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Written Speech Patterns Used in Business Language

We thank you for your first letter of the 1 st October - 1

We learn your address from -

We are pleased to learn - ...

We ask to send us

Please, send us ...

We shall be glad if you will send us - , ...

We enclose with the letter -

We are looking forward to your reply -

Please, let us know - ,

We are prepared (to do smth) - ( -)

We wish to inform you We would like to inform you } -

We have to inform you - ( - )

In reply to your letter -

We are pleased to offer you - ...

In reply to your letter of ... - ...

We are sorry we are unable to meet your request ... - , ...

We are most pleased that ... - , ...

We would like to have further details about ... - ...

wish to thank you ... - ...

3. Read and translate the following word-combinations:

International commerce Wording a letter Offending the client
A foreign counterpart Exploring for smth. Claiming the money
To make an impression Searching out the clients To insist on receiving smth.
Polite language A sign of politeness To run off copies
To be ruled by formulas A confirmed factor To skip the formalities

4. Open the brackets using the verbs in the correct forms:

1. Business letters (to be) important in international commerce.

2. Once you (to learn) a standard way of organizing and wording a letter, you (to be) able to write any letter.

3. After the meeting or a business lunch you can (to write) a follow-up letter to a person you (to meet).

4. In a collection letter you (to want) to get your money without offending your client.

5. The memo (to be) a great way of sending letters to staff members, associates, or people you already (to do) business with.

5. Complete the following sentences as in the text:

1 .The main means of communication in business are ... .

2. There are such kinds of business letters as ... .

3. The letter of introduction is a letter of... .

4. The prospecting letter is a letter of ... .It may be also ....

5. After the meeting or a business lunch you can write ....

6. In a collection letter you will want to ... .

7. The short forms of business letters are ... .

8. The memo is a great way of sending letters to ... .

9. We send and receive this mail via ... .

10. An additional benefit of sending emails is ... .

6. Answer the following questions:

1 .What are the main means of communication in business?

2. Why are business letters important in international commerce?

3. What kinds of business letters do you know?

5. What are the main parts of an introduction letter?

6. In what meaning do the businessmen use the word "prospecting"?

7. What kind of letters will you write after the meeting or a business lunch?

8. What kind of letters do you need to write if you want to get your money without offending your client?

9. What short forms of business letters do you know?

10. What is the most widely used form of communication in your country?

IV. Practice Drills:

1. The following is an incomplete follow-up letter. Fill in the blanks with appropriate expressions.

| Dear Mr. Jones:

First let me a)________________for meeting with me last Thursday. I welcomed the

opportunity to meet you and learn about your company.

I hope that we will get together again soon. I will be b)________to set up appointment.

c)_________seeing you again.

d)________________

2. Write a reply to the following letter. Your reply should include the following:

1. Reference to the above letter.

2. Confirmation of your participation.

3. Request for more information about the programme.

4. Apology for not being able to give another presentation (pressure of work)? For preparation).

5. A polite phrase to end the letter.

TECHNOLOGY IN ENGINEERING CONFERENCE

45 Broughton Street, Brighton

J. Higgins

Purchasing Manager

Zacron Engineering

Unit 5

Hempstead Industrial Estate

Hemel Hempstead

25 May 1998

Dear Mr. Higgins,

We have pleasure in inviting you to our annual conference. This year it will be taking place at the Metropole Hotel, Brighton, from 24 to 28 July.

We enclose details of the conference, accommodation arrangements and a provisional programme.

Last year you gave a very interesting presentation on the subject of "Purchasing High Technology". We would be very grateful if you would consider giving us an update on this.

We would appreciate it if you could confirm your participation at your earliest convenience.

Yours sincerely, P. Matthews Conference Organizer

3. Communication quiz. Choose the best method of communication (on the right) for each problem (on the left):

1. You want to talk briefly to someone on the a. hold a meeting
10th floor.  
2. You urgently need to contact a firm abroad. b. write a letter
3. You want to communicate something impor-  
tant to someone in the firm. arrange an appointment with
4. You want to communicate something impor- him/her
tant to everyone in the firm.  
5. You want to call your secretary into your of- d. ring him/her on the telephone
fice.  
6. You want to talk briefly to someone in an- e. ring him/her on his/her extension
other firm.  
7. You want to tell everyone about the office f. telex
party.  
8. You want to uniform someone in another g. circulate it with a distribution list
firm of something.  
9. You want to meet someone in another firm h. write a note
to discuss something important.  
10. Your secretary is out. You want to let him / i. write a memo
her know you've gone home.  
11.You want to tell someone his /her work j. put a notice on the notice board
isn't good enough.  
12.You want to discuss a problem with other k. give him/her an interview
four people.  
13.You urgently need to contact someone in 1. talk to him/her face to face
another town who hasn't got a telephone or  
telex. m. send a telegram
14.You want to let 12 people read an interest-
ing 9-page document. n. use the intercom
15.You want to talk to someone who has ap-  
plied for a job with your company. o. write a memo to all the staff

 

 

UNIT 2.6. BUSINESS DOCUMENTS. CONTRACTS. TYPES OF CONTRACTS. MAIN CLAUSES OF CONTRACTS

(- . . )

: . , . . :

, , ;

, , , , , .

1. Pre-reading stage:

1)What types of contracts do you know?

2) What information do contracts usually contain?

/. Study the following words and word-combinations:

1. contract for the preparation of a detailed project report - '

2. contract for the sending of specialists -

3. contract for rendering technical assistance in the construction of a project - '

4. contract for the supply of complete equipment -

5. contract for the sale of know-how and license - -

6. research and development contract -

7. developmental contract -

8. risk contract -

9. reference number -

10. insurance payments -

11. responsibility of the parties and procedure for setting disputes -

II. While-reading stage:

Read and translate the following text.

CONTRACTS

After the prospective buyer receives the offer, he carefully studies it. Then, very often, he has a few talks or exchanges letters with the prospective seller. After the two parties come to an agreement about terms and conditions of the transactions, they sign a contract.

 

Contract is an agreement between the parties involved that creates a binding obligation. In general, contracts may be either oral or written. Certain classes may be written and signed. These are contracts involving the sale and transfer of real estate, and contracts to guarantee or answer for the miscarriage, debt, or default of another person. A contract forms the basis of a transaction between the Buyers and the Sellers.

There are such types of contracts as:

1. contract for the preparation of a detailed project report

2. contract for the sending of specialists

3. contract for rendering technical assistance in the construction of a project

4. contract for the supply of complete equipment

5. contract for the sale of know-how and license

6. research and development contract

7. developmental contract

8. risk contract.

Some of the items are necessary in any contract: legal title of the contracting parties, subject of the contract, quality, price, delivery and payment terms. As a rule a contract contains a number of clauses, such as:

1. date of the contract

2. place or city

3. reference number

4. names of the buyer and the seller

5. description of the goods

6. price and the total value

7. terms of delivery

8. terms of payment

9. rights and duties of the parties

10. responsibility of the parties and procedure for setting disputes

11. addresses and essential details of the parties, etc.

In order for a contract to be a legally binding agreement, it must contain the following elements:

there must be an offer and an acceptance;

there must be consideration (i.e. something must be offered in exchange for something else);

there must be an intention to create legal relation. Here is an example of an agreement:

 

AGREEMENT
. " " 2001. City of Kherson Date: 2001
- State Committee of Ukraine for Tourism
. " "Fregat", Ukraine, 73020 Kherson, 2
"", , 73000, . , Ushakova Av., represented by Yuri I. Pal-
. , 2 - mash of the Board, further on named as
"Fregat" and
 
And further on named as "Firm" made the
"Գ" - two parties to agree on the following:
:  
1. 1. Subject of agreement
1.1. "Գ" - 1.1. Within 2000 - 2001 "Firm" sends
"" "Fregat" groups of tourists following the
, , - terms stipulated in this agreement.
.  
1.2. "" 1.2. "Fregat" provides the services in ac-
cordance with the field program and
, , against Vouchers issued by "Firm" pro-
, grams are considered to be the inseparable
, , ' part of this agreement, as well as provides
, visa support.
,  
"Գ".  
1.3. "Գ" "" - 1.3. "Firm" sends information fifteen days
, prior to the date of the group arrival to the
' first point of destination.
-  
.  
2. 2. Conditions of providing services
2.1. "Գ" , 3 2.1."Firm" informs by telex or by fax
- "Fregat" about date of arrival, number of
, "" - tourists and other useful information not
- later three days before the arrival of the
- group to the first point.
, -  
.  
2.2. ( 2.2. Every group of tourists (more than
20 ) 20 people) is escorted by the tour leader of
"Գ", "Firm", whose accommodation is at the
"". "Fregat"'s expense.
2.3. "Գ" ' 2.3. "Firm" must provide every tourist
- with medical insurance and general insur-
- ance.
. --------------------------------------------------------------------------

 

 

AGREEMENT
. " " 2001. City of Kherson Date: 2001
- State Committee of Ukraine for Tourism
. " "Fregat", Ukraine, 73020 Kherson, 2
"", , 73000, . , Ushakova Av., represented by Yuri I. Pal-
. , 2 - mash of the Board, further on named as
"Fregat" and
 
And further on named as "Firm" made the
"Գ" - two parties to agree on the following:
:  
1. 1. Subject of agreement
1.1. "Գ" - 1.1. Within 2000 - 2001 "Firm" sends
"" "Fregat" groups of tourists following the
, , - terms stipulated in this agreement.
.  
1.2. "" 1.2. "Fregat" provides the services in ac-
cordance with the field program and
, , against Vouchers issued by "Firm" pro-
, grams are considered to be the inseparable
, , ' part of this agreement, as well as provides
, visa support.
,  
"Գ".  
1.3. "Գ" "" - 1.3. "Firm" sends information fifteen days
, prior to the date of the group arrival to the
' first point of destination.
-  
.  
2. 2. Conditions of providing services
2.1. "Գ" , 3 2.1."Firm" informs by telex or by fax
- "Fregat" about date of arrival, number of
, "" - tourists and other useful information not
- later three days before the arrival of the
- group to the first point.
, -  
.  
2.2. ( 2.2. Every group of tourists (more than
20 ) 20 people) is escorted by the tour leader of
"Գ", "Firm", whose accommodation is at the
"". "Fregat"'s expense.
2.3. "Գ" ' 2.3. "Firm" must provide every tourist
- with medical insurance and general insur-
- ance.
.  

 

2.4. "" ' 2.4. "Fregat" must secure personal security
- of tourists and their property.
.  
2.5. "" ' "Գ- 2.5. "Fregat" must provide "Firm" with
" - indicated services in full amount. In case
. the above services are not provided or
"- were substituted by the lower category
" ' "Գ- ones "Fregat" is obliged to make refund of
" . the cost of non- provided services.
2.6. "Գ" - 2.6. All claims of "Firm" for the quality of
services must be done in a written form
' with compulsory participation of the repre-
"". sentative of "Fregat".
2.7. , 2.7. All claims for non- provided service
or the service of worse quality must be
, "Գ" presented by "Firm" within five days since
, 5 the end of the last service and must be re-
garded by "Fregat" within the term of not
"" more than 10 days since the indicated ser-
, 10 . vice has been provided.
3. 3. Cancellation
3.1. - 3.1.Cancellation is done within the terms
, mentioned in the program. Cancellation
. , being done within the right terms does not
, involve compensation charge.
.  
4. 4. Procedure of payment
4.1. "" 4.1. Payment for the services provided by
"Fregat" is done in accordance with the
, prices mentioned in the appendixes. The
, ' . appendixes are considered to be the in-
ֳ separable part of this agreement. All prices
- are indicated in US dollars and the pay-
- ment is done by transfer of necessary
"" amounts to the account of the "Fregat" in
- accordance with the current legislation of
, . Ukraine.
4.2. - 4.2. For the services provided for groups
"Գ" 100 % - and individuals 100 % of the amount is to
"- be remitted by the "Firm" to the account of
" "Fregat" days prior to the arrival of
. tourists.

 

4.3. - 4.3. In some cases each tourist separately
in USD or DM can make payment for ac-
- commodation and parking in cash in case
( it is allowed by the legislation of the re-
), - ceiving part.
.  
4.4. - 4.4. The part sending the tourists pays
bank charges.
, .  
4.5. - 4.5. In case the prices for the services are
"" "Գ- changed "Fregat" is to inform
" , 10 "Firm" about it within the terms not less
. then ten days before new prices are being
, fixed. In case state price regulations are
changed as agreed by parties in accordance
with the law in force.
.  
4.6. 4.6. After terminations of the service rep-
resentatives of the parties indicate the ser-
3- vice provided and not provided on 3 copies
- of the voucher, they also indicate the num-
, ber of tourists in the group. One copy of
. - the voucher is being returned to "Firm".
"".  
5. ³ 5.Compensation of damages
5.1. "" - 5.1. The tourists of "Firm" compensate
"Գ" - themselves damage caused by them to
, - "Fregat". Both partied sign the correspond-
, - ing statement. In case of tourists' refusal
. - the damage done is compensated by
, - "Firm".
"Գ".  
5.2. , 5.2. Damage caused to the tourists on the
"", "- fault of "Fregat" is compensated by "Fre-
". gat".
5.3. "" 5.3. In case of tourist's death "Fregat"
䳿 takes all the necessary measures and cov-
, - ersall the expenses. The expenses are
- compensated by "Firm".
"Գ".  
5.4. 5.4. The parts do not carry any responsibil-
, - ity for the cases, which happened as a re-
, sult of illegal behavior of tourists as well
, - as for such cases which were caused by the
, transport organizations, luggage, money or

 

4.3. - 4.3. In some cases each tourist separately
in USD or DM can make payment for ac-
- commodation and parking in cash in case
( it is allowed by the legislation of the re-
), - ceiving part.
.  
4.4. - 4.4. The part sending the tourists pays
bank charges.
, .  
4.5. - 4.5. In case the prices for the services are
"" "Գ- changed "Fregat" is to inform
" , 10 "Firm" about it within the terms not less
. then ten days before new prices are being
, fixed. In case state price regulations are
changed as agreed by parties in accordance
with the law in force.
.  
4.6. 4.6. After terminations of the service rep-
resentatives of the parties indicate the ser-
3- vice provided and not provided on 3 copies
- of the voucher, they also indicate the num-
, ber of tourists in the group. One copy of
. - the voucher is being returned to "Firm".
"".  
5. ³ 5.Compensation of damages
5.1. "" - 5.1. The tourists of "Firm" compensate
"Գ" - themselves damage caused by them to
, - "Fregat". Both partied sign the correspond-
, - ing statement. In case of tourists' refusal
. - the damage done is compensated by
, - "Firm".
"Գ".  
5.2. , 5.2. Damage caused to the tourists on the
"", "- fault of "Fregat" is compensated by "Fre-
". gat".
5.3. "" 5.3. In case of tourist's death "Fregat"
䳿 takes all the necessary measures and cov-
, - ersall the expenses. The expenses are
- compensated by "Firm".
"Գ".  
5.4. 5.4. The parts do not carry any responsibil-
, - ity for the cases, which happened as a re-
, sult of illegal behavior of tourists as well
, - as for such cases which were caused by the
, transport organizations, luggage, money or

 

7.6. 7.6. Agreement can be cancelled by one of
- the parts by means of written application
in 30 days prior to the date of cancellation.
.  
7.7. - 7.7. The terms and subject matter in two
copies in Ukrainian and English both hav-
. ing equal legal force.

III. Post-reading stage:

3. Consult a dictionary, read and translate the following words:

a binding obligations terms and conditions
a transfer of real estate to sign a contract
the basis of a transaction a binding obligations
a prospective buyer a transfer of real estate
to come to an agreement the basis of a transaction

4. Answer the following questions:

1. What do the two parties sign after coming to an agreement about terms and conditions of the transactions?

2. What iscontract?

3. What types of contracts do you know?

4. What items are necessary in any contract?

5. What elements should a contract contain to be a legally binding agreement?

5. Sum up what the text says about:

1)the preparatory work before the contract is signed;

2) the usual information the contract specifies;

3) the types of contracts.

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