"Confirm " It suggests, of course, that something has been agreed upon before. You are writing now only to make a record of it. "I write to confirm that you admit substantial default in delivery " Frequently we encounter it in ordinary correspondence: "Confirming your order ", "Confirming the main points of our agreement ", and so on.
"Furnish " It is a handy word which usefulness lies in the avoidance of worse alternatives. Suppose you transact to deliver a variety of elements as a package.
"Deliver " leaves out, even though it may well be implied, the preliminary purchase or engagement of these elements, and at the other end it goes very far in suggesting responsibility for getting the package unscathed to where it belongs.
Alternatives also may go wrong, slightly, each with its own implications.
"Assign " involves legal title; "give " is lame and probably untrue; "transmit " means send.
Thus each word misses some important - detail or implies unnecessary things.
"Furnish" is sometimes useful when more popular words fall short or go too far.It has a good professional ring to it as well:
"I agree to furnish all of the elements listed on Exhibit A annexed hereto and made part hereof by incorporation."
Who is responsible for non-delivery and related questions can be dealt with in separate clauses.
"Furnish" avoids jumping the gun. It keeps away from what ought to be treated independently but fills up enough space to stand firm.
The word is good value.
"Right but Not Obligation " One of the most splendid phrases available.Sometimesthe grant of particular rights carries with it by implication a duty to exploit them. Authors, for example, often feel betrayed by their publishes, who have various rights "but do nothing about them." Royalties decrease as a result; and this situation, whether or not it reflects real criminality, is repeated in variety of industries and court cases.Accordingly it well suits the grantee of rights to make clear at the very beginning that he may abandon them.This possibility is more appropriately dealt with in separate clauses reciting the consequences.Still, contracts have been known to contain inconsistent provisions, and preliminary correspondence may not even reach the subject of rights.A quick phrase helps keep you out of trouble:"The Right but Not Obligation".Thus,
"We shall have the Right but Not Obligation to grant sublicenses in Austria"("But if we fail, we fail").
Even this magic phrase has its limitations because good faith may require having a real go to exploiting the rights in question. Nevertheless "Right but Not Obligation"is useful, so much so as to become incantation and be said whenever circumstances allowit. I the other side challenges these words, it will be better to know this at once and work out alternatives or finish up the negotiations completely.
"Exclusive " It’s importance in contract English is vast, and its omission creates difficulties in good many informal drafts. Exclusivity as a contract term means that somebody is -barred from dealing with others in a specified area. Typically an employment may be exclusive in that the employee may not work for any one else, or a license may be exclusive in the sense that no competing licenses will be issued.
Antitrust problems cluster around exclusive arrangements but they are not all automatically outlawed.
It follows that one ought to specify whether or not exclusivity is part of many transactions. If not, the phrase "nonexclusive" does well enough. On the other hand, if a consultant is to be engaged solely by one company, or a distributorship awarded to nobody else except X, then "exclusive" is a word that deserves recitation. "Exclusive Right but Not Obligation" is an example that combines two phrases discussed here.
The linking of concepts is a step in building a vocabulary of contract English.
"Solely on condition that " One of the few phrases that can be considered better than its short counterparts. Why not just "if"? Because "if" by itself leaves open the possibility of open contingencies:
"If Baker delivers 1,000 barrels I will buy them " is unclear if you will buy them only from Baker. Therefore what about "only if"? Sometimes this works out, but not always.
"I will buy 1,000 barrels only if Baker delivers them" is an example of "only if" going fuzzy. One possible meaning is "not more than 1,000 barrels" with "only" assimilated with the wrong word. Here then a more elaborate phrase is justified.
"I will buy 1,000 barrels solely on condition that Baker delivers them " makes everything clear.
"Subject to" Few contracts can do without this phrase. Many promises can be made good only if certain things occur. The right procedure is to spell out these plausible impediments to the degree that you can reasonably foresee them.
"We will deliver these subject to our receiving adequate supplies";
"Our agreement is subject to the laws of Connecticut";
"Subject to circumstances beyond our control ".
Foreign esoteric words
Every now and then a scholarly phrase becomes accepted in business usage. "Pro rate " and "pari passu " are Latin expressions but concern money. "Pro rata " proves helpful when payments are to be in a proportion reflecting earlier formulas in a contract. "Pari passu " is used when several people are paid at the same level or time out of a common fund. Latin, however, is not the only source of foreign phrases in business letters.
"Force majeure " is a French phrase meaning circumstances beyond one's control.
English itself has plenty of rare words. One example is "eschew "; how many times we see people struggling with negatives such as "and we agree not to produce (whatever it is) for a period of X". The more appropriate phrase would be
"we will eschew production ".
But here it should be mentioned that not everyone can understand such phrases. Therefore rare words should be used only once in a long while. Those who uses them sparingly appears to be reliable.
Some words against passive
Until now the study of writing business letters has consisted largely of contract phrases accompanied by brief essays evaluating their usefulness. The words are only samplings and are presented mainly to conduce writing business letters in a proper way. It will be wrong, however, to bring this list to an end without mention of a more general problem that arises in connection with no fixed word pattern at all. It arises, rather from using too many passives. Such phrases as "The material will be delivered ";
"The start date is to be decided";
"The figures must be approved " are obscure ones leaving unsettled who it is that delivers, who decides, and who does the approving. Which side it is to be? Lawsuits are the plausible outcome of leaving it all unsettled. Passives used in contracts can destroy the whole negotiations. "You will deliver" is better for it identifies the one who will do delivering. Certainly, "must be approved by us" violates other canons. "We shall have the right but not the obligation to approve" is less unfortunate. There is no doubt that passives do not suit business letters, and if they go all the way through without adding something like "by you" or "by us" they are intolerable. Once in a long while one may find passives used purposely to leave something unresolved. In those circumstances they will be in class with "negotiate in good faith", which I've examined earlier.
EXAMINING ENGLISH BUSINESS LETTERS
Now let's turn to the practical point of writing business letters. They may be divided into official and semi-official. The first kind of letters is characteristic of those people working in business: an executive, a department manager, a salesman, a secretary or a specialist in business and technology. But also many people may want to buy something, to accept an invitation or to congratulate somebody - this is a kind of semi-official letters. The first kind of letters may in turn be subdivided into such groups as: inquiries, offers, orders, and so on. I am going to examine this group more carefully looking at the correspondence of Chicago businessmen and English manufactures.
.
Example 1.
MATTHEWS & WILSON
Ladies' Clothing
421 Michigan Avenue
Chicago, III.60602
Messrs GRANT & CLARKSON
148 Mortimer Street
London WIC 37D
England October 21, 1993
Gentlemen:
We saw your women's dresses and suits at the London Fashion Show held in New York on October 17. The lines you showed for teenagers, the "Swinger" dresses and trouser suits would be most suitable for our market.
Would you kindly send us your quotation for spring and summer clothing that you could supply to us by the end of January next. We would require 2,000 dresses and suits in each of the sizes 10-14, and 500 in sizes 8 and 16. Please quote c.i.f. Chicago prices. Payment is normally made by letter of credit.
Thank you for an early reply.
Very truly yours,
P.Wilson.Jr
Buyer
.
This is undoubtedly an import inquiry letter. In the first part of a letter there is a kind of introduction as a prospective customer approaches supplier for the first time ,and it is from this part that we found out that the correspondents are engaged in textile industry.
The second part expresses request for detailed information about the goods in question, their prices and terms of possible transaction.
In this example we come across the abbreviation concerning the terms of delivery, that is commonly accepted in the business world. It is interesting to know what this kind of abbreviations means:
c.i.f . - cost, insurance, freight.
If consignment is to be delivered according to c.i.f., then the supplier insures the goods and pays for the whole delivery.
f.o.b . - free on board.
If consignment is to be delivered according to f.o.b., then the supplier pays for transportation to port, steamer or air shipment and dispatch; and the customer pays for onward transportation and insurance.
f.o.r . - free on rail.
It is the same as f.o.b., but for railway transportation.
c & f - cost and freight.
If consignment is to be delivered according to c & f, then the supplier pays for the whole delivery and the customer - for insurance.
It is worth mentioning here that the whole letter is written in a highly polite way, nevertheless it is quite precise and sticks to the point.
.
Example2
GRANT &CLARKSON
148 Mortimer Street
London W1C 37D
MATTHEWS & WILSON
Ladies' Clothing
421 Michigan Avenue
Chicago, III.60602 30th October, 1996
Dear Sirs,
We are pleased to make you an offer regarding our ‘Swinger’ dresses and trouser suits in the size you require. Nearly all the models you saw at our fashion show are obtainable, except trouser suits in pink, of which the smaller sizes have been sold out. This line is being manufactured continuously, but will only be available again in February, so could be delivered to you in March.
All other models can be supplied by the middle of January 1997, subject to our receiving your form order by 15th of November. Our c.i.f. prices are understood to be for sealand transport to Chicago. If you would prefer the goods to be sent by air freight, this will be charged extra at cost
Trouser suits sizes 8-16 in white, yellow, red, turquoise, navy blue, black
Sizes 12,14 also in pink per 100 $2,650.00
Swinger dresses sizes 8-16
in white, yellow, red, turquoise, black per 100 $1,845.00
You will be receiving price-list, cutting of our materials and a colour chart. These were airmailed to you this morning.
Yours faithfully,
F.T.Burke
Export Department
As you can clearly see it we face the second phase of business correspondence - the answering letter. It is very important, because it adjusts the relationships between two partners. It does not only characterise the company, but also advertises it. The purpose of the letter is to persuade the partner that you are the best in business.
This letter contains the quotation in reply to an inquiry. In lots of similar letters the quotations are simply prices and another information asked for. But this sample is quite the opposite: it shows the customer that he met the sales-cautious businessman, who uses every opportunity to stimulate his correspondents interest in his goods by including the sales message. And the assurance that the customer will receive personal attention is read between the lines. In order to draw the attention of the customer to the products in question the supplier offers "cuttings of our materials and a colour chart". On the whole a firm offer is subject to certain conditions, a deadline for the receipt of orders, or a special price for certain quantities.
Example 3.
A business transaction often starts with an inquiry which may later be followed by an order.
Both inquiry and order are meant to arose and stimulate business activity on the part of recipient. They are typically asking letters. Orders convey the writer's intention to do business with his correspondent, usually to buy some goods from them.
MATTHEWS & WILSON
Ladies' Clothing
421 Michigan Avenue
Chicago, III.60602
GRANT &CLARKSON
148 Mortimer Street
London W1C 37D November 4, 1996
Gentlemen:
Thank you for your quotation of October 30. We have pleasure in placing an order with you for
1,900 ‘Swinger’ dresses at Price: $38,745
in the colours and sizes specified below:
| Quantity | Size | Colour |
| 50 | 8,16 | white |
| 100 | 10,12,14 | white |
| 50 | 8,16 | turquoise |
| 100 | 10,12,14 | turquoise |
| 50 | 8,16 | red |
| 100 | 10,12,14 | red |
| 50 | 16 | yellow |
| 100 | 10,12,14 | yellow |
| 50 | 16 | black |
| 100 | 10,12,14 | black |
Delivery: air freight, c.i.f., Chicago
We shall open a letter of credit with your bank as soon as we receive your order acknowledgement. Please arrange for immediate collection and transport since we need the dresses for Christmas.
Very truly yours,
P. Wilson
Buyer
It is indisputably an import order, and as we can notice placing orders is simple from the point of view of letter writing. The fact is that usually the purchasing department or the buyer fills in an order form. But in this case the correspondent prefers to write a letter in order to make certain points quite clear. There are special import regulations which are touched upon in the last paragraph: it is necessary to complete formalities and to stress delivery instructions.
It should be mentioned here that the supplier must send order acknowledgement as an answer to order promptly to thank his customer for the order and to confirm it.
If some conditions have changed, the customer must be notified. In the case the goods ordered are no longer available, a substitute may be offered.
Example 4.
What follows the order acknowledgement is the advice of dispatch.
GRANT &CLARKSON
148 Mortimer Street
London W1C 37D
MATTHEWS & WILSON
Ladies' Clothing
421 Michigan Avenue
Chicago, III.60602 20thNovember,1996
Dear Sirs:
We have pleasure in notifying you that your credit was confirmed by our bank yesterday, 19th November. We have had the 1900 ‘Swinger’ dresses collected today for transport by British Airways to Chicago on 25th November.
Enclosed is our invoice for the goods in question plus the extra charges for air freight, packing list to facilitate customs clearance at your end, certificate of origin, air waybill and insurance policy.
Hoping that this initial order will lead to further business, we are
Yours faithfully
F.T.Burke
Export department
The first thing to be done before writing such a letter is to examine carefully whether the partners account is valid or not. So in the first paragraph we come across phrase "your credit was confirmed by our bank yesterday". Air shipment for
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