Essential Business Communication Templates and English Tense Practice

I. Professional Debt Collection Correspondence (Spanish & English)

Initial Payment Reminder: April Statement (€10,800)

Spanish Version:

Incluimos copia de su estado de cuentas de abril por la suma de 10.800 €. Nos gustaría recordarle que nuestras condiciones de pago son de 30 días y agradeceríamos que abonara su cuenta pendiente lo antes posible. Si ya ha liquidado dicha cuenta, por favor, no tenga en cuenta esta carta.

English Version:

We include a copy of your April statement for the sum of 10,800 euros. We would like to remind you that our payment terms are 30 days, and we would appreciate it if you would pay your outstanding account as soon as possible. If you have already settled that account, please disregard this letter.

Second Reminder: July Statement (Invoice 5817/19)

Spanish Version:

Adjuntamos una copia de nuestro estado de cuentas de julio por la suma de 2.080 €. De acuerdo con nuestros datos, todavía no se ha efectuado el pago de la factura n.º 5817/19. Le agradeceríamos si pudiera abonar su cuenta pendiente con prontitud. Si ya ha abonado esta cuenta, por favor, no tenga en cuenta esta carta.

English Version:

Attached is a copy of our July statement for the sum of 2,080 euros. According to our data, the payment of invoice no. 5817/19 has not yet been made. We would appreciate it if you could pay your outstanding account promptly. If you have already paid this account, please disregard this letter.

Final Warning: January Account (3rd Notice)

Spanish Version:

Nos gustaría llamar su atención sobre el hecho de que ya le hemos mandado tres cartas recordatorias de pago referentes a su cuenta pendiente de enero, pero no hemos recibido pago ni ninguna explicación de por qué no ha sido abonada. Lamentamos informarle de que, a menos que salde la cuenta para el 20 de marzo, nos veremos obligados a poner el asunto en manos de nuestros abogados.

English Version:

We would like to draw your attention to the fact that we have already sent you three payment reminder letters concerning your outstanding January account, but we have not received payment or any explanation of why it has not been paid. We regret to inform you that unless you settle your account by March 20th, we will be forced to hand over the matter to our lawyers.

Urgent Ultimatum: 14-Day Settlement Notice

Spanish Version:

Le comunicamos que dos cartas recordatorias han sido enviadas en relación con el pago de su última cuenta, pero esta no ha sido saldada todavía. Lamentamos comunicarle que, a menos que salde la cuenta pendiente dentro de 14 días, no tendremos más alternativa que poner el asunto en manos de nuestros abogados.

English Version:

Please note that two reminder letters have been sent in connection with the payment of your last bill, but this has not yet been settled. We regret to inform you that unless you settle the outstanding account within 14 days, we will have no alternative but to refer the matter to our lawyers.

II. International Shipping and Order Confirmation Letters

Shipment Notification: Order No. 103 (Sea Freight)

To: [email protected]
From: Javier Pérez Sánchez, Pérez Hnos., S.A.
Subject: Order No. 103

Dear Mrs. Stevenson:

With reference to your order no. 103 of 22 December, we inform you that as of today we have proceeded to load the goods on board the container ship Atlantic, leaving the port of Algeciras on Monday, January 27th. Expected arrival in Edinburgh is in approximately two weeks.

The shipment has been packed in boxes of 100 pieces for a total of 15 packages as requested and is traveling in container no. 154.

We thank you very much for opening the credit in our favor in a very timely manner. We enclose the following documents:

• Invoice no. 665
• Copy of the Bill of Lading
• Insurance Certificate

The goods have been insured on your behalf at the most convenient rate. We hope that they will not be damaged during the journey.

Shipment Notification: Order No. 45,666 (Air Cargo)

Dear Sir or Madam:

We are pleased to inform you that we have proceeded to send the goods corresponding to your order no. 45,666 on board the Iberia cargo flight leaving Heathrow on January 23rd, at 8:30 a.m. The goods are expected to arrive in Spain at 10:00 a.m. the same day at El Prat airport.

Please pay our pro forma invoice as soon as possible. Please find enclosed our invoice no. 765/AJ and the shipping documents in triplicate.

As always, we have done our best to meet your needs. We hope that the articles you have chosen will once again meet the needs of your market, and we look forward to further orders.

Sincerely yours,
Ann Brown
Roberts & Co. Export Department.

III. Advanced English Grammar Exercises

Tense Completion Practice

Complete the sentences with the correct form of the verbs in brackets.

1. Have you ever tried Japanese food?
2. They were uploading photos when the power went off.
3. Mary has worked as an English teacher since she was 25.
4. Sue and Tim’s parents are having a party tonight.
5. I fell while I was running to catch the bus.
6. At this time tomorrow, we will be having a trek in the mountains.
7. I’m sure I will not enjoy the skydiving course.
8. My son works out at the gym once a week.
9. Luckily, the fire started after everyone had left the building.
10. If you tried this dish, you’d love it.
11. Ms Simms was angry because she had not received the fax.
12. What time does Ann start work every morning?

Third Conditional Sentence Transformation

Rewrite the sentences using the Third Conditional structure based on the facts provided.

• Fact: I missed the bus so I was late for the job interview. (If I … not miss)

  Answer: If I hadn’t missed the bus, I wouldn’t have been late for the job interview.

• Fact: I was able to buy the car only because Jane lent me the money. (If Jane … not lend)

  Answer: If Jane hadn’t lent me the money, I wouldn’t have been able to buy the car.

• Fact: Sue had an exam. She didn’t go to the party. (If Sue … not have an exam)

  Answer: If Sue hadn’t had an exam, she would have gone to the party.

• Fact: I didn’t get a taxi because I didn’t have any money. (If I … have some money)

  Answer: If I had had some money, I would have taken a taxi.

• Fact: Rachel didn’t take her umbrella. That’s why she got wet. (If Rachel … take)

  Answer: If Rachel had taken her umbrella, she wouldn’t have gotten wet.