Auto Writing : Business Letters

Dear Sir or Madam

On … the decision was taken by the
Management of this company to implement
the introduction of new software
which in future will considerably simplify
our business procedures.

For this reason all company departments
will be equipped with this software in the
course of the next few weeks. We therefore
respectfully ask you to accept our
apologies for any delays in the sending of
invoices and other documentation.

Should you have any queries in this respect,
please contact Mr/Ms .. .

In addition, our call centre can always be
contacted on .. . at any time.

We feel sure that the changeover will in
no way affect our good business relations
and will do everything in our power to
reduce any interruptions to our normal
business procedures to a minimum.

After the changeover has been completed
we will be able to serve you faster and
more smoothly than before.

Yours faithfully

Purchase of securities

Dear Sirs

We would be grateful if you would
purchase the following securities at
the best rates available (cheapest price)
on the . .. Stock Exchange, debiting our
account accordingly.

Shares: . . .

Government bonds: .. .

Investment trusts: . . .

Debentures: .. .

Please keep these securities in our portfolio
with you at our expense.

We await your confirmation that our
instructions have been carried out.

Yours faithfully

Selling securities

Dear Sirs

Please sell the following shares, kept
in our name in our portfolio with you,
at the most favourable rate (best rate)
available: . . .

As the market for these securities has
been bullish for the last few days we trust
you will obtain a good rate.

Please credit our account with the proceeds
of the sale.

We await your confirmation that our
instructions have been carried out.

Yours faithfully

Dear Sir or Madam

We are pleased to inform you that as from
01 January .. . all account-holders will
have access to our electronic banking
system.

Our brochure with information on all the
important features of this service is enclosed
together with a registration form.

If you wish to make use of this service
please fill in the form and return it. You
will then receive our TAN code and your
secret PIN (personal identification number).
These will be sent to you separately
for security reasons.

Please do not hesitate to contact us for
further information.

Yours faithfully

Dear Sir or Madam

In order to handle our business in your
country, we wish to open a current account
at your bank. We would therefore
be most grateful if you would let us know
your conditions as regards interest payment,
commission, account charges, etc.

In addition, we would also like to know
what formalities must be fulfilled to open
such an account.

We hope to hear from you soon.

Yours faithfully

Dear Mr .. .
(Dear Ms .. .)

Our congress

After our recent pleasant meeting (yesterday’s
pleasant telephone conversation)
and consultations with our management
here, we are now able to confirm the
following reservation for the abovementioned
congress:

Rooms:

. . . single rooms
. . . double rooms, all with bath or shower,
minibar and TV,
from . . . to . . .

Conference rooms:

From Monday to Saturday K III
conference chairs
conference table

On Tuesday, Wednesday and Friday K I
for . .. persons

The conference rooms are required from
8 am to 6 pm.

In addition, we would request you to
equip the rooms with the following facilities:
overhead projector, flipchart, video
recorder, tape recorder.

We would also be grateful if you would
make multi-vision facilities available
(conference link telephone, simultaneous
interpreter’s booth) and list the expenses
for this separately.

Group meal times:

Buffet breakfast as from 7 am
Coffee breaks at 10 am and 4 pm each
day
Working lunch at 1 pm in the restaurant
Dinner at 8 pm in the hotel restaurant

Please forward the bill directly to us.

The guests have been notified that they
themselves must pay for all telephone
calls made from their hotel rooms and
drinks from the minibar.

A guest list will be sent to you at the end
of . . .

We would appreciate your early confirmation.

Yours faithfully

Dear Sirs

As requested, we have commissioned the
. . . advertising agency to advertise your
products in the new territory.

There is to be advertising on all the media
to which the public are exposed, i.e. both
radio, television and the press as well as
all the opportunities offered by the Internet.

As soon as we have received further
details from the advertising agency we
will forward them to you immediately.

Yours faithfully

1 We would be honoured if you would visit
us at the . . . Fair.

2 We look forward to having you visit our
stand at the . . . Fair.

3 We would be delighted if you could visit
us at the exhibition.

4 Please accept our warm invitation to
attend the opening of the . . . Fair.

5 We hope you will be able to find the
time to come to a small reception we
are giving on the occasion of the opening
of the exhibition. It is in . . . on . . . (day)
at . . . (time).

6 We take great pleasure in inviting you to
our exhibition and feel sure that the range
of products shown will be of interest to
you.

7 We take pleasure in inviting you to the
exhibition of our samples, which begins
on . . .

8 The management takes pleasure in
inviting you to the opening of our spring
exhibition at . . . (time) on . . . (date).

9 The exhibition begins on . . . We would
be pleased if you could visit our stand.
Please ask at the information desk for
directions.

1 Must the consignor provide the transport
documents?

2 By what time must supplementary
instructions be issued?

3 It is customary to give the transport documents
to the freight forwarder when the
goods are collected.

4 Supplementary instructions are possible
as long as the goods have not been
delivered to the original consignee.

5 Can the consignment note forms in our
possession be used for package freight
as well as whole wagonloads?

6 Are corrections permitted on a consignment
note?

7 Do any special regulations apply here?

8 Are we allowed to write a note to the
consignee on the consignment note?

9 Must the volume of the consignment also
be stated on the consignment note as
well as the gross weight?

10 Are enclosures permitted with the
consignment note?

11 Are we required to provide any accompanying
documents when using containers (pallets)?