Business

Business Docs

Emails and Memorandums

Co-workers typically use email to convey information to each other. Before email became prevalent, memorandums were used for intraoffice messages. Memos are still used in situations where a message is meant to accompany a specific file and in cases that require more privacy than an email. Both a memo and an email identify the sender and recipient and contain a subject line. The text is formatted in one or more paragraphs.

Letters

Business letters are used to communicate with individuals outside of the office. Recipients may include customers, colleagues in other businesses, service providers, professionals who advise the business, government officials and job applicants. A business letter is usually formatted in block style, in which all of the elements of the letter, except the letterhead, are aligned with the left margin. It can be emailed or delivered by mail. If a letter is sent in the text of an email, the sender includes his name, job title and contact information at the bottom of the email.

Reports

Business reports convey information in a format that is more formal and usually longer than a letter. Reports cover a variety of topics, such as safety compliance, sales figures, financial data, feasibility studies and marketing plans. They may include statistics, charts, graphs, images, case studies and survey results. Some reports are published for the benefit of investors. If a report is periodic, such as a monthly sales report, a template is used for convenience and to enable comparison with previous reports.

Transactional Documents

A company uses documents to transact business with its clients. To save time, these documents may be formatted as a form, such as an order form, transmittal page, invoice or receipt. The types of transactional documents used vary somewhat by the nature of a business. An insurance agent, for example, generates insurance applications and policies, while a lender uses loan applications and mortgage documents. In some fields, businesses enter into agreements and contracts with others; these documents might be drafted by the company’s lawyer.

Financial Documents

A business uses financial documents to stay within its budget, prepare budget proposals and file tax returns. These documents include receipt records, payroll reports, paid bills, bank statements, income statements, balance sheets and tax reporting forms. These documents may be prepared by the company’s accountant. A business owner uses these documents to determine the financial success of the company and to identify areas that are unproductive. A department head might use financial documents to prepare a budget proposal.

Business phone call

This are some steps that you should do on a business phone call:

1

Set aside a specific time to make your phone calls.

2

Have a calendar and a pen at hand.

3

Gather all of your information and supplies before making your calls.

• have the number to call
• the name of the person you need to speak to
• have all of your personal info at hand i.e. - calendar, Full name, Address and Phone number and email to reach you at.

4

Think about what you need to accomplish with this call and make note of it. It can help to write down your "talking points".

• Make note of any questions you need to ask.

5

If you feel nervous or uncomfortable, take a moment to visualise the conversation in your mind and take a few deep breaths.

6

Place the phone call.

• Most calls can be started with "Hi, this is _____ ____. I'm calling for ____ ____" or "I'm calling about______".

Booking Hotels - Language

Q U E S T I O N	A N S W E R
What type of accommodation is this?	Luxury hotel accommodation throughout Spain usually in historic buildings. There are some modern hotels in the group that are usually in areas of great beauty or special interest.
Are bathrooms en-suite?	Yes
Do the Paradores have a Restaurant?	Yes, with the exception of the Parador at Hondarribia where there is a restaurant nearby.
Is the accommodation suitable for children?	Children are welcome however, the furniture, furnishings and unprotected drops may make them unsuitable for young children.
How do I make a reservation?	Click the link on each Parador page.
Who is my reservation with?	We make the reservation in your name with the Parador group using your credit card details to guarantee the reservation. No charge is made on your credit card.
What rates will I pay if I use your company?	Exactly the same as the Paradores charge except that one nights accommodation is NOT taken from your card on reservation. We also offer all the promotions and a free booking service with experienced operators available for advice and assistance.
What do you charge for cancellations?	Nothing. You only pay the Paradores if you cancel with less than 2 days notice.
How do I cancel?	As the reservation is with the Parador group in your name, cancellations must be by you with the Parador concerned. Their telephone number will be on your confirmation email from us. When on the telephone, obtain the name of the person to whom you are speaking and the cancellation number, Record these together with the date and time and keep safely.
Is there is a minimum length of stay?	Generally no, however there are a few exceptions at some Paradores.
Are services charged?	Please enquire at each Parador.
Are there parking facilities, if so is there a charge?	Depends on the Parador.
Can we hold an option whilst we check flight availability?	Yes, usually 24 hours.
How is payment made?	On being presented with a bill. Please remember that no money was taken at the time of reservation and the charge for accommodation, food ordered and services used is payable.
What is the method of payment?	Euros or major credit card.  Any bank charges are to be paid by the guest.  Personal cheques are not accepted.
How do I guarantee my reservation?	By emailing your credit card details to our secure server or, by faxing a signed credit card authority.
Can extra beds be arranged?	Yes, depending on the room size.
Do the Paradores have facilities for the disabled?	Depends on the Parador. Please visit the page with information for the disabled or contact us.
What is considered a late arrival?	After 4pm you must advise the Parador direct.
What is the cancellation policy?	The Paradores cancellation policy is : No penalty if cancelled up to 48 hours prior to arrival.
If I need to cancel my reservation what do I do?	Advise the Parador directly either by phone, fax or email. All contact details are provided in our confirmation email.
Who are you?	We are Parapromotions Ltd. a UK registered limited company and we assist Paradores de Turismo de Espana, S.A. with the promotion of their accommodation in the English speaking market.
Do I need a Passport /ID card or Visa?	Please check with your local Embassy or Consulate.  Please ensure documents are valid for the dates of travel.
Are pets allowed?	No
Are flights and car hire included?	No
How do I contact you?	reservations@parapromotions-spain.com Tel :  + 351 258 820 150         Fax :   + 351 258 828 852

Business Trips 

If you have a job that requires traveling or business trips, there are many things you need to know how to say. I recommend studying the Travelers Guide section I have for general traveling needs. But for this lesson, I am going to cover the things you need to say to the people you are traveling with and questions you need to ask about the business trip. Most of this lesson is primarily showing you a variety of questions you might need.

Details

When you go on a business trip, you will need to find out a lot of information.

"Where are we going for our business trip?"
"Where are we going this time?"
"What city are we traveling to?"

"What is the objective for this business trip?"
"What is our goal for this business trip?"
"What do we want to accomplish for this business trip?"

"What is the primary purpose for this business trip?"

"What day are we departing for our business trip to Los Angeles?"
"How long are we going to be there?"
"How long is the business trip scheduled for?"

"What time is ABC Company expecting us?"
"Who should I report to when I get to ABC Company?"

People who go on business trips get a daily allowance for food and other small necessities. This is called a per diem. The amount depends on the company, but you should ask how much you get a day.

"How much is the per diem?"
"How much per diem do we get a day?"
"How do we get the per diem?"

"Isn't the per diem too low?"
"What do they expect us to eat with this amount of per diem?"

"Is the business trip really going to take us all five days?"
"If we finish on the fourth day, can we come back early?"
"I think we can finish a day early. Can we come back on Thursday if we complete our work early?"

Business trip- what is necessary to do

1. Plan ahead;
2. Set goals;
3. Set up appointments;
4. Set up tasks and deliverables;
5. Send information ahead;
6. Pack essential items;
7. Bring tools: Don't forget to bring your laptop, PDA, address books, journals, cell phones, flash drives, disks, or anything that you would anticipate needing for you to be able to work.
   
8. Update contacts.