credit, and this draft is accepted......... (accept) by the agent bank. In this way credit 'is given......... (give) to the importers, and the exporter's draft is discounted.........(discount) for cash if necessary.A bank is instructed......... (instruct) by its clients when Letters of Credit is issued......... (issue). Details of time, place and currency is included......... (include). Normally the currency of the exporter's country.........(use) for payment.Details of insurance and freight.........(agree) between importer and exporter. The Letter of Credit ......... (confirm) when the agent bank in the exporter's country agrees to pay the amount which.........(state) on the Letter of Credit.The exporter's Bill of Exchange......... (submit) against the credit, and this draft......... (accept) by the agent bank. In this way credit '......... (give) to the importers, and the exporter's draft.........(discount) for cash if necessary.2. Phrasal verbs (that is, a verb followed by a preposition).In the passive, the preposition must be included. For example, to "put off means to delay or postpone. To "fill in" means to complete a form or document. Example:You can't depend on the telephone system. The telephone system can't be depended on. Change these sentences into the passive1) You must apply for a Letter of Credit2) They must fill in all sections of the form.3) The company ran up huge debts.4) The secretary showed me around.5) Customs officials held up the consignment of cassettes.6) You must comply with exchange control regulations.7) Someone turned down his request.33 (page 38) Letters of Credit / Bank Transfers8) You must take out an insurance policy.9) Suppliers must carry out instructions. 10) You'll have to put off the meeting.3. Note how you use the passive in the futureThis credit will be confirmed soon by our agents in London. Use this form to write what will be done for these: Example:

Someone is posting the letter. They will do it soon. The letter will be posted soon.1) Someone is tying a reply. They will finish it soon.A reply..................................................................................2) They are issuing a Letter of Credit. They will issue it soon.A Letter of Credit.....................................................................3) They want a copy of the invoice. We will send one soon.A copy of the invoice.................................................................4) The bank wants the shipping documents. We will send them soon.The shipping documents.............................................................5) The goods are still in the port. Our agents will despatch them soon.The goods..............................................................................6) The goods are ready. Our Despatch Department will soon send them to you. The goods..............................................................................7) We shall write a letter and post it to you soon.A letter..................................................................................8) We agree to accept your draft. Our agent will accept it.Your draft..............................................................................9) The error on the invoice is our fault. Someone will correct it.The error on the invoice..............................................................10) Someone must confirm the credit. Our agent will do it.The credit..............................................................................D. VOCABULARYI. Insert the correct words in the appropriate spaces in the passage below.abbreviation confirmed finance agent credit irrevocable Bill of Exchange document issuecancel documentary payment carry out draw valid34 (page 39) ENGLISH FOR THE OFFICEA Letter of Credit is a very important document in international trade. It is safe and convenient for the seller, who is sure to receive payment It is also helpful to the buyer, because the seller must carry out his instructions.The buyer asks his bank to issue the Letter of Credit. The bank writes to its agent or correspondent bank in the seller's country. The Letter of Credit will ask the seller to hand the Bill of Lading, copies of the Commercial Invoice, and the Insurance Certificate to the agent bank. A Letter of Credit which demands this is called a documentary Letter of Credit.In addition, the seller will ask for an irrevocable Letter of Credit, which means that the buyer cannot change his mind and

cancel the creditWhen the agent bank accepts responsibility for the credit, the Letter of Credit is confirmed. The bank will usually accept a Bill of Exchange, or draft, from the seller. This document will allow the buyer 30, 60, or 90 days before he must pay the seller. The usual abbreviation for the period (the number of days) is d/s.In this way the Letter of Credit can be a form of credit for the buyer, and a safe method of obtaining payment for the seller, who can draw on the credit in the agent bank. The seller should always present the draft while the credit is valid, however. If he doesn't do this, the credit may be unavailable, or out of date.For these and many other reasons, the Letter of Credit is an essential document in international finance.

A Letter of Credit is a very important 1......... in international trade. It is safe and convenient for the seller, who is sure to receive 2......... It is also helpful to the buyer, because the seller must .........his instructions.The buyer asks his bank to 4......... the Letter at Credit. The bank writes to its 5.........or correspondent bank in the seller's country. The Letter of Credit will ask the seller to hand the Bill of Lading, copies of the Commercial Invoice, and the Insurance Certificate to the agent bank. A Letter of Credit which demands this is called a 6.........Letter of Credit.In addition, the seller will ask for an 7.........Letter of Credit, which means that the buyer cannot change his mind and 8.........the creditWhen the agent bank accepts responsibility for the credit, the Letter of Credit is 9......... The bank will usually accept a ........., or draft, from the seller. This document will allow the buyer 30, 60, or 90 days before he must pay the seller. The usual 11......... for the period (the number of days) is d/s.In this way the Letter of Credit can be a form of 12.........for the buyer, and a safe method of obtaining payment for the seller, who can 13......... on the credit in the agent bank. The seller should always present the draft while the credit is 14........., however. If he doesn't do this, the credit may be unavailable, or out of date.For these and many other reasons, the Letter of Credit is an essential document in international 15......... 2. Notice the particular use of idiomatic expressions beginning with the preposition against This usage is found normally in business, especially in hanking.against acceptance We shall send the documents against acceptance, (only if you

accept a Bill of Exchange) against (this) credit You can draw on us against this credit. (The credit our bank issued will be a security) against documents We shall accept your craft against documents. (We shall accept your draft only if you surrender the documents) against identification Banks will cash International Money Orders for you against identification, (only if you provide identification, e.g. a passport) against payment We shall send the documents against payment, (only if you payimmediately)The use of against here means that it is a security. A bank or a customer will do something only if another person guarantees something.Insert the correct phrases in the appropriate spaces below.1) Banks give you cash for travellers cheques and International Money Orders.........If you don't have your passport, it will not be possible to get the cash.35 (page 40) Letters of Credit / Bank Transfers2) Sometimes with a new customer, suppliers will deliver goods only.........They donot know if the customer's credit is good, and so they demand payment (e.g. a Letter of Credit) before they send the goods.3) Suppliers can present a Bill of Exchange to the agent bank. The buyer's bank issuesa Letter of Credit, and the Bill of Exchange is presented ......... The Bill ofExchange is certain to be accepted and paid in this case.4) Banks demand the Bill of Lading, the Invoice and the Certificate of Insurance before they issue some Letters of Credit. In other words,' they issue Letters of Credit only..........5) If suppliers are uncertain about the credit arrangements, they demand that the bank in their own country accepts responsibility for the credit before they surrender the documents to the bank. They surrender the documents..........E. EXERCISES1. Write a letter informing your suppliers that your bank has opened a Letter of Credit for them.The Letter of Credit is to cover a consignment of 250 men's jackets. The order No. is 57381. Your bank is the General Commercial Bank. The amount is for £8,000. Your agent bank is The Merchant Bank in London. They will confirm the credit, but they demand the shipping documents. They will accept a draft for 90 d/s.2. Write a letter to your bank instructing them to open the credit described in 1.3. Write a letter informing an English supplier that your bank has opened a Letter of Credit for them.Choose suitable consignment, bank, agent, and Bill of Exchange conditions.4. Reply to an English buyer who has informed you that his bank has opened an irrevocable documentary Letter of Credit in your favour.The following details are printed on the letter:Amount: US $6,400In favour of: A.J.R. Peres,Rua Laguari 327,04137 Sao Paulo,Brazil30th October 19.. 60 d/s for full invoice f.o.b. US dollars on London 5 copies Commercial invoice Certificate of insurance 2 copies clean shipped Bills of Lading Sao Paulo to Liverpool Order No. 82713 - TypewritersValid until:Bills of Exchange:Currency:Documents:Shipment from: Shipment:Special instructions: Part-shipment not allowed35 FWW Flying without wing(page 41) Unit 5: InvoicesCommercial / Export Invoice: An invoice used in international trade, which includes details of freight and insurance Consular Invoice: An export invoice which must be inspected and stamped by an official of the consulate of the importing country duty (n.) (as in customs duty) a taxPro-Forma Invoice: An invoice (see Unit 10) which is sent out for information or for payment before delivery. It does not accompany goods, quarterly (adv., adj.) every three months quotation (n.) A detailed statement of costs record (v.) To note, to write, in a diary, account, etc.record (n.) A continuous, detailed list of transactions, meetings etc. noted in a book during a period timesample (n.) An example, or a piece, of a product, which is sent or given for inspection

wholesale (n.) The intermediate stage in distribution between the producer and the retailer (see "retail' Unit 13)

Order from customer

To Customer

Invoice (4 copies)

An invoice is a document which gives details of the quantity, the description, the value per unit and the total value of goods which are despatched from a seller to a buyer. In addition, discounts are often included. (In home, or domestic trade the Value Added Tax must also be included, and invoices now have a V.A.T. registration number).The invoice is a printed form with the seller's name and address, telephone, telegraph and telex number. The seller writes the name and address of the buyer on the invoice.An invoice sent to a buyer is a bill which tells the buyer the exact amount he must pay. It can also be a form of an advice note, it may give details of the cost for information only, or it may be a statement of costs which must be paid before the goods are delivered. A Pro-Forma Invoice is like this. It is like an invoice in every way, but it is used:1. When the seller demands payment before he despatches the goods. This may happen with new customers whose credit status is unknown.2. For information. A Pro-Forma invoice may be a quotation, informing a buyer how much the goods costs, including the cost of freight and insurance if necessary.3. When goods are sent on approval. That is, when the seller sends samples of goods to the buyer who can then inspect them before he decides to buy.Mow an invoice is made out When an order is received from a buyer, the Sales Department passes copies to other departments such as accounts, packing and despatch. If the goods are not in stock, a copy of the order is sent to the factory for manufacture.The order is transferred to a printed form and copies of this form are sent to various departments. The Sales, Accounts and Dispatch Departments must have copies. The buyer's name and address, the number of goods ordered, and the order number are typed on this form. Columns are left blank for the price of each good, and the total. One of these copies is retained by the Accounts Department, which completes the remaining columns. This copy is known as the invoice.The invoice is normally a bill which must be paid. However, a buyer may have an open account with a seller, especially if they have a regular trade. In this case the seller keeps a record of all the invoices and sends a statement to the buyer. This statement may be sent once a month or quarterly (once every three months, a quarter of a year). The separate invoices become the debit entries, and payments by the buyer become the credit entries. The balance is the amount which must still be paid by the buyer, and it appears in the final column.The Commercial (or Export) Invoice This is an invoice which is used in exporting and includes details of shipment, freight and insurance. The Export Invoice is a very important document, and is required by banks when they issue credit. It is one of the shipping documents. It must be carefully made out, as it is the basis for the Bill of Lading.The Consular Invoice This is a type of invoice which is necessary for importing goods into some countries. It states the value for the customs and authorities in the importing country. The exporter must guarantee that all the details on the invoice are accurate, and must sign it. The Consul of the importing country signs and stamps it also. There are three copies of the Consular Invoice. Two of these are sent to the port authorities in the importing country. The third copy is added to the shipping documents. The Consular Invoice helps the customs authorities to clear the goods quickly, and to calculate the import duty correctly. It is often used to stop sellers evading the payment of duty, and can be used to compile the statistics for imports.36 INVOICE FACTURE RECHNUNG FACTURA FACTUURSeller (Name, Address, VAT Reg. No.) Universal Utensils, Rotterdam.

C.C.C.N. No.

Invoice No. and Date (Tax Point)

Seller's Reference LS-

Sales Department

Accounts department

Packing Department

Dispatch Department

Files

3352/91Buyer's Reference

Consignee N/A Buyer (if not Consignee) Vesta Vehicles Earlstree Industrial Estate Corby, Norlhanls United Kingdom

Country of Origin of goods Country of Destination Holland UK

Terms of Delivery and Payment FOB RotterdamPayment against sight draft accompanied

Vessel/Aircraft etc. Port of Loading MS Jupiter Rotterdam

by documents through Radobank

Port of Discharge Felixtowe

Marks and Numbers: Number and Kind of Packages: Descripticn of Goods UU LS-433Gross Weight (Kg)Cube (M)Specification of Commodities Sensor Switches Type A 6BQuantity 35 grossAmount (State Currency)TOTALIt is hereby certified that this invoice shows the actual price of the goods described, that no other invoice has been or will be issued and that all particulars are true and correct. Name of Signatory Ms Sanchez Place and time of Issue Signature

A. COMPREHENSIONTick (V) the correct responses.1) An invoice is a bill, that is, a demand for payment. TRUE □ FALSE □2) A Pro Forma Invoice is a quotation of prices and costs which usually must be paid before the goods are despatched. TRUE □ FALSE □3) One of the columns on an invoice must give a description of the goods. TRUE □ FALSE □4) A Commercial Invoice is used only in inland (or domestics) trade. TRUE □ FALSE □5) A credit note is issued by the buyer to the seller if the seller charges too much on the invoice. TRUE □ FALSE □6) A Consular Invoice is stamped by an official from the exporting country. TRUE □ FALSE □7) A buyer who orders on a regular basis can have an open account with the supplier and need not pay every invoice when it arrives. TRUE □ FALSE □8) The Commercial Invoice is one of the shipping documents necessary for international finance. TRUE □ FALSE □9) The Despatch Department doesn't need to have a copy of the invoice. TRUE □ FALSE □10) Discounts should be included on an invoice. TRUE □ FALSE □

B. CORRESPONDENCEA letter from the seller to the buyer enclosing a Pro-Forma Invoice 8th November, 19..Dear Sirs,We thank you for your enquiry dated 5th November.

We enclose a Pro-Forma Invoice as requested. This covers the cost of 1,500 cassette tapes (Type EM127DN), the discount, and freight and insurance costs to Caracas. The invoice number is 0368851.Please inform us if the details are acceptable to you when you place your order, and when you arrange credit through your bank. We can then draw up the Export Invoice, and this must be accurate, as it forms the basis for the Bill of Lading.We look forward to receiving your order, and we shall submit the complete set of shipping documents when arrangements are completed.Yours faithfully,

38The reply to this letter would be the letter from Venezuela opening a Letter of Credit. However, a short letter of reply (an acknowledgment) is usually sent before this.12th November, 19..Dear Sirs,Thank you for your letter of the 8th November, in which you enclosed a Pro-Forma Invoice (No. 0368851).The price, discount, freight and insurance costs are acceptable to us and we have contacted our bank, who will issue a Letter of Credit in your favour for the amount of the invoice. They will notify you within a week.In the meantime, we shall send you a letter within the next few days advising you of the details of the credit and other arrangements for payment.Yours faithfully,

Other letters accompanying invoices: 1. The invoice as a statement, when the buyer has an open account with the seller.2nd April, 19..Dear SirsWe enclose a statement for the quarterly invoices up to the end of March 19... Any payment sent by you which has not reached us will form a credit entry for the next quarter. The balance is £447.70.The standard VA per cent discount will be deducted if payment is made before the end of this month.Please check the entries and if you cannot pay £447.70 in settlement of this account, kindly carry forward the balance to the next quarterly account.Yours faithfully,

38 A reply12th April, 19..Dear Sirs,Thank you for your statement sent to us on 2nd April, 19... We enclose a money order for £447.70 in settlement of our account with you.Kindly adjust the next quarterly statement to include a credit entry covering the 1V* per cent discount.Yours faithfully,

2. Price and discount queries and request for credit notes22nd July, 19..Dear Sirs,There appears to be a mistake in your invoice (No. 12735) sent to us on the 10th July.According to your latest price list, the wholesale price of the S4 folding chairs which you sent us was £12.80 each, but you have invoiced them as £15.80.Kindly inform us as soon as possible of the correct price, as we must begin to sell them soon.Yours faithfully,

A Reply2nd August, 19..Dear Sirs,Thank you very much for your letter of the 22nd July, in which you queried the price we stated on the invoice for S4 folding chairs.We regret the inconvenience and apologise for the error.

We quoted you the price for our larger type S14 chairs on the invoice.We have checked this against our copy of the invoice in the Accounts Department.We enclose a credit note for the difference in price, and we shall credit the amount to the next quarterly statement.Yours faithfully,

C. LANGUAGE PRACTICE1. Notice how you express agreement to a suggestion or offer:We are willing to receive payment quarterly.We are willing to offer you a 7/4 % discount for orders over £15,000. Use the same phrases to express agreement to the following:1) You want us to send the goods by air. We agree.2) You want us to offer you free samples. We agree.3) You want us to pay monthly. We agree.4) You want us to despatch the goods from Southampton. We agree.5) You want us to arrange open account terms. We agree.6) You want us to post statements quarterly. We agree.7) You want us to deduct cash discounts from your present statement of account. We agree.8) You want us to make arrangements for a Letter of Credit. We agree.9) You want us to accept your suggestion. We agree.10) You want us to recommend your products to our customers. We agree.2. Notice how you express acceptance of terms:Payment by quarterly instalments is acceptable to us. Say that you accept the following terms:1) A discount of 1 Vi % for payment of invoices by cash2) Payment by cheque3) Shipment from Liverpool to Marseilles4) Annual statements39 5) A credit note for £87.50 to correct errors on the invoice6) Your Letter of Credit7) Your suggestions for separate invoicing8) Your request for delivery of samples on approval9) Payment by International Money Order10) Your recommendations for improved invoicing3. Notice the use of the words in italics:We shall send you a letter advising you of the credit. Thank you for your letter, enclosing a Pro-Forma Invoice.The word ending in '-nig' is the present participle. Look at these two sentences: 'We shall send you a letter. It will advise you of the credit.' These sentences can be joined by using the present participle of'advise'. 'We shall send you a letter advising you of the credit.'Join these sentences in the same way.1) Thank you for your letter. It told us about the new discounts.2) We shall send you an invoice. It wilt include the freight costs.3) Thank you for your letter. It requested information about our new range of office desks.4) Thank you for your letter of the 24th July. It confirmed your shipping arrangements for our order No. 7273.5) We sent you a letter on the 2nd July. It asked you to forward a Pro-Forma Invoice.6) We shall send you a Pro-Forma Invoice, it will inform you of the details of prices and discounts.7) We shall send you a statement. It will describe all the credit and debit entries carefully.8) Thank you for your letter. It gave details of your new price reductions.9) Please send a catalogue. It wilt include details of your new model. 10) Please send a letter. It will include an invoice.D. VOCABULARY1/. Insert the correct words in the appropriate spaces.balance commercial quarterlybasis consular quotationbill debit retainsclear duty statementcolumn open submit

An invoice is a bill, that is, a demand for payment. It can also be a statement, a regular notice of a buyer's account with a seller. The statement invoice is for buyers who have an open account with sellers, and is often sent monthly or quarterly. In a statement each invoice is a debit entry, and each payment by the buyer is a credit. There is a separate column in an invoice for the quantity of goods despatched, the description of the goods, the price per unit, and the total value. In the statement there is one each for debit and credit entries, and for the balance.A Pro-Forma Invoice is like an ordinary invoice, except that it is sent to the buyer for information before he buys, or for payment before the seller despatches the goods. If the Pro-Forma Invoice is for information, it is a form of quotation, a description of price and costs to help the buyer to decide.An invoice which is used in international trade and includes the cost of freight and insurance is called a Commercial or Export Invoice. This is one of the shipping documents and is very important for banks, customs, and shipping.An invoice which is signed by the seller and an official from the importing country's embassy or consulate is called a consular Invoice. This invoice is very often used for customs authorities in the importing countries to make sure that the customs duty is paid. It is also used to help clear a consignment through customs, to avoid a lengthy inspection and a long delay. When the invoice is made out, a copy is sent to the Packing and Despatch Departments, and the Accounts Department retains a copy. They fill in the columns for price and total value.These details must be accurate, as the invoice is the basis for the Bill of Lading, and the exporter must submit these two documents, the Export Invoice and the Bill of Lading to a bank for payment.An invoice is a ........., that is, a demand for payment. It can also be a ........., a regular notice of a buyer's account with a seller. The statement invoice is for buyers who have an 3......... account with sellers, and is often sent monthly or 4......... In a statement each invoice is a 5......... entry, and each payment by the buyer is a credit. There is a separate 6.........in an invoice for the quantity of goods despatched, the description of the goods, the price per unit, and the total value. In the statement there is one each for debit and credit entries, and for the 7.........A Pro-Forma Invoice is like an ordinal y invoice, except that it is sent to the buyer for information before he buys, or for payment before the seller despatches the goods. If the Pro-Forma Invoice is for information, it is a form of 8........., a description of price and costs to help the buyer to decide.An invoice which is used in international trade and includes the cost of freight and insurance is called a 9......... or Export Invoice. This is one of the shipping documents and is very important for banks, customs, and shipping.An invoice which is signed by the seller and an official from the importing country's embassy or consulate is called a 10......... Invoice. This invoice is very often used for customs authorities in the importing countries to make sure that the customs "......... is paid. It is also used to help 2......... a consignment through customs, to avoid a lengthy inspection and a long delay. When the invoice is made out, a copy is sent to the Packing and Despatch Departments, and the Accounts Department 13......... a copy. They fill in the columns for price and total value.These details must be accurate, as the invoice is the 14.........for the Bill of Lading, and the exporter must l5......... these two documents, the Export Invoice and the Bill of Lading to a bank for payment.2. Note the words and phrases used to express how often or how regularly something occurs.annually (once a year) daily (once a day) every day / week / three weeks etc. fortnightly (once every two weeks) half yearly (every six months) monthly (once a month) quarterly (four times a year) regularly (often, but not an exact period) once / twice / three times a day / week etc.Insert the correct word or phrase in following sentences.Many people ask for.........bank statements; tlicy receive twelve every year.The agent works in the city centre, but he travels to the port.........It isn'tnecessary to go every day of the week. If you pay.........you only have four payments each year.1)2)3)40 (page 50) Invoices4) Most newspapers are published.........5) Companies in the UK publish their financial statements..........6) You are often advised to take medicine.........by doctors.7) Our representative visits Liverpool.........; the other two weeks of the month arespent in the South East.8) 'How often do you use the telephone?''.........I need to telephone people often in my work.'9) Because of the increased postal charges, send the statement..........We only needto pay twice instead of twelve times if you do.10) You should make remittances..........If you don't, there will be high increasedcharges.3. Note the phrases used in this unit:in settlement of Thank you for your money order for £275 in settlement of invoice

No. 723. (paying for) in stock We have copies of the book in stock, (ready for sale or despatch) In the meantime Our bank will send you a Letter of Credit. In the meantime weshall send you a letter advising you of the details of the credit, (while we arewaiting)on approval We often send samples of the material on approval, (for inspection before you buy)within a week / few days / months We shall post the invoice within the next few days / weeks / months, (before the end of a certain period)Insert the correct phrases in the letter below.Dear Sirs,Thank you for your letter of the 24th April, enclosing an International Money Order 1.........your account with us.We have many models of type G/l38 2......... at the moment, and we can send you one model 3......... for a few weeks. There will be no charge for this. We shall send the model by air4..........5.........we shall credit the money order to your account, and we shall send the monthly statement invoice at the usual date.Yours faithfully,41 (page 51) ENGLISH FOR THE OFFICEE. EXERCISES1) Write a letter enclosing a Pro-Forma Invoice to an English buyer. The buyer wants to order 200 electric cookers, each costing £165. There is discount of IVzVo for orders over £20,000. The buyer wants to know the cost of freight and insurance.2) Write a letter accompanying a quarterly invoice which is made out in the form of statement. The buyer has paid £275 since your last correspondence. Inform him of the latest entries in his statement, the balance which must.be paid, and the cash discount it he pays within a certain period.3) Reply to a customer who has written to you to point out an error on the last invoice he sent. Each item was charged correctly, but the total was wrong. The item (an office chair) cost £14,80 and the quantity was 50, but the total was £780. The customer wants an adjustment to this. Write a letter in reply, and inform the buyer that you are sending a credit note to him.41

(page 52) Bills of Lading / Air Waybills6 Bills of Lading/Air WaybillsCargo: Goods carried, or transported, by road, rail, sea or airConsignee: The person or institution (in the importing country) to which goods are sentConsignor: The person or institution (in the exporting country) which sends the goodsDischarge: Here, unloadingI.A.T.A. International Air Transport AuthorityNegotiable: Ownership can be transferred by endorsing and transferring a document. A Bill of Exchange is negotiable, Title: A right to possess, or own, goods or property

Importing country

Importing country

captain of ship

Exporter Bank

BankImporterImporter Bank

The Bill of Lading (its abbreviation is B/L) is an essential document in international trade and shipment. It is important in law, in finance, and in insurance.It is important in law because it is the legal title to ownership of the goods. If an importer holds the Bill of Lading, he can lake possession of the goods printed on it. The consignee (the buyer or importer) can get his goods only when he presents the Bill of Lading to the shipping company when the ship arrives.It is important in finance because the Bill of Lading is usually handed to the bank, together with the Export Invoice and the Certificate of Insurance, before the bank will issue credit or accept a Bill of Exchange. The consignor (the seller or exporter) sometimes demands payment before he hands the Bill of Lading to the buyer or his bank.It is important in insurance because the Bill of Lading states whether the goods have been inspected on board ship by the Captain (or Master) of the ship. This is important in deciding who is responsible or liable for any damage to the cargo.42 (page 53) ENGLISH FOR THE OFFICEThe Bill of Lading is a receipt signed by the captain of the ship for the cargo he has received on board. This is called a 'shipped' Bill of Lading (also called a 'shipped on board '' Bill of Lading). This Bill of Lading states that the captain has inspected the goods after loading, and gives the following details:The name of the shipper The name of the ship The consignee (or 'to order') The port of loading The port of discharge The marks and numbersThe quantityThe type of packingThe description of the goodsThe weightThe measurementBanks usually require 'shipped' Bills of Lading for credit transactions.A 'clean' Bill of Lading means that the shipowners agree that the goods were received on board in good condition. If the goods are not in good order and condition, the Bills of Lading are described as 'dirty', 'unclean', or 'foul'.Some Bills of Lading are also called 'claused', because the shipowners sometimes add an extra clause to show that the goods were, for example, badly or inadequately packed. This may be important for the insurance surveyor.A Bill of Lading is a negotiable document. An importer can endorse the Bill of Lading and sell the goods in this way, even before they arrive. An importer can endorse a Bill of Lading by signing across the back. In this way, ownership of the goods can be transferred to another buyer simply by handing the endorse Bill of Lading to him. A Bill of Lading can state that the goods must be delivered to a certain person or company, or it may state 'to order'. (This phrase is also primed on cheques and Bills of Exchange.) A Letter of Credit may demand that the Bill of Lading should be made out 'to order' and endorsed 'in blank'. This means that the sellers place no restrictions on the right to transfer ownership.Many shipowners print their own Bills of Lading, and not all look alike. The master of the vessel signs the Bill of Lading and the shipowners retain a copy. The other copies are sent to the exporter (or seller). He will then send a copy to the bank either for payment or for acceptance of a Bill of Exchange. If there is a regular trade between seller or buyer, the seller will draw on the buyer's credit, and send copies of the Bill of Lading by separate mails >o make sure he receives at least one. The buyer can then present the Bill of Lading to the shipping company at the port of discharge, and can take delivery of the goods. The suppliers in the correspondence in Unit 4, Whiteleaf Ltd., arrange for the shipment of 1,500 cassette tapes. Companies often do this through forwarding agents (see Unit on packing, despatch and forwarding). When these arrangements are completed, they receive the Bill of Lading from the captain of the ship which transports the goods. There are usually three or four copies. One of the copies is kept by the shipping company, and the other copies are sent to the exporter.In the USA, 'on deck' is often used instead of'on board'.42(page 54) Bills of Lading / Air WaybillsA. COMPREHENSIONSECTION ITick (S) the correct responses.

1) A Bill of Lading gives the person named on it the right to possess the goods described on it. TRUE □ FALSE □2) The consignee's name is usually printed on the Bill of Lading. TRUE □ FALSE □3) If the Bill of Lading is made out 'to order' it means that ownership of the goods cannot be transferred to another person. TRUE □ FALSE □4) The Bill of Lading is signed at the bottom by the exporter. TRUE □ FALSE □5) A shipped Bill of Lading is one which is signed by the captain of the ship after he inspects the goods on board ship. TRUE □ FALSE □6) The marks and numbers of the containers or crates must be printed on the Bill of Lading. TRUE □ FALSE □7) You endorse a Bill of Lading by signing it, and you can then transfer ownership of the goods to someone else. TRUE □ FALSE □8) The Bill of Lading is one of the shipping documents which must be presented to a bank when payment is arranged. TRUE □ FALSE □9) Copies of the Bill of Lading are sent to the exporter and the customs only. TRUE □ FALSE □10) In insurance, it is important to know if the Bill of Lading is 'clean' or not. TRUE □ FALSE □The Air WaybillThe Air Waybill, or Air Consignment Note, is a document supplied by the airline (the 'carrier') to the consignors. The consignor fills in this document in triplicate (i.e. three copies), and one of these copies must be sent with the goods. They are marked:a 'For the carrier'b 'For the consignee'c 'For the consignor'a is signed by the consignor for the carrier (e.g. British Airways, Alitalia,etc.). It is kept by the carrier for customs purposes, b is signed by the carrier, as well as the consignor, and is sent with the goodsto the consignee, c is signed by the carrier and sent back to the consignor.The consignor must include details similar to those on a Bill of Lading:1. The name and address of the consignee2. The name and address of the consignor3. The place of departure and the destination43(page 55) ENGLISH FOR THE OFFICE4. The number of packages, their marks and numbers, method of packing, quantity, dimensions and weight5. The value for customs purposes and for carriage6. The value declared by the consignor for insurance purposes7. The documents attached8. The route and agreed stopping places9. The charges for freight: if the payment is C.O.D. (cash on delivery), the charge for collection10. The signature and dateThe carrier may sometimes be required to certify that the contents of the consignment are in proper condition for carriage by air according to the IATA (International Air Transport Authority) Restricted Articles Regulations. They must describe the apparent condition of the goods and the packing (similar to the Bill of Lading).The carrier must write:1. The name of the carrier or carriers accepting the consignment2. The freight and expenses agreed to be paid by the consignor3. The agreed route and stopping placesThe international convention which slates the rules relating to the liability of carriers is the Warsaw Convention.An important difference between the Bill of Lading and the Air Waybill is that the Bill of Lading is a negotiable document, the Air Waybill is not.B. COMPREHENSIONSECTION IITick (the correct responses.1) The consignee is the person who receives the goods. TRUE □ FALSE □2) All three copies of the Air Waybill must be send with the goods. TRUE □ FALSE □3) The value of the goods must be declared on the Air Waybill. TRUE □ FALSE □

4) The airline must write the stopping places of the aircraft on the Air Waybill. TRUE □ FALSE □5) The Air Waybill is negotiable. TRUE □ FALSE □C. CORRESPONDENCEThe exporter sends Bills of Lading to the importer, usually by airmail on separate days to make sure that at least one copy reaches him or his agent. When the importer receives the Bill of Lading from the exporter (or the exporter's bank) he can accept delivery of the goods from the ship when it arrives.44 (page 56) Bills of Lading / Air WaybillsThe Letter enclosing the Bill of Lading3 rd December, 19...Dear Sirs,Your Order No. 7361The above-mentioned order has been shipped from the Port of London to Caracas on board the vessel M/V AURORA, which left today, and is scheduled to arrive in Caracas on the 18th December, 19..We enclose a copy of the Bill of Lading for this consignment. We shall send another copy by airmail tomorrow. This is our usual procedure.Please inform us of the safe arrival of the Bills of Lading as soon as they arrive.Yours faithfully,

A reply to this letter from ARVA.8th December, 19..Dear Sirs,Order No. 7361Thank you for your letter of the 3rd December, enclosing a copy of the Bill of Lading for the consignment of tapes to Caracas.We have passed a Bill of Lading to our agents in the port of Caracas, and he will arrange acceptance of the consignment at the port, and delivery to our address.Yours faithfully,A.J. Guillardo Accounts Department.

44(page 57) D.LANGUAGE PRACTICENotice /tow you express a purpose with the phrase so that.We can join these sentences:'We send copies of the Bill of Lading by separate mails. In this way you will receive at least one.'We send copies of the Bill of Lading by separate mails so that you will receive at least one.Use "so that" to express a purpose for these:1) There are usually three or four copies of a Bill of Lading. In this way the consignor may keep one.2) The captain signs a Bill of Lading. In this way the consignor knows that the goods are shipped.3) We would like you to reply promptly. If you do this, we can'despatch the goods on board the M/V Cork.4) Order the goods now. If you do, we can supply you early next month.5) The captain writes a "dirt" Bill of Lading for damaged goods. In this way the insurance company will know that the shipowners are not liable.6) The bank would like you to surrender the shipping documents. When you do this, they can accept your Bill of Exchange.7) The Bill of Lading is necessary. With it the consignee can accept delivery of the goods.8) The Bill of Lading is negotiable. In this way the consignee can transfer ownership to another buyer.9) The Bill of Lading should be endorsed. The new owner can then use it to accept the goods.10) Most letters are completed in triplicate. In this way there is one for the buyer, one for the seller, and one for the files.2. Notice how you express purpose with the phrase in order to.We can join these sentences:'We pack goods in light containers. We want to pay less freight.'We pack goods in light containers in order to pay less freight. Use "in order to " to express a purpose for these:

1) Banks write to their agent. They want to confirm a Letter of Credit.2) Shipping companies "clause" a Bill of Lading if the packing is inadequate. They want to protect themselves against insurance claims.45(page 58) Bills of Lading / Air Waybills3) Banks often demand the shipping documents from the supplier. They want to issue credit.4) Consignees must have a copy of the Bill of Lading. They want to accept delivery of the goods.5) Consignors usually demand irrevocable credit. They want to be sure that the consignee pays.6) The Bill of Lading is required by law. The law wants to prove ownership of goods.7) The consignee must endorse a Bill of Lading. He wants to transfer possession of the goods to another buyer.8) The captain of the ship inspects the goods. He wants to check that they arrived in good condition.9) A supplier often submits his draft for 60 days. He wants to give the buyer time to pay.10) We shall send a telegram. We want to speed up delivery of the consignment.3. We have used the word "may" many times to means "it is possible" and "perhaps".It is possible that the consignor will be required to declare the value to the customs authorities.Perhaps the consignor will be required to declare the value to the customs authorities.These sentences can be rewritten using "may" in this way:The consignor may be required to declare the value to the customs authorities.Use "may" to explain what is possible or will perhaps occur.1) It is possible that the bank will demand the shipping documents before they issue a Letter of Credit.2) Perhaps a supplier will demand payment before he surrenders the shipping documents.3) Perhaps the goods will be delayed in Customs.4) It is possible that a Bill of Lading will be lost in the post.5) Perhaps the insurance companies will demand extra conditions.6) Perhaps you will have to wait.7) It is possible that you will be able to send the goods on board the M/V Waterford.8) It is possible that you will receive his letter tomorrow.9) Perhaps the bank will inform you before the 21st June. 10) It is possible that the bank will be able to help you.45(page 59) ENGLISH FOR THE OFFICEE. VOCABULARYI. Insert the correct words in the appropriate spaces in the passage below.accept law shippedairmail negotiable titleconsignee packing transferdischarge present uncleanendorsing receiptin blank responsibilityThe Bill of Lading is important in international finance, insurance, and law. Itis the legal title to ownership of the goods described on the Bill of Lading. The consignee cannot accept delivery of his consignment unless he possesses a copy.You can describe a Bill of Lading in one way by saying that it is a receipt signedby the captain of the ship, stating that he has received the goods on board his ship. A Bill of Lading signed by the captain after he receives and inspects the goods on board ship is called a shipped Bill of Lading. If the goods are damaged before they reach the ship, the captain or the shipowner issues an unclean Bill of Lading (sometimes called "dirty" or "foul"). If the captain receives the goods on board in good condition, the full title of the document he signs is a "clean, shipped on board Bill of Lading". Banks usually demand shipped Bills of Lading before they accept responsibility for the credit.The holder of a Bill of Lading can transfer possession of the goods to anotherperson or company by endorsing or signing on the back of it. In other words, the Bill of Lading, unlike the Air Waybill, is a negotiable. document. If the buyer or a bank asks the seller not to restrict the negotiability of the Bill of Lading, they demand that it should be endorsed in blank.The details printed on the Bill of Lading must include the port of loading and the port of discharge. The type of packing must also be stated. Examples of this are cases, crates, and boxes.When the Bill of Lading is completed, copies are sent by airmail on separatedays, so that if one is lost, the other may reach the importer. The importer, orconsignee as he is described on the Bill of Lading, can then present the Bill ofLading to the shipping company and accept delivery of his goods.

The Bill of Lading is important in international finance, insurance, and 1.........Itis the legal 2.........to ownership of the goods described on the Bill of Lading. The 3.........cannot accept delivery of his consignment unless he possesses a copy.You can describe a Bill of Lading in one way by saying that it is a 4.........signedby the captain of the ship, stating that he has received the goods on board his ship. A Bill of Lading signed by the captain after he receives and inspects the goods on board ship is called a 5.........Bill of Lading. If the goods are damaged before they reach the ship, the captain or the shipowner issues an 6......... Bill of Lading (sometimes called "dirty" or "foul"). If the captain receives the goods on board in good condition, the full title of the document he signs is a "clean, shipped on board Bill of Lading". Banks usually demand shipped Bills of Lading before they accept 7.........for the credit.The holder of a Bill of Lading can 8......... possession of the goods to anotherperson or company by 9.........or signing on the back of it. In other words, the Bill of Lading, unlike the Air Waybill, is a ......... document. If the buyer or a bank asks the seller not to restrict the negotiability of the Bill of Lading, they demand that it should be endorsed 11.........The details printed on the Bill of Lading must include the port of loading and the port of 12.......... The type of packing must also be stated. Examples of this are cases, crates, and boxes.When the Bill of Lading is completed, copies are sent by 13......... on separatedays, so that if one is lost, the other may reach the importer. The importer, orconsignee as he is described on the Bill of Lading, can then 14......... the Bill ofLading to the shipping company and 15.........delivery of his goods.2. Notes these phrases used in this unit.in good condition The goods arrived in good condition, (undamaged) in triplicate The application form must be completed in triplicate, (three copies) on board (US: on deck) The captain received the goods on board the M/V Seine yesterday, (on the ship)on receipt of On receipt of your letter, we shall despatch, the goods, (when we receive your letter)to order Make the Bill of Exchange payable to order, (not to one particular person)Insert the correct phrases in the letter below, which is an example of a letter from a supplier to a consignee.4th September, 19..Dears Sirs,Order No. 7361We have sent your consignment to our forwarding agents, and they are arranging shipment. Your goods will arrive on board the S/S Shannon before the end of the week.When the captain is satisfied that he has received the goods in good condition, he will sign the Bill of Lading. These are usually completed in triplicate, and one of them will reach you a few days after we receive it. We shall send another copy by separate mail.On receipt of the Bill of Lading, you or your agent can keep it to prove ownership of the goods when the consignment arrives. We have, according to your instruction, made out the Bill of Lading to order, so that you can transfer ownership of the goods to another buyer, even before the consignment arrives, if you wish, by endorsing it.Yours faithfully,

4th September, 19..Dears Sirs,Order No. 7361We have sent your consignment to our forwarding agents, and they are arranging shipment. Your goods will arrive 1......... the S/S Shannon before the end of the week.When the captain is satisfied that he has received the goods 2........., he will sign the Bill of Lading. These are usually completed 3........., and one of them will reach you a few days after we receive it. We shall send another copy by separate mail.4......... the Bill of Lading, you or your agent can keep it to prove ownership of the goods when the consignment arrives. We have, according to your instruction, made out the Bill of Lading 5........., so that you can transfer ownership of the goods to another buyer, even before the consignment arrives, if you wish, by endorsing it.Yours faithfully,

F. EXERCISES1. Write a letter to a buyer informing him that you have posted two Bills of Lading by separate mails.They are for a consignment of tomatoes, and are packed in crates which have marks and numbers on them.2. Write a letter of reply to the letter in No. 1.3. Write a short report on the uses of a Bill of Lading. Include information on its use in law, insurance and finance.46

(page 61) ENGLISH FOR THE OFFICE7 Bills of Exchangedishonour (v.) Not to pay; to fail to pay a Bill of ExchangeDocumentary Bill of Exchange A Bill of Exchange which has the shipping documents attacheddomicile To keep a Bill of Exchange in the drawer's bank until it is due forpayment (e.g. until it matures) Export Credit Guarantee Department A UK government department whichissues insurance policies to cover credit risks, and other insurance Finance House A Credit institutionLetter of Hypothecation A letter from an exporter giving his bank the right to sellgoods if his Bill of Exchange is not paid or accepted mature The date when a Bill of Exchange become payable .There are three methods.exporter1) send Bill of Exchange3) discounts with his bankbankexporting country2) accepts and signsimporterimporting countryBexporter-1-send Bill of Exchange- 1)sends shipping documentsbank I2)sends shipping documentsexporting countryimporter3) accepts Bill of Exchangebank4) releases shipping documentsimporting countryexportersendssends "Bill of Exchange-

agentbank W

bank

exporting country47(page 62) Bills of ExchangeThe oldest method of payment in International Trade is the Bill of Exchange.A Bill of Exchange (also called a 'draft') is used when the seller (or exporter) needs to allow some time for the buyer (or importer) to arrange payment. This is a form of credit.Bills of Exchange need not be paid before 30, 60, 90 or more days. If the credit is for a period longer than this, the sellers and buyers will need the service of an export finance house or, in the UK, the Export Credits Guarantee Department, a Government organization which provides credit and insurance for export debts.The most common method of arranging payment by a Bill of Exchange is to attach the shipping documents (i.e. the Bill of Lading, the Commercial Invoice, and the Certificate of Insurance) to the Bill of Exchange and present them to the bank for payment. This is called a 'Documentary Bill of Exchange'.The Letter of Credit (see Unit 4) has already been issued by the buyer's bank in Caracas, and has been confirmed by the Venezuelan bank's correspondent, or agent, in London. The bank in London will then accept the Bill of Exchange on behalf of the buyer. We now have an 'Irrevocable Documentary Letter of Credit' or simply 'Irrevocable Documentary Credit'. This means that the exporter is certain of payment. He is able 'to draw a Bill on London', which is a very convenient method of financing international trade, from the exporter's point of view. He can wait until the Bill 'matures' (e.g. at the end of the 60 days period) or he can discount it immediately or at any time before the 60 days have elapsed.

A 'sight' Bill of Exchange is a bill which must be paid when it is presented to the company or bank which accepts it. A Bill may be presented for payment 30 d/s, (30 'days after sight'), that is, 30 days after the company or bank receives the Bill.Arrangements can be made between the buyer and the seller about the transfer of documents. These are the shipping documents which give title to ownership. These may be handed over:1. Documents against acceptance (D/A). This means that the buyer or his bank will accept responsibility for payment of the sum on the Bill of Exchange when the documents are surrendered.2. Documents against payment (D/P). This means that payment must be made by the buyer or the buyer's bank when the documents are surrendered.The language used on Bills of Exchange is rather difficult. This is partly because the Bill of Exchange has a long history. The seller can write his own bill or draft and simplify it.Here is a typical example of a Bill of Exchange.48 (page 63) ENGLISH FOR THE OFFICE■£4,275.00 London 3rd May, 19..sixty days AFTER SIGHT OF THIS FIRST OF EXCHANGE (SECOND AND THIRD OF THE SAME TENOR AND DATE BEING UNPAID) PAY TO OUR ORDER Four thousand two hundred and seventy five pounds.VALUE RECEIVED, PAYABLE AT THE CURRENT RATE OF EXCHANGE FOR BANKERS SIGHT DRAFTS ON LONDONA.R.V.A. y Cia For WHITELEAF LTD.Caracas Accounts DepartmentThe 'drawer' of this bill is Whiteleaf Ltd., the 'drawee' is A.R.V.A. y Cia. Therefore, Whiteleaf is the creditor, and is owed money. A.R.V.A. y Cia is the debtor, and owes money.There are often three copies of the Bill of Exchange in case one or two are lost. The example printed above is the first copy (the 'First of Exchange'). If this Bill is accepted, then the other copies, the second and third of the same tenor (which means copy), are invalid.The buyer or his bank accepts the bill by writing a signature across it, and then either returning it to the drawer (or seller) or his bank. The drawer can then hold it until it matures, or he can have it discounted by his bank. (That is if he wants the money sooner, the bank will pay the amount on the Bill, less a discount. The bank will then, at the end of the period, collect the full amount from the buyer.) The drawer can have the Bill discounted at the current rate of discount. Suppose the Bill of Exchange As for £1,000, payable 90 d/s and dated 2nd February. If the Bill is discounted at 5% on the 2nd February, the drawer can receive £1,000 less the discount:5% of £1,000 = £50 (per annum) 90 days = % of a year = £12.50So he receives £1,000 - £12.50 = £987.50. The discount depends on the rate of discount, and the amount of time the Bill of Exchange has to go before maturity. If the Bill of Exchange stays with the drawer's bank until it is due for payment by the paying bank, it is 'domiciled' with the drawer's bank.The Bill of Exchange is a 'negotiable' document. A document is negotiable if ownership of the amount printed on it can be transferred to another person or company by delivery or endorsement (writing across the back) of the document. (Other examples are cheques, unless they are signed 'not negotiable', and Bills of Lading).48(page 64) Bills of ExchangeLetter of Hypothecation If money is advanced by the bank to the exporter before his Bill of Exchange is due for payment, he must send the shipping documents to the bank and write a letter of hypothecation giving the bank the right to sell the goods if the Bill of Exchange is dishonoured.A. COMPREHENSIONTick (the correct responses.1) The Bill of Exchange is a form of credit for the seller. TRUE □ FALSE □2) The drawer of the Bill of Exchange is the one who must pay. TRUE □ FALSE □3) If the seller domiciles a Bill of Exchange, he leaves it with his bank until it is due for payment. TRUE □ FALSE □4) The seller can receive the amount of money written on the Bill of Exchange any time he likes. TRUE □ FALSE □5) 30, 60 or 90 days are the usual periods which elapse before the Bill of Exchange must be paid. TRUE □ FALSE □6) If the drawer discounts the Bill of Exchange, he receives less than the amount written on it. TRUE □ FALSE □

7) You can pay debts to others by endorsing a Bill of Exchange and giving it to them. TRUE □ FALSE □8) The buyer is described as 'the drawee' on a Bill of Exchange. TRUE □ FALSE □9) A letter of hypothecation states that a bank does not have the right to own and sell goods described in the shipping documents. TRUE □ FALSE □10) A 'sight' Bill of Exchange must be paid immediately, when it is presented. TRUE □ FALSE □B. CORRESPONDENCEThe buyer A.R. V.A. y Cia writes to seller. This is a follow-up to the letter on page 36 in Unit 4.28th November, 19..Dear Sirs,Order No. 7361 Thank you for your letter of the 20th November.We shall be pleased to accept your draft for the amount of your invoice, payable at 60 d/s. Our bank's agent in London, the Merchant and General Bank, will accept your draft on them on our behalf. The bank informs us that the terms are documents against acceptance.We would like to know if you are prepared to offer us 60 d/s terms in the future, as this credit is valuable to us in the retail trade.Yours faithfully,49 (page 65) ENGLISH FOR THE OFFICEThe suppliers, Whiteleaf Ltd., replies.2nd December, 19.. Dear Sirs, Order No. 7361Thank you for your letter of the 28th November.We have drawn on your agents, the Merchant and General Bank at 60 d/s for the amount of our invoice, in accordance with our agreement. We are pleased to inform you that your order was despatched on the S/S Bannow on the 30th November.We are willing to offer you 60 d/s terms, D/A, in the future. This will be more convenient to you if you order from us on a regular basis, and is quite acceptable to us.Yours faithfully,C. LANGUAGE PRACTICE 1. We can join these sentences using 'if: Leave now. You may be on time.If'you leave now, you'll (you will) be on time. Present your draft. The bank will discount it.If'you present your draft, the bank will discount it.Write conditional sentences like these, joining the sentences below:1) Post the letter by airmail. It will arrive before Friday.2) Send three copies. One of them will arrive.3) Surrender the documents. The bank will then accept your draft.4) Provide some form of identification. The bank will cash your travellers cheques.5) Complete the draft in triplicate. One of the copies will go in the files.6) Endorse the Bill of Exchange. You will be able to transfer ownership.7) Make the Bill of Exchange payable 'to order'. It will be a negotiable instrument (document).8) Attach your draft to the shipping documents. It will be more convenient.9) Ask the bank. They will discover the Bill of Exchange for you.10) Present your bills at 60 d/s. We will order much more from you in future. Negative: won't (= will not)49(page 66) Bills of Exchange11) Order from us on a regular basis. Our bank won't demand irrevocable documentary credit.12) Guarantee delivery within a month. There won't be any difficulty with our bank.13) Post the documents today. There won't be any delay.14) Endorse the Certificate of Origin. There won't be any extra charge.15) Forward the shipping documents to the bank. They won't refuse acceptance of your draft.2. Indirect questionsNotice how you write to a person to tell them that somebody asked you a question.We can join these two sentences:'Can you pay monthly?' the bank asked me.The bank asked me if I could pay monthly.Write indirect questions, telling your correspondent what someone else asked you.1) 'Can you reply within a week?' The sellers asked us.2) 'Will you allow us 60 days credit?' The buyers asked us.3) 'Will you forward the documents as soon as possible?' The bank asked us.

4) 'Can we pay by cheque?' Our agents in Sao Paulo asked us.5) 'Will you issue an irrevocable Letter of Credit in our favour?' The sellers asked us.6) 'Will you accept our 60 d/s draft on you for £15,000?' The sellers asked our bank.7) 'Can you discount our Bill of Exchange?' I asked the bank.8) 'Will you enclose a statement of costs?' Our agent in New York bank asked us.9) 'Will you return the shipping documents to your branch?' Our bank asked us. 10) 'Can we pay by International Money Order?' A customer asked us.3. Indirect requestsNotice what you write when a customer or bank requests you to do something. We can join these sentences:'Please send the money at once.' The bank asked us to do this. The bank asked us to send the money at once.Requests are preceded by 'please', but in indirect speech you omit it. Write to a correspondent telling him what someone has requested for these:1) 'Please reply as soon as possible.' The agent asked us to do this.2) 'Please send the shipping documents to the Main Street Branch of the General Commercial Bank.' The buyer asked us to do this.3) 'Please pay by irrevocable Letter of Credit.' Our suppliers asked us to do this.4) 'Please accept our draft on you for 60 d/s.' Our suppliers asked our bank to do this.5) 'Please discount the enclosed Bill of Exchange for us.' I asked the agent bank to do this.50 (page 67) ENGLISH FOR THE OFFICE6) 'Please telephone the shipping agents at the Port of Genova.' I asked the buyer to do this.7) 'Please pay by International Money Order.' I asked the customer to do this.8) 'Please check the invoice carefully before you send it.' We asked our suppliers to do this.9) 'Please send a reply by telex before Friday.' The buyers asked us to do this.10) 'Please enclose a stamped, addressed envelope.' The company requested its customers to do this.4. Indirect requests for informationNotice what you write when someone requests information Our bank would like to know if you will offer 60 days credit. We can join these sentences in this way:'Will you send the letter by airmail?' The buyer would like to know this.The buyer wou ld like to know if you will send the letter by airmail.Write to a correspondent telling him what someone has requested information for these:1) 'Will you offer us a 2Vi % discount for purchases over £5,000?' An importer in Milan would like to know this.2) 'Can you despatch the goods before the end of the month?' An importer in Boston would like to know this.3) 'Will your bank issue an irrevocable Letter of Credit in our favour?' The supplier in Manchester would like to know this.4) 'Can you fill in the forms in triplicate?' The supplier in Jordan would like to know this.5) 'Will your bank accept our sight draft on them?' A supplier in England would like to know this.6) 'Can you confirm the credit in the UK?' A supplier in Birmingham would like to know this.7) 'Will you cable your instructions as soon as possible?' The agents would like to know this.8) 'Will you submit the shipping documents?' Our bank would like to know this.9) 'Can you get in touch with the shipping company?' An importer would like to know this.10) 'Will your bank discount our Bill of Exchange at 5%?' A supplier wants to know this.11) 'Will you check the invoice again?' A customer would like to know this.12) 'Can you send us a quotation for a bulk purchase of A4 stationery?' Our Accounts Department would like to know this.13) 'Will you contact the shipping agent for us?' A supplier would like to know this.14) 'Can you despatch the goods on board the M/V Trent?' Our agent would like to know.15) 'Will you correct an error in the statement?' Our Accounts Department would like to know this.50 (page 68) Bills of ExchangeD. VOCABULARY1. Insert the correct words in the appropriate spaces.accept discount draweeagainst dishonoured drawerattached domiciled hypothecationcredit draw ownership

When a Letter of Credit has been confirmed, the agent bank in the seller's country usually asks for the shipping documents, and often writes to the seller to say thatthey are willing to 1......... a draft on them for the amount. This draft (anothername for Bill of Exchange) is often 2......... to the shipping documents, and iscalled a Documentary Bill of Exchange. Banks often stale that the seller can 3.........on them for the amount of the credit.A buyer or his bank may ask the seller if he is willing to allow them a period of 30, 60, or 90 days to pay. They may write: 'Can you present your drafts for 60 d/s?'This is a form of ........., and allows the buyer time to pay. The agent bank willnormally accept a draft 5......... documents because they need them to make surethat the title to .........has been transferred.Sometimes the bank demands a letter of7......... so that they have the right to sellthe goods if the Bill of Exchange is 8........., that is, if the buyer or his bank do notpay. This does not apply to irrevocable documentary credit.If the seller allows the draft to remain in the bank until it is due for payment, then it is 9.........with the bank.However, the bank can 10.........the Bill of Exchange by deducting the interest forthe period the draft has to go before maturity. If the 11.........wishes to have cash,this is a convenient arrangement. The Bill of Exchange can therefore be a form ofcredit for the 12......... because it allows him time to pay, and it can also be aconvenient way of obtaining cash for the drawer if he wishes to discount it.2. Note the phrases used in this unit:in accordance with In accordance with your instructions, we have sent thedocuments to the bank, (agreeing to; obeying) in favour of (also: in your favour) Please issue a Letter of Credit in favour ofWhileleaf Ltd. (i.e. the Letter of Credit is for them) on a regular basis We offer favourable terms to customers who order on a regularbasis, (i.e. every month, every quarter, etc.) on behalf of / on your behalf The agents will receive the goods on behalf of'theimporter, (acting for the importer) on time The airplane arrived on time, (punctual, exactly at the right time) on them Our bank has confirmed the credit, and you can draw on them. (You canreceive cash or credit from their account) The drawer draws on the drawee.51 (page 69)

ENGLISH FOR f HE OFFICE •

Insert the correct phrases in the following letter.Dear Sirs,Thank you for your letter of the 25th May, in which you requested information about payment.We have issued a Letter of Credit through the General Commercial Bank......... our agreement. The Letter of Credit is 2......... A.D. Jones Ltd.,and our bank will notify you of the credit before the end of the week provided the airmail services leave and arrive 3.........The agent in London, The Merchant Bank, will confirm the credit 4.........the General Commercial Bank. You can present a Bill of Exchange to The Merchant Bank and draw 5.........for the amount of the credit.We can arrange payment by bank transfers or by open account in the future if we order, and if you supply us 6.........Yours faithfully,E. EXERCISES/. An English company writes to ask if they can pay by Letter of Credit, and would like you to submit a draft against this credit.The credit covers a consignment of 20 refrigerators, the order number was 8257, and the credit was for £3,250. They wish to have time to sell some refrigerators before they have to pay, and they ask for a 90 d/s Bill of Exchange. Their bank is the National Provincial Bank, and their agent in your town is the Banco di Roma.Reply to the letter, agreeing to the conditions and stating that you are drawing a Bill of Exchange on the agent bank.2. You wish to pay an English company by Letter of Credit, and you want them to submit a draft on your agent bank in Manchester.

The credit covers a consignment of umbrellas (order No. 35961), and the value was £675. You would like 60 d/s terms. Your bank is the Banco di Roma, and the agent bank in Manchester is the National Provincial Bank.52 (page 70) Letters of Enquiry; Replies to Enquiries8 Letters of Enquiry; Replies to Enquiriesbrochure A small booklet which gives details, colour, pictures, etc. of one product,or a range of products bulk large quantitycatalogue A list giving descriptions and numbers of products data processing The system and methods of keeping all information in a properly ordered formfile (n.) A collection of papers arranged for easy reference model (n.) a type, an examplerange A number of goods of basically the same type, with each good havingmodifications and minor differences retrieval A system which enables one to find stored information specification Precise instructions about size, weight, colour, etc. storage To keep goods, information, files, in good orderAll business letters have two principal functions:a To ask for and to give a reply to an enquiry, announcement, offer, order orcomplaint in the briefest and clearest way. b To keep a record of all the important facts included in the correspondence.(Letters are filed for easy reference)A business letter should also give the recipient the impression that the writer knows what he is doing, that he is efficient and clear-headed. This can be achieved by stating your enquiry briefly, with clear wording and no unnecessary phrases, and by the use of accurate reference numbers, dates and specifications. Simplicity and brevity help tire writer as much as the recipient, and will probably mean an earlier reply. A confused, over-long and unclear letter may be left waiting until someone explains its meaning, and this may mean delays.A first letter of enquiry should be brief and simple. This type of letter is often written to suppliers you have not done business with before. The letter of enquiry often asks for a brochure, catalogue or price-list. It is sometimes considered useful to give some details of your business, and also where or how you heard of the supplier's name and address.You should always address your letter 'Dear Sirs'. In this way you are writing to the company. The letter receives attention if you address it to the company.If you address it to an individual, your letter may have to wait while he is away. Or you may make a mistake and address it to the wrong individual, and this will also mean delay.The salutation is always 'Dear Sirs'.52 (page 71)

ENGLISH FOR THE OFFICEA. CORRESPONDENCE A 'first' letter of enquiryA.Q. Electronics Ltd., Calle Estoril 1701, Barcelona.Ref: JHR/CTThe Sales ManagerStandard Office Furniture Ltd.,Cantley Rd.,London, SW4 9HX. 12th October, 19..Dear Sirs,We have read an article in 'Office News' about your range of visible record system filing cabinets. We are interested in introducing a modern filing system in our main office. We also wish to install an electronic system for the storage and retrieval of data.Please send us price lists and catalogues of your manual and electronic data processing systems, quoting your prices f.o.b. London if possible. We are particularly interested in type TW37, so we should be obliged if you would enclose more detailed information about this particular model.Yours faithfully,J.H. Rodriguez Office Manager52 (page 72) Letters of Enquiry; Replies to EnquiriesReply to 'first enquiry'.Standard Office Furniture Ltd., Cantley Rd., London, SW4 9HXYour Ref: JHR /CT Our Ref: PJM /JAThe Office Manager AQ. Electronics Ltd., Calle Estorit 1701,

Barcelona. 18th October, 19..Dear Sirs,Thank you for your letter of 12th October, enquiring about our range of office equipment. We enclose our latest price list and catalogue with this letter, together with a brochure on filing cabinet type TW37. All prices are quoted f.o.b. London.We look forward to receiving your order. If you require further information, please let us know.Yours faithfully,P.p. "TH^vu^P.J. Morris Sales ManagerB. LANGUAGE PRACTICE SECTION I1. Notice how you inform the company you are writing to how or where you heard about them.Dear Sirs,We have seen art advertisement in this month's 'Office News' about your range of pocket calculators._____Make sentences similar to the above, informing your recipient how and where you heard about them or their products, using the words given.53 (page 73) ENGLISH FOR THE OFFICE1) Read / article / The Financial Times / filing cabinets2) Hear / a lot / electric typewriters3) See / the publicity material / photocopying machines4) Hear / from the Commercial Attache at the British Embassy / office equipment5) Read / an advertisement / local newspaper / modern storage and retrieval systems6) See / your advertisement / Milan Trade Fair / range of clothes7) Flear / from our agent in London / leather jackets8) Read / in the financial papers / success with Type TS89) Talk / your representative / possibility of buying electric cookers from you 10) Talk / our customers / suitability of your range of bathroom equipment2. Notice how you express an interest in a specific good: Dear Sirs,We are interested in type TW37.Express an interest in the following. Remember you are writing to a company.1) A range of kitchen furniture2) Type SK/27 cabinets3) Large bookshelves4) A range of pocket calculators5) Type CSJ/7 especially6) Electric heaters, type 2JS7) A range of dining room tables8) The 'Embossed' typewriter9) The latest printing process10) The 'Sierra' 1100 motor car3. Notice how you express an interest in more general ideas:Dear Sirs,We are interested in introducing a modern filing system in our main office. Express an interest in the following. Use the words below.1) Buy / type TW37 filing cabinets2) Receive / more information about your electric typewriters3) Introduce / a modern storage system4) Order / twenty new office desks5) Export / some of our business machines to the USA6) Install /a new telex machine7) Extend / our market to include Northern Europe8) Increase / our supplies of photocopying paper9) Make / an improvement in our Design Department 10) Improve / our data processing system53(page 74) Letters of Enquiry; Replies to Enquiries4. Notice these sentencesA Dear Sirs,

We wish to install a new telex machine. B Dear Sirs,We wish to enquire into the possibility of installing a new telex machine. Sentence B is not a statement of strong intention. It is a preliminary enquiry. Sentence A is a bit more certain.Make sentences similar to A and B for the following:1) order a new duplicating machineA...............................................................:...........................B...........................................................................................2) develop our trade with North AmericaA...........................................................................................B...........................................................................................3) modernize our fding systemA...........................................................................................B...........................................................................................4) increase our storage facilitiesA...........................................................................................B...........................................................................................5) buy 25 type TW37 filing cabinetsA...........................................................................................B......................................................................*....................6) visit your head office in London on the 25th of JuneA...........................................................................................B...........................................................................................7) extend the range of cookers in our department storesA...........................................................................................B...........................................................................................8) accommodate more tourists in our hotelsA...........................................................................................B...........................................................................................9) arrange payment by International Money OrderA...........................................................................................B...........................................................................................10) send our agent to inspect the goodsA..........................................................................................B...........................................................................................54(page 75) ENGLISH FOR THE OFFICEi i5. Notice these polite requests.A Please send us a catalogue and your latest price-list. B Will you please send us a catalogue and your latest price-list? C We should be obliged if you would send us a catalogue and your latest price-list.These are all formal requests. You also have the form: D We would appreciate a catalogue and your latest price-list.This is less formal, and should not be used for formal requests, but can be used for additional requests at the end of a letter.Make four sentences (types A,B,C and D) for the following:1) a brochure for type TW372) more information about your office desks3) a detailed statement of prices f.o.b. London4) a reply as soon as possible5) a quotation for our bulk purchase of men's suits6) a statement of our account at your branch7) your latest catalogue reference numbers8) a reply by telex9) a message from your agent in Oslo 10) a letter of confirmationC. CORRESPONDENCEFurther examples of letters of enquiry, and replies.23rd February, 19..Dear Sirs,

We have heard from the British High Commission about your range of agricultural machinery.We are interested in improving our methods of farming in all products from wheat to tomatoes.We wish to enquire into the possibility of ordering a large number of tractors, and perhaps a smaller amount of spare parts.Please send us your latest catalogue and price-lists for all your agricultural vehicles. We would appreciate a quotation c.i.f. Mombasa, if possible, for each shipment of 50 tractors of type ATI/34.55 (page 76) Letters of Enquiry; Replies to EnquiriesWe should be obliged if you would send us a brochure for type AT 1/34, as this model seems to be the most suitable to our conditions.Yours faithfully, G. AlukoThe replyDear Sirs,Thank you for your letter of the 23rd February, in which you requested our latest catalogue and price-list.We have pleasure in enclosing these, together with a brochure on type ATI/34.Although there is an increasing demand for our agricultural vehicles, we are glad to be able to tell you that we can deliver a large order from stock at the moment.All prices quoted in our price-list are f.o.b. London, but we enclose a tariff of freight and Insurance charges from London to Mombasa.We look forward to hearing from you in the near future. If you require additional information, we can send an experienced salesman to visit you.Yours faithfully,29th May, 19..Dear Sirs,We have received many enquiries about your latest portable television set (GROVE model T31).We are a large chain store with retail outlets in most major Danish towns and cities, specializing in electrical and electronic goods. We believe that there could be a big demand for the GROVE T31 in Denmark.55 (page 77) ENGLISH FOR THE OFFICEWill you send us your latest price-list and catalogue, please? We would appreciate any information you could give us about discounts for bulk purchase. There is a considerable need for publicity material also. Please send us any window display posters you have for this and other models.Prices can be quoted f.o.b. London. We can enquire about freight and insurance here. If you can supply 300 models from stock, we would be interested in an immediate order.Yours faithfully,The reply5th June, 19..Dear Sirs,Thank you for your letter of the 29th May, enquiring about GROVE T31.We have enclosed our latest price-list and catalogue. We normally give discounts of IV2 per cent and more for orders worth more than £10,000. Your order for 300 models would receive a discount of 8% per cent.We shall send you publicity material for window display, and small coloured brochures on the T31 which you can distribute to customers. We shall send these to you as soon as our Sales Department have collected and packed them.You can be sure of immediate attention to your order, which we look forward to receiving.Yours faithfully,D. LANGUAGE PRACTICESECTION III. Notice these sentences in which the writer thanks his correspondent for an enquiry.Notice that you 'enquire' about general information; you 'request' an object or a statement.You 'enquire about something'; you 'request something'.55 (page 78) Letters of Enquiry; Replies to EnquiriesA Dear Sirs,Thank you for your letter enquiring about our range of office equipment, or:Dear Sirs,Thank you for your letter in which you enquired about our range of office furniture.B Dear Sirs,

Thank you for your letter requesting our catalogue, price-list and abrochure about type TW37.or:Dear Sirs,Thank you for your letter in which you request our catalogue, price-list, and a brochure about type TW37.__Make sentences similar to these examples, thanking your correspondent for an enquiry or request. Be careful which verb you use.1) Our range of office seats2) A detailed quotation of prices f.o.b. Southampton3) The possibility of a bulk purchase of stationery4) Our latest price-list5) A brochure about the new duplicating machine6) Our latest electric typewriters7) A Pro-Forma Invoice for your order8) The possibility of a visit from our agent in Athens9) A visit from our agent in Nairobi10) The discounts we offer for orders over £ 10,0002. Notice this sentence, which tells your correspondent about enclosures:We enclose a price-fist and catalogue, together with a brochure for type TW37. Write similar sentences, using the phrases in italics, for the following:1) A quotation of prices f.o.b. London / a Pro-Forma Invoice2) A application form / a stamped, addressed envelope3) A written invitation to the conference /a claim for travelling expenses4) An International Money Order / a statement of the bank's service charge5) A copy of our latest price-list / a sample of the typewriting paper you are interested in6) Our latest catalogue / a statement of freight and insurance charges from Liverpool to Bilbao7) Our cheque for £150 / our account number and the address of our bank8) A statement of your account with us / our advice on how to pay it9) A copy of the invoice / a transfer form to our bank account10) A postal order for £20 / a request for further supplies56 (page 79) ENGLISH FOR THE OFFICE3. Notice how letters of reply often finish with a sentence like this:We look forward to hearing from you in the near future. Yours faithfully,Conclude letters in the smite way for the following:1) Receive / further orders2) Meet / your, agent in Brussels3) Receive / instructions4) Do / business5) Hear / from your agent in Lucerne6) Have / a conversation with you in Stockholm7) See / your representative in Manchester8) Hear / from you soon9) Receive / your payment10) Meet / your Sales Manager on the 17th MayE. EXERCISES1. Write a letter offirst enquiry, using the following words and phrases:17th April, 19..Dear Sirs,We / see / display / Leipzig Trade Fair / 12th April.We / interest / range / small cameras. We / wish / supply / customers / the 'Ultramatic' model.Please / send / catalogue / price-list / all small cameras. Enclose / detailed information / the 'Ultramatic' model, / as / this / the camera / our customers / most interested.Yours faithfully,2. Write a letter of reply to the letter in No. 1, using the following words and phrases:' 22nd April, 19..Dear Sirs,Thank /... / you requested / a catalogue ...

57 (page 80) Letters of Enquiry; Replies to EnquiriesWe enclose /........................................................................All prices / quote / f.o.b. London.We / look forward / receive / your order. If / require / additional information, / please / inform. We / send / an experienced salesman / you wish.Yours faithfully,3. You have read an advertisement in your trade journal about a range of linen shirts supplied by Evergreen Ltd., a company based in Leeds, Yorkshire.Their full address is 47 Halifax Road, Leeds, England. Write a first letter of enquiry to the Export Marketing Manager of Evergreen, requesting information about colours and sizes, price-lists and catalogues.4. At a recent Trade Fair, your Purchasing Manager noticed samples of plastic tubing made by Archer Products Ltd., 129 Hampton Road, London SE23 7NY.Your firm needs tubing of this sort in a cooling process on your production line. Write a letter of enquiry to Archer Products asking for details.5. You work in the Export Marketing Department of Unisign, a company specializing in outdoor decor and display for shop fronts.You have received a letter of enquiry, asking for information about your special adhesive posters. The writer works for Pane and Stone Ltd., a chain store with shops in many towns in the UK.Write a reply, enclosing price lists and a catalogue, and offering to send special brochures. The address is Pane and Stone Ltd., (Display Department), 137 Drompton Road, London SW7 3ES.6. You work for a company which supplies typewriters. You receive a letter of enquiry asking for details of your new 'Ambassador II' electric typewriter.Send a letter of reply to the correspondent, A.J. Lester, Purchasing Dept., Trenowen Office Systems Ltd., 273 Winchester Road, Bristol, providing details of prices, size and enclosing a brochure.57 (page 81) ENGLISH FOR THE OFFICE9 Follow-up Letters; Sales Letters; Ordersannouncement A statement which is publicly delivered and distributed cable (n.) an international telegramCertificate of Origin A document required by the importers to show where the goods have been manufactured and shipped from. It is usually required for calculating the duty to be paid.charter to hiredespatch / dispatch (v.) to send, post, ship fluctuate (v.) to vary, to go up and down in value follow-up a continuation forward (v.) to send, or post to your addressindent (n.) An order from an importing country which can be placed with agents or exporters. (An open indent is one where an agent can get the goods from any company he wishes. A closed indent is one where the importer specifically writes the company he wishes to purchase from.)merchandise goods, cargounsolicited not asked forIf you are writing a letter about one specific commodity, you must always give the correct reference number. You should also consider using a heading. If you are beginning a long correspondence, with a series of letters on one subject, then a heading will be useful. If your correspondent has already used a heading, you should use it also. And if a heading helps to shorten a letter you should consider using one. The heading in the letter on page 83 is Order No. 281511/TW3F/CLF.After the enquiry and reply in the previous unit, a supplier may consider an announcement or follow-up letter necessary to keep the buyer interested. The announcement might be about a reduction in price, improved discounts for bulk purchase, a reminder that demand is high and stocks are in short supply, or information about an addition to the range of goods which the supplier can offer.The follow-up is often a sales letter, an advertisement praising a product, for example. Sometimes it is an offer of a free sample. Sometimes it is to arrange a visit by a representative.For example, an announcement from Standard Office Furniture Ltd. to AQ Electronics following the correspondence in the previous unit would look something like the letter following:Pages 81-82Dear Sirs,We trust you received our catalogue, price list and brochure, sent to you on the 18th October. We have forwarded under separate cover a list of price reductions available. We would like to inform you especially of price reductions for our filing cabinet systems, including type TW37, which came into effect on November 1st.These price reductions were made possible by currency fluctuations, in particular with the decline in the value of sterling

against most major currencies. The price reductions apply to other markets in Europe, so we expect demand to increase. This may mean that our limited stocks may become depleted. To avoid delay in despatch perhaps you would like to order as soon as possible.Chúng tôi tin tưởng quý Ngài đã nhận được catalô, biểu giá và tờ rơi, mà chúng tôi đã gửi cho quý Ngài vào ngày 18/ 10. Chúng tôi có cặp theo một bìa riêng danh mục các mặt hàng giảm giá. Chúng tôi muốn thông báo cho quý Ngài rõ các loại tủ hồ sơ giảm giá đặc biệt, bao gồm loại TW37, và giá mới sẽ có hiệu lực kể từ ngày 1/11. Sở dĩ có giảm giá là do biến động tỷ giá hối đoái, cụ thể là đồng bảng Anh đã sụt giảm so với hầu hết các ngoại tệ mạnh. Với mục tiêu kích cầu, chúng tôi sẽ áp dụng giảm giá cho các thị trường châu Âu. Như vậy nguồn hàng dự trữ hạn chế của chúng tôi có thể hết sạch một cách nhanh chóng. Để tránh bị cháy hàng, mong quý Ngài đặt hàng sớm. Chỉ cần một tin nhắn qua telex hay điện báo, chúng tôi sau đó có thể đóng gói, gửi hàng ngay theo yêu cầu.A cable or telex message would be the best method of communication since we could then begin to pack the required goods ready for despatch.Yours faithfully,

A follow-up or sales letter might look like this:Dear Sirs,We refer to your enquiry of October 12th, in which you stated that you wished to modernize your office filing system, possibly using some of our products.The decision is yours, of course, but we would like to help you to decide, if possible. Cảm ơn thư hỏi mua đề ngày 12/ 10 của quý Ngài, trong đó quý Ngài cho biết ý định hiện đại hóa hệ thống lưu trữ hồ sơ của quý Ngài bằng các sản phẩm của chúng tôi. Tất nhiên quyết định tùy vào quý Ngài, thế nhưng, nếu được phép, chúng tôi xin góp thêm ý kiến giúp quý Ngài quyết định. For example, we could arrange a demonstration of the installation of type TW37 in your office or store-rooms. You could then see for yourself the great advantages of our unique pull-out tray system, which has the greatest possible ease of handling for easy reference. Chẳng hạn chúng tôi sẽ cho nhân viên đến hướng dẫn lắp đặt loại tủ TW37 tại văn phòng hay phòng lưu trữ của quý Ngài. Lúc ấy quý Ngài sẽ tận mắt trông thấy những ưu điểm có một không hai của sản phẩm chúng tôi: khay đựng hồ sơ có thể kéo hẵn ra ngoài, và với đặc điểm quý Ngài sẽ rất thoải mái khi cần tham khảo hồ sơ. Our representative in Barcelona could call on you within a week to arrange a demonstration and he will be in touch with you within the next few days.If we can be of assistance in any other way, please let us know. Your correspondence will receive immediate attention. Đại diện của chúng tôi tại Barcelona tuần tới có thể đến văn phòng của quý Ngài để giới thiệu sản phẩm và sẽ liên lạc với quý Ngài trong vài ngày nữa. Nếu quý Ngài cần hỗ trợ them gì nữa xin vui long cho chúng tôi biết. Rất mong mọi thư từ liên lạc của quý Ngài. Yours faithfully, Trân trọng kính chàoPART 5: WRITINGSiêu thị điện máy của bạn có một số mặt hàng giảm giá như: LCD TV, tủ lạnh, máy giặt, nồi cơm điện và 30 mặt hàng khác cũng sẽ giảm giá từ 30% đến 50%. Chương trình này chỉ áp dụng cho các chi nhánh tại thành phố HCM và giá mới sẽ có hiệu lực kể từ ngày 15/ 11. Khách hàng chỉ cần gọi điện thoại đến cửa hàng và sẽ được giao hàng đến tận nhà. Bạn hãy viết thư cho khách hàng để thông báo và chào hàng.

(We are not talking about unsolicited sales letters here. Unsolicited sales letters are not sent in response to an enquiry. An unsolicited sales letter is often a circular sent to thousands of addresses, advertising a product.)58 (page 83) ENGLISH FOR THE OFFICEAn order The next step is the order itself. When you place an order, the correct reference number of heading must be used. An incorrect catalogue number could create serious confusion.In import and export business, you need to mention the method of transport and payment, freight and insurance.The importer may also require special documents (such as a Certificate of Origin, and a Consular Invoice). He must stale his special instructions. Ordering may be done by indent if it is from a regular customer. Large firms normally use a Special Order Form for export orders.Dear Sirs.Order No. 281511/TW37/CLF

We thank you for your revised price list, sent to us on 3rd November. We have received a visit from your representative in Barcelona, and we are convinced that the filing cabinet (TW37) will meet our requirements.We are therefore placing an order for 70 type TW37 filing cabinets and 500 Cuefile loose-leaf folders. We enclose an official order form for the above goods.Xin cảm ơn quý Ngài đã sẵn lòng gửi cho chúng tôi biểu giá hiệu chỉnh vào ngày 3/ 11. Chúng tôi đã tiếp đại diện tại Barcelona của quý Ngài, và chúng tôi tin rằng tủ đựng hồ sơ TW37 đáp ứng yêu cầu của chúng tôi. Do vậy chúng tôi muốn đặt 70 tủ đựng hồ sơ TW37 và 500 cặp đựng Cuefile có thể lấy các văn bản ra. Chúng tôi kèm theo đây mẫu đơn đặt hàng chính thức của công ty chúng tôi cho các mặt hàng nói trên. Chúng tôi cần Hóa đơn tạm để điền vào đơn đặt, bao gồm toàn bộ các khoản chiết khấu, cước vận chuyển và bảo hiểm. Đơn đặt hàng này cần được giao trước ngày 15/ 12/ 2010. Vì vậy chúng tôi buộc sẽ hủy đơn đặt hàng và trả hàng về và mọi chi phí và rủi ro quý Ông phải chịu nếu được giao trễ hơn ngày đó. The order will call for a Pro-Forma Invoice, which should include full details of discounts, freight and insurance. This order is subject to delivery before 15th December, 2010.. We therefore reserve the right to cancel the order and / or return the shipment at your risk and expense at any time after that date.

Since this is the first time we have done business, the most acceptable method of payment will be by irrevocable Letter of Credit. Our bank, Banco Commercial Barcelona, will therefore issue a Letter of Credit in your favour for your invoice c.i.f. Barcelona, and the amount of our Letter of Credit will be sufficient to cover this. We hope this is acceptable.Vì đây là lần đầu chúng ta giao dịch kinh doanh nên phương thức thanh toán dễ chấp nhận nhất là Tín dụng thư không thể hủy ngang. Ngân hàng của chúng tôi là Banco Commercial Barcelona do vậy sẽ phát hành L/C cho hóa đơn cif Marcelona mà người thụ hưởng là quý Ông, và giá trị của LC sẽ đủ để thanh toán hóa đơn này. Chúng tôi hy vọng quý Ông chấp nhận cách thanh toán này.We will accept your draft for 60 days on our credit. Our bank will inform you of the types and numbers of copies of the documents required. The credit will be issued only against documents. We look forward to receiving your shipment, and to doing further business with you.Chúng tôi sẽ chấp nhận hối phiếu trả chậm 60 ngày do quý Ngài ký phát cho chúng tôi. Ngân hàng của chúng tôi sẽ thông báo cho quý Ngài biết loại và số các chứng từ cần thiết. Tín dụng sẽ được phát hành theo phương thức tín dụng chứng từ. Chúng tôi mong nhận được nhận hàng và có thêm mối quan hệ bền chặt giữa 2 công ty.

Yours faithfully,

59(page 84) Follow-up Lettersj Sales Letters; OrdersChas. J. FOX (Organs) Ltd Coopers TerraceDoncaster 07333 REQUESTED by John Hamilton Branch Newbury NAME Catherine FerreiraADDRESS Gateways, Station Road, Shiplake, Oxfordshire TELEPHONE Wargrave 2243 DATE 22nd November 1978INVOICE O/Y 349 DELIVERY DETAILS 3PSPRODUCT PURCHASE SERIAL No

Yamaha Organ CV150

TICK WHERE AVAILABLE BASIC PRICE 599 00

PEDALS LESS DISCOUNT 10% 59 90BENCH NET PRICE 340 10CABLES ADD VAT-8% RATE 74 87OWNER'S MANUAL NET TOTAL 614 97HEADPHONES

FAOT EXCHANGE £50 50 97

CASH/HIRE PURCHASE TERMS

AMOUNT DUE£

564 97

Order Form A004931A/C No 34968 VAT No 181 4728 54 TYPE OF SUPPLYDEPOSIT..................... RECEIPT NO............... DEPOSIT................... RECEIPT NONo OF MONTH BALANCE.................. INTEREST CHARGES........H.P. COMPANY......................................................................................................CUSTOMERS SIGNATURES.........................................................................................COST PRICE..................... ENTERED STOCK CARDS................. ENTERED STOCK BOOK.....Acknowledgement When an order is received, a speedy letter of acknowledgement is essential.

(page 85) ENGLISH FOR THE OFFICE18th November, 19..Dear Sirs,Your Order No. 281511/TW37/CPFWe thank you for your order of 5th November for:70 TW37 Filing Cabinets 500 Cuefile Loose-leaf FoldersWe can confirm that we have these items in stock, and that we can guarantee delivery to Barcelona before the 15th December. They will be despatched as soon as we have received instructions from your bank's correspondents in London. We have already despatched a Pro-Forma Invoice for the merchandise to you and it should reach you within a few days. All costs to Barcelona are included on it. When we have heard from your bank's correspondents, we will immediately advise you of the date of shipment. You may rely on us to follow the instructions in your Letter of Credit in full.Sau khi chúng tôi nhận phúc đáp của ngân hàng đại lý, chúng tôi sẽ thông báo ngay cho quý Ngài biết ngày giao hàng. Xin quý Ngài tin chắc chúng tôi sẽ thực hiện đầy đủ trách nhiệm của mình trong tín dụng thư.Yours faithfully,

A. LANGUAGE PRACTICE/. Note these sentences:A We would like to inform you of price reductions for our filing cabinets. B To avoid delay in despatch, perhaps you would like to order as soon as possible?_Make statements and questions similar to A and B for the following:1) A statement Inform / the latest development in filing systems2) B question Enclose / a detailed statement of costs?3) A statement Help / in every possible way4) B question Visit /our stand at the Milan Trade Fair?5) A statement Forward / brochures on this model under separate cover6) B question Send / your representative to visit us?7) A statement Receive / further instructions from you about shipment8) B question Telex / your instructions as soon as possible?9) A statement Despatch / the goods from Southampton10) B question Confirm / these arrangements with your banks correspondents inLondon?60 (page 86) Follow-up Letters; Sales Letters; Orders2. Note these sentences:A cable or telex message would be the best method of communication as /siENGLISH FOR THE OFFICE18th November, 19..Dear Sirs,Your Order No. 281511/TW37/CPFWe thank you for your order of 5th November for:70 TW37 Filing Cabinets 500 Cuefile Loose-leaf FoldersWe can confirm that we have these items in stock, and that we can guarantee delivery to Barcelona before the 15th December. They will be despatched as soon as we have received instructions from your bank's correspondents in

London. We have already despatched a Pro-Forma Invoice for the merchandise to you and it should reach you within a few-days. All costs to Barcelona are included on it. When we have heard from your bank's correspondents, we will immediately advise you of the date of shipment.You may rely on us to follow the instructions in your Letter of Credit in full.Yours faithfully,

A. LANGUAGE PRACTICE/. Note these sentences:A We would like to inform you of price reductions for our filing cabinets. B To avoid delay in despatch, perhaps you would like to order as soon as possible?_Make statements and questions similar to A and B for the following:1)A statementInform / the latest development in filing systems2)B questionEnclose / a detailed statement of costs?3)A statementHelp / in every possible way4)B questionVisit /our stand at the Milan Trade Fair?5)A statementForward / brochures on this model under separate cover6)B questionSend / your representative to visit us?7)A statementReceive / further instructions from you about shipment8)B questionTelex / your instructions as soon as possible?9)A statementDespatch / the goods from Southampton10)B questionConfirm / these arrangements with your banks correspondents inLondon?61nce we could then begin to despatch the goods.The most acceptable method of payment will be irrevocable Letter of Credit as /since this is the first lime we have done business.Connect these pairs of sentences, using the words 'since' or 'as'.1) You should place an order immediately. Our stocks are diminishing.2) We shall arrange payment by bank transfer in future. It is much more convenient than other methods of payment.3) There is no need for us to give you special instructions. Our bank always states them on their Letters of Credit.4) Our credit will not be valid after December 15lh. We insist on delivery before that date.5) Your products are ideal for us. We want to modernize our office and save space at the same time.6) We must import many types of paper products. There is a shortage in our own country.7) We must ask you to pay by irrevocable Letter of Credit. We don't have enough knowledge of your company's financial position.8) We cannot guarantee delivery before December 15th. It is difficult to charter shipping at this time of year.

9) We must cancel the order. You cannot guarantee delivery before December 15th. 10) We expect a 5% discount. Our order is worth more than £10,000.3. Note these sentences:We would like to help you if possible.For example, / For instance, we could arrange a demonstration in your office.Make similar sentences, giving or quoting examples.1) There are various methods of payment in International Trade. You can use a Letter of Credit.2) In a letter placing an order, you must request special documents. You must request an invoice.3) A sales letter often gives many extra details. It often gives details of price reductions.4) A follow-up letter often offers special services.5) A company representative performs many useful functions.6) A heading in a letter may be unhelpful for various reasons.7) An announcement to regular customers is sometimes necessary.8) A Pro-Forma Invoice may be necessary for some import orders.9) An immediate acknowledgement of an order is essential in many cases. 10) A bulk purchase of goods is quite economical for many reasons.62(page 87) ENGLISH FOR THE OFFICE4. Notice the sentence you use when you place a definite order We are therefore placing an order for 70 filing cabinets. Write sentences placing definite orders for the following:1) The men's suits supplied by your correspondent are the right quality. You have seen samples, and they are the right design, colour and size. Order 120.2) Your agent has inspected the typewriter paper supplied by your correspondent. He has said it is excellent, and you have decided to buy it. Order 2,000 reams.3) You sent a letter of enquiry to a company which supplies ball point pens. You have tried the samples and found them of good quality, colour, and the right price. Order 500.4) The bathroom scales supplied by your correspondent are acceptable to you. Your representative has inspected them. They are accurate and well-designed. Order 40.5) The copper bars you need for electric wires can be supplied by your correspondent. The copper is the right kind, and you are satisfied with the price. Order 750 bars.6) The magazines you need to distribute to the Production Managers of bakeries in your region must contain the right information about production machines. The magazine 'The Bakers' has this information and has written a reply to your letter of enquiry. Order 150 copies.7) You need strong motor car tyres for use on tough roads. Your correspondent is the manufacturer who produces the strongest tyres. Order 800.8) Your correspondent supplies iron ore at the lowest price. You have decided to buy from him. Order 100 tons.9) Your correspondent has offered you the best price for pocket diaries. You have decided to buy from him. Order 100,000.10) After a long search you have found a supplier who can supply the right kind of thermometers. You have decided to buy from them* Order 250.5. When you have decided to order, notice how you use the future simple tense to show certainty:Our bank will issue a Letter of Credit in your favour. We will accept your draft.Our bank will inform you of the documents needed. Use the future tense to show certainty for the following:1) We / inform / the most acceptable method of payment.2) Our bank / issue / a Letter of Credit in your favour.3) Our Despatch Department / send / the shipping documents.4) We / accept / your draft for 30 days.5) Our bank / accept / your draft after you have delivered the documents.6) Our Sales Manager / make sure / the delivery date is met.7) We / deliver / the goods to the port of Genova.62(page 88) Follow-up Letters; Sales Letters; Orders8) We / arrange / credit to include the cost of freight and insurance.9) Our bank / inform / when the credit expires. 10) We / accept / your packing instructions.B. VOCABULARY1. Note the phrases used in the correspondence in this unit:as soon as possible We shall send the goods as soon as possible, (as quickly as we can)

in demand Heavy overcoats are in demand in winter, (a large number of people want them)in short supply Tomatoes are in short supply in December, (there are not enough of them)in stock We have the goods in stock, (in the store or warehouse, ready for delivery) into effect (come into effect) The new law comes into effect next January (it will be the law, or rule)out of stock We would like to supply you with the goods, but unfortunately we are out of stock, (opposite of in stock) under separate cover We have sent a sample of the material under separate cover. (in a different envelope or package)Insert the correct phrases in the following letter.Dear Sirs,We thank you for your order of the 22nd June. We enclose a catalogue and price-list. We have also sent a catalogue of our range of tinned vegetables under separate cover as it was too big to enclose with the other documents.Our tinned fruit products are in demand at the moment since it is the middle of summer, which is our busiest season for fruit. Because of this, tinned peaches and grapefruit are in short supply, and we cannot satisfy all our customers' demands. In fact, our grapefruit products are almost out of stock. We can recommend apricots, which fortunately we have in stock at the moment. We would like to draw your attention to our new discounts for bulk purchase, which came into effect on June 1st.Because of our special seasonal difficulties, we would be pleased to receive your order as soon as possible.We thank you for your order of the 22nd June. We enclose a catalogue and price-list. We have also sent a catalogue of our range of tinned vegetables 1 .........as it was too big to enclose with the other documents.Our tinned fruit products are 2.........at the moment since it is the middle of summer, which is our busiest season for fruit. Because of this, tinned peaches and grapefruit are 3........., and we cannot satisfy all our customers' demands. In fact, our grapefruit products are almost 4.........We can recommend apricots, which fortunately we have 5......... at the moment.We would like to draw your attention to our new discounts for bulk purchase, which came 6.........on June 1st.Because of our special seasonal difficulties, we would be pleased to receive your order .........

Yours faithfully,63 (page 89) ENGLISH FOR THE OFFICEMore phrases used in this unit:at your expense (mọi chi phí quý ngài phải chịu) The extra risks must be insured at your expense, (you must pay) at your risk (quý ngài phải chịu mọi rủi ro) Delays in shipment will be at your risk, (you are responsible or liable for any delay) in full (đầy đủ, hoàn tất) You must pay in full, (completely; all at once)in response to: (đáp lại) In response to your enquiry the manager sent an invoice, (answering)in touch with (lien hệ với) I shall be in touch with the Sales Manager next Tuesday. (I shall communicate in writing or by phone) in (your / our) favour (mà người thụ hưởng là quý ngài, chúng tôi..) Our Accounts Department will sign a cheque in your favour, (for you), of assistance (hỗ trợ) Our agent can be of assistance to you. (can help)Insert the correct phrases in the following letter.Dear Sirs,We have forwarded a Pro-Forma Invoice in response to your request, sent to us by telegram on the 24th November. We shall be in touch with our agents to arrange for despatch and shipment. We would like to remind you that refrigeration facilities on board ship will be at your expense. Chúng quý ngài tôi đã gửi hóa đơn tạm theo yêu cầu của quý Ngài trong điện tín mà quý ngài gửi cho chúng tôi vào ngày 24/11. Chúng tôi sẽ liên lạc với đại lý của chúng tôi để thu xếp chuyển giao hàng. Chúng tôi xin nhắc là quý ngài phải chịu mọi chi phí thuê thiết bị đông lạnh trên tàu. Any losses through excess heat will be entirely at your risk. The Insurance Policy will make this clear. We would like you to open an irrevocable Letter of Credit in our favour through your bank, which we trust will be confirmed by your bank's correspondents in London.If we can be of assistance to you in any way, please let us know. Your correspondence will receive immediate attention, and we shall follow your instructions in full.Quý Ngài sẽ hoàn toàn chịu mọi rủi ro nếu như có thất thoát do nhiệt độ quá cao gây ra. Quy định này sẽ được ghi rõ trong hợp đồng bảo hiểm. Chúng tôi yêu cầu quý Ngài mở tín dụng thư không thể hủy ngang mà chúng tôi là người thụ hưởng thông qua ngân hàng của quý ngài, và được sự xác nhận của ngân hàng đại lý tại London.

Yours faithfully,Dear Sirs,We have forwarded a Pro-Forma Invoice ………… your request, sent to us by telegram on the 24th November.We shall be 2.........our agents to arrange for despatch and shipment. We would like to remind you that refrigeration facilities on board ship will be 3.......... Any losses through excess heat will be entirely 4.......... The Insurance Policy will make this clear.We would like you to open an irrevocable Letter of Credit 5......... through your bank, which we trust will be confirmed by your bank's correspondents in London.If we can be 6......... to you in any way, please let us know. Your correspondence will receive immediate attention, and we shall follow your instructions 7..........Yours faithfully,64 (page 90) Follow-up Letters; Sales Letters; OrdersC. EXERCISES1. A 'follow-up' letter. Write a follow-up letter, using the following words and phrases:28th April, 19..Dear Sirs,We refer / your enquiry / 2nd April / our range / tinned soups.We / like / help / you / decide / which brands / choose. Perhaps you / like / our representative / visit you? He / arrange / a demonstration / free samples.Our representative / visit you / within a week. He / in touch with you / soon.If we / assist you / in any way, / please / let / know. Your correspondence / receive / immediate attention.Yours faithfully,Dear Sirs,We refer to your enquiry dated 2nd April about our range of tinned soups.We would like to help you in deciding which brands to choose. Perhaps would you like our representative to visit you? He will arrange a demonstration with free samples.Our representative will visit you within a week. He will be in touch with you soon.If we could assist you in any way, please let me know. Your correspondence will receive our immediate attention.Yours faithfully,2. An order. Write this letter using the following words and phrases:7th May, 19..

Dear Sirs,We thank you for your catalogue, price-list and brochure sent to us on 22nd April. We received a visit from your representative on 2nd May. We are very satisfied because your goods are suitable.We are going to place an order for 1,200 tins of tomato soup.We are enclosing an order form (No. 12937).Our bank will issue a Letter of Credit in your favour for your invoice f.o.b. London.We look forward to receiving your shipment. Yours faithfully,

7th May, 19..Dear Sirs,We thank / your catalogue, price-list and brochure / sent / on 22nd April. We / receive / visit / your representative / 2nd May. We / satisfied / your goods / suitable.We / place / an order / 1,200 tins of tomato soup./ We / enclose / order form (No. 12937).Our bank / issue / a Letter of Credit / in your favour / your invoice f.o.b. London.We look forward / receive / your shipment. Yours faithfully,64 (page 91) ENGLISH FOR THE OFFICE

3. An acknowledgement. Write this letter, using the following words and phrases:12th May, 19..Dear Sirs,We thank you for your order (No. 12937) of 7th May for 1,200 tins of tomato soup.We confirm that we have those items in stock. We can guarantee the delivery by 25th May 19.. The goods will be sent as soon as we have received instructions from your bank's agents in London. We have already despatched a Pro-Forma Invoice for the merchandise. All costs are included on it.We will immediately advise you of the date of shipment when we have heard from your bank's correspondents.Yours faithfully,

12th May, 19..Dear Sirs,We thank / your order (No. 12937) / 7th May / 1,200 tins of tomato soup.We confirm / have / items / in stock. We / guarantee delivery / 25th May 19.. The goods / sent / as soon as / receive / instructions / your bank's agents in London. We / despatched / a Pro-Forma Invoice / merchandise. All costs / include / on it.We / advise you / the date of shipment / when we hear / your bank's correspondents.Yours faithfully,4. Write a letter to the Export Marketing Manager of a British company which specializes in the production of leather motorcycle gloves.You wish to place an order for a bulk purchase of the gloves, which should be black in colour. You want a variety of sizes, also. The address is Motoleather Ltd., 159 Roman Way, Chelmsford, SQB 159T, Essex, England.

Viet Tien Co. 12-4 Le Loi Street Ben Thanh Ward District 1 – HCMC

24 November 2010Export Marketing ManagerMotoleather Ltd. 159 Roman Way Chelmsford SQB 159T Essex - England…………………………………..Dear Sir or Madam,I am writing to express my interest in your selection of of leather motorcycle gloves. We are an important store chain in Vietnam with more than 55 branches nationwide. I would like to place a substantial order for black ones. We want a variety of sizes, also. I wish that you could let us know your terms of trade or any discount you allow.I wonder whether you can make delivery within 6 days after you have received my order.We hope that your products will sell well through my store chain because you are a British company which specializes in the production of leather motorcycle gloves.I really look forward to hearing from you soon.Yours faithfully,

4. Write a letter to the Export Marketing Manager of a British company which specializes in the production of leather motorcycle gloves.You wish to place an order for a bulk purchase of the gloves, which should be black in colour. You want a variety of sizes, also. The address is.

5. You work for a firm which supplies typewriters to various British companies.Write a follow-up letter to a first enquiry, giving details of an improved 15% discount for purchases over £10,000. Offer any other services (demonstration, visit) you think suitable.

5. You work for a firm which supplies typewriters to various British companies.Write a follow-up letter to a first enquiry, giving details of an improved 15% discount for purchases over £10,000. Offer any other services (demonstration, visit) you think suitable.Dear Sirs,We refer to your enquiry dated 2nd April about our range of typewriters.We often allow an improved 15% discount for purchases over £10,000. We would also like to help you in deciding which brands to choose. Perhaps would you like our representative to visit you? He will arrange a demonstration with free samples.Our representative will visit you within a week. He will be in touch with you soon.If we could assist you in any way, please let me know. Your correspondence will receive our immediate attention.Yours faithfully,

6. Acknowledge an order from a British buyer.Micronerg Electronics have ordered 5,000 small electric light bulbs from your company. They have asked you for a Pro-Forma Invoice, and have asked their bank to issue a Letter of Credit in your favour. They also insist on a penalty clause for delivery after the 26th March. Their letter is dated 2nd February. Their address is Cavendish Rd., London E7 5QT.66(page 92) Letters for Packing, Forwarding, Despatch, Shipping10 Letters for Packing, Forwarding, Despatch, Shippingadvice of despatcli A letter stating that a cargo has been shipped consignment cargocontainerization The entire system of pre-packing goods in large metal boxes which can be transported by road, rail and sea. it makes handling very easy, as loading and unloading of individual items is simplified. It is safer, quicker, and there is less risk of damage or theft of goods. Docks and ships are now being designed to handle containers of this kind, and the whole system of transport, packing, docks and special container ships is called containerization.forwarding agent An agent who arranges packing and shipping, especially in the docksport of call A port which a ship slops atscheduled A timetabled service; a ship or airplane which must leave at a fixed timeand arrive at a fixed lime, every day, week, month, etc. stencil A system of making regular marks with paint on wooden and other surfaces, stipulate To make specific demandsContainers packing terms dimensionsBag cardboard WeightCarton wrapping BulkCase padding MassCrate Lining measurementContainer waterproof CapacityBox rustproof VolumeCask damp-resistant SpaceSack airtight GrossBarrel Sealed NetDrum battened lightweightHogshead insulatedKeg adhesive tapeBale reinforcedCan cleatedTin ClampCarboy fast (made fast)Bundle returnableA "mark"

Special Instructions (stencilled on containers) fragileproduce of the United Kingdom export - Spain this side up67 (page 93) ENGLISH FOR THE OFFICEhandle with care use no hooks to be kept cool keep dry open this end perishableinflammable - with careThe buyer (or importer) has the right to stipulate (i.e. to state and demand exactly what he wants) the correct form of packing and shipment. No buyer wants to find his goods damaged or missing on arrival. No supplier wants this to happen, either. He may lose a customer.The buyer will want the supplier to stencil special marks and numbers on the boxes, cartons, crates and other containers.The supplier will give him this information, together with details of the dates, ports of call (if any) and scheduled arrival date in an "advice of despatch'.There are special difficulties in export packing, and there are new methods of containerization, loading and unloading. For these and many othe* reasons, firms employ a special export packing service or a forwarding agent to arrange their export packing for them.The buyer sends the instructions following for packing and marking.Dear Sirs,Order No. 281511 /TW37IGLFWe refer to the above order, for which you will soon receive our order form. Chúng tôi cảm ơn đơn đạt hàng trên, và qua đó quý ngài sẽ sớm nhận được mẫu đơn đặt của chúng tôi.First we must insist on certain packing conditions, both in our own interest and to comply with the demands of our customs authorities. Đầu tiên chúng tôi khẳng định phải đáp ứng điều kiện đóng gói, trước hết là để bảo đảm hàng của quý ngài đồng thời theo đúng yêu cầu của cơ quan hãi quan của chúng tôi.We refer light wooden containers for the filing cabinets to prevent dents and scratches. Wooden crates will be necessary for the loose-leaf folders. We would like to have some extra padding in these crates also. Customs examination is thorough in Barcelona, so any metal bands securing the containers and crates must be screwed on carefully so that the containers can be opened the secured again properly.We are acquainted with your special as identification. In addition, Spanish customs require the country of origin to be marked on the container, and the weights (in kilos, please!) and dimensions (in centimetres, please!). We would also like the word FRAGILE stencilled in large letters on all sides of the container. Each container must have a number.

67(page 94) Letters for Packing, Forwarding, Despatch, ShippingThese instructions must be strictly observed as the containers and crates are likely to receive rough handling in transit and at the port of discharge.Yours faithfully,Reply from S.O.F. Ltd.Dear Sirs,Order No. 281511 /TW37/CLFWe have pleasure in confirming that your packing instructions will be carried out to the letter by our forwarding agents in London.Our forwarding agents advise us that the containers for the filing cabinets are made of lightweight reinforced plywood. These are used to reduce freight, which is charge on weight (not on dimensions) for this shipment. These containers are returnable.We shall, in due course, send you an advice of despatch when all arrangements have been completed and your order has been shipped.Yours faithfully,

When payment has been arranged and documents surrendered to the bank which confirms the credit, the goods can then be shipped. An advice of despatch is then sent, informing the buyer that the goods are on the way.6th December, 19..Dear Sirs,Your Order No. 281511/TW37/CLFWe arc pleased to inform you thai your filing cabinets and loose-leaf folders have now been despatched. As agreed, we have fulfilled the following conditions:Packing: in 13 containers; 4 cabinets to a container.

Shipment: By S/S Shenandoah, Norless Line, which sailed from Tilbury Docks, London on December 5th, and is scheduled to arrive in Barcelona on December 11 th.68(page 95) ENGLISH FOR THE OFFICEMarks and numbers: S.O.F. in diamond BARCELONA. Details of weights and measurement are given on the enclosed printed form.We have handed the shipping documents, that is a complete set of clean "on board" Bills of Lading, the Commercial Invoice (5 copies), and the Insurance Certificate to your bank's correspondents in London, who have accepted our 60 d/s draft on them for the amount which your Letter of Credit opened with them.We look forward to hearing in due course of the safe arrival of the consignment.Yours faithfully,A. LANGUAGE PRACTICE 1. Notice these sentences:A Your consignment will be shipped on board the S.S. Shenandoah, which sailed from Tilbury Docks on December 5th.B We refer to the above order,yor which you will soon receive a special order form.Make sentences similar to A for the following pairs of sentences:1) Marks are abbreviations and symbols. They are stencilled on containers.2) Weights and dimensions are details. They are included in the buyer's instructions.3) Your packing instructions will be sent to the export packing department. It will carry them out.4) You may use our agent's services. They are free.5) Our invoice shows the charge for the metal containers. They are returnable.Make sentences similar to B for the following:1) We enclose a Pro-Forma Invoice. The discount is stated in it.2) Please forward the shipping documents. We sent a request for them on the 12th November.3) Please write the name of the bank. We must send the documents to it.4) We thank you for your letter of the 29th November. You state your terms for packing and shipment in it.5) This is address. You must send all correspondence to it.68 (page 96) Letters for Packing, Forwarding, Despatch, Shipping2. Notice how this sentence is used for important demands: We must insist on certain packing conditions. Make similar sentences for the following:1) Non-inflammable polythene wrapping for the voltmeters.2) The correct dimensions of the containers in centimetres.3) The shipping documents before we can issue the Letter of Credit.3. Notice how this sentence is usedfor compulsory, legal demands: We must comply wi th the demands of the customs authorities. Make similar sentences for the folio wing:1) The port authority's fire precautions.2) The instructions of the marine insurance policy.3) Government import licence regulations.4. This sentence is used for essential and sometimes compulsory demands: Customs authorities require a Certificate of Origin.Make similar sentences for the following:1) Our customers / full packing details.2) The suppliers / a special order form.3) The Bank / a full set of shipping documents.5. This sentence is usedfor essential specific demands. These conditions must be strictly observed. Make similar sentences for the following: •1) Instructions about transshipment.2) Our customer's special packing requirements.3) The Government's customs duty declarations.Further examples of letter in packing, despatch and forwardingA buyer (or importer) writes a letter giving packing instructions.68 (page 97)

ENGLISH FOR THE OFFICE

7th August, 19..Dear Sirs,

Our Order No. Q157MWe refer to our order for 400 large tins of paint. Our order form was sent to you last week, and we trust you have received it.As we have longer experience in the shipment of paint than you, it would be best if we gave you packing instructions. Paint, as you know, is a highly inflammable commodity, and extra precautions are always necessary.We would like you to pack the tins in 10 large cartons, 40 tins to each carton. Packing in strong metal cartons is essential, and each carton should measure not more than 110cm. x 55cm. x 55cm., as there is an additional charge for extra space, as well as weight.Each carton should have an inner fireproof lining. We think asbestos is suitable for this, as it is light. Each carton should be properly sealed.We would like you to stencil the following words in large, letters on all four sides of each carton:EXPORT - MOMBASA INFLAMMABLE - PAINT Your mark in a square: A.J.L. HANDLE WITH CAREThese will be sufficient. Our customs authorities do not require anything special on the cartons although they will inspect them. We will not need to seal the cartons again after inspection.Please arrange the packing in accordance with these instructions. Give particular attention to the fire-proof lining as our insurers insist on this.Yours faithfully.

69 (page 98) Letters for Packing, Forwarding, Despatch, ShippingReply to the letter of instruction about packing.18th August, 19..Dear Sirs,Your Order No. Q157M We thank you for your letter of the 7th August.We have passed on your instructions to our packing and forwarding agents, and they will carry out your instructions in full.Our forwarding agents tell us that the metal cartons they use are fire-resistant, but also lightweight. These cartons are returnable, and our forwarding agents will be in touch with you about arrangements for collecting them for re-shipment.We shall send you an advice of despatch as soon as the goods have been packed and shipped.Yours faithfully,The advice of despatch21st August, 19..Dear Sirs,We have pleasure in informing you that your consignment of paint has been despatched. As agreed, we have fulfilled the following conditions:Packing: In 10 cartons; 40 tins to each carton.Shipment: Per S/S Liffey, Soulhcross Line, which sailed from Liverpool on 20th August, and is due to arrive in MOMBASA on the 29th September.Marks and numbers: A.J.L in square EXPORT - MOMBASA INFLAMMABLE PAINT FIANDLE WITH CARE Cartons numbered 1 to 10.We have handed the shipping documents to your bank's agents in London, and they have accepted our sight draft on them.We look forward to hearing of the safe arrival of the consignment in due course.Yours faithfully,69 (page 99) ENGLISH FOR THE OFFICEB. VOCABULARY1. Insert the correct words in size appropriate spaces in the passage below.containers fire-proof open this endcountry of origin fragile paddingdimensions inflammable stencildischarge lining water-proofforwarding on board weightPacking is very important in modern shipping. The use of pre-packed 1......... has reduced the risk of damage which can be caused by rough loading and unloading, but there are still many risks which packing and 2......... agents must be careful about.In addition to the damage caused by loading and unloading, there are the risks from water and fire, as well as other accidents 3......... ship. Therefore the containers used today are often strong, 4......... and 5......... to protect them against rough handling, fire and water respectively.

Although there is less risk today, forwarding agents often have to 6......... special signs on the containers, cartons, crates or boxes. For example, they write 7.........if the goods can be broken easily,8.........if the goods catch fire easily, and 9......... if it is important to open a container so that the goods are standing the correct way when the container is opened.In addition, the 10......... in kilos and the 11......... in centimetres are sometimes necessary. Importers also give instructions to suppliers to stencil the ........., e.g. PRODUCE OF THE UNITED KINGDOM, and the port of 13........., e.g. MOMBASA, on the containers.The materials used are important. Wooden and metal crates and containers are necessary for fragile goods, and waterproof and fireproof 14......... is sometimes necessary. To prevent damage from rough handling of glass bottles, for example, extra 15......... is necessary.If goods are packed carefully, there is less damage and less inconvenience for suppliers, buyers and insurance companies.2. Note these phrases:in our / your own interest It is in your own interest to pack well, (it helps you) in transit The goods were damaged in transit, (during the journey) in due course We shall send the invoice in due course, (at the proper time) on arrival The agent accepted the cases on arrival, (when they arrived) on the way The S/S Shenandoah is on the way to Bilbao, (travelling) to the letter You must follow the instructions to the letter, (every small detail must be accurate) (page 100) Letters for Packing, Forwarding, Despatch, ShippingInsert the correct phrases in the following letter.Dear Sirs,We enclose packing details for your order of the 25th September for 125 voltmeters. Your instructions about waterproof material's have been followed 1......... A letter enclosing specimens of our marks is 2.........to your head office.We hope you will forward this to your agents in Genova 3......... It will be 4.........to ensure that no hooks are used when unloading at the port of Copenhagen. We have tried to ensure that no damage is caused to your merchandise 5......... Your agent should ensure that no damage is caused 6.........I trust that these packing details are suitable. If not, please let us know, and we will help you in any way we can.Yours faithfully,C. EXERCISES1. Write a letter containing packing instructions using the following words and phrases:20th April, 19..Dear Sirs,We refer / order for light weight suits / which / you / soon receive. We / insist / certain packing conditions.We / like / you / pack / goods / light wooden crates. Each crate / have extra padding. Please ensure / crates / have / metal bands / can be opened / customs authorities.We / like / you / stencil / following / all sides of the crates:PRODUCE OF THE UNITED KINGDOM KEEP DRY OPEN THIS END HANDLE WITH CAREWe / also like / you / mark / weight / dimensions.70 (page 101) ENGLISH FOR THE OFFICEPlease / ensure / these packing instructions / carried out. Our insurers / insist / these conditions, / and handling / likely / rough / in transit and at the port of discharge.Yours faithfully,2. Write a letter of reply to the letter in No. 1 using these words and phrases:28th April, 19..Dear Sirs,We thank /...............................................................We / pleased / confirm / your packing instructions / carried out. Our forwarding agents / tell / crates / lightweight. This / reduce / freight. The crates / not returnable.We / send / an advice of despatch / when / arrangements / complete / and / order / shipped.Yours faithfully,3. Your firm has ordered a consignment of200 small electric heaters.The heaters are made of metal, and part of the wire front is very light and weak. The consignment can be damaged by rough handling, and the metal can be corroded by water. Your firm is based in Stockholm, and Swedish customs require the country of origin's name on the containers, as well as the destination. Write a letter to Nicholson Heaters Ltd., 49 Eynsham Rd., London, NW4 3ST, the suppliers, giving packing instructions.4. A British education authority has ordered 300 book cupboards for use in schools and colleges in their area.

They have sent vague instructions for the packing of the cupboards, specifying thick padding only. Send a letter of reply to their packing instructions, informing them of the packing arrangements you have made, including marks, weights, dimensions, materials, padding, lining, and any other relevant details. The address is The South West Education Authority, 47 Market Square, Exeter, EC4 3PD, UK.5. Send an advice of despatch for the shipment of the goods in exercise 4.The goods will be shipped on board the S/S Vespucci, leaving Montevideo on the 16th June, and due to arrive in Southampton on the 2nd July.

11 Letters of Complaintdiscrepancy A disagreement between two descriptions or accounts formalities Fixed arrangements such as the signing of documents, which must be donenegligence Failure to perform certain dutiespacking list A list which goes inside each case or crate, giving a list of the goods insidepenalty clause A part (or clause) of a contract which demands financialcompensation for late delivery, etc. pilferage stealingreplacements Goods (of the same kind) sent in cases of damage, loss stow To put away or stow in a shipwarehouse A building (usually in a dock) where goods are storedWe can classify most letters of complaint in International Trade under these main headings:1. Complaints that the wrong goods were sent. The entire consignment may contain the wrong merchandise, or perhaps just one or two cases were wrong packed.2. Complaints that not enough goods were sent, or too many goods.3. Complaints about bad, inferior or inadequate packing.4. Complaints about the quality of the merchandise. The goods may be of inferior quality, or they may not be what the buyer expected. These are two different matters.5. Complaints about delay. This may be covered by a penalty clause.6. Complaints about damage. This is usually a matter for the insurance agent.I. A complaint that the wrong good were sent

Tôi vừa mới nhận được lô hàng 100 tấm dán tường khổ 8X5 của quý Ngài theo đơn đặt hàng ngày 1-6-1998 (kèm theo đây là bản sao biên nhận).

Vì biết uy tín của quý Ngài có được là nhờ chất lượng luôn bảo đảm, nên tôi rất ngạc nhiên khi thấy rằng phần lớn lô hàng đều bị răn nứt.

Hàng trả lại đã được xe tải của quý Ngài chỡ về kho của quý Ngài.

Rủi thay, tôi phải yêu cầu quý Ngài hủy bỏ đơn đặt hàng.

Thời gian cần thiết cho việc thực hiện lại đơn đặt hàng chắc chắn sẽ làm trễ lịch phân phối hàng của chúng tôi.

Do vậy chúng tôi đã nhờ thợ sơn của chúng tôi tìm nguồn giấy dán tường thông qua các nhà cung cấp của họ.

Tôi hối tiếc là chúng tôi không thể theo đuổi đơn đặt hàng tới nơi tới chốn.

Tuy nhiên vì tôi tin chắc rằng đây chỉ là sự cố nhất

Dear Mr Smith,

I have just received your shipment of 100 sheets of 8x5 dry-wall, which we ordered on June 1, 1998 (a copy of the sales receipt is enclosed).

Since I know of your reputation for quality, I was surprised to find that a good portion of the shipment was cracked.

Your trucks have taken the original shipment back to your premises.

Unfortunately, I will have to request that the order be canceled.

The time required to reship the order will significantly delay our schedule.

Accordingly, we have arranged for our painters to provide the drywall through their suppliers.

I regret that we were unable to complete the order.

thời, nên mong mối quan hệ giữa hai công ty của chúng ta ngày thêm bền chặt.

As I am certain this is an isolated incident, however, I look forward to continued business with you in the future.

Sincerely,

Order No. 281511/TW37/CLFWe received the documents concerning the above order in good time and the consignment arrived on board the S/S Shenandoah on the 11th of December 19... Our agents accepted delivery of the order at the port of Barcelona.The merchandise seems to be in good order with the exception of Case No. 13, which appears to contain filing cabinets of a type completely different to TW37. The case contained two filing cabinets whereas the other cases contained four each. We have checked this against the details printed on the Bill of Lading and on your invoice.We assume that your packing or forwarding agents made a mistake. Perhaps the contents of Case No. 13 were for a different order?We enclose a list of the contents of Case No. 13. We would like you to arrange a despatch of replacements at once.Our agents are keeping Case No. 13 in their warehouse. Please let us know what you wish our agents to do with it. Perhaps you will inform your forwarding agents regarding shipment and customs formalities.Yours faithfully,

2. A complaint that not enough goods were despatchedDear Sirs,We refer to our order (No. 169/SPL) for stainless steel lightweight cutlery. Our agent took delivery of the consignment in accordance with the instructions contained in your advice of despatch.Unfortunately, only 1,873 forks were despatched. The 2,000 knives, packed separately according to our instructions, arrived in good order and condition. However, they are not much use 1 to us without the missing 127 forks.There is a clear discrepancy between the packing lists which arrived and your invoice. Whether there has been pilferage or not is a matter for the Lloyd's agent, who is investigating the matter at the moment.We must ask you to arrange for the despatch of the replacements for the missing forks at once as we must meet a delivery date to our own customers.Yours faithfully,3. A complaint about bad packingDear Sirs,Order No. J AD/1573We regret to inform you that four of the twenty cases containing your consignment of alarm clocks were inadequately packed.not very useful(page 104) Letters of ComplaintWe sent you specific packing instructions for this consignment, and no doubt you passed these instructions on to your forwarding agent.Cases 13, 14, 18 and 20 did not include the layers of waterproof lining we insisted on. As a result, the clocks contained in these cases are almost ruined and certainly unsaleable.We must insist on an immediate replacement for the four cases, and we must ask you to follow our instructions more carefully in the future.Yours faithfully,4. Complaints about qualityDear Sirs,We refer to our order (No. 1276/FRS) for 70 light blue nylon shirts, which were consigned by you on 16th August, 19.. and which we received on 23rd August 19...We very much regret to inform you that the quality of the above mentioned shirts is unacceptably low, especially in design and colour. They are, in fact, discoloured. The pattern is not what we expected when we saw your samples.Our customers will not buy these shirts at the market price. They will expect a discount.Since the shirts correspond neither to the description in your brochure nor to the sample, we cannot accept these goods at the price we agreed. We will accept the shirts only on condition that you make a substantial reduction in price. We expect this reduction to be about 30 per cent.Please let us know by return what you propose to do about either replacement or price reduction. Our agent can bring a sample from the consignment to show you.

Yours faithfully,5. Complaints about delay.Very often firms have penalty clauses in their contract which protect them against losses through delay. So a letter may simply refer to this clause, but usually letters of this sort will remind and ask for explanations also.10th December, 19..Dear Sirs,We are concerned that we have not yet received an advice of despatch from you about our order (JM8/08/07/77) for 1,500 Mickey Mouses.Our order stressed the importance of an early delivery date.. That date is very near (15th December). In your acknowledgement (of the 18th November) you said you were confident you could meet this delivery date. There is no possibility of this now, unless your advice of despatch was lost in the post.Our stocks are running out and the Christmas trade will soon be at its peak. It will be most unfortunate if you cannot arrange delivery before Christmas.Please inform us by cable whether the goods have been despatched and when we can expect delivery.Yours faithfully,A. LANGUAGE PRACTICE1. Note the use of 'with the exception of and 'which We can join these three sentences using them.The merchandise seems to be in good order. No. 9 is not. It contains the wrong type of cabinet.The merchandise seems to be in good order, with the exception o/No. 9, which contains the wrong type of cabinet.Do the same thing with the following sentences:1) The packing cases arrived in good condition. No. 5 did not. It was broken.2) The goods arrived safely. The metal tubes did not. They were missing.3) The merchandise was shipped on time. The electric light switches were not. They were sent later.4) The documents were sent by surface mail. The Certificate of Insurance was not. It was sent by air mail.5) Most goods must be sent by ship. Light, small, expensive precision instruments need not. They should be sent by air. (page 106) Letters of Complaint2. Note these sentences:Our agent look delivery of the goods in the port of Oslo on the 29th January 19-. Unfortunately, 127 forks were missing.Use the word 'unfortunately' to express a mild complaint at the following. The word begins the second sentence in each case.1) We received your consignment of electrical equipment. Two cases of transformers were damaged.2) We would like to send the goods in one shipment. That is not possible at the moment3) The ship set off on schedule. It was delayed in transit by stormy weather.4) The damage was caused by bad packing. The insurance policy doesn't cover you for this.5) We ordered 250 typewriters. Only 25 arrived.3. Notice how a more serious complaint is expressed:We regret to inform you that four cases are damaged.We very much regret to inform you that the quality of the merchandise is unacceptable.Complain in this way about the following.1) Seven boxes are missing.2) There has been some pilferage in cases 1 to 5 inclusive.3) The padding did not protect the glass bottles.4) Case No. 19 was damaged by hooks in the port of Marseilles.5) The shipment of men's suits was delayed in transit.6) The quality and design is not up to your usual standard.7) Cases 7 and 8 contain the wrong goods.8) Only 20 typewriters were despatched, out of an order for 25.9) The insurance policy doesn't cover you for negligent packing. 10) We cannot accept the surplus cases you consigned.4. Notice how these phrases are used to suggest pulitcly that the recipient has made a mistake or has been inefficient in some way.Perhaps your forwarding agent made a mistake?We assume that your forwarding agent made a mistake.Use 'perhaps' and 'We assume that' to make polite suggestions for these:

1) You didn't send the advice of despatch by airmail.2) Your packing department received the wrong catalogue reference no.3) The S /S Sheppey was delayed in the port of London.4) The Bill of Lading was not 'clean'.5) The case was not marked 'USE NO HOOKS'.6) The contents of Case No. 9 were for a different order.7) The containers were too light and weak.8) Your forwarding agent was unaware of the penalty clause.9) The goods were stowed in a hot place on board ship.10) Your forwarding agent doesn't understand French customs regulations.5. Notice how this sentence expresses urgent and immediate demcndS.We must insist on replacements for the four cases immediately. We must insist on replacements for the four cases at once. Use the italicized words and phrases for the following demands.1) A despatch of the shipping documents2) A visit from your agent3) Replacements for the goods in Case No. 44) A consignment of spare parts5) A correction for the details printed on the Bill of Lading6) A cancellation of the order7) A detailed statement of freight and insurance costs8) A reply to our complaint about your merchandise9) The despatch of a Pro-Forma Invoice10) A cable in reply to our enquiry about the advice of despatch6. Notice the use of 'arrange' here:Please arrange for the despatch of replacements at once.You ask your suppliers to contact others when you ask them to 'arrange for' something.Ask supplier to arrange the following:1) The correction of an error in the consignment2) The collection of the ten cases at the port of Liverpool3) The despatch of the shipping documents as soon as possible4) The completion of the customs forms by your Despatch Department5) The distribution of copies of our packing instructions to all departments7. Notice the use of the words 'concerning' and 'regarding':We received the documents concerning the above order on the 10th December. Please inform your forwarding agents regarding customs difficulties.74 (page 108) Letters of Complaint'Concerning' and 'regarding' are very often used in official correspondence instead of the more common word 'about'.Use these words to connect the following sentences:1) We received your letter. It mentioned the Certificate of Insurance.2) Inform your agents. Tell them about our packing instructions.3) We saw the notice. It was about the new customs regulations.4) We received your enquiry. It was about filing cabinets.5) Please send instructions. They must tell us about shipment.6) We notice a difficulty. It was about unloading.7) We received your instructions.. They were about methods of payment.8) Please send information. It should tell us about marks and numbers.9) We received the documents. They were about shipping arrangements.10) Please notice the regulations. They are about the new customs documents.B. VOCABULARY1. Insert the correct words in the appropriate spaces in the passage below.cancel investigate quantity discount negligence replacementsdiscrepancy packing list unsaleable inferior penally clause up to standardComplaints are often received by companies who ship consignments overseas.These complaints are sometimes about the 1.........of the goods received. Perhaps not good enough goods were sent, perhaps too many. And sometimes it is a complaint that the wrong goods were sent.

Often there are complaints about2......... packing, which can cause damage to the goods. Sometimes the complaint is about inferior quality. Buyers in this case often complain that the goods are not 3......... There may be a ......... between the description of the goods in the brochure and the goods which actually arrived.A complaint may be about a delay in shipment, although companies often have a 5.........in their contract to protect them against loss from delay. Complaints about damage are usually the business of insurance companies, but if the damage is caused by the 6.........of the packers, then the insurance companies will not accept responsibility. When there is a complaint that the wrong goods were sent, or too many, or too few, then it is always necessary to check the 7......... for the cases, as well as the invoice. Then the agent must8.........what happened. The goods may still be in the port of loading. But the buyer cannot wait for the agent's report. He usually insists on9.........as soon as possible. Bad, inferior or inadequate packing may cause damage to goods in transit. The buyers may accept damaged goods if the supplier offers a 10........., but if the goods are badly damaged they may be 11........., and in this case the buyer will demand replacements. If the delay is very long, the buyer may 12.........the order, and there may be great loss to both suppliers and buyers.2. Note these phrases:at once Please send the replacements at once, (immediately)by return Please send the invoice by return, (by the first postal delivery after you receive this letter)in accordance with We will pack the goods in accordance with your instructions, (following)in good condition The goods arrived in good condition, (undamaged)in good time Please make sure the goods arrive in good time, (early)on board Goods are often damaged on board ship, (on the ship or airplane)on condition that We shall accept your consignment on condition that you sendthe documents, (provided) on schedule The ship left on schedule, (at the right time)with the exception of All the goods arrived with the exception of Case 6. (but Case 6 did not)Insert the correct phrases in the following letter.Dear Sirs,1.........your instructions for the shipment of leather goods to Naples, wehave despatched the goods 2......... the S.S. Warwick, which left the Portof London 3.........and should arrive in Naples 4..........We have packedthe goods in sealed metal containers, 5......... the knee-length boots,which we have put in separate wooden crates. We trust that the goods will arrive 6..........We will accept responsibility for any damage caused by bad packing, butonly 7......... you make sure that your agent supervises unloading inNaples.Please contact your agent in Naples 8........., since he will have to receiveand inspect the merchandise.Perhaps you would let us know 9......... if you are still interested in ourrange of men's leather jackets.Yours faithfully,75 (page 110) Letters of ComplaintC. EXERCISES1. Write a letter of complaint, using the following words and phrases:3 rd May, 19..Dear Sirs,We refer / our order No 1395D/ men's woollen socks / consigned by you / 19th April / and / we received / 28th April.We regret / inform / you / two cases, numbers 8 and 12, / broken. 37 pairs of socks / missing. We / informed / the Lloyd's agent / investigating the matter.We / check / the invoice / the packing lists. There / a discrepancy / the two.We / ask / arrange / despatch / replacements / the missing socks / at once / as we / meet / a delivery date / our own customers.Yours faithfully,2. Your company has received a consignment of 500 bathroom towels, packed in ten cases.Case No. 7, however, contains towels which your company didn't order. They are the wrong size and colour. Write to the suppliers, Abercrombie Ltd., 129 Charlton Ave., London, SW11 1NP, complaining about the mistake, which was part of an order which arrived on board the M/V Lowestoft at the port of Athens on the 1st April 19..3. A consignment of J5,000 motor car tyres is three weeks late.

Write a letter to the suppliers, Manro Ltd., 47 Edward Square, Glasgow, complaining about the delay and insisting on immediate despatch.4. Your company ordered 1,000 transistor radios from the International Electric Company, 107 Vine Street, Cambridge.You gave very clear packing instructions, but you found that three crates were broken when the consignment arrived. Write a letter of complaint to I.E.C.5. A consignment of 5,000 women's skirts has arrived and your company has examined them.The quality is not what you expected. The skirts are made of poor material and they tear easily. The colours and design are disappointing, too. Write a letter of complaint, asking for a reduction in the prices quoted on the invoice, or replacements if the suppliers do not agree to your demands.

Draw out an IMO and fill in it.International Money Order Request FormCustomer’s name: …………………… IMO No. ….IMO payable to …………………Please supply International Money Order as detailed above. Payment is to be made by: …………….Debit to my/ our account; Cash; Cheque. (Delete as appropriate).

Insert the correct phrases in the appropriate spaces below.By cash/ in cash By debit On the spotBy cheque On your behalf

You can buy an I.M.O. at your local bank branches. The bank can fill in all the necessary forms (1)..., so you don't have to complete long application forms.The most convenient method of payment is (2)...., as you don't have the risk of carrying notes and coins and the bank can simply reduce the amount in your account for you. If you have an account and a cheque book you can pay.. .(3). Both of these methods are better than payment.. .(4), which is inconvenient and risky.If you have an account or cash, the bank can complete all the arrangements.. .(5)..., so there is no delay. You can then post the I.M.O. immediately.

You can buy an I.M.O. at your local bank branch. The bank can fill in all the necessary forms ....(1)..., so you don't have to complete long application forms.The most convenient method of payment is... .(2)...., as you don't have the risk of carry notes and coins and the bank can simply reduce the amount in your account for you. If you have an account and a cheque book you can pay.. .(3). Both of these methods are better than payment.. .(4), which is inconvenient and risky.If you have an account or cash, the bank can complete all the arrangements.. .(5)..., so there is no delay. You can then post the I.M.O. immediately.

1. Insert the correct words and phrases in the appropriate spaces in the text below

Balance Beneficiary Convenient Currency debit Deposit Encash Fill in identification Levy Mail Negotiate Refund Service charge Transaction

International Money Orders are suitable for small transactions (1).. such as subscription, gifts, orders or small import orders. They are usually paid in sterling or US dollars. I f you want to pay a person or a business abroad in any other currency (2)..., ask a bank official for advice.When you fill in (3) ..the request form you write your own name and the names of the Beneficiary (4)…… , you should also state how you wish to pay: in cash, by cheques, or by debit (5)..to your account. You then receive the I.M.O., and you can mail (6)...it direct to the company or relative abroad.

The I.M.O is convenient...(7)...because the bank makes all the arrangements for you and there is no delay. There is a small service charge....(8)..., however. This is also called a commission charge.

Banks which encash.. .(9)...IMOs have signs (called stickers) which they display on outside windows and inside on cashiers' counters. Your beneficiary can obtain cash for his IMO or he can deposit....(10)...it to his account. The beneficiary's bank will levy(11)...a small commission charge, and will ask for suitable identification (12).... if they do not know him personally.Only banks are allowed to negotiate (13)....I.M.O.s. They cannot be used in hotels, shops or airports.

If you lose an I.M.O. You can get immediate refund(14)…. which is limited to £100 or US$250. The balance.(15)....is repaid after a short period.(Page 5) B. CorrespondencesA company supplying a small order, such as a number of books or magazines, may send a letter to a buyer in England asking for payment before the goods are sent. This is necessary because the supplier does not know the buyer personally, or does not do regular business with him.

J.K. Harvey,37 Winchester Str,London, SW34 KR.

2nd March, 2005

Dear Sir,

Thank you for your order (No. CH243) for 300 copies of magazine from our publisher. We enclose the invoice, which gives you details of the cost. Payment must be made before we send the goods. The invoice No. is QS3458.

We would like to suggest that you pay by International Money Order. The amount of money (£137) is small, and the International Money Order is the quickest and cheapest method for both of us. Your bank can help you to complete it, and you can then post it to our address.

We look forward to supplying the magazines as soon as we receive payment.

Yours faithfully,

C.A. Hines

The English buyer can then go to his bank branch and purchase an International Money Order. Then he writes to the supplier.

8m March 2005 Dear Sirs,Thank you very much for your letter of the 2nd March 2005 enclosing your invoice (No. QS3458). I enclose an International Money Order (No.1075881) for £140, which include charge your bank will levy for cashing it, or depositing it to your account.

I trust that this method of payment is convenient. If we place orders in futures, however, I International Money Order may be inadequate, as we hope to buy your magazines in much bigger quantities.

We look forward to receiving the magazines. ........

Yours sincerely,

J.K HarveyV. Exercises1. Write a letter to an English customer who has booked 25 rooms for a group of English tourists.You work for a travel agency. You require a deposit of 150 pounds from Miss Carol Levander for the booking, and you want her to pay by IMO. Explain to her that this is the cheapest and quickest method of payment for her.

Viet Travel Company 12-6 Le Loi Street Ward 10 District 1 HCMC Vietnam 15 September 2010

Miss Levander,37 Winchester Str,London, SW34 KR.

Dear Miss Carol Levander,

Thank you for your booking 25 rooms for a group of English tourists. We enclose the invoice, which gives you details of the cost. Payment must be made before.

We would like to suggest that you pay the deposit by International Money Order. The amount of money (£150) is small, and the International Money Order is the quickest and cheapest method for both of us. Your bank can help you to complete it, and you can then post it to our address.

We look forward to serving you soon.

Yours sincerely,

C.A. Hines

2. The English buyer can then go to his bank branch and purchase an International Money Order. Then he writes to the supplier.3.8m March 2005 Dear Sirs,Thank you very much for your letter of the 2nd March 2005 enclosing your invoice (No. QS3458). I enclose an International Money Order (No.1075881) for £140, which include charge your bank will levy for cashing it, or depositing it to your account.

I trust that this method of payment is convenient. If we place orders in futures, however, I International Money Order may be inadequate, as we hope to buy your magazines in much bigger quantities.

We look forward to receiving the magazines. ........

Yours sincerely,

J.K Harvey

4. Reply to the above letter, enclosing an International Money Order for SUS250.1. An IMO is suitable for the payment of subscriptions.

B. In addition, you can pay small import orders by IMO

What do you know about cheques?