Writing Letters - Voc

Business Situations Vocabulary

• A wholesaler supplies shops all over the country
• "Demand" refers to the various requests made in an email
• To make an order involves placing an order with a company
• To make a mistake means someone made a mistake in an order
• Apologizing for the inconvenience is "to apologise for" something
• To forgive, one might need a goodwill gesture
• "To remedy the situation" means correcting it by sending the correct order immediately
• A goodwill gesture means offering a 10% discount on the next order
• A discount of 25% was provided
• One can complain about slow shipping

Complaint

• "Complaint" refers to when one makes an expression about slow shipping

Inconvenience

• "Inconvenience" is when one want to apologise sincerely

Layout

• When using a formal business letter format, the sender's name and address should be written in the top right corner

Placing an Order Vocabulary

• To place an order means ordering 200 units of blue highlighters
• Another example of to order, this time placing an order for 200 units of blue highlighters
• Recipient refers to the person receiving the letter
• Sender refers to the person who writes a letter
• "To look into +ing" means to consider purchasing new shipping material
• To launch something on the market refers to introducing a new product soon
• An online catalog includes details of the latest products

Other vocabulary

• Products should suit needs
• To place a firm order, waiting for confirmation of the price is required
• One need to provide someone with further information
• A bulk order is for ordering a lot of material
• Payment terms provide details about the payment on a sale
• Delivery terms define how the goods get delivered
• Delivery costs can be too high

Confirming an order vocabulary

• "To be in touch with" means contacting a customer about an order
• Purchase information contains a list of purchased items with the total sum
• Ensure information is accurate
• When plans change this is"to alter"
• A total cost is the combined cost of an order; one example is $1,052
• "To be in stock" means items are currently available

Availability Issues

• If some items are currently unavailable, this means it is "to be out of stock"

Finance and Discounts

• "To apply a discount" is applying a 7% discount to an order

Order Processing and Confirmation

• "To process an order" promptly means processing an order straightaway
• To issue an invoice means to send an invoice once the order is confirmed

Vocabulary for Complaints and Responses

• "Unforgivable" means something cannot be forgiven
• "To overcharge" means to ask for an unreasonable amount of money, which may require reimbursement
• "To rectify one's mistake" means to correct a mistake immediately
• "To express one's disappointment" means writing to show your disappointment
• "To be dissatisfied with" one's products means being unhappy with them
• "To state" is when one is expressing the goods will arrive within one week
• A refund if your goods are damaged
• "To reimburse" means to give money for something by the end of next week

Abbreviations

• "Asap" means as soon as possible

Useful Phrases

• To follow up on a previous meeting, one needs to write about the event being organised together
• Referencing a specific letter to apologise and remedy a mistake by referencing your letter dated 9 March
• "I look forward to hearing from you" is a closing sentence that can be used in emails
• "We look forward to working with you in the future" another closing sentence that can be used in emails
• To communicate a goodwill, one is pleased to inform recipient on their next order
• "I am delighted to say" is a goodwill gesture
• "Fortunately / Luckily" still have those items in stock
• "We regret to inform you" implies to the mistake in an in order
• "I am afraid (that)" means being short on some items
• "Unfortunately / Sadly" means being short on those

Various phrases

• "I would like to thank you" when someone answer quick
• "I appreciate your assistance with this" is a thank you somebody for their help
• Saying, "Please accept my/our sincerest apologies" is a phrase used to apologise
• Saying, "We are very sorry about the inconvenience" is being sorry in an email or letter
• Asking the reader "Do not hesitate to contact me if you have any further questions" is polite advice to offer help
• Sending some documents in an emails: "I have attached / enclosed a copy of the new invoice"
• To provide another document: "Please find attached / enclosed a copy of the new invoice"