11

Facoltà di EconomiaFacoltà di Economia

Corso di Laurea in Economia e Gestione Corso di Laurea in Economia e Gestione AziendaleAziendale

Corso di Laurea in Economia e FinanzaCorso di Laurea in Economia e FinanzaPre-CorsoPre-Corso

Lingua Inglese Business EnglishLingua Inglese Business English

prof.ssa Luisanna Foddeprof.ssa Luisanna Fodde

a.a. 2003/2004a.a. 2003/2004

COMPANY DOCUMENTS

Invoice

An invoice is a claim for payment.It is a document sent by the seller to the buyer

requesting that the goods sold - should be paid – within a certain period of time (30/60/90 days..)

A detailed list of goods sent or services rendered, with an account of all costs;

(also) The goods or services included in an invoice.

COMPANY DOCUMENTS

Business Business EnglishEnglish

5. Company 5. Company documentsdocuments

Invoice DEFINITIONInvoice DEFINITION

A detailed list of goods A detailed list of goods sentsent or services or services rendered,rendered, with an with an account of all costs; account of all costs;

The goods or services The goods or services included in an invoice. included in an invoice.

Business EnglishBusiness English5. Company documents5. Company documentsMEMO MEMO Abbreviated formAbbreviated form

A written proposal or reminder [Syn:memorandum, memoranda]

Business EnglishBusiness English5. Company documents5. Company documentsMEMOMEMO

A message, a letter,A message, a letter,any written, informal documentany written, informal documentused to remind colleaguesused to remind colleaguesabout something: about something: an event, a meeting,an event, a meeting,an important appointment.an important appointment.

Business EnglishBusiness English5. Company documents5. Company documentsE-MAILE-MAILStructureStructure

Business EnglishBusiness English5. Company documents5. Company documentsE-MAILE-MAILAbbr. for electronic mailAbbr. for electronic mail

A system by which people can send written A system by which people can send written messages to each other using their computers. messages to each other using their computers. The message is sent along telephone The message is sent along telephone wireswires to to the other person’s computer.the other person’s computer.

E-mails are short, usually informal messagesE-mails are short, usually informal messages

““We thought you would like to know that the following item We thought you would like to know that the following item has been sent to you”has been sent to you”““Dear LuisannaDear LuisannaWhat is your proposal #?, and we will look it up for you.What is your proposal #?, and we will look it up for you.RegardsRegardsSS15SS15””

Sometimes the letter format is followed, but not alwaysSometimes the letter format is followed, but not always

Business EnglishBusiness English5. Company documents5. Company documentsLETTERS (SNAIL MAIL)LETTERS (SNAIL MAIL)Used to communicate with people from other Used to communicate with people from other

companies. More formal than other type of companies. More formal than other type of correspondencecorrespondence

SLOWNESSSLOWNESSMORE APPROPRIATEMORE APPROPRIATE for formal introduction to for formal introduction to companies, thank-you letters, confirmation of companies, thank-you letters, confirmation of contractscontracts

FIXED EXPRESSIONSFIXED EXPRESSIONS (i.e. I look forward to (i.e. I look forward to hearing from you soon)hearing from you soon)

BLOCK LAYOUTBLOCK LAYOUT (no indented paragraphs) (no indented paragraphs)INITIALS IN ADDRESS LINEINITIALS IN ADDRESS LINELETTERS BEGINNING WITHLETTERS BEGINNING WITH “Dear Mr. Jenkins”,“Dear Mr. Jenkins”,

should end with “should end with “Yours sincerelyYours sincerely” or “” or “Yours Yours trulytruly” (US)” (US)

LETTERS BEGINNINGLETTERS BEGINNING WITH WITH “Dear “Dear Sir/Madam/SirsSir/Madam/Sirs”, should end with ”, should end with “Yours “Yours faithfully”faithfully”

Our refOur refYour refYour ref Company LOGOCompany LOGO

Company addressCompany addressTel. FAX, e-mail nos.Tel. FAX, e-mail nos.

NAME OF ADDRESSEE (with initials)NAME OF ADDRESSEE (with initials)POSITIONPOSITIONCompany’s name and addressCompany’s name and address Date (May 2, Date (May 2,

2003)2003)

Dear Mr/Ms X (no initials)Dear Mr/Ms X (no initials)

Subject line (Order No. PQ 733)Subject line (Order No. PQ 733)

INTRODUCTORY PARAGRAPH REFERRING TO LASTINTRODUCTORY PARAGRAPH REFERRING TO LASTCOMMUNICATION OR INTRODUCING SELF OR COMPANY, COMMUNICATION OR INTRODUCING SELF OR COMPANY,

REASONREASONFOR WRITINGFOR WRITINGMain body of letter, divided into paragraphsMain body of letter, divided into paragraphsPOLITE ENDING (I look forward to hearing from you soon)POLITE ENDING (I look forward to hearing from you soon)Yours sincerely,Yours sincerely,SIGNATURESIGNATUREFULL NAME TYPED OUTFULL NAME TYPED OUTPOSITIONPOSITION Copies to: cc M. TYLERCopies to: cc M. TYLER

Enc (if there are any Enc (if there are any enclosures)enclosures)

Business EnglishBusiness English5. Company documents5. Company documentsFAXESFAXESGood means of communication in modern business.Good means of communication in modern business. SPEEDY, CONVENIENT, FLEXIBLESPEEDY, CONVENIENT, FLEXIBLE

AS FAST AS TELEPHONE CALLS, MORE CONVENIENT AS FAST AS TELEPHONE CALLS, MORE CONVENIENT THAN E-MAIL (BUT MORE EXPENSIVE). A4 PAPER, THAN E-MAIL (BUT MORE EXPENSIVE). A4 PAPER, USED BY COMPANIES WITH NO COMPUTERS OR USED BY COMPANIES WITH NO COMPUTERS OR INTERNET CONNECTIONSINTERNET CONNECTIONS ADDRESSES NOT WRITTEN IN FULLADDRESSES NOT WRITTEN IN FULLEACH PAGE IS NUMBEREDEACH PAGE IS NUMBEREDSENDERS’ AND RECEIVERS’ TELEPHONE NOs SENDERS’ AND RECEIVERS’ TELEPHONE NOs NECESSARYNECESSARYFAX SENT THROUGH FAX MACHINES MUST INCLUDE A FAX SENT THROUGH FAX MACHINES MUST INCLUDE A SIGNATURESIGNATURESIGNATURE NOT NEEDED FOR FAXES SENT BY MODEMSIGNATURE NOT NEEDED FOR FAXES SENT BY MODEMHANDWRITTEN FAXES MAY BE POSSIBLE DEPENDING HANDWRITTEN FAXES MAY BE POSSIBLE DEPENDING ON THE SITUATIONON THE SITUATION

FAX MESSAGEFAX MESSAGE Company LOGOCompany LOGOCompany addressCompany address

(FROM:_________)(FROM:_________) Tel. FAX, e-mail nos.Tel. FAX, e-mail nos.

TO:TO: NAME OF ADDRESSEE NAME OF ADDRESSEE POSITIONPOSITIONCompany’s name and addressCompany’s name and address Date (May 2, 2003)Date (May 2, 2003)TEL AND FAX nosTEL AND FAX nos

Page 1 of 1 (2,3,ecc.)Page 1 of 1 (2,3,ecc.)

Subject line (Order No. PQ 733)Subject line (Order No. PQ 733)

INTRODUCTORY PARAGRAPH REFERRING TO LAST COMMUNICATION INTRODUCTORY PARAGRAPH REFERRING TO LAST COMMUNICATION OR INTRODUCING SELF OR COMPANY, REASON FOR WRITINGOR INTRODUCING SELF OR COMPANY, REASON FOR WRITING

Main body of fax, divided into paragraphsMain body of fax, divided into paragraphsPOLITE ENDING (I look forward to hearing from you soon)POLITE ENDING (I look forward to hearing from you soon)

Yours sincerely,Yours sincerely,SIGNATURESIGNATUREFULL NAME TYPED OUTFULL NAME TYPED OUTPOSITIONPOSITION