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Standard phrases, expressions and business correspondence

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Perhaps at work you have to keep minutes of meetings or write reports on agreements reached. Although it seems tedious, in fact, it is simple if you know what topics to cover and how much to write. In this article you will find information on how to summarize, create tables and graphs and what subtleties should not be missed. The ability to efficiently write meeting reports or agreements reached will help you stay organized, and your boss will probably appreciate it!

How to correctly explain the reason in business correspondence

  • Due to late payment ...
  • Due to non-receipt of the invoice ...
  • Due to the inconsistency of your actions with previously adopted agreements ...
  • Due to the delay in receiving the goods ...
  • Due to changes in energy prices ...
  • Given that production figures decreased by ...
  • Given the social significance of the facility ...

Typo on the site

Preparation of a report after the negotiations.

One of the key mistakes in business negotiations, especially if the price of the issue is very high, and the negotiations are damn complicated - this is the lack of records on how the negotiations went, what information was received, which hypotheses were confirmed, which are not.

Unfortunately, the modern man is lazy, it seems to him that he remembered everything that happened at the meeting, but his memory is very deceiving, what you remember today will be distorted and lost tomorrow. Whatever this happens, let's figure out how to properly conduct analysis of past negotiations.

Negotiation Report Form.

Date, place:

Supplier / Partner:

The participants:

On the part of the supplier / partner:

From the Company:

Main questions:

This section is completed if the meeting plan was initially agreed with the partner (in writing or orally). Even if this did not happen, with a business approach to negotiating at the beginning of the meeting, a general plan is discussed and the main issues for discussion are outlined.

This section includes the following information:

  1. decisions made, as well as the timing of their implementation and those responsible (this document is not a whole company’s guide to action for employees and, if necessary, the implementation of decisions must be additionally regulated orally).
  2. Discussed issues with brief comments (in cases where there is no need to make a specific decision).

This section should include the maximum (!) Of information received during the negotiations. It can relate directly to a joint business, as well as the overall situation on the market, related fields of activity, competitors, etc. In the future, this information can be restructured (transferred to shared folders or files on various topics, etc.)

Practice shows that during negotiations, a large amount of information is pronounced, which, if properly analyzed and accumulated, can be of exceptional value to the company.

This section is necessary for regulating interaction with a partner, setting not only the dates for the next meeting, but also topics for discussion, as well as what needs to be done up to this point.

An optional, but useful section, which includes information based on the personal impressions of the negotiator and relating to the general climate of the conversation, relationships, mood for the interlocutor, etc.

Negotiation Report

This form is mandatory for employees at all levels / negotiating with third parties, and applies to all departments.

With the obvious simplicity of the structure, this document allows you to solve several problems that certainly arise in the organization, especially if it expands and the process leaves the detailed and constant control of the first-level manager.

The main objectives of the document

1. Planning and control of all negotiations conducted by company employees.

2. The exclusion of “negotiations for the sake of negotiations”.

  • the need to prepare negotiations (outline the main issues for discussion, prepare the necessary information, think through and argue your position in advance)
  • the need to provide a full report, namely, greater organization and responsibility of the negotiating staff
  • coordination of actions of various departments of the company, when several of them are included in work in different directions with one partner (in particular / this positively affects the image of the company as organized, coordinated in its actions and responsible for decisions made)

3. Information control.

The exclusion of the inadequate “role of the individual in history”, namely, the unreasonable influence of a particular employee on the entire process due to the sole ownership of information.

  • ensuring the availability of information for managers and other employees who need it in the work process
  • ensuring the continuity of information, if necessary, transfer it to a new employee
  • preservation of all information / related to doing business in full (elimination of the natural forgetting of details over time)

This document can be an effective tool for employees in the planning and implementation of their duties and for management in monitoring and evaluating activities if it is appropriately included in the full document flow of the company and becomes mandatory for employees at all levels.

The document is strictly confidential. It is necessary to clearly determine the ability of employees to access it. In particular, depending on the characteristics of the organization, archiving may be performed.

  • in paper form in the appropriate folders (a separate folder for documents on interaction with each partner - for example, “Supplier of components” or for a specific topic - for example “Search for a new warehouse”)
  • in electronic form with a clear definition of the directory structure on the server or in computers of different employees

D:/ Suppliers / Supplier of “Little Red Riding Hood” / Meetings / KrShapOPO! 0101doc

The file name should maximally reflect the essence of the document, so in this case it includes the name of the supplier, type of document (OP - report on negotiations), date.

In this case, the report is provided to the head in paper form, after which it is destroyed.

    In most cases, based on this document, a similar, but intended for the partner is created. Providing a partner with a report on the results of negotiations is necessary for various reasons - confirmation of an unambiguous understanding of the issues discussed and decisions made, fixing the necessary numbers, terms, responsible, compliance with business etiquette.

Business letter

The first part of any letter (aspect) is the motivation that explains the motives, the reasons for the text.

Standard expressions indicating the reason

With links

Target indication

All of these expressions must be used taking into account the context and speech situation.

Standard phrases precede the basic information expressed by the verb structure and correspond to standard speech situations:

In business letters, as well as in other types of documents, word compatibility is standardized:

Cooperation most often fruitful, mutually beneficial, the activitysuccessful, contributionsignificant positionconstructive (strong), argumentscompelling needurgent, range (of services)wide discountssignificant / minor proposalconstructive, disagreementmaterial / non-material, profitabilityhigh / low, calculationspreliminary or final etc.

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Standard phrases and turns to refer to someone

  • Referring to your letter from ...
  • In accordance with the agreement reached earlier ...
  • Referring to your request from ...
  • Recalling the oral agreement ...
  • In response to your letter (request) ...
  • In accordance with our agreement ...
  • Based on our telephone conversation ...
  • Based on an oral agreement ...
  • According to a government decree ...
  • According to your request ...
  • According to the protocol on mutual deliveries ...
  • According to specification…
  • Referring to the negotiations ...

How to correctly indicate the Purpose in correspondence and explain why we are doing something?

  • In order to resolve the issue as soon as possible ...
  • In order to fulfill the order ...
  • To coordinate contentious issues ...
  • To coordinate participation issues ...
  • For the most complete coverage of the activities of your organization in the media.
  • To resolve contentious issues ...
  • For the safety of the passage of cargo ...
  • In response to your request ...
  • In order to avoid conflict situations ...

Standard verb phrases in business communication and correspondence

  • etiquette rituals: thank you, express hope, express gratitude, wish you success, apologize, express our condolences
  • Messages: inform, inform you, notify, notify,
  • confirmations, statements: confirm, certify, declare, declare,
  • requirements, requests: I order, I order, we insist, I ask, we appeal to you with a request,
  • promises: we guarantee, we assure, we commit,
  • reminders: remind
  • offers: we offer.

How to combine business phrases

  • control - entrusted,
  • price - set (decreases, rises),
  • debt - repaid
  • the deal is concluded
  • complaint (claim) - filed (satisfied),
  • payment - made,
  • invoice - issued (paid),
  • the question is raised (solved),
  • discounts - are provided (are provided),
  • payment - made,
  • opportunity is provided,
  • agreement is reached,
  • credit - allocated, etc.
  • Cooperation is most often fruitful, mutually beneficial, the activity is successful, the contribution is significant, the positions are constructive (strong), the arguments are weighty, the need is urgent, the range (of services) is wide, the discounts are significant / insignificant, the proposal is constructive, the differences are significant / non-essential, profitability - high / low, calculations - preliminary or final, etc.
    1. We inform you that the delay in shipment ... occurred due to ...
    2. We inform you that the plant management has decided ...
    3. We inform you that your offer has been accepted.
    4. We are announcing that we ...
    5. Please be advised that ...
    6. We inform you that, unfortunately, we can’t ...

Motivational Expression Models

(The most common phrases at the beginning of a standard business letter).

      • According to the protocol ...
      • In order to strengthen the protection of property ...
      • In response to your request ...
      • In confirmation of our telephone conversation ...
      • In confirmation of our agreement ...
      • In order to provide technical assistance ...
      • Due to the difficult situation ...
      • In connection with the joint work ...
      • According to the customer’s letter ...

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