UNIT 8 MISCELLANEOUS CORRESPONDENCE

UNIT 8 MISCELLANEOUS CORRESPONDENCE

Words & Expressions:

Be sure you know all these words. Click to learn how each word or phrase is pronounced:

condolence [n]	: lời chia buồn
disastrous [adj]	: tai hại
extract [n]	: đoạn trích
hospitality [n]	: lòng mến khách, hiếu khách
innovation [n]	: sự đổi mới
preliminary [adj]	: mở đầu, sơ bộ
subsidiary [adj]	: phụ, phụ trợ
tariff [n]	: bảng giá
thesis [n]	: luận văn, luận án

8.1 Introduction

    In previous units we have looked in detail at different types of business correspondence. We are now going to look at correspondence that is important, but does not merit a complete unit.

     Some of the examples are of a social nature, such as letters of congratulations and seasonal greetings, but the same conventions apply as for other business correspondence. What you say should be concise and grammatically correct, and written in a tone that is appropriate for the relationship between you and the recipient.

8.2 Requesting permission to reproduce material

    If you are writing something such as an academic thesis, especially overseas, you may need to ask for permission to reproduce material in written or illustrated form. Copyright laws differ from country to country and you need to check the rules. In the USA, for example, the Fair Dealing rule allows the use of extracts of a specified number of words without permission, whereas Australia has some of the world’s copyright strictest rules. For the purposes of this section, we will look at permission rules in the U.K., where a large amount of academic literature is published.

     In the U.K., if you reproduce previously published texts or illustrations, it is your responsibility to obtain permission from the original publisher (and sometimes from the original author as well). Read this example of a letter of permission and answer the following questions:

a) Who must a permissions letter be sent to?

b) The letter asks for permission to use publications in which languages?

c) What versions does the letter ask for permission to use?

d) Why is a duplicate letter enclosed?

  

(Your address, etc.) Dear Sir/Madam, I should like to request permission to use the following material from your book/journal: Author/Editor: ............................................................... Book/Journal Title: ............................................................ Chapter/Article Title:....................................................... ISBN:............................................................................ Year of publication:......................................................... Material:........................................................................ The material is to be included in .... (describe what you are producing or writing) Title:........................................................................... Probable publication date:......................................... Estimated number of pages:...................................... Rights required: Non-exclusive world rights in all languages; non-exclusive rights to reproduce this material in electronic and paper versions (or any subsidiary rights in such an electronic version). Full acknowledgement to the source will be made. If it is necessary to apply to the author also, I should be grateful if you could give me the address I should write to. A duplicate of this letter is enclosed for your convenience. Please indicate your approval of this permission by signing the duplicate letter and returning it to me as soon as possible. Yours faithfully, The duplicate letter should contain these words after your signature block: PERMISSION GRANTED FOR THE USE REQUESTED ABOVE: (Type name of addressee) Name & Title: Signature: Date: Company stamp or seal:

Answer Key

8.3 Reservations

    When travelling on business, it is important to confirm the details of your travel arrangements with an agency or directly with the operator. This could include flight or train reservations, car hire and hotel accommodation. Ensure that you provide all the necessary information and add any specific requirements.
    Read this example of an email confirming a hotel reservation, and answer these questions: 
a) What grade of room has been reserved?

b) How many rooms have been reserved?

c) Will Mr Huynh and Mr Ly stay at the hotel on the night of 22 September?

d) How will they get from the airport to the hotel?

e) What is Mr Huynh’s specific requirement?

From:    Vietbuild@hcm.vnn.vn Subject: Reservation Date:     11 September, 2006 10:48:20 GMT+07:00 To:         reservations.palace@thfhotels.com Dear Ms Nhan Thank you for sending the room tariffs and information about the hotel. I would now like to book two standard rooms in the names of Mr Huynh K.V. and Mr Ly T.L. for 3 nights from 19 September. Please note that Mr Huynh would like a non-smoking room. Both gentlemen will arrive in Bangkok on flight VN162 at 12.50, 19 September. As discussed earlier, would you please arrange for a hotel courtesy car to pick them up at the airport. Would you kindly confirm these arrangements as soon as possible. Kind regards Do Thieu Chau Vietnam Building Corporation

Answer Key

8.4 Thanks

    There are numerous occasions when a letter of thanks to a business associate is appropriate. This could include such matters as hospitality, assistance, quick response, and business referral. A brief letter or email will be greatly appreciated by the recipient and will offer encouragement for the favour to be repeated. Here are some examples:
a) Thanks for a business referral.

Dear Karl Mr Akanksha, the managing director of Amrit Industries in New Delhi, recently contacted me regarding agency representation of his company in Vietnam. Mr Akanksha advised me that the recommendation had been made by you, and I am writing to thank you for your kindness and consideration. I hope that I will be able to reciprocate when the opportunity arises. Kindest regards Thanh

b)  Thanks for hospitality.

Dear Ms Nurburg I am writing to thank you for the kindness and assistance you gave Mr Nguyen during his recent visit to Frankfurt. He has written a full report about your requirements in 2007, and spoken warmly about your courtesy and hospitality. I will be in contact with you again shortly with some preliminary proposals for your consideration. Yours sincerely Le Dai Nam Managing Director

8.5 Seasonal or holiday greetings

    Seasonal greetings are a pleasant feature of business relationships but your greeting depends largely on how well you know the addressee.
    A very important point to remember is that not every country and culture shares the same festivals, especially those that have religious significance. Care should be taken before sending a greeting, or you run the risk offending somebody. For example, a Christmas card sent to a Muslim customer could have disastrous consequences.

8.5.1 Cards

    You can either post a card or send an e-card for particular festivals, but the basic business correspondence guidelines still apply, and your greetings message should be grammatically correct and brief. If you are sending a card to a business associate, keep the image professional.
    Whether sent through the mail or electronically, greetings cards to business associates should always be sent to the addressee’s place of work, rather than to a home address. Your company’s name should appear somewhere inside the card, because there’s a possibility that the recipient will not recognise your signature.

8.5.2 Letters

    E-cards or email greetings can give an impression of being rather impersonal, so a brief letter is a nice, personalised touch. You could also use the letter as a friendly way of informing a business associate that your company will be closed for a holiday period. Here are some examples:
a) Western New Year

Dear Boris May I extend my very best wishes to you and your staff for the New Year. I look forward to working with you again in 200_, and to our continued friendship and co-operation. Kind regards

b) Vietnamese New Year

Dear Mr Longman The Tet holiday celebrating the Vietnamese New Year begins on (appropriate date), which means that our office will be closed from (appropriate date) to (appropriate date). During the holiday emails will be checked regularly, and I can always be contacted on my mobile, if the need arises. May I offer you and your staff my very best wishes at this special time or, as we say in Vietnam, chuc mung nam moi! Yours sincerely

8.6 Congratulations

    If a business associate gains a promotion or, perhaps, an award or an honour, a brief letter of congratulation will be greatly appreciated and long remembered. Here are some examples:
a)

Dear Mrs Shah I have just read about the special award you received for technological innovation at the Asian Software Conference in Kuala Lumpur. May I add my congratulations for this well deserved honour, which recognises your contribution to the dynamic progress of our industry. Yours sincerely

b)

Dear Bruno I received the email from the CEO, Mr Jurgen, about your appointment as Regional Director. The promotion comes as no surprise to me because I know how hard you have worked for the company’s best interests. Congratulations from all of us in the Hanoi office. With best wishes

8.7 Sympathy

    Letters of condolence following the death of a business associate are not easy to write, so the best guideline is keep it brief and sincere. A letter is more appropriate than an email, and should be addressed to a senior member of the company. Here is an example:

Dear Mr Samsara I was very saddened and shocked to learn of Mr Delmar’s sudden death, and would like to express my personal sympathy and on behalf of my colleagues. Mr Delmar visited our office on a number of occasions and we always appreciated his advice and support. He was a credit to the company and will be greatly missed. Please offer my condolences to his family. Yours sincerely

     Note that there are no religious references. Unless you knew the person well enough, any mention of religion should be avoided.

8.8 Employment

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

accomplishment [n]	: thành quả, thành tựu
adequately [adv]	: tương xứng, thoả đáng
asset [n]	: tài sản, vốn quý
backhand [n]	: cú đánh trái (thể thao)
bonus scheme	: kế hoạch, chương trình thưởng
dedication [n]	: sự cống hiến
deserve [v]	: xứng đáng
discourteous [adj]	: bất lịch sự, khiếm nhã
fade [v]	: phai mờ
insult [v]	: lời lăng mạ, xúc phạm
integrate [v]	: hoà nhập, hội nhập
irritation [n]	: sự cáu gắt, bực tức
loyalty [n]	: sự trung thành
resign [v]	: từ chức, thôi việc
resignation [n]	: việc/đơn từ chức, xin thôi việc
revenue [n]	: doanh thu
unrivalled [adj]	: không gì sánh được

    In unit 7 we examined the job application process. There are several other areas in which correspondence relating to employment may be necessary, and we will now look at two of those situations.

8.8.1 Asking for an increase in pay

    Asking for a bigger salary is not easy. Much depends on the size of the company you are working for, and whether or not you have direct contact with the person who makes the decision.
    If you feel that you deserve more money, check your employment contract before you do anything else. If there’s a clause covering the process for requesting a pay rise, then follow the instructions exactly. Alternatively, the contract may specify a schedule of periodic salary review. If so, you should wait until the next review date before you enter into negotiations.
    When the time is right to ask for an increase, simply saying I need more money is unlikely to be successful. You should prove that you deserve a pay rise by pointing out your value to the company because of what you have done. Mention specific achievements and, if appropriate, quote supporting figures.
Some of the things you could mention are:
• Increased sales revenue
• Beating revenue targets
• Improved customer service
• Customer satisfaction
• Meeting deadlines
• Examples of initiative
• Extra responsibilities
• Reducing or saving overhead costs
• Unpaid overtime

CORRESPONDENCE EXAMPLE 8/A

     In this example, Mr Hoang is writing to his employer to request a pay rise, which he supports by detailing some of his accomplishments.

Dear Mr Mendoza I enjoy my work with Consolidated Shipping Services, and trust that you will agree that I have accomplished a great deal in the two years that I have been with the company. The Hanoi office has integrated successfully with our worldwide network, and during my time as General Manager I have also been responsible for the following major projects and achievements: • Relocation to new premises • Re-organisation of staff duties resulting in a significant reduction in annual salary costs • Introduction of a new customer service policy • Sales revenue 18% above target in the last financial year The demanding workload has required many hours of additional work outside my contracted hours, and I feel that my loyalty and dedication should be adequately rewarded. I am therefore requesting a salary increase of 10% with effect from next month, to be followed by a performance related bonus scheme commencing in March next year. I have some proposals for setting targets for this scheme and would like to discuss the matter with you in greater detail during the sales conference in Hong Kong in November. In the meantime, I look forward to receiving your confirmation that the requested salary increase has been approved. Yours sincerely Pham Quoc Hoang

    Note that Mr Hoang has proposed the specific increase of 10%, rather than just asking for a pay rise and leaving it to the employer to propose a figure. You should have a reasonable figure in mind and be prepared to negotiate with your employer. If the increase you requested is not granted, you may be able to negotiate other benefits, such as medical insurance, pension contributions or longer paid holiday time.
    If your responsibilities are almost the same as the original job description, you could ask your employer what you can do to earn a pay rise. For example, you could ask for additional responsibilities, or suggest a new project for you to supervise.
    You may prefer to meet your employer to discuss your request rather than putting it in writing first. If so, send a brief letter to your employer to say why you would like a meeting, and propose a convenient time. Here is an example:

Dear Mr Tashaka As you know I have recently been given additional responsibilities, and I greatly appreciate the confidence you have shown in me. I would now like to propose a salary increase that relates to the satisfactory performance of my new responsibilities. I would like to arrange a meeting with you next week in order to discuss the matter. Please let me know a convenient day and time. Yours sincerely Pham Quoc Hoang

Hot tip: Threatening to resign if you don’t get a pay rise rarely works.

8.8.2 Resignation

    Letters of resignation are often quickly written in moments of anger or irritation, and things may be said that are later regretted. As in all business correspondence, however, it is very important to remain polite, because it’s the last formal correspondence you are likely to have with an employer.
    If you leave a company under unpleasant circumstances, do not write a letter of resignation that contains insults or criticism of the company, or individual employees. The letter will be filed as a permanent part of your employment records and can be referred to at any time. A new employer may conduct a background check and will not be impressed to learn that you acted unprofessionally by using discourteous language. People who handle their own difficult situations well are seen by employers as people who can handle difficult situations in business well, and as such your value and potential increases.
    It’s much better to simply state that you are leaving, the date of your departure, and even a brief word of thanks.
    The letter should show your home address and be sent to your immediate superior, or another responsible person, in the organisation that you are leaving. Here is an example:

CORRESPONDENCE EXAMPLE 8/B

Le Thi Minh Loan 123 Nguyen Thien Thuat District 3 - HCMC Tel: 84 8 9233600       E-mail: minhloan@gmail.com 2nd August 2006 Mrs Joan Gilchrist Corporate Relations Manager Benson Hotel 43 Nguyen Thi Minh Khai District 3 - HCMC Dear Mrs Gilchrist I wish to give notice of my intention to resign my position as Events Co-ordinator. In accordance with my contract of employment I am happy to continue to work for the notice period of 4 weeks, and will therefore leave 30th August next. My three years with the hotel has been a rewarding experience and I would like to thank you for the support and guidance you have provided. Yours sincerely Le Thi Minh Loan

    You may, of course, part from your employer on very good terms. You could be leaving to follow another career path, or simply because a better opportunity has arisen, or to return to college or university for further studies. In this case, you may choose to write a longer, more personal letter, and you could mention some of the following:
• Your reasons for leaving
• Your regrets at leaving
• Your friendship with colleagues
• Positive experiences with the company
• Gratitude for opportunities provided and what you have learned
• A wish to remain in contact
• Personal thanks to your boss
• Your best wishes for the company’s future
    When composing the letter, try to the focus on the company rather than on your own hopes and wishes. In this example, Nhan says some very positive things about his employer.

CORRESPONDENCE EXAMPLE 8/C

Nguyen Thanh Nhan 246/10 Nguyen Chi Thanh Ha Noi Tel: 84 4 8745623 12 October 2006 Mr Philip Overton Development Manager Maxim Banking Corporation 34 Ly Thai To Ba Dinh District Ha Noi Dear Philip I am writing to give notice of my resignation from the position of New Accounts Officer, effective 09 November 2006. As you know, I have a degree in Computer Science and an excellent opportunity has arisen in this particular field, and I feel that this is the direction my career should take. Leaving the bank was not an easy decision, and I will be sorry to say goodbye to my colleagues, whose company and friendship I have enjoyed during the past four years. The bank has been an excellent employer and provided staff facilities that are unrivalled in Vietnam. I can truly say that as well as benefiting from the training and educational programmes, I also developed a great backhand on the tennis court! I would like to thank you for the encouragement and support you always gave, and I hope that we can stay in touch. I wish you and Maxim Bank every success in the future. Warm regards, Nguyen Thanh Nhan

    Note that Nhan has not mentioned his new employer. It’s better to avoid talking about another company, especially if a competitor is involved. However, if you are returning to university, you should tell your employer, because you may wish to return to the same company after completing your studies.

Hot tip: If possible, deliver your letter personally.

8.8.3 Requesting letters of recommendation

    If you are leaving on good terms, ask your manager for a letter of reference, even if you already have a new job. You may want to change jobs again in the future and a recommendation from a former employer is a valuable asset.
    Managers also move on, and people’s memories fade, so the reference needs to be written while you are still remembered. Ask your employer to include positive comments about your personality and achievements.