Unit 4

A2.

Dear Steven

I was very grad to hear about your

recent appointment. I know how

hard you have worked and you certainly

deserve it. It is a great pity.

I’m going to the states for two

weeks but I’m shortly going on holiday when i

get back, I’ll give u a sting Meanwhile all the very best.

Your very sincerely,

Paula

B2. Collection letters.

Here are some extracts taken from standard letters sent out to different

days from the agreed date of payment.

When you have read all the following extracts carefully, decide which you would sent to

a. a customer who has been valuable to you in the past, but for some

reason has settled his account.

(value)

b. a customer who is a very slow payer, but who has always paid eventually.

(regular)

c. a costumer whom your feel is a bad risk.

(bad risk)

Extract 1.

You have not replied to our letters of January 18^th

or February 22^nd and we have been instructed by

our account department to insist on immediate

payment of this overdue account.

An amicable settlement is preferable to us, but

no hesitation will be shown should formal

proceedings become necessary.

Your cheque should be sent to this office at the

above address by return.

B3 Extracts From collection letters at different stages

Extract 1

When you have read this excract, answer the questions.

1.     You failure to clear this account has forced us

to recommend to our client that they take futher

action now.

2.     A cheque sent to my attention within. 48 hours can

halt proceedings.

3.     Make your remittance payable to gunn & shawcross

and send to the address  above.

i.  what are the strong emotive word in this letter?

ii. at what stage would you send this leatter?

After letter 1,2, or 3 in B2?

After letter exctract 1

iii.would youcontinue to do business with this customer in the future?

Perhaps not it would.

Excract 2

Now compare the extract you have just read with this expamle. This is a letter from an  accounts department.

We have been advised that no payment has been

Received for invoice 1098/8 for £156.05.

We are sure this must have escaped your

Attention and we must ask you to settle the

Account by return.

i.      how strong does this letter feel to you?

ii.     at what stage do you think it was sent?

After letter 1,2 or 3 in B2?

iii.    what was the relationship between the writer and the recipient?

Was the recipient a regular customer, a valued customer or a bad security risk?

iv     what could , a valued customer or a bad security risk?

iv     what could you change in the last sentence to:

a. make it softer?

b. make it sharper?

Use formulae fro letters 1,2 or 3 in B2.

Exctract 3

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

In view of your persistent default your credit

Fasilities are hereby withdrawn.

We futher notify you that if the overdue sum

Of £277.00 is not received within ten days

Of the date of this letter the local county

Court will issue a summons against you for

The recovery of the above amount plus such

Costs as are involed.

i.      at what stage was this letter sent?

After letter 1,2 or 3 in B2?

ii.     re- white this letter making it possible to countinue business with this customer.

Use formulae from letter 1,2 or 3 in B2.

C2   Pressing for payment.

Answer:

1. touch

2. settled

3. to date

4. originally

5. specially

6. reason

7. breakdown

8. arrange

9. in full

10. despite

11. understanding

C3   asking for an extension of credit

Any of the following words and phrases are acceptable, but there is a subtle difference between the alternatives given.

1. (c) is the most tactful and converys a greater degree of understanding.

(a) are aware or

(b) understand

(c) fully appreciate

Answer: a & c

2. (a) does not convery much determination. (b) is stronger and more formal. (c) indicates sincerity and willingness, but without a definite commitment.

(a) try

(b) endeavour

(c) make every effort

Answer: b

3. (a) is not definite enough in this context. (b) shows much firmer intention.

(a) suggest

(b) propose

Answer: b

4. (a) is very demanding and blunt (b) and (c) are not as tactful as (d)

(a) want

(b) need

(c) require

(d) would like

Answer: b

5. (a) and (b) are not as formal as (c).

(a) sorted out

(b) settled

(c) resolved

Answer: c

6. (a) does not indicate if the contract was obtained. (b) and (c) show that the contract is finalized.

(a) negotiated

(b) secured

(c) signed

Answer: a

7. (a) shows the most positive attitude.

(a) are confident

(b) hope

(c) expect

Answer: a

8. (a) and (b) are warm and friendly. (c) is more formal.

(a) help

(b) understanding

(c) assistance

Answer: c

ii. use the credit controller’s letter as a guide to write four similar letters in the situations below. You are being pressed for payment. Explain why you are having difficulties, and make an alternativesuggestion.

The reason why you cannot pay:

1. sales not up to forecast- prospects bright

2. imported machinery delayed

3. fire help up production- in curred losses

4. debtors are slows to pay you

Suggest:

Post dated cheques

Return goods?

Bill of exchange third party guarantee

Payment by instalments within 6 mounths plus interest

Popularity: 1% [?]