Auto Writing : Business Letters

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)?

1 We will be pleased to make our company’s
own packaging material available
to you at any time.

2 Charges are made as per our company’s
own price list. Packing unfortunately cannot
be provided free of charge.

3 Use of our company’s own packaging
material is subject to a minimum freight
charge, staggered according to size.

4 The following (no) charges are incurred
for the return of our packaging material:
. . .

5 Non-returnable containers measuring . . .
can be provided at cost.

6 Please refer to the enclosed list for prices.

1 Please insure our consignment up to the
border (including customs clearance/
to the place of destination).

2 As requested, we have insured the consignment
intended for you up to the
border (including customs clearance/to
the place of destination).

3 Is the consignment insured after arrival
until it is delivered to our premises?

4 The consignment is insured up to the
place of destination (until unloaded from
group transport/until delivery to your premises).

1 We have launched a large-scale advertising
campaign for the article you will be
marketing.

2 Our products are well known through
cinema, radio and TV and Internet advertising.

3 You may assume that the article you will
be marketing is well known to everybody
through advertising.

4 You will not only be distributing our products.
Your activities will also include
your own intensive advertising.

5 You would only have the job of advertising
our products to our customers.

6 Above all, you would have to praise the
excellent quality of our goods.

7 As our General Agent, you would also
have to supervise advertising in your
area.

8 In the area you would take responsibility
for, you would, above all, have to concentrate
on advertising.

9 A well-known advertising agency has
been given the job of advertising the
products you would be selling.

10 We spend an average of . . . a year on
advertising.

11 We have excellent advertising material.
We enclose a small selection with this letter.