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An emergency in the Sales office
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UNIT 3
John Martin is due back from his trip to Abraca today and there is a pile of work on his desk. Unfortunately, there is also an unpleasant surprise waiting for him. His very efficient secretary, Sally Langley, has just telephoned to say that she is ill and cannot come into the office today. Elizabeth Corby, Mr. Grant's secretary, copes with the emergency by going to see the Chief Clerk in the General Office and asking him if he will lend Mr. Martin one of his shorthand-typists, while Sally is away.
The General Office is a very busy place. It handles, among other things, all the office printing and duplicating. It also deals with the mail: the staff open all the letters in the morning and send them round to the appropriate offices. Twice daily they collect all the outgoing letters, frank them and post them. They also have an addressing machine, which prints addresses on envelopes, folds the letters and seals the envelopes very rapidly. This is used for advertising and publicity, as well as addressing all order acknowledgements, delivery notes and monthly statements of account.
The Chief Clerk, Mr. Baker, reluctantly agrees to lend Fenella, who is inexperienced but willing. Elizabeth tells her where to find the stationery, gives her a few helpful hints and then leaves her to her fate.
Mr. Martin has a much bigger emergency to cope with as soon as he arrives. Thirty desks have failed to arrive in Holland, and the agent there, Mr. Van Eyck, rings Mr. Martin in a panic because he is responsible for seeing that they are delivered by a certain date to the Dutch customers. The firm use forwarding agents to clear the goods through customs, transport them and deliver them. But something has gone wrong somewhere along the line. Apart from this, and many other jobs which need his attention, John has also got to report to Mr. Grant on his trip to Abraca.
They discuss the chances of opening up a new market there, who they will use as an agent and how the money to pay for the goods will be transferred to Britain. Mr. Grant decides he wants an irrevocable letter of credit. A letter of credit is sent by a bank to an exporter informing him that payment for goods is at the bank. When the exporter proves that the goods have left the country (by showing a copy of a bill of lading with the signature of the captain, or person responsible, proving that the goods have been loaded on to the ship) the money is then paid to the exporter. The buyer — say in Abraca —tells his own bank to send a letter of credit to the exporter's bank in London. It is therefore a promise to pay as soon as the exporter has shown proof that he has sent the goods.
At the end of the day John has cleared up some of his work, but poor Fenella is nearly at her wits' end.
(In the General Office)
ELIZABETH: Good morning, Mr. Baker, we've got a bit of a crisis on in Mr. Martin's office, and I was wondering if you could help us.
MR. BAKER: I certainly will if I can. What's up?
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ELIZABETH: Mr. Martin is due back from Abraca this morning, and his secretary has just telephoned to say that she's ill. She thinks she's got flu.
BAKER: I'm sorry to hear that.
ELIZABETH: Mr. Martin will need someone to help him. The other two girls in the Sales Office can't do shorthand, so could you possibly spare a girl from your department?
BAKER: Oh dear! Well, I suppose I could let him have Fenella.
ELIZABETH: What's her shorthand like?
BAKER: Reasonable. She sets her letters out well, although I wouldn't say she was the world's fastest worker.
ELIZABETH: Oh, I expect she'll manage. Thanks for your help.
(In John Martin's office)
ELIZABETH: Here's today's post, Fenella.
FENELLA: Thank you.
ELIZABETH: It was sorted and stamped with today's date, as you know, in the General Office. In this 'in' tray are all the letters and memos which have come in while Mr. Martin has been away. You'll see that Sally has written a note with each one to show whether she has taken any action or not. By the way, Sally keeps all the stationery in this drawer here, letterheads, envelopes, flimsy and so on. Mr. Martin will probably be in any minute now. If you need help you can come into my office down the corridor. Do you think you'll be able to manage?
FENELLA: Oh, I think it'll be fun to have a change.
ELIZABETH: Yes, well, you'll be very busy. The work here is rather different from the work in the General Office, you know. I must leave you now.
FENELLA: Thank you, Elizabeth.
(Later that morning, Mr. Martin is dealing with a telephone call.)
JOHN MARTIN: Hello. What? Desks? Oh, Mr. Van Eyck... Yes... But they were sent off days ago. Yes, of course they were... wait, I'll give you the exact date. Fenella, quick!
FENELLA: Yes, Mr. Martin.
JOHN: See if you can find the copies of the shipping documents for the thirty M-type desks sent to the Netherlands. They'll be in the outer office in the file under Bills of Lading. Hello.., hold on, we're trying to find it. I'm sorry about this, Mr. Van Eyck, I can't understand the hold-up.
FENELLA: Is this it, Mr. Martin?
JOHN: Yes, that's it. Here we are, Mr. Van Eyck, yes, consigned motor vessel Kelpie, date of clearance London Docks, 12th September. You should have them by now. I'll get on to our forwarding agents and call you back. O.K. Goodbye. Fenella! Get me the Globe Forwarding Company — Mr. Alan Smith. The number's on the list by the phone. Something has happened to our two containers for Rotterdam. Our agent in Holland promised our clients would get the desks on Friday. When you've got him, ring through to Mr. Best, the Sales Clerk, and ask him to bring up the invoiced sales and order intake for the month. Be as quick as you can.
(An hour later)
JOHN: Hello, oh, Mr. Smith. Any luck? What? Oh, no. Left on the dock. Why weren't they cleared? Well, surely the agent's responsible. Look, I'll try and get the containers cleared. O.K. I'll ring you back. Fenella! Get me Mr. Van Eyck in Amsterdam.
FENELLA: Oh, Mr. Martin, how do I telephone to Holland?
JOHN: You can dial the number direct, it's on I.S.D. Oh, heavens! It's eleven-thirty already. As soon as I've got through, I'll have to go and see Hector Grant. I shan't be long.
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(In Mr. Grant's office)
HECTOR GRANT: Come in, John. Well, you seem to have covered a lot of ground in Abraca. What about an agent?
JOHN: I think I've found a good one. I think he'll handle our business well.
GRANT: What's his financial position?
JOHN: When I was in Djemsa I checked up with the Abracan National Bank, who rate him as sound.
GRANT: Did you agree a commission if we decide to employ him?
JOHN: Yes. The usual ten per cent.
GRANT: How are we going to arrange payment from Abraca? I'm against sight draft.
JOHN: Oh, I agree. It must be irrevocable letter of credit. Payment will be made through a London branch of the National Bank of Abraca when they receive our bills of lading and all the other documents.
GRANT: Well, I'd like a more detailed report from you on paper, plus your long-term assessment.
(Back in John Martin's office)
JOHN: Fenella, these letters are full of spelling mistakes.
FENELLA: Oh, Mr. Martin, I did try to do my best. Honestly I did.
JOHN: Oh, Fenella! Don't weep all over my letters, they're so nicely set out. You can easily correct the spelling mistakes. Do cheer up. I'm sorry. I expect I'm a bit tired too. It's been a hectic day for both of us.
FENELLA: Oh dear!
JOHN: Look, I really am sorry. I shouldn't have expected so much from you. You've done splendidly. I know... pass me my brief-case. I bought this ash-tray in the souk in Djemsa. Would you like it?
FENELLA: Oh, yes, Mr. Martin. Thank you ever so much.., and can I work for you tomorrow if Sally is still away?
JOHN: Yes, of course. I shouldn't be able to manage without you.
TERMS IN THE INTRODUCTION
1. shorthand a typist who can also write notes in shorthand
typist symbols, representing words and phrases which
can be written at speed.
2. to handle to deal with a matter
3. duplicating making copies by means other than printing, i.e.
using office duplicating machines, ink duplicators,
spirit duplicators and photocopiers.
4. mail post
5. to send round to send to all interested offices.
6. outgoing letters, etc., going out from the firm (opposite
incoming)
7. to frank to put an official mark, instead of a stamp, on a
letter, with a franking machine.
8. forwarding a firm responsible for transporting and delivering
agent goods which are being exported. A forwarding
agent is sometimes called a clearing agent. Someone importing speaks of a clearing agent and someone exporting uses the term forwarding agent.
9. to clear to get the goods through customs. Clearing agent:
one who supervises and helps goods through customs, paying duties, etc.
10. along the line between the place of despatch and place of
arrival
11.to open up here: to make accessible
12 irrevocable means that the buyer cannot change his mind if
he decides that he does not want the goods
(see also unit15)
13. bill of lading form giving relevant information about freight,
goods being shipped. The plural form ‘bills of
lading’ is often used, as they are made out in
sets of two or three. One copy is signed by
the captain of, or agent for, a ship to acknow-
ledge that the goods have been placed on
board ship
TERMS IN THE EPISODE
1. to set out here: to plan position of the address, letter, etc., to
make it look attractive
2. to sort, sort out to put in order
3. memo short for memorandum, a note to help memory; or
a short note of instructions or information for in ternal office use.
4. stationery paper, envelopes, files, etc. Be careful not to
confuse with stationary: not moving.
5. letterhead see unit 4
6. flimsy thin paper on which copies of letters are typed.
7. a hold-up anything that checks progress.
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8. to consign to send
9. date of date the goods left docks
clearance
10. container large metal box in which goods are transported by
road, rail or ship. Containers are gradually
replacing wooden crates in which goods used
to be shipped
11. I.S.D. International Subscriber Dialling
12. to rate to consider a person honest: in this case sound
(someone) financially, i.e. having a good reputation with
as sound his bank manager.
13. sight draft a Bill of Exchange attached to shipping docu-
ments. The goods are only released to the buyer
when he pays the amount on his bill. The exporter
does not receive the money so quickly because
it is paid in the buyer's country.
14. long-term an experienced guess at what the sales or
assessment expenditure, etc., will be in the future
15 brief-case for carrying business papers to and from the office
16. souk Arab market
VOCABULARY EXERCISES
I. Give the English equivalents to the following words and expressions:
куча работы; экстренная ситуация; стенографист; копировать; рассылать письма; запечатывать конверт; выписка со счета; согласиться с неохотой; неопытный; намек; оставить на произвол судьбы; производить таможенную очистку; безотзывный аккредитив; коносамент; быть в растерянности; оформлять письма; служебная записка; задержка, проволочка; отправлять (груз); перезвонить; платежеспособный, надежный в финансовом отношении; договориться о комиссионных; вексель; срочная тратта; оценка долгосрочной перспективы; напряженный день
II. Match the words with their definitions:
| 1)hold up 2)shorthand 3)reluctant 4)hectic 5)memo 6)Bill of Lading 7)emergency 8)sound 9)duplicate | a)an unforeseen or sudden occurrence, esp. of a danger, demanding immediate action b)a system of rapid handwriting employing simple symbols to represent words or phrases c)to copy d)not eager, unwilling e)a document containing full particulars of goods for shipment f)a written statement or communication within an office g)a delay, stoppage h)financially safe or stable i)characterized by extreme activity or excitement |
III. Give synonyms and synonymous expressions to the following words and phrases:
1. to duplicate
2. hold-up
3. emergency
4. hectic
5. pile
6. to be at one's wits' end
IV. Explain the meaning of the following expressions:
1. forwarding agent
2. Bill of Lading
3. stationery
4. to clear the goods through the customs
5. long-term assessment
6. to leave somebody to their fate
7. hint
V. Complete the following sentences:
1) Today Mr. Martin works with Fenella because...............................
2) Fenella is.......................................... …………………………………………..
3) The emergency Mr. Martin has to cope with is about……………….
4) The conditions of a future contract are………………………………….
5) Mr. Martin presented Fenella with an ash-tray because……………
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VI. Translate the following into English:
1) Фирма пользуется услугами экспедиторов, производящих таможенную очистку, транспортировку и доставку товара.
2) Аккредитив расценивается как обещание выплатить деньги экспортеру, как только он засвидетельствует факт отгрузки товара.
3) Расчеты будут производиться через Лондонское отделение Национального Банка Абраки сразу же по получении ими наших транспортных накладных и других документов.
4) Свяжитесь, пожалуйста, с отделом продаж и попросите счета-фактуры проданного товара и принятые за этот месяц заказы.
5) Мне хотелось бы получить более подробный отчет в письменном виде, а также Вашу оценку долговременных перспектив.
COMPREHENSION QUESTIONS
1) What is General Office? What matters does it handle?
2) What has happened in the Sales Office?
3) What does Mr. Martin discuss with Mr. Grant? What agreement do they reach?
4) What is a letter of credit? How does it work?
ADDITIONAL VOCABULARY
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