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 18th
or February 22nd 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
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