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trouble if we don’t take good care of our clients.

1. Remind your staff about the approaching peak season for orders. Ask them
to do the following:

a. organize orders
b. check working conditions of machinery
c. decline orders if quota is already met

Sample answer:
As you well know, the peak season is almost here. We need to double our efforts, so that we
can comply with the demands of our clients. First, we have to make sure that we are organized
in taking their orders. We need to make two copies of everything to make sure that we always
can rely on another copy in case the first copy gets lost or misplaced. We also have to ask
our technicians to check the condition of our machinery. We can’t afford any breakdown or
machine malfunction during the peak season. Finally, we have to be firm in declining orders
especially if we have already reached our quota. Please remember to apply these things as we
approach the peak season.

2. Your delivery is delayed because of the reasons below. Do your best to ex-
plain this to your client.

a. Unexpected movement of the storm to the path of ship carrying your car-
go
b. The storm caused engine trouble and slowed down the pace of the ship

Sample answer:
I truly apologize for this inconvenience, Mr. Klein. The delay is brought about by something out
of our control. The ship carrying our cargo sailed on schedule, but a storm passed by the route
that it was taking. This caused an unexpected delay. The ship had to dock to a nearby shore for
the safety of the passengers and crew. It was also unfortunate that the big waves caused by
the storm damaged a part of the ship’s engine. This has slowed down the pace of the ship, but
everything is fixed now. We have also arranged to transfer your cargo to another faster ship.
The cargo will be late but only for one day instead of a week. I hope you understand that the
situation was beyond our control. We did our best to lessen any of your inconvenience. I hope
that this will not discourage you from doing business with us again in the future.

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