UNIT 4

TASKS: LETTERS AND REPORTS

4.1 Formal letters De Hoop Shipyard (address: 22 Hagastraat, 3134 MS Schiedam Netherlands) Is currently building a new salvage vessel for Belgian account (Inter-Salvage in Antwerp). The Engine room is being fitted out and the fuel-pumping arrangement has to be purchased. They require 8 high pressure fuel plunger-pumps with a 300-bar working pressure each and provided with volume-controls. Furthermore they require 2 low pressure fuel pumps (booster pumps) with pressure regulating valves + electromotors. The pumps should have a capacity of 100 cub. mtr. per hr. a max. discharge pressure of 10 bar each. Spare set to be included. 1 Enquiry asking for information R. v.d. Burg, Managing Director of Die Hoop Shipyard, writes a letter (dated April 10) to Berkley Engineering Ltd. (address: 16 Hampton Road, Northampton NNS 9SL England) in which he requests information about prices of the materials required. He wants to know costs of delivery, warrant and possible discount. He clearly states that the cancelling date for delivery is July 31 of the current year. (Write the letter; use the format given in the introduction; be sure to mention all the relevant aspects and data). 2 Response giving information Mr. P.C. Logie, Sales-Manager at Berkley Engineering Ltd. (intermediary for several trade marks), answers on April 24 and provides the following information. - 8 high pressure fuel plunger-pumps by Bosch with a 300-bar working pressure each, volume-controlled: 1853 each (totaling 14,824 - - VAT excl.) - 2 low pressure pumps by Borg Warner, fitted with pressure regulating valves,

of 100 cub. mtr. per hr. and a max. discharge pressure of 10 bar each, together with a spare set and electromotors to drive the booster pumps: 3580 for each pump + motor, and 3840 for a complete spare set without electromotors.

Delivery costs 285 - VAT excl. ex factory delivery guaranteed as requested before July 31. Warrants: 2 years. Service on board within warrant-periods. Discount of 8% if paid within a fortnight after delivery. (Write the letter; use the format given in the introduction; be sure to mention all the relevant aspects and data). 3 Placing an order R. v.d. Burg orders the above materials on April 29. Proviso: the assurance that the materials will be delivered before the last day of July. Penalty for late delivery: 8000 per working day. (Write the letter; use the format given in the introduction; be sure to mention all the relevant aspects and data).

4 Letter of confirmation Mr. P.C. Logie, sales-manager at Berkley Engineering Ltd., in agreement with the penalty for late delivery, confirms the order on May 5, stating that the materials will be forwarded by the end of the month of May of the current year. (Write the letter; use the format given in the introduction; be sure to mention all the relevant aspects and data). 5 Making a claim De Hoop Shipyard has suffered considerable damage because the pumping systems have been delivered 9 days too late by Berkley Engineering Lt . R. v.d. Burg writes a letter in which he protests against their failing and claims damages of 8000 per working day. (Write the letter; use the format given in the introduction; be sure to mention all the relevant aspects and data). 6 Letter of apology Mr. P.C. Logie of Berkley Engineering Lt. writes a letter of apology, stating that, due to unforeseen problems with the manufacturers (workers went on strike for 1 week) the items were delivered too late. He has claimed compensation with the manufacturer and has already received news that their insurers will compensate all parties concerned for losses that have been suffered. In his letter mr. Logie apologizes and hopes that (etc. etc.) (Write the letter; use the format given in the introduction; be sure to mention all the relevant aspects and data). 7 - Letter of application: cover letter and Curriculum Vitae You finished your studies 5 years ago, have been working since then for one and the same company, have gained experience and acquired specific expertise and different skills for the position that you are applying now. Write a cover letter + your CV referring to an advertisement of your own choice.

4.2 Reports Prestige-disaster On November 19, 2002, the oil tanker Prestige, carrying 77,000 tons of fuel oil, broke in two and sank off the Spanish coast, creating huge slicks of oil. As she was towed away from the coast, the tanker left behind a trail of thousands of tones of thick fuel oil that coated Spanish beaches, devastating wildlife and shellfish and putting thousands of fishermen out of work. Some experts and environmentalists said it would have been better to take the tanker into port where the oil on board could have been pumped out even though that would have undoubtedly polluted a section of the coast. Now the 26-year-old vessel became an environmental time bomb 130 miles off the Spanish coast and two miles below the surface. 1 Report of the Prestige-disaster Make a report about the Prestige-disaster. Use the format given in the introduction; be sure to mention all the relevant aspects, circumstances and data that you can find about this disaster. Make use of internet facilities and publications as much as you can. Be sure to compile a proper summary of your own, with conclusions, final opinion, judgements and recommendations.

2 Report of an investigation, event, accident or disaster of your own choice Make a report of a marine-related occurrence (navigation, engineering or naval architecture). Use the format given in the introduction; be sure to mention all the relevant aspects, circumstances and data that you can find. Make use of internet facilities and publications as much as you can. Be sure to compile a proper summary of your own, with conclusions, final opinion, judgements and recommendations.

Self-assessment Test

True or false?

1. A CV should be word-processed and never handwritten.

2. A CV can be used for any application.

3. Your CV should be laid out in reverse chronological order (most recent

items first).

4. A CV should never be more than one side.

5. A bright orange CV will attract attention and improve your chances.

6. CVs should always be accompanied by a covering letter.

7. You should only include the most important and relevant information about

yourself on your CV.

8. You should compose a different CV for each employer.

9. Education and Qualifications should be separate sections on a CV.

10. You should only include education at secondary-school level or above in

the Education section.

Progress test

Find the right place for the folowing words and phrases:

motivated /position / university/ organisational / assets / friendly /

management / administrative / own / prioritise

PROFILE

I am a ...(1), adaptable and responsible graduate seeking an entry-level ... (2) position in public relations which will utilise the ... (3) and communication skills developed during ...(4). My reliability, communication skills, responsibility and ... (5) nature are ... (6) I would bring to the work. I have experience in project ... (7) and strong organisational and ... (8) skills with the ability to work independently and use my ... (9) initiative. I also have the ability to ... (10) whilst under pressure meeting tight deadlines.

References

1. Van Kluijven, P.C. The International Maritime Language Programme, Alk & Heijnen

Publishers, Alkmaar, 2005.

2. Sweeney, S., (2004) English for Business Communication, Cambridge University Press