Professional Documents
Culture Documents
14th Meeting
14th Meeting
Your
reply letter should explain the situation. Remember that your business's reputation
is very important.
Before you write the letter, make sure you have all the information about the
problem. If necessary, contact other people in your company. Ask them if they have
anything to add. Check that all of the invoice numbers, amounts, and dates are
correct before you send the letter.
G ETTING STARTED
1. Read the e-mails between two co-workers at Maltech Medical Equipment.
They have to reply to one of their vendors about a late payment.
2. Complete the Accounting Log.
Date: August 30, 20- 10:38:11 Date: August 30, 20- 1 6:38:40
To: lee_wu @ mal med. net To: su_kam @ ma lmed.net
From: su_kam @ mal med.net From: lee_wu @m alm ed.net
Subject: August payments Subject: August payments
Lee, Su,
Santrak believes that our payment for May's You ca n pay the M a natra n , J u ly 27, i nvo ice and
invoice, number 4334-50, has been lost. I issued a the BT & R, August 4, i nvoice today. The Callatar
second check this morn ing and put a stop-payment payment is not a uthorized yet. Wa it fo r n ow.
order on the first. Lee
Do I have authorization to pay these i nvoices?
Manatran, July 27, $5,677.34, i nvoice # 889-99
Cal latar Worldwide, July 1 6, $10,980.32, invoice #
721 -23 BT & R Wireless, Aug ust 4, $6,764.22,
i nvoice # 778-721
Su
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ACCOUNTING LOG
Invoice no. Amount Date Vendor
I Paid
Look at the different elements of a letter replying to a reminder letter or collection letter.
MALTECH
I�m·)ej'!
li�\'@MM"
90088 ANALAYAR ROAD
SELANGOR. MALAYSIA
www.malmed.net
August 3 1 , 20-
[
Dear Ms. Caffey:
______-+......
[
Enc losed i s our second check for the ba lance of $2,456 .00 due on i nvoice
Opening
number 4334-5 0.
Ou r records show that we al ready sent a check for that i nvoice. Check
_______
Focus -1--... number 456-dated J u ne 2 7-must be lost i n the m a i l . I have enclosed, for
you r i nfo rmation, a photocopy of the original check.
I apologize for any i nconven i ence th i s may have caused you. If you have
any questions, please call me.
Closing
Thank you for your rem i nder. I look forward to conti n u i ng our good
work i n g relatio n s h i p .
Xa1'J1-ur Lana
Kamur Lana
Accountant
Useful Language
� U nit 1 2
The body of a letter replying to a reminder letter or collection letter generally
has three parts.
Practice 1 I n each question, two of the sentences are appropriate to use in a letter rep lying
to a rem inder letter or col lection letter. Circle the letters of the two sentences.
1. Opening
2. Focus
a. Our records indicate that our check was returned as " undeliverable."
b. The check for invoice #450-33 was sent on January 3.
c. We look forward to doing business with you again in the future.
3. Closing
a. Our first installment was paid last month.
b. I am sorry for the confusion.
c. Please call i f you have questions.
Tbars
I Goodt Business.,
Many businesses keep electronic or hard copies of all transactions. These
copies will prove payment was made in case there is a problem. If payment was made,
received, and deposited, there will be a cancelled check.
Practice 2 Complete the following sentences with the correct adve rb.
(Dates
Most people use one of two styles for writing dates: U.s. or non-U.s.
U.s. style August 31, 20 -
Non-U.s. style 31 August 20 -
U.s. style uses a comma after the day when the year is included; non-U.s.
style does not use commas.
It is not always necessary to include the year when writing dates. In the
model letter, the writer writes about a check dated June 27. The letter was
written in August. It is assumed that both dates are in the same year. When
you do not include the year, do not use a comma.
The check is dated June 27.
If the reader may be confused, include the year. If your letter is dated in one
year and a date from another year is mentioned, always include the year.
February 2, 2004
Dear Mr. O'Leary:
We have not received payment for the invoice dated November I, 2003.
� U nit 1 2
Practice 3 Correct the dates in the following sentences. Spell out the months.
1. We expect payment no later than 8, 31, 20-. (US.) ______
3. You didn't respond to our first invoice, sent 20-, 14, March.
(Non-U.S.) _____
Use the expression thank you for followed by a noun or gerund [-ing verb
functioning as a noun]. Do not use an infinitive or other verb form.
Incorrect Infinitive Thank you for to remind me.
Other verb form Thank you for reminded me.
Correct Noun Thank you for your reminder.
Gerund Thank you for reminding me.
Practice 5 Rewrite the incorrect sentences using the correct noun or gerund.
�.
COMPON ENTS COM PANY
P.o. BOX 1 0 1 48
WELLINGTON
NEW ZEALAND
At this point, I will ask for (6) ______ to pay this invoice in
(7) ______ , which will be paid as the corrected shipments arrive to us.
Sincerely yours,
Melina Hamlin
Accounting Manager
.� Unit 1 2
Samuel Augustine sent a reply to a collection letter. He made ten errors. Find the
errors, and write the co rrect word or punctuation above the errors.
B a s a d a S t e e l Tr a d e r s
December 2 3 , 20-
Alejandro Comar
A B LAR
Zona E, Hangar 7
1 5 230 Mexico D. F.
Mex i co
(1 ) Tha n k you for your rem ind about i nvoice 43 34-50 with $ 1 ,456 due.
(2) Enclosed is the fu l l payment. We have not received the original i nvo ice sti l l .
(3) , (4) W h i l e th is was the fifth rem i nder your December, 1 2 note was only the second
we received.
(5) For our accounting pu rposes we wou ld l i ke to receive an i nvo ice for this
(6) , (7) account. It very wou ld be helpfu l i f you cou ld send this and all future i nvo ice by
(8) e-ma i l . Yo u can al ready send end-of-year statements by ma i l . Please send the
S i ncerely yours,
Samuel Augustine
Vice President, I nternational Accounts
Me..i Li1tfl
Accountant
....
. "
't
. . : .,'" " ,
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Date: Septe m ber 30, 20- 1 3: 1 8:51
To: su_kam @ malmed.net
From: lee_wu @ mal med. net
-.
Su bject: Aug ust payments
Su,
Pl ease d raft a note to Callatar explaining that our authorizatio n process for
i nvoices over $1 0,000 is taking longer than usual. Don't tel l them it's because
we fired two accounta nts. Let them know that we will pay i nvoice #721-23 as
soon as possi ble.
Lee
!!!...; Unit 1 2