Effective Business Communication Guidelines

BUSINESS ENGLISH NADALJEVALNI TE AJ

LANGUAGE GUIDELINES UVOD/INTRODUCTION We are writing - to clarify - to confirm ... - to inform you that ... - to enquire (inquire) about ... - to request ... I am writing - with regard to/regarding - with reference to - in connection with I am contacting you for the following reason... I recently read/heard about ..... and would like to know .... Having seen your advertisement in ..., I would like to ... I would be interested in (obtaining / receiving) ... I received your address from ----- and would like to ..

LANGUAGE GUIDELINES POIZVEDOVANJE/MAKING INQUIRIES I am writing to inquire about I am interested in receiving/finding out I would like to receive I would be grateful if Could/Can you please send me ? Would you be able to (help) ? Can you help? I would appreciate a reply ASAP.

LANGUAGE GUIDELINES ODGOVOR NA POVPRA EVANJE/RESPONDING TO AN INQUIRY Thank you for your interest Thank you for your email of/dated Thank you for choosing In reply to your inquiry/request, we are sending ... In case/If you need any additional/further information/help/assistance, please do not hesitate to contact us/let me/us know. e prilagamo v priponki dodatne infomacije oz. ponudbo, lahko vklju imo slede e izraze: Attached please find/Please find attached I am attaching We hope you find this satisfactory. We hope you are happy/satisfied with this.

LANGUAGE GUIDELINES SPECIMEN REPLY TO AN ENQUIRY 6 STEPS 1. Uvod: - pri naslavljanju omenite ime podpisnika povpra evanja, Dear Mr Griffin in ne samo Dear Sir - sledi zahvala piscu za povpra evanje: Thank you for your letter of ... inquiring (asking for information) about ... We would like to thank you for your letter of ... inquiring (asking for information) about ... - navedite vse znane reference 2. Potrdite mo nost ponudbe izdelka/storitve, po kateri povpra uje kupec oz. prilo ite zahtevane materiale We are pleased to enclose ... / We are pleased to attach Enclosed you will find ... / Attached you will find ... 3. Navedite dodatne informacije: We would also like to inform you ... Regarding your question about ... In answer to your question (inquiry) about ... 4. e ne morete ponuditi iskanega izdelka, ponudite podoben izdelek ali priporo ite drugega dobavitelja 5. Spodbudite potencialnega kupca, da bi sklenil posel z vami poudarite prednosti va ega izdelka/storitve, ponudite ugodnosti 6. Zaklju ite pismo z upanjem na sodelovanje We look forward to ... hearing from you / receiving your order / welcoming you as our client (customer).

LANGUAGE GUIDELINES OBVE ANJE/INFORMING SOMEONE ABOUT SOMETHING I would like to inform you of/about I am writing to tell/inform you about I am sending this letter to inform you of ... Just a note to say Just to update you on e smo e prej vzpostavili bolj prijateljski/neformalni odnos, lahko uporabimo tudi: Here s the low-down on FYI: This is to let you know (FYI stands for For Your Information. ) Na koncu emaila lahko dodamo: Hope this helps. e elimo bralcu povedati, naj nas kontaktira, v primeru, da potrebuje dodatne informacije Let me/us know if you need anything else. Let me know if I can help you further. If you need anything else, do not hesitate to contact me. Should you require any further information, please do not hesitate ... Should you need further information, feel free to contact ...

LANGUAGE GUIDELINES POTRJEVANJE DOGOVORA/CONFIRMING ARRANGEMENTS Please confirm/reply ... Please inform me ... Would you kindly confirm ... I would be grateful if you would confirm ... Let me know if/whether ... I would like to confirm Just writing to confirm Bolj neformalno: Tuesday is good for me. (Posebno e so e predlagali dolo en dan) Looking forward to seeing/meeting

LANGUAGE GUIDELINES SPREMINJANJE DOGOVORA/CHANGING ARRANGEMENTS I am sorry but I can t do/make Tuesday This is to let you know that I ve had to put off/postpone I am writing to call off/cancel I am afraid I can t make/manage Wednesday. How about Friday instead?

LANGUAGE GUIDELINES ODGOVOR NA MAIL/REPLYING TO A PREVIOUS EMAIL Thank you for your email received on Thank you for your letter of/dated March 15. Thank you for contacting us. Thank you for your letter regarding ... e nekomu odgovarjamo na mail lahko za nemo z: In reply to your email, here are In reply to your request, ... Kadar osebi e ne moremo odgovoriti ker nimamo dovolj informacij ali asa lahko napi emo: I will get back to you ASAP.

LANGUAGE GUIDELINES NAVEZOVANJE NA PREJ NJI KONAKT/ REFERRING TO PREVIOUS CONTACT With reference to our telephone conversation yesterday ... Referring to our telephone conversation ... Following our conversation over the telephone ... Further to our meeting last week ... It was a pleasure meeting you in London last month. I enjoyed having lunch with you last week in Tokyo. I would just like to confirm the main points we discussed on Tuesday.

LANGUAGE GUIDELINES SPORO ANJE DOBRIH NOVIC/GIVING GOOD NEWS Naslovniku takoj damo vedeti, da mu sporo amo dobre novice to ozna ujejo besede pleased , happy , delighted , glad I am/We are pleased/delighted to inform you I am happy to tell you You will be happy/delighted to hear that

LANGUAGE GUIDELINES SPORO ANJE SLABIH NOVIC/GIVING BAD NEWS Enako bralcu takoj damo vedeti, da sledi slaba novica, kar izrazimo z regret, sorry, afraid and unfortunately. We regret to tell/inform you We are sorry to note that ... We are sorry to learn that, despite ... Unfortunately, due to force majeure, we could not ... I am sorry, but I am afraid that Unfortunately

LANGUAGE GUIDELINES OPRAVI EVANJE/APOLOGISING Please accept my apologies for not replying earlier... Please accept my apologies for this delayed reply to your letter of ... Allow me to apologise for not replying to you sooner...

LANGUAGE GUIDELINES PRITO EVANJE/COMPLAINING I am writing to complain (about ) I was disappointed to find/hear I am afraid that Unfortunately

LANGUAGE GUIDELINES ELIMO ODZIV/REQUESTING ACTION Can you send ___ to me by Friday, please? Please get/keep in touch. Keep me posted. Vklju itev besede please in ostalih vljudnostih struktur z modalnimi glagoli kot could you please/would you please, if you could zagotovijo, da pro nja ne zveni kot ukaz.

LANGUAGE GUIDELINES ELIMO ODZIV/REQUESTING ACTION Can you send ___ to me by Friday, please? Please get/keep in touch. Keep me posted. Vklju itev besede please in ostalih vljudnostih struktur z modalnimi glagoli kot could you please/would you please, if you could zagotovijo, da pro nja ne zveni kot ukaz.

LANGUAGE GUIDELINES POVABILO/LETTER OF INVITATION On the occasion of... - ob otvoritvi, praznovanju.... We would like to invite you to...- vljudno vas vabimo... On behalf of v imenu... We herby have the honor and pleasure of inviting you to...- v ast in veselje nam je, da vas lahko povabimo na... To hold a reception prirediti sprejem I would like to invite you to You are kindly/cordially invited to (attend) Please RSVP/let me know if you will be able to attend

LANGUAGE GUIDELINES ODGOVOR NA POVABILO/RESPONDING TO A LETTER OF INVITATION Thank you for your kind invitation. I would be (most) delighted to Unfortunately, I am unable to /I will not be able to /I cannot

LANGUAGE GUIDELINES ESTITAMO/CONGRATULATING I would like to congratulate you ON I would like to convey my warmest congratulations on your May I take this opportunity to express my warmest congratulations

LANGUAGE GUIDELINES IZRA ANJE PODPORE, SO UTJA/EXPRESSING SYMPATHY I am/was sorry to learn that I am sorry to hear that Please accept my deepest condolences on I am very sorry for your loss Accept my warm and heartfelt sympathy My deepest sympathy My heart goes out to you and your family in your time of sorrow

EXERCISE Pi em vam v zvezi z va im povpra evanjem. I am writing to you regarding your inquiry. Spo tovana gospa Bell, obve am vas, da smo prejeli va paket. Dear Ms Bell, I would like to inform you that we have received your package. Vljudno vas vabimo na otvoritev na ih novih pisarn, v sredo, 28. 11., ob 20. uri. We would like to invite you to the opening of our new offices on Wednesday, 28 Nov, at 8 pm. Kot dogovorjeno vam v priponki po iljam pogodbo. As we discussed, I am sending you the contract as an attachment. elela bi ti estitati za napredovanje. I would like to congratulate you on your promotion. Iskreno se opravi ujem za pozen odgovor. I would like to apologise for my late reply.

SAMPLE INQUIRY Kenneth Beare 2520 Visita Avenue Olympia, WA 98501 Jackson Brothers 3487 23rd Street New York, NY 12009 June 12, 2018 To Whom It May Concern: With reference to your advertisement in yesterday's New York Times, could you please send me a copy of your latest catalog. I would also like to know if it is possible to make purchases online. Yours truly Kenneth Beare Administrative Director English Learners & Company

REPLYING TO AN INQUIRY/ENQUIRY Dear Mr. Beare Thank you for your inquiry of 12 June asking for the latest edition of our catalog. We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at jacksonbros.com. We look forward to welcoming you as our customer. Yours sincerely Dennis Jackson Marketing Director Jackson Brothers

PLACING AN ORDER Dear Ms Lupko, Your letter of 22 June 2016 persuaded me to place at least a trial order for your new model of men s show. Enclosed please find our Order No. 344 for 40 pieces of men s shoes, black, Article No. 344-B77. We were a little surprised about the rather low trade discount of 10% and we would like your comments on the matter. WE have nevertheless decided to place an order to speed up the delivery, and hope that his allowance can be reviewed at some point in the near future. We hope you do realize that it is essential that the goods be delivered before the end of October in time for the New Year rush, and we reserve the right to refuse food delivered after that time. The sweaters and roll necks should be packed in boxes backed in cartons, wrapped in thick paper and shipped in a container. Of the blouses sell as well as we hope, we will send further orders very soon. We look forward to receiving your confirmation. Best regards, Jack Fall

REFUSING AN ORDER Dear Ms Devin, Thank you for your order No. JO345688, which we received today. Much to our regret we do not feel that we can offer the trade discounts you have asked for, i.e. 40 per cent as we only allow a 20 per cent trade discount to all our customers regardless of the quantity they buy. Please note that our prices are extremely competitive, and we are therefore not in a position to grant you the allowance you have asked for. Consequently, I regret that we will not be able to accept your order. Best regards, Simona tuk

REKLAMACIJA/LETTER OF COMPLAINT Dear Sir or Madam, I wish to express my dissatisfaction with the above iron, which I purchased from The Electrical Store in Newtown on 10 October, 2015. On using it for the first time, I found that the temperature control was faulty; it was not possible to set it for any temperature apart from the highest, for cotton. When I attempted to return the iron to the store, the cashier said that the store was unable to replace it or offer me a refund but advised me that it could be sent away for repair. As I need an iron on a daily basis, and it was not clear how long a repair would take, this option was unsatisfactory. As the iron clearly does not function as it should and therefore does not comply with the legal standards of product quality, I am writing to you to ask for a full refund of the 35.99 retail price. I look forward to hearing from you within the next two weeks. Yours sincerely Jenny Hawkins

POVABILO/INVITATION You are cordially invited to attend a Dinner Reception at the annual Allen Mercy Fundraiser to benefit the Children's Crisis & Recover Coalition this Saturday, 10 May 2020, at 6.30 pm at The Starlight Ballroom Heyworth Hotel. The Madison & Clark Corporation cordially invites you and a guest to attend its annual fundraiser to benefit the Center for Science & Exploration on Friday, July 18th,at 8:00 pm. The New England Women s Club requests the pleasure of your company at the Tenth Annual Candlelight Ball for the benefit of World Vision Charities. Saturday, the twenty-fifth of January Reception at six o clock Dinner at seven o clock The Colonnade Hotel, Huntington Ballroom

POVABILO/INVITATION You are kindly invited to the opening of the photo-exhibition on Wednesday, 3 April 2016, at 8pm in the Small Gallery of Cankarjev dom.

ESTITKA/LETTER OF CONGRATULATIONS Dear Ms Hunter May I take this opportunity to express my warmest congratulations upon your recent election as the Mayor of New York. Yours faithfully James Brown

GRAMMAR SECOND CONDITIONAL Uporabimo, kadar elimo opozoriti za posledice, ne da bi se to razumelo kot pro nja, gro nja ali zavrnitev. IF + past tense, would + infinitive We will have a lot of problems if we change the supplier. If we changed the supplier, there would be a lot of problems. We will lose this client if the goods do not arrive on time. We would lose this client if the goods did not arrive on time.

GRAMMAR CONTINUOUS FORM We wondered if you could replace the missing articled with the new article Y15. We were wondering if you could replace the missing articled with the new article Y15. We discussed whether we could pay the invoice next month. We were discussing whether we could pay the invoice next month.

GRAMMAR PASSIVE AND IMPERSONAL STRUCTURE Please let us know why you did not pay the balance. Please let us know why the balance has not been paid. You should correct the mistake as soon as possible. . The mistake should be corrected as soon as possible You have not paid the invoice yet. The invoice has not been paid yet.

GRAMMAR CHANGE THE OPPOSING I and YOU into WE I have a serious problem because of the delay you have caused. We have a serious problem because of the delay.

GRAMMAR USE OF QUESTIONS AND COMPARATIVES Wouldn t ordering in metric sizes be more convenient? It would be better if you finished the project today. Wouldn t it be better if you finished the project today?

GRAMMAR NEGATING POSITIVE WORDS INSTEAD OF USING NEGATIVE WORDS This will not be cheap. This will be difficult. This will not be easy.

GRAMMAR USING MODALS SUCH AS MIGHT, MAY + ADJECTIVES SUCH AS SMALL, SLIGHT There will be a delay. There might be slight a delay.

GRAMMAR USE OF MODAL VERBS; could, would, should Could you send us the goods by the end of the month? We would be happy to set up a meeting. You should contact our sales manager.

CONNECTORS CONTRAST but / yet: followed by a noun phrase or a sentence. The book is short but / yet interesting in spite of / despite: It is placed at the beginning or in the middle of the sentence. He arrived on time despite / in spite of getting up late although / though/ even though / in spite of the fact that: followed by a complete sentence. They can be placed at the beginning or in the middle of the sentence. If it is placed at the beginning we need to use a comma after the clause. Although / though / even though / in spite of the fact that the pupils had not studied, they all passed their exams . however, nevertheless, even so, on the one hand, on the other hand, on the contrary: He was quite ill however/ nevertheless/ even so, he went to school while, whereas This film is very interesting, while/whereas that one is quite boring

CONNECTORS REASON AND CAUSE because, as since, seeing that: Because / as / since / seeing that it s late, we should go home because of, on account of, owing to, due to: Because of / on account of / owing to / due to the weather, we stayed at home in order to, so as to, to: She uses her video in order to / so as to / to record TV programmes

CONNECTORS ADDITION for example, for instance, such as: Vegetables are a good source of vitamins: for example / for instance, oranges have vitamin C more over, furthermore, besides, in addition to: In addition to soul music, she likes rap apart from, except for: Apart from English, she speaks French .

CONNECTORS CONSEQUENCE/RESULT Consequently / As a consequence / As a result / Therefore Therefore/Consequently/As a result we cannot offer you a discount.

CONNECTORS SUCCESSION First of all / Firstly / To begin with / First . Second / Secondly / Then Third / Thirdly / After that... The next stage Finally / in short / to sum up / in conclusion / lastly / last but not least

EXERCISE Najprej bi elel povedati First, I would like to say Zaradi pandemije koronavirusa smo morali za asno zapreti na o tovarno. Due to the Coronavirus pandemic, we had to temporarily close our factory. Posledi no smo morali odpustiti nekaj delavcev. Consequently, we had to let some people go. Poleg prevajanja ponujam tudi ure angle ine. In addition to translation services, I also offer English lessons.

EXERCISE Although she was the best candidate, she still did not get the job. (in spite of) In spite of being the best candidate, she still did not get the job. I love summer, but I hate working in the heat. (however) I love summer; however, I hate working in the heat. The meeting was cancelled, so I went home early. (because) I went home early because the meeting was cancelled.