Text 2. Business letters

There are two main types of business letters: Inquiry – letter and Offer- letter. Inquiry is sent when a company wants to get the detailed information about the goods. In such case the buyer gives the description of the goods he required. In the inquiry the buyer asks the seller about delivery terms, dates and discounts, the methods of transportation, information about prices of goods. Besides, the buyer can ask the seller to send him catalogues and samples of goods he interested in. the buyer sends the inquiry to the firm, that deal with the goods he needs.

Inquiry includes the following points:

1. Indication of the source of information about given company and its merchandises;

2. The main point of the question;

3. The brief information about your company;

4. Expression of hope for the future cooperation.

By the repetitive inquiry only the second point is usually included. As the majority of other business letters, inquiry-letter, as a rule is typed at the firm form, where the name of the company (that sent the inquiry), its post address, telephone and fax number are pointed.

In response to the inquiry a firm (the seller) sends the offer-letter. Generally it contains gratitude for the shown interest and usually encloses the price-list and catalogues and terms of Typical contract. Responding to the inquiry, the seller reveals the following items:

1. Reason of writing;

2. Answers the questions of the potential buyer;

3. Additional offers;

4. Expression of hope for the future cooperation.

Answering the questions the seller gives the detailed description of the goods or if possible, encloses their samples or photo- materials. By the definition of the price the possible discounts are taken into account. The questions concerning expenses for packing, transportation costs, terms of delivery and terms of payment are considered separately.

There are two types of offers: free offer and firm offer. A free offer assumes that the buyer has an opportunity to refuse to buy the ordered product by any reasons. In such a case the seller withdraws the offer. A firm offer binds the buyer with obligations. It means that the buyer is obliged to accept the offer and to purchase the goods during the stipulated time.

Active vocabulary:

1. Inquiry-letter- письмо запрос
2. Offer-letter – письмо предложение
3. Description of the goods- описание товара
4. Buyer-покупатель
5. Seller- продавец
6. Delivery dates- сроки доставки
7. Terns -условия
8. Discount - скидка
9. Method of transportation – способ доставки
10. Price - цена
11. Samples of goods –образцы товара
12. To deal with- иметь дело с
13. Indication of the source of information- указание источника информации
14. Expression of hope- выражение надежды на
15. Future cooperation- будущее сотрудничество
16. Repetitive inquiry- повторный запрос
17. Response- ответ
18. Gratitude for the shown interest- благодарность за проявленный интерес
19. To enclose- прилагать
20. To take into account- принимать во внимание
21. Expenses for packing- расходы на упаковку
22. Transportation costs- транспортные расходы
23. Payment-оплата
24. To withdraw the offer- аннулировать предложение
25. To bind smb. with obligations- связать к.-либо обязательствами
26. To be obliged to accept – быть обязанным принять (согласиться)
27. Stipulated time – установленный срок

Task I. Answer the questions:

1. Are there two or three types of letters?

2. When is an inquiry – letter sent?

3. What kind of information does the buyer usually ask in inquiry?

4. What does the buyer ask the seller to send him?

5. What points does an inquiry contain?

6. What points should the repetitive inquiry have?

7. What does an offer –letter include?

8. What points does the seller reveal in offer-letter?

9. What should be taken into account in offer-letter?

10. What kinds of questions are considered separately?

11. What types of offer – letter can be?

12. What is the difference between a firm and free offer?

Task II. Complete the sentences:

1. There are two types of business …….

2. Inquiry is sent when a company wants …..

3. In inquiry the buyer asks the seller about …..

4. Inquiry usually include such points as….

5. The seller reveals the following items ….

6. In free offer the buyer has an opportunity …..

7. A firm offer binds ….

Task III. Explain in English what do these words mean:

1. Delivery dates

2. Brief information

3. To bind with obligation

4. To accept

5. Goods

6. Enclosure

7. To refuse

8. To purchase

Task IV. Match the synonyms among these words:

1. Inquiry 2. Price 3. Discount 4. Transportation 5. Cooperation 6. Cost 7. Expenses 8. Way

9. Delivery 10. Offer 11. Method 12. Requirement 13. Collaboration 14. Outlay 15. Reduction 16. Proposal

Task V. Individual issue.

Imagine that you work in a firm which is busy with the production or buying some goods (think yourself what you want). Write an inquiry – letter and an offer- letter.

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