Lexico-semantic characteristics of business letter correspondence, Детальна інформація

Export department

The first  thing  to be done before writing such a letter is to examine carefully whether the partners account is  valid or not.  So in the first paragraph we come across phrase "your credit was confirmed by our bank yesterday".  Air shipment for "Swinger" dresses is also mentioned here.

The next paragraph deals with  the  documents  which  are necessary while   importing   goods:  Invoice  packing  lists, certificate of origin, air waybill and insurance policy. As it is the  initial  order  by  MATTHEWS  &  WILSON,  the  GRANT & CLARKSON hopes to encourage them to place further  orders,  so their last phrase sounds very polite.

Example 5

No matter  how  efficient  a  business  firm tries  to be, mistakes will happen.  There might be a misunderstanding about the goods   to  be  supplied;  sometimes  the  consignment  is dispatched too late or delays are caused in transit; defect is discovered when  the equipment is put into operation and so on.

Therefore a letter with the complaint expressed is sent.

MATTHEWS & WILSON

Ladies' Clothing

421 Michigan Avenue

Chicago, III.60602                      November 22, 1996

GRANT &CLARKSON

148 Mortimer Street

London W1C 37D

Gentlemen:

Thank you for your delivery of ‘Swinger’ dresses which were ordered on November 4. However we wish to draw your attention to two matters.

Of the red dresses supplied one lot of 100(size 12) included clothes of a lighter red than the other sizes. Since we deliver a collection of various sizes to each store, it would be obvious to customers that the clothes are dissimilar. In addition the red belt supplied does not match these dresses. We are returning two of these by separate mail, and would ask you to replace the whole lot by 100 dresses size 12 in the correct colour.

As far as your charges for air freight are concerned, we agree to pay the extra costs which you invoiced. However your costs for packing and insurance must have been lower for air cargo, and we request you to take this fact into consideration and to make an adjustment to the invoice amount. Would you please send us a rectified invoice, reduced accordingly.

We look forward to your dealing with these questions without delay.

Very truly yours.

Wilson.

If this   kind   of   letter  is  sent  the  customer  is understandably annoyed,  nevertheless there  is  no  reason  to write an  angry letter of complaint.  In the EXAMPLE 5 there are two complaints:  the first is about the "Swinger"  dresses colour and  the second - about the fact that air freight seems too expensive to MATTHEW & WILSON.

From this  letter  we see that the results are better for the correspondent takes the trouble to explain  his  complaint clearly and proposes ways in which matters can be put right.

Example 6.

Letters that  are  written  in  response to claims may be called adjustments. These letters are among the most difficult to write  as  they  require  under all circumstances patience, tact, and diplomacy.  You will not lose your customer  if  you react at his claim promptly.

GRANT &CLARKSON

148 Mortimer Street

London W1C 37D

MATTHEWS & WILSON

Ladies' Clothing

421 Michigan Avenue