CORRESPONDENCE II

I. CLARK WRITES A REPORT


II. WRITING A REPORT

1. SECTIONS OF A REPORT 

Global Polls Limited

Report: New Code of Practice and its Effect on Personnel Morale

Introduction

The report was requested by Alexander Simeon, CEO of Better Books Inc., to determine the effects of the new code of practice on the performance of personnel at Better Books Inc., with a focus on whether or not it increased efficiency.

Method

- Survey questions were prepared by a professional survey organization.

- 90% of personnel were interviewed.

- Communication systems were assessed and the results were analyzed by specialists.

Findings

- 65% of personnel at lower grades were not convinced of the efficacy of the new code of practice.

- 50% of mid-management personnel agreed that new procedures were needed.

- 60% of high-level management personnel were not satisfied with the way the new code of practice was implemented.

Conclusions

- There was not enough consultation before the implementation of the new code of practice.

- Personnel were not sufficiently prepared for the new code of practice.

- No clear guidelines for the implementation of the new code of practice were introduced.

Recommendations

- We suggest consulting with personnel before changes are made.

- It would be beneficial to conduct a follow-up survey to see which changes were useful.

- It's important to understand why 58% of the 90% interviewed remain dissatisfied; to address this, an open forum should be held where staff can voice their opinions.

- There should be a more inclusive approach to the implementation of wholesale change.

method section - you can find how they did a study
findings - you can find the results of the study 
conclusions - you can find reasons for results of the study
recommendations - you can find advice from the report 
efficacy - how well something works
implementation - putting something into action

Report: Changes in Customer Behavior after Store Renovations

Introduction

The report was requested by Carol Silver to determine how renovations to their main store changed customer behavior.

Method

Survey questions were prepared by a professional survey organization.

30% of customers were interviewed.

Customer movement was analyzed via CCTV by specialists before and after renovation.

Findings

60% of customers reported they felt the floor area was expanded.

Customers were observed to have spent an average of 12 minutes longer in the store.

Conclusions

The renovations make the store feel more spacious.

The new layout makes customers spend more time in the store.

The renovation was implemented successfully.

Recommendations

Begin implementation of renovations in other major stores.

Implement new layout in all stores.

Conduct further research into the efficacy of store layout on consumer behavior.

2. THE PASSIVE FORM IN SUMMARY REPORTS

The passive voice

The passive voice is usually used when you don't know exactly who performed the action or who performed it is not important.

Ninety percent of personnel were interviewed.

The grammatical form of the passive voice looks like this:

object + be + past participle

Passive voice with agent

Sometimes you know who performed the action, but you want to place more emphasis on the action (the interviewing), so you may use the passive voice with an agent.

Ninety percent of personnel were interviewed by a team of specialists.

The grammatical form looks like this:

object + be + past participle + by + agent (the person or thing doing the action)

In this case, the active form is also correct, but structuring it this way emphasizes the subject (a team of specialists) rather than the action.

A team of specialists interviewed 90% of personnel.

Survey questions were prepared by a survey organization. passive with agent

Personnel were not sufficiently prepared.  passive

58% of the 90% of personnel remain dissatisfied. active 

The results were analyzed.  passive 

The report was requested by Alexander Simeon. passive with agent

Report: Changes in Customer Behavior after Store Renovations

Introduction

The report was requested by Carol Silver to determine how renovations to their main store changed customer behavior.

Method

Survey questions were prepared by a professional survey organization.

30% of customers were interviewed.

Customer movement was analyzed via CCTV by specialists before and after renovation.

Findings

60% of customers reported they felt the floor area was expanded .

Customers were observed to have spent an average of 12 minutes longer in the store.

3. GIVING RECOMMENDATIONS

Giving recommendations

Here are some useful phrases to give recommendations.

There should be more focus on customer service. There should be a more inclusive approach.

It's important to invest in technological upgrades. It's important to find out why staff remain dissatisfied.

We recommend conducting additional staff surveys.

It would be beneficial to extend the study period. It would be beneficial to conduct a follow-up survey.

We suggest you begin renovations immediately.

We suggest consulting with personnel.

It would be advisable to do further research in customer behavior.

Recommendations

- We recommend beginning renovations in other major stores.

- It's important to implement the new layout in all stores.

- There should be further research into the efficacy of store layout on consumer behavior.

4. WRITING A REPORT 

Dear Mr. Samson,

Below are the results of the surveys you requested, which were conducted in Rio de Janeiro and Shanghai.


To summarize our method: we took a sample covering all the demographics and asked how they felt about the collarless dress shirt.

If you have any queries (запросы), do not hesitate to contact me.



Best wishes


James Tufnell

Head of Research

----------------------------------------------------------------------------------

Collarless dress shirt: facts and figures


Interviewed:

Rio de Janeiro – 1000

Shanghai – 1000


Rio de Janeiro:

Approve: 35% (would buy: 20%) Not approve: 65%


Shanghai:

Approve: 80% (would buy: 40%) Not approve: 20%


For the 65% in Rio and the 20% in Shanghai, it is not a highly desirable item for several reasons:


- design

- size

- color

- material


For the 20% in Rio and the 40% in Shanghai who 'would buy,' they expressed moderate satisfaction. 
Some factors that kept them from feeling strongly satisfied:


- Before launching, not enough market research carried out

- Good idea, bad execution

- General feeling is that diversity was not considered in product design


Moving forward, this is what we should consider:

- More research: what men want and need in an accessory

- Design: more attention to detail, e.g. stitching color

- Size: slim fitting

- Colors: strong primary colors; black and white

- Material: wrinkle-free and/or sweat absorbent

- Changes for Rio are a priority, because Asia results are satisfactory

Method

One thousand people in Rio de Janeiro and one thousand in Shanghai were interviewed.  

Findings

- 35% of the people interviewed in Rio de Janeiro approved the product’s design, but only 20% of the 35% would buy it.
- 80% of the people interviewed in Shanghai approved the product’s design, but only 40% of the 80% would buy it.
- 65% in Rio and the 20% in Shanghai were not convinced it is a highly desirable item.
- 20% in Rio and the 40% in Shanghai who 'would buy' expressed moderate satisfaction of the product’s design.

Conclusions

- There was not enough market research before launching of the product.

- It was felt that diversity was not considered in product design. 

Recommendations

- There should be more research into what men want and need in an accessory

- It would be beneficial to begin changes in South America market.

Method

A wide demographic of consumers in Rio de Janeiro and Shanghai were interviewed to evaluate the reasons for the disparity (несоответствие) in sales figures in Asia and South America. Two thousand people were interviewed (1000 people in Shanghai and 1000 in Rio de Janeiro).

Findings

-      - 35% of the people interviewed in Rio de Janeiro responded favorably (благосклонно) to the product’s design, but only 20% of the 35% said they would consider buying it.

-      - 80% of the people interviewed in Shanghai responded favorably to the product’s design, but only 55% of that 80% said they would consider buying it.

Conclusions

-     -  Insufficient (недостаточное) research was carried out before the product was designed and launched.

-    -   It was felt to be a good idea but poorly executed.

Recommendations

-      - More research is required into what consumers want and need when buying an item of clothing and how to transform it into a fashion necessity.

-      - The Asia market was satisfied but not overly enthusiastic about the product; changes to satisfy just the South America market would be acceptable for now. 

III. UNDERSTANDING THE DETAILS OF A CONTRACT

1. SECTIONS OF A CONTRACT 

CONTRACT FOR THE SALE OF GOODS

Tomorrow Today Furniture Co., hereinafter referred to as Seller, and Better Books Inc., hereinafter referred to as Buyer, hereby agree on 15th January 2017 to the following terms.

 A. Identities of the Parties

Seller, at 1 Phoenix Wharf, London, is in the business of Furniture Design and Retail. Buyer, at 9 New Lane, London, is in the business of Book Publishing and Retail.

Sections of a contract

Here are some sections commonly found in contracts and the information you can find in them.

The Identities of the Parties section describes who is entering the contract.

The Description of the Goods section describes what products or services are in the contract.

The Buyer's Rights and Obligations describes what the buyer must do, and what he or she is allowed to do.

The Seller's Obligations describes what the seller must do.

The Attestation is the place where both people must sign the contract.

Buyer's Right and Obligations - describes what the buyer must do, and what he or she is allowed to do.

Seller's Obligations - describes what the seller must do.

Identities of the Parties - describes who is entering the contract.

Description of the Goods - describes what products or services are in the contract.

Attestation - is the place where both people must sign the contract.

CONTRACT FOR THE SALE OF GOODS

Tomorrow Today Furniture Co., hereinafter referred to as Seller, and Better Books Inc., hereinafter referred to as Buyer, hereby agree on this 15th January 2017 to the following terms.

 A. IDENTITIES OF THE PARTIES 

Seller, at 1 Phoenix Wharf, London, is in the business of Furniture Design and Retail. Buyer, at 9 New Lane, London, is in the business of Book Publishing and Retail.

 B. DESCRIPTION OF THE GOODS 

Seller agrees to deliver to Buyer, on or before 30th April 2017, the following goods:

Black leather armchairs

Cafe sets

Library sets

Kids' sets

C. BUYER'S RIGHTS AND OBLIGATIONS 

Buyer agrees to accept the goods and pay according to the terms set out below:

Full payment is due within 30 days of delivery.

Goods are deemed received by Buyer upon delivery to Buyer's address.

Buyer has the right to examine the goods and has 14 days to notify Seller of any claim for damages. Failure to provide such notice constitutes acceptance of the goods.

D. SELLER'S OBLIGATIONS 

Until received by Buyer, all risk of loss or damage to the goods is borne by Seller.

E. ATTESTATION 

Agreed on 15th January 2017.

 By: Max Wenders

Official title: General Manager

On behalf of Tomorrow Today Furniture Co., Seller

I certify that I am authorized to sign on behalf of Seller and that Seller is bound by my actions.

MW (initials)

By: Louis Belvedere
Official title: General Manager

On behalf of Better Books Inc., Buyer

I certify that I am authorized to sign on behalf of Buyer and that Buyer is bound by my actions.

LB (initials)

(NOTARY STAMP HERE)

2. CONTRACT VOCABULARY

Contract vocabulary

Contracts usually use formal terms that can be hard to understand.

I certify that I am authorized to act and sign on behalf of Seller and that Seller is bound by my actions.

Buyer has 14 days in which to notify Seller of any claim for damages based on the condition of the goods.

Seller and Buyer hereby agree to the following terms.

Both parties agree that the terms of the contract conclude on the 15th June 2017.

Buyer agrees to provide the goods as outlined in Section C, Buyer's Rights and Obligations.

Here are some simpler definitions of the words.

goods = the product bought or sold

notify = tell

hereby = shows something is now official

certify = promise or agree that something is true

obligation = something you have to do

party = the person signing a contract, which includes a buyer or seller Better Books Inc. hereby agrees to the following terms.  Seller agrees to transfer and deliver to Buyer the described goods . Buyer agrees to provide the goods as outlined in Section C, Buyer's Rights and Obligations . Buyer has 14 days in which to notify Seller of any claim for damages. I certify that I am authorized to act and sign on behalf of Seller. Both parties agree that the terms of the contract conclude on the 15th June 2017.

3. UNDERSTANDING THE DETAILS OF A CONTRACT 

initials - the first letters of your first and last names 
notary stamp - a stamp used to make a document official 
sign - write your name distinctively (отчетливо) on a document 
official title - the name of someone's job 

E. Attestation

Agreed on 15th January 2017.

 By: Max Wenders

Official title: General Manager

On behalf of Tomorrow Today Furniture Inc., Seller

I certify that I am authorized to sign on behalf of Seller and that Seller is bound by my actions.

MW (initials)

 By: Louis Belvedere 

Official title: General Manager

On behalf of Better Books Inc., Buyer

I certify that I am authorized to sign on behalf of Buyer and that Buyer is bound by my actions.

LB (initials)

 (NOTARY STAMP HERE)

Understanding the terms

Contracts often use complex language that is hard even for native English speakers to understand. Try to simplify the sentence based on words you already know. You may not know the word in bold, but simplifying the rest of the sentence will make it easier to guess.

Original version: Until received by Buyer, all risk of loss or damage to the goods is borne by Seller.

Simplified version: Until the buyer receives the goods, all damages or loss are the ___ the seller.

Logically, the seller is responsible for damages that occur before the buyer receives the goods. 'Borne by' probably means 'responsibility of'.

B. Description of the Goods

Seller agrees to deliver to Buyer, on or before 30th April 2017, the following goods:

Black leather armchairs

Cafe sets

Library sets

Kids' sets

C. Buyer's Rights and Obligations

Buyer agrees to accept the goods and pay according to the terms set out below:

Full payment is due within 30 days of delivery.

Goods are deemed received by Buyer upon delivery to Buyer's address.

Buyer has the right to examine the goods and has 14 days to notify Seller of any claim for damages. Failure to provide such notice constitutes acceptance of the goods.

D. Seller's Obligations

Until received by Buyer, all risk of loss or damage to the goods is borne by Seller.

E. Attestation

Agreed on 15th January, 2017.

By: Max Wenders
Official title: General Manager

On behalf of Tomorrow Today Furniture Inc., Seller

I certify that I am authorized to sign on behalf of Seller and that Seller is bound by my actions.

MW (initials)

 By: Louis Belvedere 

Official title: General Manager

On behalf of Better Books Inc., Buyer

I certify that I am authorized to sign on behalf of Buyer and that Buyer is bound by my actions.

LB (initials)

 (NOTARY STAMP HERE)

4. SUMMARIZE THE TERMS OF A CONTRACT TO YOUR BOSS

CONTRACT FOR THE SALE OF GOODS

Design Inc., hereinafter referred to as Seller, and Green Solutions, hereinafter referred to as Buyer, hereby agree on 15 June 2017 to the following terms.

 A. Identities of the Parties

Seller, at 3 Peacock Walk, Portland, is in the business of Design and Retail.

Buyer, at 9 Green Lane, Tacoma, is in the business of Information Technology.

 B. Description of the Goods

Seller agrees to transfer and deliver to Buyer, on or before 30 September 2017, the goods described below:

 • Xu Console desk x 250

 C. Buyer's Rights and Obligations

Buyer agrees to accept the goods and pay for them according to the following terms:

 • Half payment due upon receipt of goods, with full payment due within 30 days of delivery.

 Goods are deemed received by Buyer upon delivery to Buyer's address as set forth above.

 Buyer has the right to examine the goods and has 21 days to notify seller of any claim for damages. Failure to provide such notice constitutes acceptance of the goods.

 D. Seller's Obligations

Until received by Buyer, all risk of loss to the described goods is borne by Seller.

 E. Attestation

Agreed on 15 June 2017.

 By: Clark Philips

Official title: General Manager

On behalf of Design Inc., Seller

I certify that I am authorized to act and sign on behalf of Seller and that Seller is bound by my actions.

CP (initials)

 By: _____

Official Title: Director of Finance

On behalf of Green Solutions, Buyer

I certify that I am authorized to act and sign on behalf of Buyer and that Buyer is bound by my actions.

_____ (initials)

 (NOTARY STAMP HERE)

Dear Mr. Kent,

I hope are enjoying your holiday. Here is a summary of the contract Design Inc. wants us to sign.

The Buyer, Green Solutions, has agreed to buy a quantity of desks (the Xu Console desk x 250) from the Seller, Design Inc.

The Buyer will pay half the amount on receipt of the goods. Then the Buyer will pay the rest within 30 days. Before then, the safety of the goods is the responsibility of the Seller. If the goods are damaged in any way, the Buyer has to inform the Seller of the details within 21 days.

 The contract was signed on June 15^th 2017 by Clark Philips (General Manager, Design Inc.) and should be signed by the Director of Finance of Green Solutions.

Best regards, 

Dear Mr. Kent,

Here is a summary of the terms of the contract with Design Inc.

The Buyer, Green Solutions, has agreed to buy the product (the Xu Console desk x 250) from the Seller, Design Inc.

The Buyer will pay half the amount on receipt of the goods. Then the Buyer will pay the rest within 30 days of delivery. Before then, the safety of the goods is the responsibility of the Seller. If the goods are damaged in any way, the Buyer has to inform the Seller of the details within 21 days.

 The contract was signed on June 15^th 2017 by Clark Philips (General Manager, Design Inc.) and should be signed by the Director of Finance of Green Solutions.

Best regards, 

IV. WRITING A PROMOTIONAL LETTER

1. TYPES OF PROMOTIONAL MATERIAL

billboard
television commercial
flier
leaflet
internet ad

Leaflets and fliers are useful because you can give them directly to the customer as they walk by, or display them near your store.

If you want to reach a large audience in a particular town, you can rent space on a billboard , which is often placed next to a freeway or busy road.

Sometimes you may want to advertise to a small, exclusive group of people, such as retailers. You might invite them to a small party where you'll launch a new product. In this case, sending them invitation cards is most appropriate.

If you want to reach a large audience around the world, however, you will need to rely on internet advertising, which can be very lucrative, but also highly competitive and available only when people are using their computer or smartphone.

How to promote your business


The kind of promotional materials you choose for your business depends mostly on what kind of business it is.

Online advertising is probably the most common right now. The main strength of online ads is that they can be targeted – customers will receive specific ads based on their browsing habits. For example, someone who's been researching flight tickets might get ads for hotel or tour package discounts.

Online ads have virtually no time limits on ad placement; they can reach a global audience; and they are relatively cheap. However, traditional advertising can, in many cases, be more effective than internet ads.

For example, you can make fliers or leaflets to hand out to passers-by in front of your shop. You might also want to rent billboard space next to a busy road to announce your new product.

For an even more personalized style of advertising, consider sending out custom-designed invitation cards to important retailers. Invite them to your party, promote your product, and network with other professionals all at once.

Whatever method you use, remember this acronym:

AIDA = Attention, Interest, Details, Action.

Your ad must be eye-catching and grab the customer's attention. It must interest the customer. It must contain the key details of your product. And finally, it must contain a call to action, such as 'Call this number now!' or 'Take our free trial!'

2. ASPECTS OF PROMOTIONAL MATERIALS 

Better Books Inc. welcomes you to our new concept bookstore!


A better Better Books:

Our flagship bookstore has been designed to serve many needs. The library annex has a hushed ambience and a stunning collection of books for everyone, from researcher to casual bookworm.

– an uber-modern and well-stocked bookstore with knowledgeable and friendly staff

– a cheerful and comfortable cafe, ideal for relaxing after hours of browsing

– kids' play area

From Aristotle to Zimmerman, we've got the book for you!

Testimonials

Read what the reviewers are saying about the new store:

The bookstore with everything. – Readers' Monthly

A lovely idea … reading is fun as well as serious … – Bookseller's Journal

A paradise for book lovers! – Book Review


Contact information

Visit our store at:

3 The Passage

Holborn

London W1


Or contact us online:

Email: betterbooksinc@bbi.biz

Website: www.better-books-inc.biz

Aspects of an ad

Advertisements are often made up of several parts.

title = the name of your company

tagline = a memorable sentence that expresses the spirit of the company

testimonials = quotes from customers or professionals sharing their positive experiences with your business

unique selling points (USPs) = factors that make your business different from others

contact details = your business address, email, phone number and website

unique selling point (USP) : a factor that makes your business different from others

contact details : your business address, email, phone number and website

tagline : a memorable sentence that expresses the spirit of the company

testimonials : quotes from customers or professionals sharing their positive experiences with your business

title : the name of your company

3. WRITING AN ADVERTISEMENT 

hushed ambiance (quiet)  спокойная атмосфера 

stunning collection (impressive)

well-stocked bookstore (having a large supply of something)

knowledgeable staff (knowing a lot about something)

comfortable cafe (making someone feel relaxed)

Using adjectives to show more detail 

Adjectives can be used with for + verb -ing to give more detail about how the adjective relates 

to the subject. 

The cafe is perfect for enjoying a nice cup of coffee.

That car is comfortable for driving cross-country.

This laptop is appropriate for doing creative work, such as designing.  

Our new sports drink is ideal for refreshing yourself after long workouts. 

Our new desk is comfortable for doing a wide range of office work.

Our new TV is perfect for watching sports and movies. 

Our hotel is well equipped for hosting business conferences.

Our newly opened bar is wonderful for celebrating birthdays. 

Fresh and Less: Where cheap prices mean great food!  

Whether you need a granola bar or a complete weekly meal plan, Fresh and Less is perfect for shopping healthily and within your budget. Ourwell-stocked stores are guaranteed to have the most delicious and healthy foods on the market. And if you can't find what you need, just look for one of our knowledgeable staff members in the yellow aprons, who will be happy to help.

From the floor tiles to the lights in the ceiling, our shops have been designed for a comfortable shopping experience. We hope to see you soon!

Testimonials

Fresh and Less is ideal for getting all my favorite health foods. – Mary Chen, Mayor of Acorn Creek

Contact info:

143 Main Street

Acorn Creek, CA

www.fresh-n-less.biz

 

4. WRITING A PROMOTIONAL LEAFLET 


Hi all,


Thank you for the productive meeting! Now we have a clear idea what to put in the promo leaflet for the new Grand Hotel. Here's a quick summary:

- Start with a concise (краткий) introduction of the hotel. Mention the renowned (прославленный) FutureArc Agency that designed the hotel, and that it's designed to serve many needs - weekend getaways, business travel, meetings, etc.

- Give a few more details about the hotel's highlights that may appeal to different customers.

1) the perfect location close to the heart of the city, convenient transport and nearby cultural attractions. Tourists would love this.

2) classy (стильный) lounge and restaurant – a great choice for business travelers if they need to meet with partners or clients

3) spacious (просторный) and well-equipped meeting space - can handle conferences and conventions (собрания)

- Come up with (придумать) a tagline. The message is that every stay is different but memorable.


I'd like to have a draft of the promotional leaflet by the end of the week. Then we can get the design team to work on the layout (макет). We'll also add some testimonials from reviewers later.


Regards,

Dee, Marketing Manager

Designed by the famous FutureArc Agency, the Grand Hotel is specially designed to meet the needs of every guests, whether you’re traveling for business, a family trip or just a relaxing weekend gateways. 

-          - We are located in the heart of the city, just minutes’ walk from numerous attractions. It’s great for experiencing the culture and history of the city. And if you don’t feel like walking, we have easy transport links to every part of the city.

-        -  The hotel’s the classy lounge and restaurant are perfect for enjoying exquisite local cuisine and impressing important clients.

-          -We also provide fully-equipped spacious meeting space, ideal for holding large conferences or company off-sites.

     Stay a while, bring home a Grand memory

       Designed by the famous FutureArc Agency, the Grand Hotel is internationally renowned for its very special “hospitality from the heart”. For business or leisure, our dedicated and experienced staff caters to the needs of guests with an extensive range of services and facilities.

-          In the middle of the Central District, the Grand Hotel is ideally located for all major attractions. And if you don’t feel like walking, there are convenient transport links to every part of the city.

-           The hotel’s classy lounge and restaurant are ideal for experiencing local cuisine and impressing important clients.

-          We also provide spacious and well-equipped meeting space, perfect for hosting conferences and conventions.

       Make your stay memorable.