MY CORRESPONDENCE WITH UNDERWRITERS
This year BUSINESS ENGLISH is one of the most interesting courses at my university. We study proper business letter writing. It’s very important for normal commercial activity. In spite of the development of telephone, telex and telegraphic ways of communications and the increasing personal contacts in international trade, the writing of letters continues. In fact most telephoned and telegraphed messages have to be confirmed by letters.
So every good businessman should be competent in writing effective business letters in English. It is not just the matter of translating Russian business phrases literally into English because each language has its own characteristic forms and phrases (by the way, we often use Russian instead Belarusian in different official documents).
It is also useful to remember that the subject of the routine business letters in export-import trade lacks variety. Therefore, first, certain accepted standard phrases are in general use and secondly, Form letters (=standard letters) may be used: it facilitates the communication because the repetitive nature of many business transactions and situations makes the use of standard letters a time-saving device.
However, whether you write a special letter or make use of a standard letter, you should know the main parts of any business letter and its layout.
Business letters are usually written on printed company forms (letter-paper). The letterhead (the heading) gives the name of the company, the postal and telegraphic addresses, the telephone numbers, the number of the telex (-es) and the fax(-es); sometimes some other information such as: the names of important officials (e.g. directors), the particular official, to whom the company may wish to have all communications addressed, spaces for letter indexes (references) and the date.
As you see, this course is very interesting and important. And «Insurance» was one of our topics. Our task was the following: «Imagine that you have to write a letter for your underwriters, invent any reason you like and addresses». It took not much time, and at last I made two letters. I hope they will be helpful for you if you use them as an example.
The first letter
Humbort Exporters
45 Flower Street
London,
United Kingdom
Your ref: II
Our ref: HE
22 March 2006
International Insurance PLC
153 Westen Road
Brighton
Sussex
Dear Sirs,
We would like to inform you that a fire broke out in the basement of our warehouse on 8 July 2005. Independent assessor from Lloyds informs us that electrical fault caused this incident.
We estimate that about $7000 worth of textiles for shipment were badly damaged.
Our insurance policy number is 439178/D. We would be grateful if you could send us the necessary claims forms.
We look forward to hearing from you.
Yours faithfully,
(Your signature)
Peter Hind
Managing Director
The second letter
Winston & Son Ltd.
45 Flower Street
London,
United Kingdom
Your ref: BF
Our ref: WS
15 March 2006
Brown Fox Ltd.
32 Tate Street
Kern,
Sweden
Dear Sirs,
Order No. GT45634
The above order arrived on the M.V. Lain yesterday. Unfortunately, the case No. 5 was damaged. It was examined by the Lloyd’s agent in London. He found that 2 of the armchairs were badly damaged and non-serviceable.
We enclose the copy of the agent’s report and our claim. We would be obliged if you would make a claim on our behalf against the underwriters. The insurance certificate is C45635.
Please air-freight us 2 replacement armchairs as soon as possible so that we can complete our customers’ orders.
We look forward to hearing from you.
Yours faithfully,
(Your signature)
Rodger
Head of Importing Department
Enc. 2