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Commercial correspondence - Versione inglese
  • Commercial correspondence - Versione inglese

Commercial correspondence - Versione inglese

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Corrispondenza commerciale (lingua inglese) - Business correspondence

This handbook responds to the needs not only of students, but also of teachers, businessmen and secretaries because it schematically organizes various phrases that can be adapted to the most common situations and can be quickly and easily employed to build a letter that contains the general features and language dictated by a particular situation.

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With the use – sometimes even the abuse – of the telephone for directly dialled calls, which allow rapidity in making requests and inquiries and in giving answers and confirmations, the letter might seem an old fashioned formality.

Apart from the cases where urgency dictates the use of the telephone, the written word and an authentic signature are often required as formal commitments having the value of a contract. Sometimes a letter makes possible a partly concluded trans­ac­tion, which would not be valid without written confirmation, or it may serve as a reminder to the addressee who must carry out an action; not to mention reasons of clarity, particularly when figures or dates are concerned, where the slightest inaccur­acy may cause serious inconvenience.

The above-mentioned cases, among many others, illustrate how the letter maintains its often irreplaceable value.

Clarity in a letter is fundamental: if instructrions are given, they must be exact, so as not to lead to any doubt; if an action is requested, its limits have to be clearly specified, so that the action corresponds to the request; if replies or information are provided, they must be complete, to avoid a letter of request being followed by a second or even a third one.

This handbook responds to the needs not only of students, but also of teachers, businessmen and secretaries because it schematically organizes various phrases that can be adapted to the most common situations and can be quickly and easily employed to build a letter that contains the general features and language dictated by a particular situation.

THE USEFULNESS OF A LETTER    

GENERAL RULES FOR THE DRAFTING OF A LETTER

DRAWING UP A LETTER

CONTENT OF THE LETTER

INITIAL PARAGRAPH

– Beginning of correspondence

– Reference to previous correspondence or meetings

– Letter accompanying enclosures

CENTRAL PARAGRAPHS

– Exchange of correspondence between companies

– Request for information, samples, catalogues, etc.

– Request for quotations and terms of payment

– Offer of products and sending of price lists, catalogues, terms, etc.

a – Spontaneous offer

b – Offer in response to a request

– Placing an order

–Change or cancellation of an order

–Receipt of order: acknowledgement of the supplier

a – Supplier’s confirmation of order

b – Supplier’s refusal of order

– Dispatch of order

– Confirmation of receipt of goods and cash settlement

– Acknowledgement of payment

– Request for payment: first request

– Request for payment: second or third request

– Errors and adjustments

a – From the buyer to the supplier

b – From the supplier to the buyer

– Complaints

a – Non-delivery or delay

b – Faulty goods, wrong delivery, bad workmanship, etc.           

– Offer of service or co-operation

– Reply to the offer of service or co-operation

a – Favourable reply

b – Evasive or negative reply

– Banking

– Confidential information about a client

a – Request for information

b – Reply

– Current accounts: opening, signatures

– Overdrafts and loans

a – From the bank to the client

b – From the client to his bank

– The drawer stops the payment of a cheque; notification of loss of a cheque-book or a credit card

– Transfer of funds, standing orders: request, variations or suspension

– Investments

– Opening of credit

a – Request from the importer to his bank           

b – Confirmation from the bank to the importer

– Documentary credits: drafts and bills of exchange

a – From the exporter to his bank

b – From the bank to the exporter

c – From the importer to his bank

– Employer-employee relationships

– Application for a position

– Curriculum vitae

– Reply to a job application

a – Favourable reply

b – Evasive or negative reply

– Information about people

a – Request

b – Reply

– Information about companies

a – Request

b – Reply

– Recruitment

– Promotion, assignment to a different job, transfer

– Resignation

– Disciplinary reprimands and warnings

– Dismissal

– References and testimonials

– General communications

– Starting an activity, opening a new office, etc.

– Change of address

– Study: schools, universities, further education

– Preliminary inquiries on courses and lodging.

Requests for conditions, prospectuses, etc.

– Forwarding of information, programmes, etc.

– Letter of introduction of a student

– Transportation of goods

– Terms and quotations

a – Request to the forwarding agent

b – Reply from the forwarding agent

– Entrusting a consignment to the forwarding agent

– Confirmation of a shipment

a – From the forwarding agent to the supplier

b – From the supplier to the customer

– Complaints

– Travel: business and tourism

– Flight reservations

a – Request

b – Confirmation

– Hotel reservations

a – Request

b – Confirmation or negative reply

2/7.3 Holiday organization

a – Request for a programme

b – Reply

- Conference organization

a – Request for a programme

b – Reply

– Incentive tour organization

a – Request for a programme

b – Reply

– Advertising and the press

– Advertising campaign

– Exhibitions and trade fairs

a – From the fair organizers to the exhibitor        

b – From the exhibitor to the fair organizers

– Subscriptions, renewals, cancellations, requests for publications

– Insurance

      Information and quotations

       a – From the prospective client to the insurer

b – From the insurer to the prospective client

– Contracts: expiry, renewal or cancellation

a – From the client to the insurer

b – From the insurer to the client

– Report to the insurance company for damages to a third party

– Compensation for damages

a – From the client to the insurer

b – From the insurer to the client

FINAL PARAGRAPH

– Thanks

– Awaiting news

– Future availability

APPENDIX

– Quotations

– Terms of payment

– Methods of payment

0181-S1A4S
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