Professional Documents
Culture Documents
Sincerely,
Name in full:
THIS PART IS USED FOR CD 3
3.1 Listen to the message and fill in each blank of the following notes with missing information.
Submit a check __request__today.
Have accounting __cut__a check for $15,000.
Make the check __payable__to ARad.
He wants check __postdated__with Fridays date.
Request that the funds be __transferred_from savings.
Verify information before __forwarding_it to AdRad.
Check __exceeds__ $10,000.
Write memo on check and __in the books__
Give current __balances__of both accounts.
Hell be back on _Tuesday__.
SCRIPT
Good morning, Dianna.
Id like you to submit a check request today.
And have the accounting cut a check for $15,000 payable to AdRad. I want the check postdated with
Fridays date.
Request that the funds be transferred from savings to accounts payable. Please verify all information
about the check before forwarding it to AdRad. See whether the check exceeds $10,000. Remember
that it will require 2 signatures.
Write memo on check and in the books increasing the Spokesperson campaign.
Please also ask the accountant to give me the current balances of both the checking and savings
accounts.
Betz, Ill be back on Tuesday. See you then.
3.2 Read the following statement and answer the questions below
CENTRAL COMERCIAL BANK
10 MONEY Street
Chicago, Illinois 46182
STATEMENT
Statement for
International Toys Checking Account 00-00000-000A
40 Childrens Way Tax ID Number: 00-0000000
Divertido, CA 90210
CHECK SEQUENCED
1056 1057 *1061
*Indicates gap in the sequence
DATE DESCRIPTION AMOUNT
3/15 Opening balance $154,352.23
3/16 1056 $ 15,233.12
3/17 1057 $ 8,320.45
3/19 Deposit $ 10,293.54
4/01 1061 $ 1,221.03
4/02 Deposit $ 5,803.86
4/02 Automated withdrawal
Payroll Account $ 21,533.00
4/12 Deposit $ 9,893.54
4/14 Interest earned $ 503.97
4/14 BALANCE
THIS STATEMENT $134,539.54
QUESTIONS
1) Whose bank account does this statement refer to?
(A) It refers to the checking account of International Toys (B) The statement is for Central
Commerce Banks savings account
(C) Its the checking account of Divertido Toys, Inc.
2) How much money was in the account on March 15th?
(A) $154,353.23 (B) $46,307.60 (C) $21,533.00
3) When was check number 1056 processed by the bank?
(A) on March 16th (B) on April 1st (C) on the 17th of March
4) Which check cleared the bank on March 17th?
(A) check number 1057 (B) number 1056 (C) check 1061
5) What does the amount $503.97 represent?
(A) This represents the interest earned. (B) It stands for the total deposits. (C) It shows the closing
balance.
1
Where are Dean and Cindy meeting?
Cindy and Dean are meeting in Cindy's office.
They're in the Hoi Polloi office.
They're meeting at a bank.
1
How does Tiffany want to pay for the wire transfer?
She's using a letter of credit from her other bank.
She wants to withdraw the money from her account.
She's going to write a check for it.
4
Why hasn't she filled in the amount on hex withdrawal slip?
She doesn't know how to fill in the amount.
She needs to find out how much the fee is so she can include it.
She hasn't decided how much money she wants to send.
4
What is the name of hex friend's bank in Spain?
It's the Maria Jesus Aragon bank.
We don't know because she doesnt say it
She's not suie but she thinks it's called Banco de
Tauste.
5
What does the woman in Spain have to do in order to pick up her money?
The woman has to present a letter of credit and pay a fee
She must wait for the bank to notify her.
She has to identify herself at the bank and pay a fee.
5
How much is the fee for sending this wire transfer?
It comes to $500 plus tax.
The fee is $542
It is $42
TIFFANY: Good morning. They told me at the front desk to see you about wire transfer. Id like to
send $500 to Spain.
DEAN: Do you have an account with us?
TIFFANY: Yes, I do.
DEAN: Are you paying by check, or would you like us to withdraw it from your account?
TIFFANY: Please withdraw it from my account. I have the withdrawal slip right here.
DEAN: You havent filled in the amount.
TIFFANY: I want to include the fee in the withdrawal, but I didnt know how much it would be.
DEAN: OK, we can fill that in momentarily. Where do you want to send it?
TIFFANY: Tauste. Its a small town near Zaragona.
DEAN: And what is the name and address of the bank to which youd like to send the money?
TIFFANY: Ive written it all down here on this piece of paper.
DEAN: I see. And who is the recipient?
TIFFANY: Maria Jesus Aragon.
DEAN: Could you spell that, please?
TIFFANY: Ive written that down as well. Right here.
DEAN: I see.
TIFFANY: I need to get the money there as soon as possible.
DEAN: Once we send it, your friend should be able to pick it up within the hour, assuming the bank
is open.
TIFFANY: The bank is closed by now. But shell be able to pick it up first thing in the morning?
DEAN: Yes. Please fill out this form and sign it at the bottom.
TIFFANY: What does she need to do to pick up the money?
DEAN: Shell have to identify herself to the satisfaction of the local bank.
TIFFANY: That wont be a problem. Its a small town. They know her.
DEAN: It used to be that way here, too, but this towns grown so I hardly know any of the customers
anymore.
TIFFANY: Here you are. I hope she remembers that Im sending it. What happens if she doesnt pick
it up?
DEAN: Theyll hold the money until she comes in. If she doesnt come in within a couple of days, I
imagine theyll notify her that its there.
TIFFANY: Good. I called and told her it was coming, but sometimes she forgets.
DEAN: With the fee, that comes to $542.
TIFFANY: Here you are. Will my friend have to pay anything?
DEAN: The local bank will charge something for the service, although I dont know exactly how
much.
TIFFANY: It wont be a lot, will it?
DEAN: No, I dont think so. Heres your receipt. The money will be there when your friend goes to
the bank in the morning.
TIFFANY: Good. Thank you for your help. Good-bye.
DEAN: Good-bye. Have a nice day.
10) What does the woman in Spain have to do in order to pick up her money?
11) How much is the fee for sending this wire transfer?
At the request of George Elder, importer of toy products for International Toys, and for the account
of same, we hereby issue in your favor our Irrevocable Letter of Credit for a sum not to exceed a
total of US $118,000, available by your draft(s) drawn at sight from our bank and accompanied by
the following documents:
1) British Customs invoice (original and two copies)
2) Certificate of Origin stating that the customs invoice covers Toy Products.
This Letter of Credit must accompany all draft(s) and documents. When presenting your draft(s)
and documents, please mention the reference number shown above.
This Letter of Credit is subject to the International Chamber of Commerce Uniform Customs and
Practice for Documentary Credits (UCP) in effect on the date this Letter of Credit is issued.
Charles Spears
CEO,
Central Commerce Bank.
QUESTIONS
1. What type of letter is this?
(A) Its an invoice. (B) This is an order for toys. (C) Its a letter of credit.
2. Why would you ask for an irrevocable letter of credit?
(A) I would be able to change it myself if I needed to.
(B) An irrevocable letter is safer because it cannot be changed.
(C) My customer would be able to change the terms of the letter.
7. Who will receive the money indicated in this letter?
(A) Hoi Polloi Toy Company
(B) George Elder of International Toys
(C) the International Chamber of Commerce
8. From whose account will the money be taken?
(A) from the account of International Toys at Central Commerce Bank
(B) from Hoi Pollois account at Central Commerce Bank
(C) from the account of Charles Spears at Central Commerce Bank
5. What documents would you need to bring with you to get the money for this letter?
(A) a British Customs Invoice and a Certificate of Origin
(B) an International Chamber of Commerce document and a credit card
(C) a bank statement from Hoi Polloi Toy Company and George Elder's business card
6. What amount of money can the bank pay, according to this letter?
(A) exactly $118,000 (B) more than $118,000 (C) $118,000 or less.
7. Who is Charles Spears?
(A) He owns Hoi Polloi Toy Company.
(B) Mr. Spears is the CEO of Central Commerce Bank.
(C) Hes an imp orter of toy products.
8. If you took this letter to the bank today, when could you get your money?
(A) right away, becaus e it says "drawn at sight"
(B) after 5 days, because it says, "in effect on the date"
(C) on May 10th, because this is the date of the letter
9. What is the reference number of this letter of credit?
(A) The referenc e number is $118,000.
(B) It's 94410
(C) It's number 10-4450010-TOY.
10. In which of the following situations is a letter of credit most likely to be used?
(A) when a company buys goods from another company
(B) when one needs to charge business dinner at a restaurant
(C) when one needs cash but the ATM machine is broken
3.7 DISPUTE A FEE
At the request of George Elder, importer of toy products for International Toys, and for the account
of same, we hereby issue in your favor our Irrevocable Letter of Credit for a sum not to exceed a
total of U.S. $118,000, available by your draft(s) drawn at sight from our bank and accompanied by
the following documents:
1. British Customs invoice (original and two copies)
2. Certificate of Origin stating that the customs invoice covers "Toy Products."
This Letter of Credit must accompany all drafts) and documents. When presenting your draft(s) and
documents, please mention the reference number shown above.
This Letter of Credit is subject to the International Chamber of Commerce Uniform Customs and
Practice for Documentary Credits in effect on the date this Letter of Credit is issued.
Charles Spears
5)When you leave a phone message, what is a good way to end it?
Give your phone number and say good-bye.
You should say, "Thank you for c ailing."
Say, "This is ..." and give your name.
20-00-28
BARCLAY BANK International Money Order
Issued by BARCLAY BANK LIMITED HIGH STREET CLAXTON Date: ..
Pay :
To the order of (CEO of the Bank).
Amount
NOT EXCEEDING FIVE HUNDRED POUNDS STERLING
Sender XYZ COMPANY LIMITED
Negotiate through the world at the current rate for demand drafts.
To: Barclay Bank Limited 33 Old Broad Street, London, EC2P M8 England
For
Barclays Bank International Limited
473726 20 00 28 782390009
-account (n.): A continuous arrangement with a bank for keeping money, receiving cheques, and
posting statements.
- balance. The difference between payments and receipts in a bank statement; how much a depositor
has (or does not have) in his account.
-beneficiary. The person named on an International Money Order, and other documents, who must be
paid the sum written on the document.
- commission charge. A sum of money charged by a bank for handling cheques, International Money
Orders, travellers cheques and so on
-counter. The place in a bank, shop, etc. where business is transacted
cover (v.) Here, to include
debit (v.) To reduce; a sum of money is deducted (debited) from a bank account
encash: To hand cash over the counter for travellers cheques, etc.
exchange control: The method and organisation for controlling the amount of a country's currency which
can be sent, or taken abroad funds Sums of money; a supply or source of money
identification: A means of showing, or proving who you are (e.g. a passport) invoice (n.) A document
which gives a statement of a business transaction
involving the sale of goods; it includes the quantity, the description, the price, the total price, discounts
levy (v.) To charge prevailing. Here, the present or most common rate of exchange The amount of
another currency that a unit of your own currency will buy.
Refund To repay money subscription Money paid for membership of a club or trade union, or purchase
of magazines, newspapers, etc. transaction A piece of business completed; a business deal
A QUICK AND INEXPENSIVE WAY TO SEND MONEY ABROAD: International Money Order
If you want to send money abroad (in amounts up to 500 or U.S. $1,000), ask for a Barclays
International Money Order.
For a small service charge you can obtain one from most branches of the Barclays Group and mail it
direct abroad to pay accounts or subscriptions or to send a cash gift to a relative or friend.
Barclays International Money Orders are simple to buy, convenient to use, and are accepted by major
banks throughout the world. Easily refunded or replaced if lost.
Please ask at the counter for full details.
Are there any restrictions governing the transfer of funds to another country?
Exchange Control Regulations must be satisfied and the bank will advise you on this.
Is there any limit to the number of I.M.O.s which may be sold to one person?
Provided the purchaser complies with Exchange Control regulations, there is not limit to the number
of I.M.O.s which may be bought.
Will the beneficiary receive the full value of the I.M.O. when it is encashed or deposited to an
account?
Banks will generally negotiate the I.M.O. at the prevailing rate of exchange for that day and will
usually levy a small commission charge to cover their expenses.
C. LANGUAGE PRACTICE
1. You can give extra information by using these words or phrases:
in addition as well as this
furthermore *also
* Note that 'also' comes between the auxiliary and the main verb: 'We can also pay for small import
orders by I.M.O.'
A You can use an I.M.O. for sending cash to relatives in other countries. B In addition, you can pay
for small import orders by I.M.O.
Make sentences similar to B for the following:
1) A An I.M.O. is suitable for the payment of subscriptions.
B ........;......................................................................................
2) A An I.M.O. is convenient because you can pay for it by cash.
B ...............................................................................................
3) A If you lose an I.M.O., you can get an immediate refund of 100 or U.S.$250.
B...............................................................................................
4) A An I.M.O. is suitable for paving small import orders.
B ..............................................................................................
5) A An I.M.O. is convenient because there is no delay.
B..............................................................................................
6) A . You have to pay a small commission charge to buy I.M.O.s in your own bank.
B .....................
D. VOCABULARY
1. Insert the correct words and phrases in the appropriate spaces in the passage below.
balance deposit mail beneficiary encash negotiate
convenient fill in refund currency identification
service charge debit levy transactions
International Money Orders are suitable for small
transactions
, such as subscriptions, gifts, mail orders or
small import orders. They are usually paid in sterling
or US dollars. If you want to pay a person or a business
abroad in any other currency, ask a bank official for advice.
When you fill in the request form you write your own
name and the name of the beneficiary . You should also
state how you wish to pay: in cash, by cheque, or by
debit
to your account. You then receive the I.M.O., and
you can mail it direct to the company or relative
abroad.
The I.M.O. is convenient because the bank makes all the
arrangements for you and there is no delay. There is a
small charge, however. This is also called a commission
charge.
Banks which negotiate I.M.O.s have signs (called stickers)
which they display on outside windows and inside on
cashiers' counters. Your beneficiary can obtain cash for his
I.M.O. or he can deposit it to his account. The beneficiary's
bank will levy a small commission charge, and will ask for
suitable identification if they do not know him personally.
Only banks are allowed to encash I.M.O.s. They cannot be used in
hotels, shops or airports.
If you lose an I.M.O. you can get an immediate refund, which is
limited to 100 or US$250. The balance is repaid after a short period.
There are two main types of bank account in the UK: current accounts and deposit accounts. A current account allows you
to use a cheque book, but your money doesn't earn interest. There are bank charges for current accounts, but if your
account remains in credit you need to pay no charges at all. You must keep a certain amount in credit in your current
account to avoid charges. This amount changes from time to time.
(page 12) A deposit account earns interest, but it doesn't allow you to use a cheque book. The rate of interest fluctuates
(in one year it dropped from 11% to 3%, for example). You can withdraw money from a deposit account by giving notice to
a bank. This notice is usually seven days.
A current account (also called a cheque account) is a convenient and safe method of handling money. Your salary can go
straight into your current account, and these days more and more people are paid by direct credit instead of in cash.
Direct credit means that your employer, or anyone else who wishes to pay you money, can pay the money straight out of
their account into yours. Cheques, postal orders and money orders (including International Money Orders) can be paid
direct to your account also.
You can pay your bills by cheque in shops, hotels, airports, restaurants and most other places (but not in taxis, for
example). You can pay regular bills by direct debit from your account. These regular bills include insurance premiums,
rent, rates and hire purchase instalments. These regular bills must be for sums of money where the amount remains the
same every month during a certain period.
You can tell your bank, for example, to 'pay Monarch Insurance Co. 10 per month on the 21st of every month from now
till further notice'. The bank will pay this for you automatically, by banker's order (also called standing order) or direct debit.
You don't have to remember every month; you don't have to post the cheque to Monarch Insurance Co.; you don't have to
travel to their office.
With a current account you have the advantage of a cheque book service, which means that you don't
have the risk of carrying large amounts of cash with you. You also know where your money goes and
where it comes from because you get a regular statement from your bank, showing debit and credit
entries (or payments and receipts respectively), and the balance. Nowadays banks in the UK do not
return your cheques with each statement, so it is advisable to keep a record of transactions on the
counterfoil or stub.
DIFFERENT TYPES OF CHEQUES
WHAT IS A CHEQUE?
In very simple terms, a cheque is an order signed by a customer, addressed to his or her bank, to pay the amount
indicated to the person or company named.
OPEN CHEQUES
This is an open cheque:
(page 13)
J.R. LAWSON
A customer has completed it (and the counterfoil for record purposes) so that he can withdraw 10 in cash from his account.
This again, is an open cheque, but one which a customer has completed and given to someone he wishes to pay:
J.R. LAWSON
Whenever you send cheques by post, always ensure that they are crossed (if your bill states 'cross the cheque -
Account Payee Only' or something similar, write the required words between the two lines).
The cheques which we provide, and which have the crossing already printed on them, look like this:
6) You can pay your electricity bill by standing order. TRUE FALSE
7) It is advisable to keep a record of your payments on the counterfoil of your cheque book. TRUE
FALSE
8) A statement from your bank tells you the balance, but not how much you have received or paid.
TRUE FALSE
9) The drawer in the cheque on page 13 is P.G Weaver. TRUE FALSE 10) The payee in the
cheque on page 13 is J.R. Lawson. TRUE FALSE
B. LANGUAGE PRACTICE
1. Note the use of 'to have something done':
T have my suit cleaned by Presto Laundry.'
means 'Presto Laundry cleans my suit for me. I don't do it. I ask them to do it for me.'
Do the same for these. Begin each sentence with T.
1) I don't pay my insurance premiums every month. The bank does it for me. I ask them to do it.
2) I don't repair the typewriter. The technician does it for me. I ask him to do it.
3) I don't photocopy the application forms. Someone else does it for me. I ask him to do it.
4) I don't pay my rent directly. The bank does it for me by direct debit. I ask them to do it.
5) I don't renew my passport. A government department does it for me. I ask them to do it.
6) I don't debit my account for regular payments by standing order. The bank does it for me at my
request.
7) I don't deliver heavy goods to customers. A transport company does it for me. I ask them to do
this.
2. Write a letter to a customer asking him to pay a bill for a magazine subscription.
You want him to pay by cheque to the magazine's account. Give the address of the bank, the name of the payee, and the
name and address of the bank branch.
3. Write a letter to a representative
requesting information on how to pay a sum of 115 which your firm owes him for his expenses as a representative. Your
firm thinks it best to pay by cheque direct to his account in London. Suggest this to him, but include alternatives as well.
24
(page 22) Eurocheque / Travellers Cheques
3 Eurocheque / Travellers cheques
bill (USA) A bank note (e.g. a dollar bill) bill (UK) A debt, an invoice
cashcard A small plastic card with a code number, which can be put into machine
called a dispenser, which then gives out the required amount of cash cashier A bank official who gives out
cash for cheques, etc.
countersignature The act of handwriting a signature in the presence of a bank cashier
denomination Here, the value of the units of a currency or travellers cheques which are issued dispenser The
machine which supplies cash to cashcard holders duty-tree Goods which can be imported without the payment
of any duty (import tax)
endorse To sign on the back (of a cheque, etc.)
security A form of guarantee required by a bank that a borrower has something of value, such as a life
assurance policy, which can be used to repay a loan or overdraft in an emergency
signature A person's normal way of handwriting his name
specimen (n.) An example (e.g. of a signature)
A cheque guarantee card is a small plastic card with the name of the bank printed on it, a specimen of the user's
signature, the number of the card, and the expiry date (e.g. 05/79 means the card cannot be used after the end of May
1979). It is also used to draw cash from branches of a bank where the holder is unknown, and it is used as a guarantee for
cheques made out to shops, garages, restaurants and other places.
A credit card is often used by those who have a cheque account and whose credit is good. It can be used directly to pay
bills at airports, hotels, restaurants, shops, garages and any other place which displays the credit card sign. The account
is with the credit or organisation, such as Barclaycard, Access, and American Express. Credit cards can also be used as a
cheque guarantee, mainly as identification. You can pay bills or draw cash up to 50 for any one transaction, but the limit
is 30 in the Eurocheque system in banks in European countries.
Many cheque guarantee and credit cards have the distinctive red and blue Eurocheque sign. This means that holders of
these cards can use their cheque books with the credit card to draw cash from banks which participate in the Eurocheque
system throughout Europe. British holders make out the cheque in sterling, present their cheque book and credit card, and
their passport as well, to the bank cashier. They receive foreign currency at the current rate of exchange, and there is a
small commission charge.
25
(page 23) ENGLISH FOR THE OFFICE
The cashcard is used with a 24-hour cash dispensing service, with dispensers, in many central sites. They can be used to
obtain cash at any time, day or night.
A. COMPREHENSION SECTION I
Tick (V) the correct responses.
1) A cheque guarantee card is used to draw cash from the holder's branch. TRUE FALSE
2) A credit card can be used as a cheque guarantee card. TRUE FALSE
3) Cheque guarantee cards and credit cards are used when cheques are made payable to 'cash' in branches where the
holder is unknown. TRUE FALSE
4) The holder writes his name and address on a cheque guarantee and credit card. TRUE FALSE
5) The Eurocharge system allows holders to draw cash in banks throughout Europe if they have cheques or credit cards
displaying the red and blue Eurocheque sign. TRUE FALSE
6) The Eurocheque card is the only means of identification needed in overseas banks. TRUE FALSE
7) The Eurocheque card can be used as payment in large hotels, restaurants and garages. TRUE FALSE
8) The maximum for one transaction using the Eurocheque card is 100. TRUE FALSE
9) You receive foreign currency in overseas banks when you use your Eurocheque card, and there is no commission
charge. TRUE FALSE
10) A cashcard (ATM card) can be used every day of the week between the hours of 9 a.m. and 6 p.m. TRUE FALSE
Barclays Travellers Cheques are encashable at banks world-wide for their equivalent in local currency. They are available
in denominations of U.S. $10, $20, $50, $100 and $250 and Sterling 5, 10, 20, 50 and 100.
Immediate refunds
Barclays Travellers Cheques cannot be cashed without your personal on-the-spot countersignature. Even if they are
stolen or accidentally lost, your money is still safe.
A special feature is that every purchaser of Barclays Travellers Cheques is provided with a booklet listing some 8,000
points around the world where refunds are obtainable. All these points are authorised to make an immediate refund for
limited amounts. Any balance remaining may be speedily settled after a few necessary formalities.
A person who has a 1 current account with a bank can obtain cash in other countries in various ways. The most common
method is the purchase of travellers cheques. He can also use his Eurocheque card as identification to 2 draw his
cheques. Or he can 3check on his account in his own country, which means that the cashier will have to telephone, cable
or telex his branch for confirmation. He will have to 4endorse the cheque, that is, write his signature on the back. Most of
the major banks in Europe 5.participate in the Eurocheque scheme.
When cashiers handle travellers cheques, they must 6 guarantee that the countersignature is the same as the
signature. The holder must then produce his passport as identification.
When the formalities are completed, the cashier can issue banknotes and coins to the customer, using the current 7.rate of
exchange to calculate how much to issue. Travellers cheques have the advantages of convenience and safety. They can
be issued in 8.denominations of $10, $25, $50, $130 and $250, 9. subject to exchange control regulations. They must pay
a small10. commission, or service charge as it is called in the USA.
A person who has a 1.........account with a bank can obtain cash in other countries in various ways. The most common
method is the purchase of travellers cheques. He can also use his Eurocheque card as identification to 2.........his cheques.
Or he can 3.........on his account in his own country, which means that the cashier will have to telephone, cable or telex his
branch for confirmation. He will have to 4.. the cheque, that is, write his signature on the back. Most of the major
banks in Europe 5.........in the Eurocheque scheme.
When cashiers handle travellers cheques, they must 6......... that the countersignature is the same as the signature.
The holder must then produce his passport as identification.
When the formalities are completed, the cashier can issue banknotes and coins to the customer, using the current7.........to
calculate how much to issue. Travellers cheques have the advantages of convenience and safety. They can be issued in
8
......... of $10, $25, $50, $130 and $250, 9......... exchange control regulations. They must pay a small10........., or service
charge as it is called in the USA.
The Eurocheque scheme is very convenient for travellers. It helps Eurocheque card holders by giving them an opportunity
to cash cheques in thirty-five European countries. This means that you can use your cheque book all over Europe,
although you will need some cash 1.........in other countries to pay for taxis and other small charges.
You can cash 2.........30 if you have a Barclaycard, for example, although there is a higher limit of 50 if you use it in the
UK. Most banks in Europe ask you for additional identification 3.........a passport. You must sign the cheque 4.........the
cashier, who will then look at your Eurocheque card and your cheque to see if the signatures are the same. The cashier
will calculate the amount of cash to give you at the current rate of exchange, and give you the cash in the denominations
you ask for. This convenient5.........service saves a lot of time.
28
(page 29) ENGLISH FOR THE OFFICE
E. EXERCISES
1. Write a letter to a friend in England who wants to visit you on holiday.
She wants to know what the best way is of getting cash while she is abroad. Advise her in the letter.
6 October 2010
Dear Carol,
Im very happy when receiving your letter in which you say you will visit me in the near future. I think its the first time
youll come to Vietnam so I want to give you some tips.
Perhaps the most common method of carrying-money is by using travellers cheques. You will find it safe and
convenient. They are safe because of the two signatures needed. When you buy them, you in the top left-hand corner,
where it says 'signature'. When you change them for cash in another country, you sign again in the presence of the
cashier (you 'cash' or 'encash' them). This time you sign where it says 'countersignature' (bottom left), You also fill in the
date of encashment (top right-hand corner). The cashier should inspect the travellers cheque to see if the signature and
countersignature correspond.
They are safe for another reason, also. You can get a refund if you lose them.
They are convenient because you can use them almost anywhere. You don't need to go to a bank to cash them (although
many people do this). They are acceptable as payment in restaurants, hotels, airlines, shops and so on.
I hope that you will enjoy the trip.
Look forward to seeing you then.
Cordially, Affectionately, With love
Dear Sirs
In accordance with instructions received from The Downtown Bank & Trust Co. we hereby issue in your favour a
Documentary Credit for 4,108
(say) four thousand, one hundred and eight pounds sterling available by your drafts drawn on us at sight for the 100% c.i.f.
invoice value, accompanied by the following documents:
1. Signed Invoice in triplicate.
2. Full set of clean Combined Transport Bills of Lading made out to order and blank endorsed, marked 'Freight Paid' and
'Notify Woldal Ltd., New Road, Kowloon, Hongkong'.
3. Insurance Policy or Certificate in duplicate, covering Marine and War Risks up to buyer's warehouse, for invoice value
of the goods plus 10%.
30
(page 31) ENGLISH FOR THE OFFICE
Covering the following points: 400 Electric Power Drills
To be shipped from: London to: Hong Kong c.i.f.
not later than 10th August 19..
Partshipment not permitted Transshipment permitted
The credit is available for presentation to us until 31st August 19..
Documents to be presented within 21 days of shipment but within credit validity.
Drafts drawn hereunder must be marked "Drawn under Barclays Bank PLC 1 Union Court London branch.
Credit number UTDC 65432
We undertake that drafts and documents drawn under and in strict conformity with the terms of this credit will
be honoured upon presentation.
Yours faithfully,
Co-signed (signature No. 9847) Signed (Signature No. 10247)
abbreviations
d/s days after sight L/C Letter of Credit B/E Bill of Exchange B/L Bill of Lading
c.i.f. Costs, insurance, freight. The exporter pays the cost of insurance and
freight to the port of discharge, f.o.b. The importer pays the cost of insurance and freight to the port of
discharge. The exporter pays only to the port of loading, c&f The exporter pays all costs to the port of
discharge, but the importer pays for the insurance.
against The use of the word against is specific in business. It means that something will be done if and only
if, a person does or provides something, e.g. 'We shall accept travellers cheques only if 'you provide some
form of identification, for example, a passport.'
against acceptance A company or person delivers shipping documents to a bank only //they accept his Bill of
Lading.
against credit Using this credit as a security, as a guarantee of payment
against documents A bank issues credit or accepts a Bill of Exchange only if a company delivers the shipping
documents against identification Something will be done only if a person shows proof of who he is.
30
(page 32) Letters of Credit / Bank Transfers
Against payment Agent (correspondent) Banker's Transfer
Bill of Exchange (Draft) cancel carry out
discount freight discount with a Bill of Exchange
retail price surrender irrevocable
valid retail
1) Against payment: Goods are delivered only when payment is made first
2) Agent (correspondent): Here, a bank or company which acts for you in a foreign country
3) Banker's Transfer : A movement or transfer of money from one bank account to another
4) Bill of Exchange (Draft) : A document which gives an order, from a company or individual to another company, individual
or bank, to pay a sum of money (printed on the Bill) either immediately (a 'sight' draft) or on a fixed future date.
5) cancel (v.) To stop; to reverse (an order or a Letter of Credit)
6) carry out (v.) To follow; to obey
7) discount (n.) (a) A reduction in price to encourage debtors to pay quickly, or in cash (cash discounts) (b) A reduction in
price for purchases of large quantities of goods, often offered by a wholesaler to a retailer
8) discount with a Bill of Exchange: to buy it for a sum less than its face value (e.g. the value printed on it). This sum
depends on the rate of discount and the length of time the Bill has to go before maturity.
9) freight (n.) The charge for transporting goods by road, rail, sea and air
10) irrevocable: Which cannot be cancelled
11) retail: The stage in distribution where shops, supermarkets, etc. sell to consumers.
12) retail price: The price of a good in a shop stocks (n.) Goods kept in reserve in a store.
13) surrender (v.): To give; to deliver
14) valid (adj.): Legally right or adequate
IMPORTER
instructs sends copies of
the shipping
documents
BANK
IMPORTING COUNTRY
issues the Letter of Credit
BANK
ALTERNATIVES
EXPORTING
COUNTRY
sends the shipping documents confirms the Letter of Credit
EXPORTER
Dear Sirs,
We refer to our letter of enquiry dated the 5th October. We have received your invoice (No. 0368851) and we now wish to
place an initial order for 1,500 tapes (Type EM127DN). The order No. is 7361. We have instructed our bank, the General
Commercial Bank of Venezuela, to open an irrevocable documentary Letter of Credit in your favour. The amount is for
4,275. This credit will be confirmed soon by our bank's correspondents in London. You are authorised to draw a 60 days'
bill on us against this credit for the amount of your invoice. Your draft must be accompanied by a complete set of shipping
documents, consisting of:
Our bank's agents in London will accept your 60 d/s draft on them for the amount of your invoice and also the cost of
freight and insurance as agreed. Your bill will therefore be at 60 d/s for full invoice c.i.f. The credit is valid until the 12th
February.
Yours faithfully.
1
Also: 'on board' (see unit on Bills of Lading)
33
(page 36) Letters of Credit / Bank Transfers
The sellers reply to the letter from ARVA.
20th November, 19..
Dear Sirs,
We thank you for your letter of 14th November 19...
We are pleased to receive your order, and we can confirm that we have adequate stocks of type EM127DN in our
warehouse, and that delivery dates can be met.
Payment by irrevocable Letter of Credit is convenient for us, and we shall draw a 60 d/s bill on your agent bank in London.
On receiving acceptance of our bill, we shall pack the tapes, and consult our agents in London about shipment.
We look forward to hearing from you. Any request for further assistance or information will receive immediate attention.
Yours faithfully,
HxacC
B.T. Greenwood
SALES DEPARTMENY
C. LANGUAGE PRACTICE
1. Notice the impersonal language, using passive forms of the verb, used in official documents.
This credit will be confirmed by our bank's agents.
You are authorised to draw a 60 days' bill on us.
Your draft must be accompanied by the shipping documents.
When someone you don't know does something you can say: Someone cleans the room every day.
But it is more common to say this in an impersonal, passive way: The room is cleaned even day. Or, instead of
saying:
The immigration officer stamps passports at the point of entry. You can say: Passports are stamped at the point
of entry.
33
(page 37) ENGLISH FOR THE OFFICE
Change these sentences into the passive.
1) Banks issue Letters of Credit for international payments.
2) Large department stores and hotels accept travellers cheques.
3) You must type replies to orders.
4) Some firms printed copies of the report.
5) Banks pay interest on deposit accounts.
6) Many firms use agents in foreign countries.
7) They buy and sell goods every day in the market.
8) It is common to give guarantees for expensive technological equipment.
9) Many people often criticize import restrictions. 10) Someone checks the accounts every week.
Put the verbs in the brackets info the correct passive form.
A bank is instructed by its clients when Letters of Credit is issued......... (issue). Details of time, place and currency are
included......... (include). Normally the currency of the exporter's country is used.........(use) for payment.
Details of insurance and freight are agreed........(agree) between importer and exporter. The Letter of Credit is
confirmed......... (confirm) when the agent bank in the exporter's country agrees to pay the amount which is stated.........
(state) on the Letter of Credit.
The exporter's Bill of Exchange is submitted ......... (submit) against the credit, and this draft is accepted......... (accept) by
the agent bank. In this way credit 'is given......... (give) to the importers, and the exporter's draft is discounted.........
(discount) for cash if necessary.
A bank is instructed......... (instruct) by its clients when Letters of Credit is issued......... (issue). Details of time, place and
currency is included......... (include). Normally the currency of the exporter's country.........(use) for payment.
Details of insurance and freight.........(agree) between importer and exporter. The Letter of Credit ......... (confirm) when the
agent bank in the exporter's country agrees to pay the amount which.........(state) on the Letter of Credit.
The exporter's Bill of Exchange......... (submit) against the credit, and this draft......... (accept) by the agent bank. In this
way credit '......... (give) to the importers, and the exporter's draft.........(discount) for cash if necessary.
2. Phrasal verbs (that is, a verb followed by a preposition).
In the passive, the preposition must be included. For example, to "put off means to delay or postpone. To "fill
in" means to complete a form or document. Example:
You can't depend on the telephone system. The telephone system can't be depended on.
Change these sentences into the passive
1) You must apply for a Letter of Credit
2) They must fill in all sections of the form.
3) The company ran up huge debts.
4) The secretary showed me around.
5) Customs officials held up the consignment of cassettes.
6) You must comply with exchange control regulations.
7) Someone turned down his request.
34
(page 38) Letters of Credit / Bank Transfers
8) You must take out an insurance policy.
9) Suppliers must carry out instructions. 10) You'll have to put off the meeting.
3. Note how you use the passive in the future
This credit will be confirmed soon by our agents in London. Use this form to write what will be done for these:
Example:
Someone is posting the letter. They will do it soon. The letter will be posted soon.
1) Someone is tying a reply. They will finish it soon.
A reply..................................................................................
2) They are issuing a Letter of Credit. They will issue it soon.
A Letter of Credit.....................................................................
3) They want a copy of the invoice. We will send one soon.
A copy of the invoice.................................................................
4) The bank wants the shipping documents. We will send them soon.
The shipping documents.............................................................
5) The goods are still in the port. Our agents will despatch them soon.
The goods..............................................................................
6) The goods are ready. Our Despatch Department will soon send them to you. The
goods..............................................................................
7) We shall write a letter and post it to you soon.
A letter..................................................................................
8) We agree to accept your draft. Our agent will accept it.
Your draft..............................................................................
9) The error on the invoice is our fault. Someone will correct it.
The error on the invoice..............................................................
10) Someone must confirm the credit. Our agent will do it.
The credit..............................................................................
D. VOCABULARY
I. Insert the correct words in the appropriate spaces in the passage below.
abbreviation confirmed finance agent credit
irrevocable Bill of Exchange document issue
cancel documentary payment carry out draw valid
34
(page 39) ENGLISH FOR THE OFFICE
A Letter of Credit is a very important document in international trade. It is safe and convenient for the seller, who is sure to
receive payment It is also helpful to the buyer, because the seller must carry out his instructions.
The buyer asks his bank to issue the Letter of Credit. The bank writes to its agent or correspondent bank in the seller's country.
The Letter of Credit will ask the seller to hand the Bill of Lading, copies of the Commercial Invoice, and the Insurance
Certificate to the agent bank. A Letter of Credit which demands this is called a documentary Letter of Credit.
In addition, the seller will ask for an irrevocable Letter of Credit, which means that the buyer cannot change his mind and
cancel
the credit
When the agent bank accepts responsibility for the credit, the Letter of Credit is confirmed. The bank will usually accept a
Bill of Exchange, or draft, from the seller. This document will allow the buyer 30, 60, or 90 days before he must pay the
seller. The usual abbreviation for the period (the number of days) is d/s.
In this way the Letter of Credit can be a form of credit for the buyer, and a safe method of obtaining payment for the seller,
who can draw on the credit in the agent bank. The seller should always present the draft while the credit is valid, however.
If he doesn't do this, the credit may be unavailable, or out of date.
For these and many other reasons, the Letter of Credit is an essential document in international finance.
A Letter of Credit is a very important 1......... in international trade. It is safe and convenient for the seller, who is sure to
receive 2......... It is also helpful to the buyer, because the seller must .........his instructions.
The buyer asks his bank to 4......... the Letter at Credit. The bank writes to its 5.........or correspondent bank in the seller's
country. The Letter of Credit will ask the seller to hand the Bill of Lading, copies of the Commercial Invoice, and the
Insurance Certificate to the agent bank. A Letter of Credit which demands this is called a 6.........Letter of Credit.
In addition, the seller will ask for an 7.........Letter of Credit, which means that the buyer cannot change his mind and
8
.........the credit
When the agent bank accepts responsibility for the credit, the Letter of Credit is 9......... The bank will usually accept
a ........., or draft, from the seller. This document will allow the buyer 30, 60, or 90 days before he must pay the seller. The
usual 11......... for the period (the number of days) is d/s.
In this way the Letter of Credit can be a form of 12.........for the buyer, and a safe method of obtaining payment for the
seller, who can 13......... on the credit in the agent bank. The seller should always present the draft while the credit is
14
........., however. If he doesn't do this, the credit may be unavailable, or out of date.
For these and many other reasons, the Letter of Credit is an essential document in international 15.........
2. Notice the particular use of idiomatic expressions beginning with the preposition against This usage
is found normally in business, especially in hanking.
against acceptance We shall send the documents against acceptance, (only if you
accept a Bill of Exchange) against (this) credit You can draw on us against this credit. (The credit our bank
issued will be a security) against documents We shall accept your craft against documents. (We shall accept
your draft only if you surrender the documents) against identification Banks will cash International Money
Orders for you against identification, (only if you provide identification, e.g. a passport) against payment We
shall send the documents against payment, (only if you pay
immediately)
The use of against here means that it is a security. A bank or a customer will do something only if another
person guarantees something.
Insert the correct phrases in the appropriate spaces below.
1) Banks give you cash for travellers cheques and International Money Orders.........
If you don't have your passport, it will not be possible to get the cash.
35
(page 40) Letters of Credit / Bank Transfers
2) Sometimes with a new customer, suppliers will deliver goods only.........They do
not know if the customer's credit is good, and so they demand payment (e.g. a Letter of Credit) before they
send the goods.
3) Suppliers can present a Bill of Exchange to the agent bank. The buyer's bank issues
a Letter of Credit, and the Bill of Exchange is presented ......... The Bill of
Exchange is certain to be accepted and paid in this case.
4) Banks demand the Bill of Lading, the Invoice and the Certificate of Insurance before they issue some
Letters of Credit. In other words,' they issue Letters of Credit only..........
5) If suppliers are uncertain about the credit arrangements, they demand that the bank in their own country
accepts responsibility for the credit before they surrender the documents to the bank. They surrender the
documents..........
E. EXERCISES
1. Write a letter informing your suppliers that your bank has opened a Letter of Credit for them.
The Letter of Credit is to cover a consignment of 250 men's jackets. The order No. is 57381. Your bank is the General
Commercial Bank. The amount is for 8,000. Your agent bank is The Merchant Bank in London. They will confirm the
credit, but they demand the shipping documents. They will accept a draft for 90 d/s.
2. Write a letter to your bank instructing them to open the credit described in 1.
3. Write a letter informing an English supplier that your bank has opened a Letter of Credit for them.
Choose suitable consignment, bank, agent, and Bill of Exchange conditions.
4. Reply to an English buyer who has informed you that his bank has opened an irrevocable documentary Letter
of Credit in your favour.
The following details are printed on the letter:
Amount: US $6,400
In favour of: A.J.R. Peres,
Rua Laguari 327,
04137 Sao Paulo,
Brazil
30th October 19.. 60 d/s for full invoice f.o.b. US dollars on London 5 copies Commercial invoice Certificate of insurance 2
copies clean shipped Bills of Lading Sao Paulo to Liverpool Order No. 82713 - Typewriters
Valid until:
Bills of Exchange:
Currency:
Documents:
Shipment from: Shipment:
Special instructions: Part-shipment not allowed
36 FWW Flying without wing
(page 41)
Unit 5: Invoices
Commercial / Export Invoice: An invoice used in international trade, which includes details of freight and insurance
Consular Invoice: An export invoice which must be inspected and stamped by an official of the consulate of the importing
country
duty (n.) (as in customs duty) a tax
Pro-Forma Invoice: An invoice (see Unit 10) which is sent out for information or for payment before delivery. It does not
accompany goods, quarterly (adv., adj.) every three months quotation (n.) A detailed statement of costs record (v.) To note,
to write, in a diary, account, etc.
record (n.) A continuous, detailed list of transactions, meetings etc. noted in a book during a period time
sample (n.) An example, or a piece, of a product, which is sent or given for inspection
wholesale (n.) The intermediate stage in distribution between the producer and the retailer (see "retail' Unit 13)
To Customer
Sales Department
Invoice
(4 copies)
Port of Discharge
Felixtowe
Marks and Numbers: Number and Kind of Packages: Descripticn of Goods UU LS-433
Gross Weight (Kg)
Cube (M)
Specification of Commodities Sensor Switches Type A 6B
Quantity 35 gross
Amount (State Currency)
TOTAL
It is hereby certified that this invoice shows the actual price of the goods described,
that no other invoice has been or will be issued and that all particulars are true and
correct.
Name of Signatory Ms Sanchez
Place and time of Issue
Signature
A. COMPREHENSION
Tick (V) the correct responses.
1) An invoice is a bill, that is, a demand for payment. TRUE FALSE
2) A Pro Forma Invoice is a quotation of prices and costs which usually must be paid before the goods are
despatched. TRUE FALSE
3) One of the columns on an invoice must give a description of the goods. TRUE FALSE
4) A Commercial Invoice is used only in inland (or domestics) trade. TRUE FALSE
5) A credit note is issued by the buyer to the seller if the seller charges too much on the invoice. TRUE
FALSE
6) A Consular Invoice is stamped by an official from the exporting country. TRUE FALSE
7) A buyer who orders on a regular basis can have an open account with the supplier and need not pay every
invoice when it arrives. TRUE FALSE
8) The Commercial Invoice is one of the shipping documents necessary for international finance. TRUE
FALSE
9) The Despatch Department doesn't need to have a copy of the invoice. TRUE FALSE
10) Discounts should be included on an invoice. TRUE FALSE
B. CORRESPONDENCE
A letter from the seller to the buyer enclosing a Pro-Forma Invoice
8th November, 19..
Dear Sirs,
We thank you for your enquiry dated 5th November.
We enclose a Pro-Forma Invoice as requested. This covers the cost of 1,500 cassette tapes (Type EM127DN), the
discount, and freight and insurance costs to Caracas. The invoice number is 0368851.
Please inform us if the details are acceptable to you when you place your order, and when you arrange credit through your
bank. We can then draw up the Export Invoice, and this must be accurate, as it forms the basis for the Bill of Lading.
We look forward to receiving your order, and we shall submit the complete set of shipping documents when arrangements
are completed.
Yours faithfully,
38
The reply to this letter would be the letter from Venezuela opening a Letter of Credit. However, a short
letter of reply (an acknowledgment) is usually sent before this.
12th November, 19..
Dear Sirs,
Thank you for your letter of the 8th November, in which you enclosed a Pro-Forma Invoice (No. 0368851).
The price, discount, freight and insurance costs are acceptable to us and we have contacted our bank, who will issue a
Letter of Credit in your favour for the amount of the invoice. They will notify you within a week.
In the meantime, we shall send you a letter within the next few days advising you of the details of the credit and other
arrangements for payment.
Yours faithfully,
Other letters accompanying invoices: 1. The invoice as a statement, when the buyer has an open
account with the seller.
2nd April, 19..
Dear Sirs
We enclose a statement for the quarterly invoices up to the end of March 19... Any payment sent by you which has not
reached us will form a credit entry for the next quarter. The balance is 447.70.
The standard VA per cent discount will be deducted if payment is made before the end of this month.
Please check the entries and if you cannot pay 447.70 in settlement of this account, kindly carry forward the balance to
the next quarterly account.
Yours faithfully,
39
A reply
12th April, 19..
Dear Sirs,
Thank you for your statement sent to us on 2nd April, 19... We enclose a money order for 447.70 in settlement of our
account with you.
Kindly adjust the next quarterly statement to include a credit entry covering the 1V* per cent discount.
Yours faithfully,
A Reply
2nd August, 19..
Dear Sirs,
Thank you very much for your letter of the 22nd July, in which you queried the price we stated on the invoice for S4 folding
chairs.
We regret the inconvenience and apologise for the error.
We quoted you the price for our larger type S14 chairs on the invoice.
We have checked this against our copy of the invoice in the Accounts Department.
We enclose a credit note for the difference in price, and we shall credit the amount to the next quarterly statement.
Yours faithfully,
C. LANGUAGE PRACTICE
1. Notice how you express agreement to a suggestion or offer:
We are willing to receive payment quarterly.
We are willing to offer you a 7/4 % discount for orders over 15,000. Use the same phrases to express
agreement to the following:
1) You want us to send the goods by air. We agree.
2) You want us to offer you free samples. We agree.
3) You want us to pay monthly. We agree.
4) You want us to despatch the goods from Southampton. We agree.
5) You want us to arrange open account terms. We agree.
6) You want us to post statements quarterly. We agree.
7) You want us to deduct cash discounts from your present statement of account. We agree.
8) You want us to make arrangements for a Letter of Credit. We agree.
9) You want us to accept your suggestion. We agree.
10) You want us to recommend your products to our customers. We agree.
2. Notice how you express acceptance of terms:
Payment by quarterly instalments is acceptable to us. Say that you accept the following terms:
1) A discount of 1 Vi % for payment of invoices by cash
2) Payment by cheque
3) Shipment from Liverpool to Marseilles
4) Annual statements
40
5) A credit note for 87.50 to correct errors on the invoice
6) Your Letter of Credit
7) Your suggestions for separate invoicing
8) Your request for delivery of samples on approval
9) Payment by International Money Order
10) Your recommendations for improved invoicing
3. Notice the use of the words in italics:
We shall send you a letter advising you of the credit. Thank you for your letter, enclosing a Pro-Forma
Invoice.
The word ending in '-nig' is the present participle. Look at these two sentences: 'We shall send you a letter. It
will advise you of the credit.' These sentences can be joined by using the present participle of'advise'. 'We shall
send you a letter advising you of the credit.'
Join these sentences in the same way.
1) Thank you for your letter. It told us about the new discounts.
2) We shall send you an invoice. It wilt include the freight costs.
3) Thank you for your letter. It requested information about our new range of office desks.
4) Thank you for your letter of the 24th July. It confirmed your shipping arrangements for our order No. 7273.
5) We sent you a letter on the 2nd July. It asked you to forward a Pro-Forma Invoice.
6) We shall send you a Pro-Forma Invoice, it will inform you of the details of prices and discounts.
7) We shall send you a statement. It will describe all the credit and debit entries carefully.
8) Thank you for your letter. It gave details of your new price reductions.
9) Please send a catalogue. It wilt include details of your new model. 10) Please send a letter. It will include
an invoice.
D. VOCABULARY
1/. Insert the correct words in the appropriate spaces.
balance commercial quarterly
basis consular quotation
bill debit retains
clear duty statement
column open submit
An invoice is a bill, that is, a demand for payment. It can also be a statement, a regular notice of a buyer's account with a
seller. The statement invoice is for buyers who have an open account with sellers, and is often sent monthly or quarterly.
In a statement each invoice is a debit entry, and each payment by the buyer is a credit. There is a separate column in an
invoice for the quantity of goods despatched, the description of the goods, the price per unit, and the total value. In the
statement there is one each for debit and credit entries, and for the balance.
A Pro-Forma Invoice is like an ordinary invoice, except that it is sent to the buyer for information before he buys, or for
payment before the seller despatches the goods. If the Pro-Forma Invoice is for information, it is a form of quotation, a
description of price and costs to help the buyer to decide.
An invoice which is used in international trade and includes the cost of freight and insurance is called a Commercial or Export
Invoice. This is one of the shipping documents and is very important for banks, customs, and shipping.
An invoice which is signed by the seller and an official from the importing country's embassy or consulate is called a consular
Invoice. This invoice is very often used for customs authorities in the importing countries to make sure that the customs
duty is paid. It is also used to help clear a consignment through customs, to avoid a lengthy inspection and a long delay.
When the invoice is made out, a copy is sent to the Packing and Despatch Departments, and the Accounts Department
retains
a copy. They fill in the columns for price and total value.
These details must be accurate, as the invoice is the basis for the Bill of Lading, and the exporter must submit these two
documents, the Export Invoice and the Bill of Lading to a bank for payment.
An invoice is a ........., that is, a demand for payment. It can also be a ........., a regular notice of a buyer's account with a
seller. The statement invoice is for buyers who have an 3......... account with sellers, and is often sent monthly or 4......... In
a statement each invoice is a 5......... entry, and each payment by the buyer is a credit. There is a separate 6.........in an
invoice for the quantity of goods despatched, the description of the goods, the price per unit, and the total value. In the
statement there is one each for debit and credit entries, and for the 7.........
A Pro-Forma Invoice is like an ordinal y invoice, except that it is sent to the buyer for information before he buys, or for
payment before the seller despatches the goods. If the Pro-Forma Invoice is for information, it is a form of 8........., a
description of price and costs to help the buyer to decide.
An invoice which is used in international trade and includes the cost of freight and insurance is called a 9......... or Export
Invoice. This is one of the shipping documents and is very important for banks, customs, and shipping.
An invoice which is signed by the seller and an official from the importing country's embassy or consulate is called a
10
......... Invoice. This invoice is very often used for customs authorities in the importing countries to make sure that the
customs "......... is paid. It is also used to help 2......... a consignment through customs, to avoid a lengthy inspection and a
long delay. When the invoice is made out, a copy is sent to the Packing and Despatch Departments, and the Accounts
Department 13......... a copy. They fill in the columns for price and total value.
These details must be accurate, as the invoice is the 14.........for the Bill of Lading, and the exporter must l5......... these two
documents, the Export Invoice and the Bill of Lading to a bank for payment.
2. Note the words and phrases used to express how often or how regularly something occurs.
annually (once a year) daily (once a day) every day / week / three weeks etc. fortnightly (once every two
weeks) half yearly (every six months) monthly (once a month) quarterly (four times a year) regularly (often,
but not an exact period) once / twice / three times a day / week etc.
Insert the correct word or phrase in following sentences.
Many people ask for.........bank statements; tlicy receive twelve every year.
The agent works in the city centre, but he travels to the port.........It isn't
necessary to go every day of the week. If you pay.........you only have four payments each year.
1)
2)
3)
41
(page 50) Invoices
4) Most newspapers are published.........
5) Companies in the UK publish their financial statements..........
6) You are often advised to take medicine.........by doctors.
7) Our representative visits Liverpool.........; the other two weeks of the month are
spent in the South East.
8) 'How often do you use the telephone?'
'.........I need to telephone people often in my work.'
9) Because of the increased postal charges, send the statement..........We only need
to pay twice instead of twelve times if you do.
10) You should make remittances..........If you don't, there will be high increased
charges.
3. Note the phrases used in this unit:
in settlement of Thank you for your money order for 275 in settlement of invoice
No. 723. (paying for) in stock We have copies of the book in stock, (ready for sale or despatch) In the
meantime Our bank will send you a Letter of Credit. In the meantime we
shall send you a letter advising you of the details of the credit, (while we are
waiting)
on approval We often send samples of the material on approval, (for inspection before you buy)
within a week / few days / months We shall post the invoice within the next few days / weeks / months,
(before the end of a certain period)
Insert the correct phrases in the letter below.
Dear Sirs,
Thank you for your letter of the 24th April, enclosing an International Money Order 1.........your account with
us.
We have many models of type G/l38 2......... at the moment, and we can send you one model 3......... for a few
weeks. There will be no charge for this. We shall send the model by air 4..........
5
.........we shall credit the money order to your account, and we shall send the monthly statement invoice at the
usual date.
Yours faithfully,
41
(page 51) ENGLISH FOR THE OFFICE
E. EXERCISES
1) Write a letter enclosing a Pro-Forma Invoice to an English buyer. The buyer wants to order 200 electric
cookers, each costing 165. There is discount of IVzVo for orders over 20,000. The buyer wants to know the
cost of freight and insurance.
2) Write a letter accompanying a quarterly invoice which is made out in the form of statement. The buyer has
paid 275 since your last correspondence. Inform him of the latest entries in his statement, the balance which
must.be paid, and the cash discount it he pays within a certain period.
3) Reply to a customer who has written to you to point out an error on the last invoice he sent. Each item was
charged correctly, but the total was wrong. The item (an office chair) cost 14,80 and the quantity was 50, but
the total was 780. The customer wants an adjustment to this. Write a letter in reply, and inform the buyer that
you are sending a credit note to him.
42
captain of ship
Importing country
Exporter Bank
Importing country
Importer Bank
Importer Bank
The Bill of Lading (its abbreviation is B/L) is an essential document in international trade and shipment. It is
important in law, in finance, and in insurance.
It is important in law because it is the legal title to ownership of the goods. If an importer holds the Bill of
Lading, he can lake possession of the goods printed on it. The consignee (the buyer or importer) can get his
goods only when he presents the Bill of Lading to the shipping company when the ship arrives.
It is important in finance because the Bill of Lading is usually handed to the bank, together with the Export
Invoice and the Certificate of Insurance, before the bank will issue credit or accept a Bill of Exchange. The
consignor (the seller or exporter) sometimes demands payment before he hands the Bill of Lading to the buyer
or his bank.
It is important in insurance because the Bill of Lading states whether the goods have been inspected on board
ship by the Captain (or Master) of the ship. This is important in deciding who is responsible or liable for any
damage to the cargo.
42
(page 53) ENGLISH FOR THE OFFICE
The Bill of Lading is a receipt signed by the captain of the ship for the cargo he has received on board. This is
called a 'shipped' Bill of Lading (also called a 'shipped on board '' Bill of Lading). This Bill of Lading states
that the captain has inspected the goods after loading, and gives the following details:
The name of the shipper The name of the ship The consignee (or 'to order') The port of loading The port of
discharge The marks and numbers
The quantity
The type of packing
The description of the goods
The weight
The measurement
Banks usually require 'shipped' Bills of Lading for credit transactions.
A 'clean' Bill of Lading means that the shipowners agree that the goods were received on board in good
condition. If the goods are not in good order and condition, the Bills of Lading are described as 'dirty',
'unclean', or 'foul'.
Some Bills of Lading are also called 'claused', because the shipowners sometimes add an extra clause to show
that the goods were, for example, badly or inadequately packed. This may be important for the insurance
surveyor.
A Bill of Lading is a negotiable document. An importer can endorse the Bill of Lading and sell the goods in
this way, even before they arrive. An importer can endorse a Bill of Lading by signing across the back. In this
way, ownership of the goods can be transferred to another buyer simply by handing the endorse Bill of Lading
to him. A Bill of Lading can state that the goods must be delivered to a certain person or company, or it may
state 'to order'. (This phrase is also primed on cheques and Bills of Exchange.) A Letter of Credit may demand
that the Bill of Lading should be made out 'to order' and endorsed 'in blank'. This means that the sellers place
no restrictions on the right to transfer ownership.
Many shipowners print their own Bills of Lading, and not all look alike. The master of the vessel signs the Bill
of Lading and the shipowners retain a copy. The other copies are sent to the exporter (or seller). He will then
send a copy to the bank either for payment or for acceptance of a Bill of Exchange. If there is a regular trade
between seller or buyer, the seller will draw on the buyer's credit, and send copies of the Bill of Lading by
separate mails >o make sure he receives at least one. The buyer can then present the Bill of Lading to the
shipping company at the port of discharge, and can take delivery of the goods. The suppliers in the
correspondence in Unit 4, Whiteleaf Ltd., arrange for the shipment of 1,500 cassette tapes. Companies often
do this through forwarding agents (see Unit on packing, despatch and forwarding). When these arrangements
are completed, they receive the Bill of Lading from the captain of the ship which transports the goods. There
are usually three or four copies. One of the copies is kept by the shipping company, and the other copies are
sent to the exporter.
In the USA, 'on deck' is often used instead of'on board'.
43
(page 54) Bills of Lading / Air Waybills
A. COMPREHENSION
SECTION I
Tick (S) the correct responses.
1) A Bill of Lading gives the person named on it the right to possess the goods described on it. TRUE
FALSE
2) The consignee's name is usually printed on the Bill of Lading. TRUE FALSE
3) If the Bill of Lading is made out 'to order' it means that ownership of the goods cannot be transferred to
another person. TRUE FALSE
4) The Bill of Lading is signed at the bottom by the exporter. TRUE FALSE
5) A shipped Bill of Lading is one which is signed by the captain of the ship after he inspects the goods on
board ship. TRUE FALSE
6) The marks and numbers of the containers or crates must be printed on the Bill of Lading. TRUE FALSE
7) You endorse a Bill of Lading by signing it, and you can then transfer ownership of the goods to someone
else. TRUE FALSE
8) The Bill of Lading is one of the shipping documents which must be presented to a bank when payment is
arranged. TRUE FALSE
9) Copies of the Bill of Lading are sent to the exporter and the customs only. TRUE FALSE
10) In insurance, it is important to know if the Bill of Lading is 'clean' or not. TRUE FALSE
The Air Waybill
The Air Waybill, or Air Consignment Note, is a document supplied by the airline (the 'carrier') to the
consignors. The consignor fills in this document in triplicate (i.e. three copies), and one of these copies must
be sent with the goods. They are marked:
a 'For the carrier'
b 'For the consignee'
c 'For the consignor'
a is signed by the consignor for the carrier (e.g. British Airways, Alitalia,
etc.). It is kept by the carrier for customs purposes, b is signed by the carrier, as well as the consignor, and is
sent with the goods
to the consignee, c is signed by the carrier and sent back to the consignor.
The consignor must include details similar to those on a Bill of Lading:
1. The name and address of the consignee
2. The name and address of the consignor
3. The place of departure and the destination
44
(page 55) ENGLISH FOR THE OFFICE
4. The number of packages, their marks and numbers, method of packing, quantity, dimensions and weight
5. The value for customs purposes and for carriage
6. The value declared by the consignor for insurance purposes
7. The documents attached
8. The route and agreed stopping places
9. The charges for freight: if the payment is C.O.D. (cash on delivery), the charge for collection
10. The signature and date
The carrier may sometimes be required to certify that the contents of the consignment are in proper condition
for carriage by air according to the IATA (International Air Transport Authority) Restricted Articles
Regulations. They must describe the apparent condition of the goods and the packing (similar to the Bill of
Lading).
The carrier must write:
1. The name of the carrier or carriers accepting the consignment
2. The freight and expenses agreed to be paid by the consignor
3. The agreed route and stopping places
The international convention which slates the rules relating to the liability of carriers is the Warsaw
Convention.
An important difference between the Bill of Lading and the Air Waybill is that the Bill of Lading is a
negotiable document, the Air Waybill is not.
B. COMPREHENSION
SECTION II
Tick (the correct responses.
1) The consignee is the person who receives the goods. TRUE FALSE
2) All three copies of the Air Waybill must be send with the goods. TRUE FALSE
3) The value of the goods must be declared on the Air Waybill. TRUE FALSE
4) The airline must write the stopping places of the aircraft on the Air Waybill. TRUE FALSE
5) The Air Waybill is negotiable. TRUE FALSE
C. CORRESPONDENCE
The exporter sends Bills of Lading to the importer, usually by airmail on separate days to make sure that at
least one copy reaches him or his agent. When the importer receives the Bill of Lading from the exporter (or
the exporter's bank) he can accept delivery of the goods from the ship when it arrives.
44
(page 56) Bills of Lading / Air Waybills
The Letter enclosing the Bill of Lading
3 rd December, 19...
Dear Sirs,
Your Order No. 7361
The above-mentioned order has been shipped from the Port of London to Caracas on board the vessel M/V AURORA,
which left today, and is scheduled to arrive in Caracas on the 18th December, 19..
We enclose a copy of the Bill of Lading for this consignment. We shall send another copy by airmail tomorrow. This is our
usual procedure.
Please inform us of the safe arrival of the Bills of Lading as soon as they arrive.
Yours faithfully,
A reply to this letter from ARVA.
45
(page 57) D.
LANGUAGE PRACTICE
Notice /tow you express a purpose with the phrase so that.
We can join these sentences:
'We send copies of the Bill of Lading by separate mails. In this way you will receive at least one.'
We send copies of the Bill of Lading by separate mails so that you will receive at least one.
Use "so that" to express a purpose for these:
1) There are usually three or four copies of a Bill of Lading. In this way the consignor may keep one.
2) The captain signs a Bill of Lading. In this way the consignor knows that the goods are shipped.
3) We would like you to reply promptly. If you do this, we can'despatch the goods on board the M/V Cork.
4) Order the goods now. If you do, we can supply you early next month.
5) The captain writes a "dirt" Bill of Lading for damaged goods. In this way the insurance company will know
that the shipowners are not liable.
6) The bank would like you to surrender the shipping documents. When you do this, they can accept your Bill
of Exchange.
7) The Bill of Lading is necessary. With it the consignee can accept delivery of the goods.
8) The Bill of Lading is negotiable. In this way the consignee can transfer ownership to another buyer.
9) The Bill of Lading should be endorsed. The new owner can then use it to accept the goods.
10) Most letters are completed in triplicate. In this way there is one for the buyer, one for the seller, and one
for the files.
2. Notice how you express purpose with the phrase in order to.
We can join these sentences:
'We pack goods in light containers. We want to pay less freight.'
We pack goods in light containers in order to pay less freight. Use "in order to " to express a purpose for
these:
1) Banks write to their agent. They want to confirm a Letter of Credit.
2) Shipping companies "clause" a Bill of Lading if the packing is inadequate. They want to protect themselves
against insurance claims.
45
(page 58) Bills of Lading / Air Waybills
3) Banks often demand the shipping documents from the supplier. They want to issue credit.
4) Consignees must have a copy of the Bill of Lading. They want to accept delivery of the goods.
5) Consignors usually demand irrevocable credit. They want to be sure that the consignee pays.
6) The Bill of Lading is required by law. The law wants to prove ownership of goods.
7) The consignee must endorse a Bill of Lading. He wants to transfer possession of the goods to another buyer.
8) The captain of the ship inspects the goods. He wants to check that they arrived in good condition.
9) A supplier often submits his draft for 60 days. He wants to give the buyer time to pay.
10) We shall send a telegram. We want to speed up delivery of the consignment.
3. We have used the word "may" many times to means "it is possible" and "perhaps".
It is possible that the consignor will be required to declare the value to the customs authorities.
Perhaps the consignor will be required to declare the value to the customs authorities.
These sentences can be rewritten using "may" in this way:
The consignor may be required to declare the value to the customs authorities.
Use "may" to explain what is possible or will perhaps occur.
1) It is possible that the bank will demand the shipping documents before they issue a Letter of Credit.
2) Perhaps a supplier will demand payment before he surrenders the shipping documents.
3) Perhaps the goods will be delayed in Customs.
4) It is possible that a Bill of Lading will be lost in the post.
5) Perhaps the insurance companies will demand extra conditions.
6) Perhaps you will have to wait.
7) It is possible that you will be able to send the goods on board the M/V Waterford.
8) It is possible that you will receive his letter tomorrow.
9) Perhaps the bank will inform you before the 21st June. 10) It is possible that the bank will be able to help
you.
46
(page 59) ENGLISH FOR THE OFFICE
E. VOCABULARY
I. Insert the correct words in the appropriate spaces in the passage below.
accept law shipped
airmail negotiable title
consignee packing transfer
discharge present unclean
endorsing receipt
in blank responsibility
The Bill of Lading is important in international finance, insurance, and law. It
is the legal title to ownership of the goods described on the Bill of Lading. The consignee cannot accept delivery of his
consignment unless he possesses a copy.
You can describe a Bill of Lading in one way by saying that it is a receipt signed
by the captain of the ship, stating that he has received the goods on board his ship. A Bill of Lading signed by the captain
after he receives and inspects the goods on board ship is called a shipped Bill of Lading. If the goods are damaged before
they reach the ship, the captain or the shipowner issues an unclean Bill of Lading (sometimes called "dirty" or "foul"). If the
captain receives the goods on board in good condition, the full title of the document he signs is a "clean, shipped on board
Bill of Lading". Banks usually demand shipped Bills of Lading before they accept responsibility for the credit.
The holder of a Bill of Lading can transfer possession of the goods to another
person or company by endorsing or signing on the back of it. In other words, the Bill of Lading, unlike the Air Waybill, is a
negotiable. document. If the buyer or a bank asks the seller not to restrict the negotiability of the Bill of Lading, they
demand that it should be endorsed in blank.
The details printed on the Bill of Lading must include the port of loading and the port of discharge. The type of packing must
also be stated. Examples of this are cases, crates, and boxes.
When the Bill of Lading is completed, copies are sent by airmail on separate
days, so that if one is lost, the other may reach the importer. The importer, or
consignee as he is described on the Bill of Lading, can then present the Bill of
Lading to the shipping company and accept delivery of his goods.
F. EXERCISES
1. Write a letter to a buyer informing him that you have posted two Bills of Lading by separate mails.
They are for a consignment of tomatoes, and are packed in crates which have marks and numbers on them.
2. Write a letter of reply to the letter in No. 1.
3. Write a short report on the uses of a Bill of Lading. Include information on its use in law, insurance and
finance.
47
(page 61) ENGLISH FOR THE OFFICE
7 Bills of Exchange
dishonour (v.) Not to pay; to fail to pay a Bill of Exchange
Documentary Bill of Exchange A Bill of Exchange which has the shipping documents attached
domicile To keep a Bill of Exchange in the drawer's bank until it is due for
payment (e.g. until it matures) Export Credit Guarantee Department A UK government department which
issues insurance policies to cover credit risks, and other insurance Finance House A Credit institution
Letter of Hypothecation A letter from an exporter giving his bank the right to sell
goods if his Bill of Exchange is not paid or accepted mature The date when a Bill of Exchange become
payable .
There are three methods.
exporter
1) send Bill of Exchange
3) discounts with his bank
bank
exporting country
2) accepts and signs
importer
importing country
B
exporter
-1-
send Bill of Exchange
- 1)sends shipping documents
bank I
2)sends shipping documents
exporting country
importer
3) accepts Bill of Exchange
bank
4) releases shipping documents
importing country
exporter
sends
sends "Bill of Exchange-
agent
bank W
bank
exporting country
48
(page 62) Bills of Exchange
The oldest method of payment in International Trade is the Bill of Exchange.
A Bill of Exchange (also called a 'draft') is used when the seller (or exporter) needs to allow some time for the
buyer (or importer) to arrange payment. This is a form of credit.
Bills of Exchange need not be paid before 30, 60, 90 or more days. If the credit is for a period longer than this,
the sellers and buyers will need the service of an export finance house or, in the UK, the Export Credits
Guarantee Department, a Government organization which provides credit and insurance for export debts.
The most common method of arranging payment by a Bill of Exchange is to attach the shipping documents
(i.e. the Bill of Lading, the Commercial Invoice, and the Certificate of Insurance) to the Bill of Exchange and
present them to the bank for payment. This is called a 'Documentary Bill of Exchange'.
The Letter of Credit (see Unit 4) has already been issued by the buyer's bank in Caracas, and has been
confirmed by the Venezuelan bank's correspondent, or agent, in London. The bank in London will then accept
the Bill of Exchange on behalf of the buyer. We now have an 'Irrevocable Documentary Letter of Credit' or
simply 'Irrevocable Documentary Credit'. This means that the exporter is certain of payment. He is able 'to
draw a Bill on London', which is a very convenient method of financing international trade, from the
exporter's point of view. He can wait until the Bill 'matures' (e.g. at the end of the 60 days period) or he can
discount it immediately or at any time before the 60 days have elapsed.
A 'sight' Bill of Exchange is a bill which must be paid when it is presented to the company or bank which
accepts it. A Bill may be presented for payment 30 d/s, (30 'days after sight'), that is, 30 days after the
company or bank receives the Bill.
Arrangements can be made between the buyer and the seller about the transfer of documents. These are the
shipping documents which give title to ownership. These may be handed over:
1. Documents against acceptance (D/A). This means that the buyer or his bank will accept responsibility for
payment of the sum on the Bill of Exchange when the documents are surrendered.
2. Documents against payment (D/P). This means that payment must be made by the buyer or the buyer's bank
when the documents are surrendered.
The language used on Bills of Exchange is rather difficult. This is partly because the Bill of Exchange has a
long history. The seller can write his own bill or draft and simplify it.
Here is a typical example of a Bill of Exchange.
48
(page 63) ENGLISH FOR THE OFFICE
(We are not talking about unsolicited sales letters here. Unsolicited sales letters are not sent in response to an
enquiry. An unsolicited sales letter is often a circular sent to thousands of addresses, advertising a product.)
59
(page 83) ENGLISH FOR THE OFFICE
An order The next step is the order itself. When you place an order, the correct reference number of heading
must be used. An incorrect catalogue number could create serious confusion.
In import and export business, you need to mention the method of transport and payment, freight and
insurance.
The importer may also require special documents (such as a Certificate of Origin, and a Consular Invoice). He
must stale his special instructions. Ordering may be done by indent if it is from a regular customer. Large
firms normally use a Special Order Form for export orders.
Dear Sirs.
Order No. 281511/TW37/CLF
We thank you for your revised price list, sent to us on 3rd November. We have received a visit from your representative in
Barcelona, and we are convinced that the filing cabinet (TW37) will meet our requirements.
We are therefore placing an order for 70 type TW37 filing cabinets and 500 Cuefile loose-leaf folders.
We enclose an official order form for the above goods.
Xin cm n qu Ngi sn lng gi cho chng ti biu gi hiu chnh vo ngy 3/ 11. Chng ti
tip i din ti Barcelona ca qu Ngi, v chng ti tin rng t ng h s TW37 p ng yu cu
ca chng ti. Do vy chng ti mun t 70 t ng h s TW37 v 500 cp ng Cuefile c th
ly cc vn bn ra. Chng ti km theo y mu n t hng chnh thc ca cng ty chng ti cho
cc mt hng ni trn. Chng ti cn Ha n tm in vo n t, bao gm ton b cc
khon chit khu, cc vn chuyn v bo him. n t hng ny cn c giao trc ngy 15/
12/ 2010. V vy chng ti buc s hy n t hng v tr hng v v mi chi ph v ri ro qu
ng phi chu nu c giao tr hn ngy .
The order will call for a Pro-Forma Invoice, which should include full details of discounts, freight and insurance. This order
is subject to delivery before 15th December, 2010.. We therefore reserve the right to cancel the order and / or return the
shipment at your risk and expense at any time after that date.
Since this is the first time we have done business, the most acceptable method of payment will be by irrevocable Letter of
Credit. Our bank, Banco Commercial Barcelona, will therefore issue a Letter of Credit in your favour for your invoice c.i.f.
Barcelona, and the amount of our Letter of Credit will be sufficient to cover this. We hope this is acceptable.
V y l ln u chng ta giao dch kinh doanh nn phng thc thanh ton d chp nhn nht l
Tn dng th khng th hy ngang. Ngn hng ca chng ti l Banco Commercial Barcelona do vy s
pht hnh L/C cho ha n cif Marcelona m ngi th hng l qu ng, v gi tr ca LC s
thanh ton ha n ny. Chng ti hy vng qu ng chp nhn cch thanh ton ny.
We will accept your draft for 60 days on our credit. Our bank will inform you of the types and numbers of copies of the
documents required. The credit will be issued only against documents.
We look forward to receiving your shipment, and to doing further business with you.
Chng ti s chp nhn hi phiu tr chm 60 ngy do qu Ngi k pht cho chng ti. Ngn hng
ca chng ti s thng bo cho qu Ngi bit loi v s cc chng t cn thit. Tn dng s c
pht hnh theo phng thc tn dng chng t. Chng ti mong nhn c nhn hng v c thm
mi quan h bn cht gia 2 cng ty.
Yours faithfully,
60
(page 84) Follow-up Lettersj Sales Letters; Orders
Chas. J. FOX (Organs) Ltd Coopers Terrace
Doncaster 07333 REQUESTED by John Hamilton Branch Newbury NAME Catherine Ferreira
ADDRESS Gateways, Station Road, Shiplake, Oxfordshire TELEPHONE Wargrave 2243 DATE 22nd
November 1978
INVOICE O/Y 349 DELIVERY DETAILS 3PS
PRODUCT PURCHASE SERIAL No
FAOT EXCHANGE 50 50 97
A. LANGUAGE PRACTICE
/. Note these sentences:
A We would like to inform you of price reductions for our filing cabinets. B To avoid delay in despatch,
perhaps you would like to order as soon as possible?_
Make statements and questions similar to A and B for the following:
1) A statement Inform / the latest development in filing systems
2) B question Enclose / a detailed statement of costs?
3) A statement Help / in every possible way
4) B question Visit /our stand at the Milan Trade Fair?
5) A statement Forward / brochures on this model under separate cover
6) B question Send / your representative to visit us?
7) A statement Receive / further instructions from you about shipment
8) B question Telex / your instructions as soon as possible?
9) A statement Despatch / the goods from Southampton
10) B question Confirm / these arrangements with your banks correspondents in
London?
61
(page 86) Follow-up Letters; Sales Letters; Orders
2. Note these sentences:
A cable or telex message would be the best method of communication as /siENGLISH FOR THE
OFFICE
18th November, 19..
Dear Sirs,
Your Order No. 281511/TW37/CPF
We thank you for your order of 5th November for:
70 TW37 Filing Cabinets 500 Cuefile Loose-leaf Folders
We can confirm that we have these items in stock, and that we can guarantee delivery to Barcelona before the 15th
December. They will be despatched as soon as we have received instructions from your bank's correspondents in London.
We have already despatched a Pro-Forma Invoice for the merchandise to you and it should reach you within a few-days.
All costs to Barcelona are included on it. When we have heard from your bank's correspondents, we will immediately
advise you of the date of shipment.
You may rely on us to follow the instructions in your Letter of Credit in full.
Yours faithfully,
A. LANGUAGE PRACTICE
/. Note these sentences:
A We would like to inform you of price reductions for our filing cabinets. B To avoid delay in despatch,
perhaps you would like to order as soon as possible?_
Make statements and questions similar to A and B for the following:
1)
A statement
Inform / the latest development in filing systems
2)
B question
Enclose / a detailed statement of costs?
3)
A statement
Help / in every possible way
4)
B question
Visit /our stand at the Milan Trade Fair?
5)
A statement
Forward / brochures on this model under separate cover
6)
B question
Send / your representative to visit us?
7)
A statement
Receive / further instructions from you about shipment
8)
B question
Telex / your instructions as soon as possible?
9)
A statement
Despatch / the goods from Southampton
10)
B question
Confirm / these arrangements with your banks correspondents in
London?
62nce we could then begin to despatch the goods.
The most acceptable method of payment will be irrevocable Letter of Credit as /since this is the first lime we
have done business.
Connect these pairs of sentences, using the words 'since' or 'as'.
1) You should place an order immediately. Our stocks are diminishing.
2) We shall arrange payment by bank transfer in future. It is much more convenient than other methods of
payment.
3) There is no need for us to give you special instructions. Our bank always states them on their Letters of
Credit.
4) Our credit will not be valid after December 15lh. We insist on delivery before that date.
5) Your products are ideal for us. We want to modernize our office and save space at the same time.
6) We must import many types of paper products. There is a shortage in our own country.
7) We must ask you to pay by irrevocable Letter of Credit. We don't have enough knowledge of your
company's financial position.
8) We cannot guarantee delivery before December 15th. It is difficult to charter shipping at this time of year.
9) We must cancel the order. You cannot guarantee delivery before December 15th. 10) We expect a 5%
discount. Our order is worth more than 10,000.
3. Note these sentences:
We would like to help you if possible.
For example, / For instance, we could arrange a demonstration in your office.
Make similar sentences, giving or quoting examples.
1) There are various methods of payment in International Trade. You can use a Letter of Credit.
2) In a letter placing an order, you must request special documents. You must request an invoice.
3) A sales letter often gives many extra details. It often gives details of price reductions.
4) A follow-up letter often offers special services.
5) A company representative performs many useful functions.
6) A heading in a letter may be unhelpful for various reasons.
7) An announcement to regular customers is sometimes necessary.
8) A Pro-Forma Invoice may be necessary for some import orders.
9) An immediate acknowledgement of an order is essential in many cases. 10) A bulk purchase of goods is
quite economical for many reasons.
63
(page 87) ENGLISH FOR THE OFFICE
4. Notice the sentence you use when you place a definite order We are therefore placing an order for 70
filing cabinets. Write sentences placing definite orders for the following:
1) The men's suits supplied by your correspondent are the right quality. You have seen samples, and they are
the right design, colour and size. Order 120.
2) Your agent has inspected the typewriter paper supplied by your correspondent. He has said it is excellent,
and you have decided to buy it. Order 2,000 reams.
3) You sent a letter of enquiry to a company which supplies ball point pens. You have tried the samples and
found them of good quality, colour, and the right price. Order 500.
4) The bathroom scales supplied by your correspondent are acceptable to you. Your representative has
inspected them. They are accurate and well-designed. Order 40.
5) The copper bars you need for electric wires can be supplied by your correspondent. The copper is the right
kind, and you are satisfied with the price. Order 750 bars.
6) The magazines you need to distribute to the Production Managers of bakeries in your region must contain
the right information about production machines. The magazine 'The Bakers' has this information and has
written a reply to your letter of enquiry. Order 150 copies.
7) You need strong motor car tyres for use on tough roads. Your correspondent is the manufacturer who
produces the strongest tyres. Order 800.
8) Your correspondent supplies iron ore at the lowest price. You have decided to buy from him. Order 100
tons.
9) Your correspondent has offered you the best price for pocket diaries. You have decided to buy from him.
Order 100,000.
10) After a long search you have found a supplier who can supply the right kind of thermometers. You have
decided to buy from them* Order 250.
5. When you have decided to order, notice how you use the future simple tense to show certainty:
Our bank will issue a Letter of Credit in your favour. We will accept your draft.
Our bank will inform you of the documents needed. Use the future tense to show certainty for the following:
1) We / inform / the most acceptable method of payment.
2) Our bank / issue / a Letter of Credit in your favour.
3) Our Despatch Department / send / the shipping documents.
4) We / accept / your draft for 30 days.
5) Our bank / accept / your draft after you have delivered the documents.
6) Our Sales Manager / make sure / the delivery date is met.
7) We / deliver / the goods to the port of Genova.
63
(page 88) Follow-up Letters; Sales Letters; Orders
8) We / arrange / credit to include the cost of freight and insurance.
9) Our bank / inform / when the credit expires. 10) We / accept / your packing instructions.
B. VOCABULARY
1. Note the phrases used in the correspondence in this unit:
as soon as possible We shall send the goods as soon as possible, (as quickly as we can)
in demand Heavy overcoats are in demand in winter, (a large number of people want them)
in short supply Tomatoes are in short supply in December, (there are not enough of them)
in stock We have the goods in stock, (in the store or warehouse, ready for delivery)
into effect (come into effect) The new law comes into effect next January (it will be the law, or rule)
out of stock We would like to supply you with the goods, but unfortunately we are out of stock, (opposite of in
stock)
under separate cover We have sent a sample of the material under separate cover. (in a different envelope or
package)
Insert the correct phrases in the following letter.
Dear Sirs,
We thank you for your order of the 22nd June. We enclose a catalogue and price-list. We have also sent a catalogue of
our range of tinned vegetables under separate cover as it was too big to enclose with the other documents.
Our tinned fruit products are in demand at the moment since it is the middle of summer, which is our busiest season for
fruit. Because of this, tinned peaches and grapefruit are in short supply, and we cannot satisfy all our customers'
demands. In fact, our grapefruit products are almost out of stock. We can recommend apricots, which fortunately we
have in stock at the moment. We would like to draw your attention to our new discounts for bulk purchase, which came
into effect on June 1st.
Because of our special seasonal difficulties, we would be pleased to receive your order as soon as possible.
We thank you for your order of the 22nd June. We enclose a catalogue and price-list. We have also sent a catalogue of
our range of tinned vegetables 1 .........as it was too big to enclose with the other documents.
Our tinned fruit products are 2.........at the moment since it is the middle of summer, which is our busiest season for fruit.
Because of this, tinned peaches and grapefruit are 3........., and we cannot satisfy all our customers' demands. In fact, our
grapefruit products are almost 4.........
We can recommend apricots, which fortunately we have 5......... at the moment.
We would like to draw your attention to our new discounts for bulk purchase, which came 6.........on June 1st.
Because of our special seasonal difficulties, we would be pleased to receive your order .........
Yours faithfully,
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(page 89) ENGLISH FOR THE OFFICE
More phrases used in this unit:
at your expense (mi chi ph qu ngi phi chu) The extra risks must be insured at your expense, (you
must pay)
at your risk (qu ngi phi chu mi ri ro) Delays in shipment will be at your risk, (you are responsible or
liable for any delay)
in full (y , hon tt) You must pay in full, (completely; all at once)
in response to: (p li) In response to your enquiry the manager sent an invoice, (answering)
in touch with (lien h vi) I shall be in touch with the Sales Manager next Tuesday. (I shall communicate in
writing or by phone)
in (your / our) favour (m ngi th hng l qu ngi, chng ti..) Our Accounts Department will sign a
cheque in your favour, (for you),
of assistance (h tr) Our agent can be of assistance to you. (can help)
Insert the correct phrases in the following letter.
Dear Sirs,
We have forwarded a Pro-Forma Invoice in response to your request, sent to us by telegram on the 24th November.
We shall be in touch with our agents to arrange for despatch and shipment. We would like to remind you that
refrigeration facilities on board ship will be at your expense. Chng qu ngi ti gi ha n tm theo yu cu
ca qu Ngi trong in tn m qu ngi gi cho chng ti vo ngy 24/11. Chng ti s lin lc vi
i l ca chng ti thu xp chuyn giao hng. Chng ti xin nhc l qu ngi phi chu mi chi
ph thu thit b ng lnh trn tu. Any losses through excess heat will be entirely at your risk. The Insurance
Policy will make this clear.
We would like you to open an irrevocable Letter of Credit in our favour through your bank, which we trust will be
confirmed by your bank's correspondents in London.
If we can be of assistance to you in any way, please let us know. Your correspondence will receive immediate attention,
and we shall follow your instructions in full.
Qu Ngi s hon ton chu mi ri ro nu nh c tht thot do nhit qu cao gy ra. Quy nh ny
s c ghi r trong hp ng bo him. Chng ti yu cu qu Ngi m tn dng th khng th
hy ngang m chng ti l ngi th hng thng qua ngn hng ca qu ngi, v c s xc
nhn ca ngn hng i l ti London.
Yours faithfully,
Dear Sirs,
We have forwarded a Pro-Forma Invoice your request, sent to us by telegram on the 24th November.
We shall be 2.........our agents to arrange for despatch and shipment. We would like to remind you that refrigeration
facilities on board ship will be 3.......... Any losses through excess heat will be entirely 4.......... The Insurance Policy will
make this clear.
We would like you to open an irrevocable Letter of Credit 5......... through your bank, which we trust will be confirmed by
your bank's correspondents in London.
If we can be 6......... to you in any way, please let us know. Your correspondence will receive immediate attention, and we
shall follow your instructions 7..........
Yours faithfully,
65
(page 90) Follow-up Letters; Sales Letters; Orders
C. EXERCISES
1. A 'follow-up' letter. Write a follow-up letter, using the following words and phrases:
28th April, 19..
Dear Sirs,
We refer / your enquiry / 2nd April / our range / tinned soups.
We / like / help / you / decide / which brands / choose. Perhaps you / like / our representative / visit you? He /
arrange / a demonstration / free samples.
Our representative / visit you / within a week. He / in touch with you / soon.
If we / assist you / in any way, / please / let / know. Your correspondence / receive / immediate attention.
Yours faithfully,
Dear Sirs,
We refer to your enquiry dated 2nd April about our range of tinned soups.
We would like to help you in deciding which brands to choose.
Perhaps would you like our representative to visit you? He will arrange a demonstration with free samples.
Our representative will visit you within a week. He will be in touch with you soon.
If we could assist you in any way, please let me know. Your correspondence will receive our immediate attention.
Yours faithfully,
2. An order. Write this letter using the following words and phrases:
7th May, 19..
Dear Sirs,
We thank you for your catalogue, price-list and brochure sent to us on 22nd April.
We received a visit from your representative on 2nd May. We are very satisfied because your goods are
suitable.
We are going to place an order for 1,200 tins of tomato soup.
We are enclosing an order form (No. 12937).
Our bank will issue a Letter of Credit in your favour for your invoice f.o.b. London.
We look forward to receiving your shipment.
Yours faithfully,
24 November 2010
Export Marketing Manager
Motoleather Ltd.
159 Roman Way
Chelmsford SQB 159T
Essex - England
..
Dear Sir or Madam,
I am writing to express my interest in your selection of of leather motorcycle gloves.
We are an important store chain in Vietnam with more than 55 branches nationwide.
I would like to place a substantial order for black ones. We want a variety of sizes, also. I wish that you could
let us know your terms of trade or any discount you allow.
I wonder whether you can make delivery within 6 days after you have received my order.
We hope that your products will sell well through my store chain because you are a British company which
specializes in the production of leather motorcycle gloves.
I really look forward to hearing from you soon.
Yours faithfully,
4. Write a letter to the Export Marketing Manager of a British company which specializes in the production
of leather motorcycle gloves.
You wish to place an order for a bulk purchase of the gloves, which should be black in colour. You want a
variety of sizes, also. The address is.
5. You work for a firm which supplies typewriters to various British companies.
Write a follow-up letter to a first enquiry, giving details of an improved 15% discount for purchases over
10,000. Offer any other services (demonstration, visit) you think suitable.
5. You work for a firm which supplies typewriters to various British companies.
Write a follow-up letter to a first enquiry, giving details of an improved 15% discount for purchases over
10,000. Offer any other services (demonstration, visit) you think suitable.
Dear Sirs,
We refer to your enquiry dated 2nd April about our range of typewriters.
We often allow an improved 15% discount for purchases over 10,000.
We would also like to help you in deciding which brands to choose. Perhaps would you like our representative to visit you?
He will arrange a demonstration with free samples.
Our representative will visit you within a week. He will be in touch with you soon.
If we could assist you in any way, please let me know.
Your correspondence will receive our immediate attention.
Yours faithfully,
68
(page 94) Letters for Packing, Forwarding, Despatch, Shipping
These instructions must be strictly observed as the containers and crates are likely to receive rough handling in
transit and at the port of discharge.
Yours faithfully,
Reply from S.O.F. Ltd.
Dear Sirs,
Order No. 281511 /TW37/CLF
We have pleasure in confirming that your packing instructions will be carried out to the letter by our forwarding agents in
London.
Our forwarding agents advise us that the containers for the filing cabinets are made of lightweight reinforced plywood.
These are used to reduce freight, which is charge on weight (not on dimensions) for this shipment. These containers are
returnable.
We shall, in due course, send you an advice of despatch when all arrangements have been completed and your order has
been shipped.
Yours faithfully,
When payment has been arranged and documents surrendered to the bank which confirms the credit, the
goods can then be shipped. An advice of despatch is then sent, informing the buyer that the goods are on
the way.
6th December, 19..
Dear Sirs,
Your Order No. 281511/TW37/CLF
We arc pleased to inform you thai your filing cabinets and loose-leaf folders have now been despatched. As
agreed, we have fulfilled the following conditions:
Packing: in 13 containers; 4 cabinets to a container.
Shipment: By S/S Shenandoah, Norless Line, which sailed from Tilbury Docks, London on December 5th,
and is scheduled to arrive in Barcelona on December 11 th.
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(page 95) ENGLISH FOR THE OFFICE
Marks and numbers: S.O.F. in diamond BARCELONA. Details of weights and measurement are given on the
enclosed printed form.
We have handed the shipping documents, that is a complete set of clean "on board" Bills of Lading, the
Commercial Invoice (5 copies), and the Insurance Certificate to your bank's correspondents in London, who
have accepted our 60 d/s draft on them for the amount which your Letter of Credit opened with them.
We look forward to hearing in due course of the safe arrival of the consignment.
Yours faithfully,
A. LANGUAGE PRACTICE 1. Notice these sentences:
A Your consignment will be shipped on board the S.S. Shenandoah, which sailed from Tilbury Docks on
December 5th.
B We refer to the above order,yor which you will soon receive a special order form.
Make sentences similar to A for the following pairs of sentences:
1) Marks are abbreviations and symbols. They are stencilled on containers.
2) Weights and dimensions are details. They are included in the buyer's instructions.
3) Your packing instructions will be sent to the export packing department. It will carry them out.
4) You may use our agent's services. They are free.
5) Our invoice shows the charge for the metal containers. They are returnable.
Make sentences similar to B for the following:
1) We enclose a Pro-Forma Invoice. The discount is stated in it.
2) Please forward the shipping documents. We sent a request for them on the 12th November.
3) Please write the name of the bank. We must send the documents to it.
4) We thank you for your letter of the 29th November. You state your terms for packing and shipment in it.
5) This is address. You must send all correspondence to it.
69
(page 96) Letters for Packing, Forwarding, Despatch, Shipping
2. Notice how this sentence is used for important demands: We must insist on certain packing conditions.
Make similar sentences for the following:
1) Non-inflammable polythene wrapping for the voltmeters.
2) The correct dimensions of the containers in centimetres.
3) The shipping documents before we can issue the Letter of Credit.
3. Notice how this sentence is usedfor compulsory, legal demands: We must comply with the demands of the
customs authorities. Make similar sentences for the folio wing:
1) The port authority's fire precautions.
2) The instructions of the marine insurance policy.
3) Government import licence regulations.
4. This sentence is used for essential and sometimes compulsory demands: Customs authorities require a
Certificate of Origin.
Make similar sentences for the following:
1) Our customers / full packing details.
2) The suppliers / a special order form.
3) The Bank / a full set of shipping documents.
5. This sentence is usedfor essential specific demands. These conditions must be strictly observed. Make
similar sentences for the following:
1) Instructions about transshipment.
2) Our customer's special packing requirements.
3) The Government's customs duty declarations.
Further examples of letter in packing, despatch and forwarding
A buyer (or importer) writes a letter giving packing instructions.
69
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ENGLISH FOR THE OFFICE
70
(page 98) Letters for Packing, Forwarding, Despatch, Shipping
Reply to the letter of instruction about packing.
18th August, 19..
Dear Sirs,
Your Order No. Q157M We thank you for your letter of the 7th August.
We have passed on your instructions to our packing and forwarding agents, and they will carry out your
instructions in full.
Our forwarding agents tell us that the metal cartons they use are fire-resistant, but also lightweight. These
cartons are returnable, and our forwarding agents will be in touch with you about arrangements for collecting
them for re-shipment.
We shall send you an advice of despatch as soon as the goods have been packed and shipped.
Yours faithfully,
The advice of despatch
21st August, 19..
Dear Sirs,
We have pleasure in informing you that your consignment of paint has been despatched. As agreed, we have
fulfilled the following conditions:
Packing: In 10 cartons; 40 tins to each carton.
Shipment: Per S/S Liffey, Soulhcross Line, which sailed from Liverpool on 20th August, and is due to arrive
in MOMBASA on the 29th September.
Marks and numbers: A.J.L in square EXPORT - MOMBASA INFLAMMABLE PAINT FIANDLE WITH
CARE Cartons numbered 1 to 10.
We have handed the shipping documents to your bank's agents in London, and they have accepted our sight
draft on them.
We look forward to hearing of the safe arrival of the consignment in due course.
Yours faithfully,
70
(page 99) ENGLISH FOR THE OFFICE
B. VOCABULARY
1. Insert the correct words in size appropriate spaces in the passage below.
containers fire-proof open this end
country of origin fragile padding
dimensions inflammable stencil
discharge lining water-proof
forwarding on board weight
Packing is very important in modern shipping. The use of pre-packed 1......... has reduced the risk of damage which can be
caused by rough loading and unloading, but there are still many risks which packing and 2......... agents must be careful
about.
In addition to the damage caused by loading and unloading, there are the risks from water and fire, as well as other
accidents 3......... ship. Therefore the containers used today are often strong, 4......... and 5......... to protect them against
rough handling, fire and water respectively.
Although there is less risk today, forwarding agents often have to 6......... special signs on the containers, cartons, crates or
boxes. For example, they write 7.........if the goods can be broken easily,8.........if the goods catch fire easily, and 9......... if it
is important to open a container so that the goods are standing the correct way when the container is opened.
In addition, the 10......... in kilos and the 11......... in centimetres are sometimes necessary. Importers also give instructions to
suppliers to stencil the ........., e.g. PRODUCE OF THE UNITED KINGDOM, and the port of 13........., e.g. MOMBASA, on
the containers.
The materials used are important. Wooden and metal crates and containers are necessary for fragile goods, and
waterproof and fireproof 14......... is sometimes necessary. To prevent damage from rough handling of glass bottles, for
example, extra 15......... is necessary.
If goods are packed carefully, there is less damage and less inconvenience for suppliers, buyers and insurance
companies.
2. Note these phrases:
in our / your own interest It is in your own interest to pack well, (it helps you) in transit The goods were
damaged in transit, (during the journey) in due course We shall send the invoice in due course, (at the proper
time) on arrival The agent accepted the cases on arrival, (when they arrived) on the way The S/S Shenandoah
is on the way to Bilbao, (travelling) to the letter You must follow the instructions to the letter, (every small
detail must be accurate)
(page 100) Letters for Packing, Forwarding, Despatch, Shipping
Insert the correct phrases in the following letter.
Dear Sirs,
We enclose packing details for your order of the 25th September for 125 voltmeters. Your instructions about waterproof
material's have been followed 1......... A letter enclosing specimens of our marks is 2.........to your head office.
We hope you will forward this to your agents in Genova 3......... It will be 4.........to ensure that no hooks are used when
unloading at the port of Copenhagen. We have tried to ensure that no damage is caused to your merchandise 5.........
Your agent should ensure that no damage is caused 6.........
I trust that these packing details are suitable. If not, please let us know, and we will help you in any way we can.
Yours faithfully,
C. EXERCISES
1. Write a letter containing packing instructions using the following words and phrases:
20th April, 19..
Dear Sirs,
We refer / order for light weight suits / which / you / soon receive. We / insist / certain packing conditions.
We / like / you / pack / goods / light wooden crates. Each crate / have extra padding. Please ensure / crates /
have / metal bands / can be opened / customs authorities.
We / like / you / stencil / following / all sides of the crates:
PRODUCE OF THE UNITED KINGDOM KEEP DRY OPEN THIS END HANDLE WITH CARE
We / also like / you / mark / weight / dimensions.
71
(page 101) ENGLISH FOR THE OFFICE
Please / ensure / these packing instructions / carried out. Our insurers / insist / these conditions, / and
handling / likely / rough / in transit and at the port of discharge.
Yours faithfully,
2. Write a letter of reply to the letter in No. 1 using these words and phrases:
28th April, 19..
Dear Sirs,
We thank /...............................................................
We / pleased / confirm / your packing instructions / carried out. Our forwarding agents / tell / crates /
lightweight. This / reduce / freight. The crates / not returnable.
We / send / an advice of despatch / when / arrangements / complete / and / order / shipped.
Yours faithfully,
3. Your firm has ordered a consignment of200 small electric heaters.
The heaters are made of metal, and part of the wire front is very light and weak. The consignment can be
damaged by rough handling, and the metal can be corroded by water. Your firm is based in Stockholm, and
Swedish customs require the country of origin's name on the containers, as well as the destination. Write a
letter to Nicholson Heaters Ltd., 49 Eynsham Rd., London, NW4 3ST, the suppliers, giving packing
instructions.
4. A British education authority has ordered 300 book cupboards for use in schools and colleges in their
area.
They have sent vague instructions for the packing of the cupboards, specifying thick padding only. Send a
letter of reply to their packing instructions, informing them of the packing arrangements you have made,
including marks, weights, dimensions, materials, padding, lining, and any other relevant details. The address is
The South West Education Authority, 47 Market Square, Exeter, EC4 3PD, UK.
5. Send an advice of despatch for the shipment of the goods in exercise 4.
The goods will be shipped on board the S/S Vespucci, leaving Montevideo on the 16th June, and due to arrive
in Southampton on the 2nd July.
11 Letters of Complaint
discrepancy A disagreement between two descriptions or accounts formalities Fixed arrangements such as
the signing of documents, which must be done
negligence Failure to perform certain duties
packing list A list which goes inside each case or crate, giving a list of the goods inside
penalty clause A part (or clause) of a contract which demands financial
compensation for late delivery, etc. pilferage stealing
replacements Goods (of the same kind) sent in cases of damage, loss stow To put away or stow in a ship
warehouse A building (usually in a dock) where goods are stored
We can classify most letters of complaint in International Trade under these main headings:
1. Complaints that the wrong goods were sent. The entire consignment may contain the wrong merchandise, or
perhaps just one or two cases were wrong packed.
2. Complaints that not enough goods were sent, or too many goods.
3. Complaints about bad, inferior or inadequate packing.
4. Complaints about the quality of the merchandise. The goods may be of inferior quality, or they may not be
what the buyer expected. These are two different matters.
5. Complaints about delay. This may be covered by a penalty clause.
6. Complaints about damage. This is usually a matter for the insurance agent.
I. A complaint that the wrong good were sent
Dear Mr Smith,
Ti va mi nhn c l hng 100 tm dn tng I have just received your shipment of 100 sheets of
kh 8X5 ca qu Ngi theo n t hng ngy 1-6- 8x5 dry-wall, which we ordered on June 1, 1998 (a
1998 (km theo y l bn sao bin nhn). copy of the sales receipt is enclosed).
V bit uy tn ca qu Ngi c c l nh cht Since I know of your reputation for quality, I was
lng lun bo m, nn ti rt ngc nhin khi thy surprised to find that a good portion of the
rng phn ln l hng u b rn nt. shipment was cracked.
Hng tr li c xe ti ca qu Ngi ch v Your trucks have taken the original shipment back
kho ca qu Ngi. to your premises.
Ri thay, ti phi yu cu qu Ngi hy b n t Unfortunately, I will have to request that the order
hng. be canceled.
Thi gian cn thit cho vic thc hin li n t The time required to reship the order will
hng chc chn s lm tr lch phn phi hng ca significantly delay our schedule.
chng ti.
Do vy chng ti nh th sn ca chng ti tm
ngun giy dn tng thng qua cc nh cung cp
ca h. Accordingly, we have arranged for our painters to
provide the drywall through their suppliers.
Tuy nhin v ti tin chc rng y ch l s c nht I regret that we were unable to complete the order.
thi, nn mong mi quan h gia hai cng ty ca
chng ta ngy thm bn cht.
As I am certain this is an isolated incident,
however, I look forward to continued business with
you in the future.
Sincerely,
You can buy an I.M.O. at your local bank branches. The bank can fill in all the necessary forms (1)..., so you don't have to
complete long application forms.
The most convenient method of payment is (2)...., as you don't have the risk of carrying notes and coins and the bank can
simply reduce the amount in your account for you. If you have an account and a cheque book you can pay.. .(3). Both of
these methods are better than payment.. .(4), which is inconvenient and risky.
If you have an account or cash, the bank can complete all the arrangements.. .(5)..., so there is no delay. You can then
post the I.M.O. immediately.
You can buy an I.M.O. at your local bank branch. The bank can fill in all the necessary forms ....(1)..., so you don't have to
complete long application forms.
The most convenient method of payment is... .(2)...., as you don't have the risk of carry notes and coins and the bank can
simply reduce the amount in your account for you. If you have an account and a cheque book you can pay.. .(3). Both of
these methods are better than payment.. .(4), which is inconvenient and risky.
If you have an account or cash, the bank can complete all the arrangements.. .(5)..., so there is no delay. You can then
post the I.M.O. immediately.
1. Insert the correct words and phrases in the appropriate spaces in the text below
International Money Orders are suitable for small transactions (1).. such as subscription, gifts, orders or small import orders.
They are usually paid in sterling or US dollars. If you want to pay a person or a business abroad in any other currency (2)..., ask
a bank official for advice.
When you fill in (3) ..the request form you write your own name and the names of the Beneficiary (4) , you should also
state how you wish to pay: in cash, by cheques, or by debit (5)..to your account. You then receive the I.M.O., and you can
mail (6)...it direct to the company or relative abroad.
The I.M.O is convenient...(7)...because the bank makes all the arrangements for you and there is no delay. There is a small
service charge....(8)..., however. This is also called a commission charge.
Banks which encash.. .(9)...IMOs have signs (called stickers) which they display on outside windows and inside on
cashiers' counters. Your beneficiary can obtain cash for his IMO or he can deposit....(10)...it to his account. The
beneficiary's bank will levy(11)...a small commission charge, and will ask for suitable identification (12).... if they do not
know him personally.
Only banks are allowed to negotiate (13)....I.M.O.s. They cannot be used in hotels, shops or airports.
If you lose an I.M.O. You can get immediate refund(14). which is limited to 100 or US$250. The balance.(15)....is
repaid after a short period.
(Page 5) B. Correspondences
A company supplying a small order, such as a number of books or magazines, may send a letter to a buyer in England
asking for payment before the goods are sent. This is necessary because the supplier does not know the buyer
personally, or does not do regular business with him.
J.K. Harvey,
37 Winchester Str,
London, SW34 KR.
Dear Sir,
Thank you for your order (No. CH243) for 300 copies of magazine from our publisher. We enclose the invoice, which
gives you details of the cost. Payment must be made before we send the goods. The invoice No. is QS3458.
We would like to suggest that you pay by International Money Order. The amount of money (137) is small, and the
International Money Order is the quickest and cheapest method for both of us. Your bank can help you to complete it,
and you can then post it to our address.
Yours faithfully,
C.A. Hines
The English buyer can then go to his bank branch and purchase an International Money Order. Then he writes to the
supplier.
8m March 2005
Dear Sirs,
Thank you very much for your letter of the 2nd March 2005 enclosing your invoice (No. QS3458). I enclose an
International Money Order (No.1075881) for 140, which include charge your bank will levy for cashing it, or depositing it
to your account.
I trust that this method of payment is convenient. If we place orders in futures, however, I International Money Order may
be inadequate, as we hope to buy your magazines in much bigger quantities.
Yours sincerely,
J.K Harvey
V. Exercises
1. Write a letter to an English customer who has booked 25 rooms for a group of English tourists.
You work for a travel agency. You require a deposit of 150 pounds from Miss Carol Levander for the booking, and you
want her to pay by IMO. Explain to her that this is the cheapest and quickest method of payment for her.
Miss Levander,
37 Winchester Str,
London, SW34 KR.
Thank you for your booking 25 rooms for a group of English tourists. We enclose the invoice, which gives you details of
the cost. Payment must be made before.
We would like to suggest that you pay the deposit by International Money Order. The amount of money (150) is small,
and the International Money Order is the quickest and cheapest method for both of us. Your bank can help you to
complete it, and you can then post it to our address.
Yours sincerely,
C.A. Hines
2. The English buyer can then go to his bank branch and purchase an International Money Order. Then he writes to
the supplier.
3.
8m March 2005
Dear Sirs,
Thank you very much for your letter of the 2nd March 2005 enclosing your invoice (No. QS3458). I enclose an
International Money Order (No.1075881) for 140, which include charge your bank will levy for cashing it, or depositing it
to your account.
I trust that this method of payment is convenient. If we place orders in futures, however, I International Money Order may
be inadequate, as we hope to buy your magazines in much bigger quantities.
Yours sincerely,
J.K Harvey
4. Reply to the above letter, enclosing an International Money Order for SUS250.
1. An IMO is suitable for the payment of subscriptions.
B. In addition, you can pay small import orders by IMO