6 Chapter 5: Orders and their fulfillment

1. Placing an order

1.1. Order by Letter

The essential quality of an order letter is accuracy and clarity. Failure in either of these may lead to trouble that can not be put right later. When ordering by letter:

1. Include full details of description, quantities and prices and quote catalogue number, if any

2. State your requirements as to delivery place and date, mode of transport.

3. Confirm the terms of payment agreed in preliminary negotiations

1. 2. Order Form

Unlike quotations and sales letters, correspondence concerning order is largely routine. Sometimes there is no correspondence at all; instead, buyers use printed order forms and sellers use printed acknowledgments. Order on printed forms has a number of advantages:

1. The forms are pre-numbered, and therefore, easy to refer to

2. Important details cannot easily be overlooked

3. The general conditions under which order are placed can be seen on the front, otherwise the sellers will not be legally bound by them.

As a matter of fact, printed order should always be with a covering letter.

Order placed by cable, telex, fax, email or CGM should be confirmed in writing to avoid misunderstandings.

1.3. Legal position of the parties

As stated in Chapter 4, a seller who has quoted is not legally bound to accept the buyer’s order, unless the quotation was made as a firm offer. The buyer’s order is an offer to buy and the seller or offerer is not legally bound to honour their agreement.

a. The buyer’s obligations

When a binding agreement comes into force, the buyer is required by law:

1. to accept the goods supplied, provided they comply with the terms of to order

2. to pay for them at the time of delivery, unless there is an agreement to the contrary

3. to check the goods as soon as possible (Failure to give prompt notice of faults to the seller will be taken as acceptance of the goods).

b. The seller is obligations

The seller is required by law:

1. to deliver the goods exactly of the kind ordered, and at the agreed time

2. to guarantee the goods to be free from faults of which the buyer could not be aware at the time of purchase .

If faulty goods are delivered, the buyer can demand, either a reduction in price, or replacement of the goods, or cancellation of the order. He or she may also be able to claim damages (see Chapter 11: Complaints and Claims).

Routine orders for standard goods are short and formal but they must include essential details concerning the goods, delivery and terms of payment. Where the order covers more than one item they should be tabulated. This lessens the chance of items being overlooked.

Example 1. Order by Letter from a New Customer


101 Babuhofstrasse



Messrs: Artexport

33 Ngo Quyen St

Hanoi-Vietnam 20th July, 20…

Dear Sirs,

Order No 1001/2

We thank you for your offer No 303/P2 dated 10th July and have pleasure in placing an order on the following terms and conditions:

1. Commodity: fancy rush mats

2. Quality and specification: as per attached specification and designs

3. Quantity: 5,000 (five thousand) pieces

4. Price, unit, CFR Hamburg including packing

: US$ 0,45

Total: US$ 1,250

5. Packing: to be wrapped in strong rush matting, steel hoped, 20 pieces in one bale, and marked 1001/2/19 INTERM

6. Delivery:3,000 pcs in Sept, 19…

2,000 pcs in Oct, 19…

7. Terms of payment: by irrevocable letter of credit to be established in favour of the seller to the account of Ngan hang Ngoai thuong Viet Nam and confirmed by London Commercial Bank, 15days prior to the first shipment, which mentions Partial shipment is allowed.

The goods are required to be isured under maine All Risks terms from Warehouse Viet Nam to Warehouse Hamburg. The insurance is to be effected with a first class Vietnamese or foreign insurance company.

Please confirm your acceptance of this order and such acceptance should arrive not later than 14 days after the date of this order.

Yours faithfully,

For International Import Co.


M. Belter

Manager, Purchase Department

Example 2. Order based on the result of previous talks between.Representatives of the Seller and the Buyer

Order No TD44/50/12T

30th November, 20…

The Buyer: Machinoimport HanoiAddress: 8 Trang Thi St., Hanoi, SRV

The Seller: Robinson and Co,. Ltd. Address: 48, Oxford St., London WI. England.


1. OBJECT OF ORDER: the Seller sells and the Buyer buys the goods listed in the specification attached hereto, at the prices and in the quantity indicated therein. The said specification forms an integral part of this order.

2. PRICE AND TOTAL AMOUNT: prices are understood to be CIF Haiphong including packing. The total amount of this order is £…

3. DATE OF DELIVERY: the goods are to be delivered in three parcels at the rate of one consignment each month. The first parcel is to be shipped in May, 20…

4. PACKING: in export packing in conformity with the accepted standards.

5. MARKING: each case to be marked in weather proof paint as follows:

Order No TD44/50/12T

Name of Shipper: Robinson and Co. Ltd.

Name of Consignee: Machinoimport Hanoi

Case No 1/and up

Net weight:

Gross weight:

Measurement: ….. cm x …..cm x …..cm

6. TECHNICAL DOCUMENTS: two sets of drawings and instructions for assembly, operation and maintenance are to be shipped with the goods; one set is to be airmailed to the buyer not later than 30th April, 20…

7. TERM OF PAYMENT: Payment is to be effected in U.S dollars by an irrevocable and divisible Letter of Credit to be valid for 90 days; the L/C is to be opened by the Buyer in favour of the Seller for the total amount of the order with a London Bank within 15 days after the Buyer receives notification of readiness and notification that the necessary export license has been obtained.

Documents required for payment:

a. Commercial invoices (3)

b. Original Bill of Lading (1)

c. Packing sheets (3)

d. Test and Inspection certificate (1)

e. Copy of Export license (1)

f. Insurance Policy (1)

8. GURANTEE: 24 months after despatch. Should the machines prove to be defective during the guarantee period, the Seller undertakes to replace or repair any defective part free of charge; the guarantee does not apply to damage caused by improper storage or careless maintenance.

Other terms are as agreed upon in the record of our talks on 15th Oct. and 20th Oct. 20… attached hereto.

For and on behalf of the Buyer


Nguyen Quang

Vice Director

Machinoimport Hanoi

Example 3. Letter Confirming Order by cable

Dear Sirs,

We thank you for your offer of 25th May, 20… for Diesel engine, Model 4238-200PS and confirm our today’s E-mail reading as follows:

“We agree to orderMD 4238-200Ps at £15,690 for payment by at sight LC forshipment in Nov.20…”

And we should like to make clear the following terms and conditions:

1. Description: Diesel Enginer, Model 4238-200PS complete with spare parts as stated in your catalogue No 24/5/89 attached to your said offer

2. Price: £ 15,690, FOB, Kobe, Japan including packing in seaworthy wooden cases

3. Shipment: In one lot in November, 20…

4. Payment: By irrevocable letter of credit at sight to be opened with the Bank for Foreign Trade of Vietnam to the account of Misuit Bank Tokyo in your favour 15 days prior to the date of shipment, valid for 90 days, amounting to the whole value of the goods to be shipped

5. Technical documents: You are required to send us all necessary technical documents concerning operation, assembling or maintenance of the machine

6. Guarantee: Within 6 months after commencement of operation or 12 months after despatch.

We are looking forward to your kind confirmation of sales.

Yours faithfully,

Example 4a. Order Form with Covering Letter

Covering Letter

Dear Sirs,

Please find enclosed our order No. DR 4316 for men’s and boys’ sweaters in assorted sizes, colours, and designs.

We have decided to accept the 15% trade discount you offered and terms of payment viz. documents against payment, but would like these terms reviewed in the near future.

Would you please send the shipping documents and your sight draft to Northminster Bank (City Branch), Deal Street, Birmingham B3 ISQ.

If you do not have any of the listed items in stock, please do not send substitutes in their place.

We would appreciate delivery within the next six weeks, and look forward to your acknowledgement.

Yours sincerely,

b. Order Form

ORDER No DR 4316

Dhannt & Sons Co., Ltd.

(Head Office), Nesson House, Newell Street, Birmingham B3 3EL

Telephone: 021366571 Fax: 021 2368592 Telex: 341641

Satex S.p.A

Via di Pietra Papa

00146 Roma

ITALY Authorized ………………..


Item description


Price CIF





V Neck : 30 Red/20 Blue

Roll Neck: 15 Black/15 Blue

Crew Neck: 15 Green/15 Beige

Crew Neck: pattern

Note: Subject to 5% quantity discount





£13.80 each

£ 9.40 “

£ 16.00 “

£ 12.60 “

Comments: 15% Trade Disc Pymt D/P Del. 6 weeks

Date: 9 March, 20…

Example 4b. Order form with covering letter

Covering Letter

Dear Sirs,

Your Reference LB/AHB

We thank you for your offer of 5th July and enclose our order No 0345 for 4 of the items.

All these items are urgently required by our customers. We therefore hope you will arrange to have them shipped immediately.

In the meantime we are looking forward to your early confirmation by cable.

Yours faithfully,

b. Order form


Nylon Fabrics Ltd.

18 Brezennode Street

Manchester, 2, England

17th July 20….

Order No 0345


31 Ngo Quyen St., Hanoi


Pleasure supply:



Catalogue No.






Bed sheets, blue

Bed do sheets, primrose

Pillow cases, blue

Pillow cases, primrose





£1,25 each

£1,50 “

£ 0,60 “

£ 6,60 “

Total price: £ …………………….

1. The prices are understood to be CIF Manchester including packing

2. Payment: by L/C as usual

3. Shipment: Immediate delivery

4. Packing: In customary export cases.

For Nylon Fabrics Ltd.


W. James


Example 5. Order with Special Conditions attached

Dear Sirs,

We thank you for your letter of 22nd April, enclosing a booklet with details of your range of wrist watches

We are very interested in the different types of watches you offer and have decided to place a trial order on the following terms and conditions:

Iterm No



Unit price

Total price










£ 90 per dozen

£ 150 per dozen

£ 240 per dozen

Total value £ …………………

1. The prices are CIF Singapore including packing

2. Packing: in seaworthy export cases

3. Payment: by irrevocable L/C

4. Delivery: In or before October, 20….

We place this order on the clear understanding that the consignment will be despatched in time to reach us on or before 31st October, 20… and reserve the right to cancel it and refuse delivery after this date.

We look forward to having your confirmation soon.

Yours faithfully,

2. Acknowledging the Order

2.1. Orders from regular Buyers are in practice acknowledged by a printed form of sales or selling confirmation, such confirmation should include:

– Buyer’s name and address

– Seller’s name and address

– Commodity

– Quantity

– Unit price

– Total value

– Packing and marking

– Delivery

– Payment

– The date of the confirmation

– Buyer and Seller’s signatures.

Or sometimes a rubber seal containing such words as “Accepted” can be used and printed on one of the copies of the order instead of the seller having to write a confirmation.

Example 1. Printed form of Sales Confirmation from Machinoimport Hanoi

The Vietnam National Machinery Export and Import Corporation

Head office: 8 Trang Thi Street, Hanoi, SRVN

Telephone & Fax: (84) – 83 53365 – 853705

Your ref: Hanoi, 23rd May 20…

Our ref:

Messrs. St. Anthony’s Stores

51 Victorial Road



1. With reference to …..

We here by confirm our sales as follows:








Diesel Engine

MD 4238-200PS


£ 15,690

In words: …………………………………………………… Total value £ 15,690

2. The price is taken as FOB Hai Phong packing included.

3. Packing: customary export packing for sea freight

4. Insurance: From …. to …. shall be arranged and paid for by….

5. Delivery date: In November, 20….

6. Payment: by irrevocable L/C at sight opened to our a/c in Vietcombank, Hanoi

For Machinoimport Hanoi


Nguyen Quang


But a short letter stating when delivery may be expected is better and helps to create good will as it is the case with the following example.

Example 2. Short Letter of Confirmation

Dear Mr. Crane,

Thank you for your order (No. DR 4316) which we are now making up. We have all the items in stock and will be advising you in the near future.

Yours sincerely,

Example 3. Sales Confirmation in printed form from Barotex Hanoi

The Vietnam Bamboo and Rattan Wares

Import & Export Company

6E Thai Thinh Street – Hanoi – SRVN

Phone & Fax: 84 85636975

Hanoi, May 25th, 20….

Buyer: I. Westphal

Tingvez 630,

23000 Copenhangen


Sales confirmation No ID 4450





Unit price

Total Price





B152 Rattan Wares


Say: Three thousand four hundred and fifty eight pounds only.

1. The above price is to be understood to be CIF Copenhagen in accordance with Incoterms 2000 packing included.

2. Packing: In corrugated cardboard cases or wooden cases.

3. Insurance: to be borne by the Seller.

4. Delivery: As soon as possible but not later than 15th Oct. 20…

5. Payment: by irrevocable and confirmed L/C.

For the Buyer For the Seller

Example 4. Sales confirmation by letter

Dear Sirs,

We thank you very much for your order No 0345 dated 17th July, 20….. and are very pleased to confirm our sales on the following terms and conditions:

1. Commodity: bed sheets, blue

2. Quality and specification: as per catalogue No 75

3. Quantity: 2,500 p cs

4. Price, unit, CIF Manchester, including packing:

£ 1.25 each,

Total value £ 3,125

5. Payment: by irrevocable L/C as usual

6. Packing: in customary export cases

7. Shipment: immediate delivery.

We hope when the goods reach you they will give you full satisfaction in all aspects as our best attention has been paid to handing your order in general and to its delivery in particular.

Meanwhile we are looking forward to having your repeat orders.

Yours faithfully,

2.2. Orders from new customer should certainly be acknowledged by letter, better known in business circle as sales confirmation or selling confirmation. The letter should:

1. Express the pleasure of receiving the order

2. Add favourable comments on the goods ordered

3. Include an assurance of prompt and careful attention

4. Draw attention to other products likely to be of interest

5. Hope for further orders.


Dear Sirs,

We are very pleased to receive your order No 235/p6 of 23rd May, 20… for Diesel engine, Model 4238/200PS and welcome you as one of our customers. We would like to confirm the supply of the said machine on the terms and conditions as stated in your order and are arranging for despatch in November 20….

When the goods reach you, we feel confident you will be completely satisfied with them – at the prices offered they represent exceptional value.

As you may not be aware of the range of goods we deal in, we are enclosing a copy our catalogue and hope that our handling of your first order with us will lead to further business between us and mark the beginning of a happy working relationship.

Yours faithfully,

2.3. When the goods ordered cannot be delivered immediately,

1. apologize for the delay

2. explain the reason

3. hope the customers are not being inconvenienced unduly

4. state when the delivery may be expected, if this is possible.

Example 1. Delayed shipment

Dear Mr Majid,

I am writing to you concerning your order, No. CU 1154/d which you placed four weeds ago. At that time we had expected to be able to complete the order well within the delivery date we gave you which was 18 June, but since then we have heard that our main supplier of chrome has gone bankrupt.

This means that we have to find another supplier who could fulfil all the outstanding contracts we have to complete. As you will appreciate this will take some time, but we are confident that we should be able to arrange to get our materials and deliver consignments to you by the middle of next month.

The units themselves have been assembled and simply now need completing; We regret this unfortunate situation over which we had no control and apologize for the inconvenience; If you wish to cancel the order it would be quite understandable, but we stress and appreciate it if you could bear with us till then.

Please let us know your decision as soon as possible. Thank you for your consideration.

Yours sincerely,

Example 2.

Dear Sirs,

We thank you for your order No 0345 dated 17th July, 20….. but regret very much that we are unable to execute your order immediately owing to heavy home demand.

However, we can assure you that the shipment will be ready for despatch in the second half of the 4th quarter, 20….

We trust that the delay will not cause you any serious inconvenience and hope that you will continue to do business with us.

Yours faithfully,

Example 3.

Dear Sirs,

We were very glad to receive your order No 0234 dated 17th July, 20… but much regret that, because of exceptional demand form home for the items ordered, we are, therefore, at present out of the makes your require.

The manufacturers have promised us a further supply by the end of the last quarter, 20… and if your could wait until then we would deliver promptly the quantity you need.

We are indeed sorry not to be able to meet your present order immediately and hope that in the circumstance you will bear with us.

Yours faithfully,

3. Declining the Order

There are sometimes when the Seller does not accept the Buyer’s order as for example:

1. Where he is not satisfied with the Buyer’s terms and conditions

2. Where the Buyer’s Credit is suspect

3. Where the goods are not available

Letters rejecting orders must be written with the utmost care and with an eye to good will and further business. When writing such letters:

1. regret your inability to meet Buyer’s need

2. propose an alternative product, if one is available

3. hope for the opportunity to be of service to them another time.

Example 1.

Dear Mr van Gellen,

Thank you for your order No. HU 1449, which we received today; Unfortunately, we do not feel that we can offer the trade discounts which you have asked for, viz, 35 per cent as we only allow a 25 per cent trade discount to all our customers regardless of the quantity they buyer.

Our price are extremely competitive and it would not be worthwhile supplying on the allowance you have asked for. Therefore, in this instance, I regret that we have to turn down your order.

Yours sincerely,

Example 2.

Dear Sirs,

We have carefully considered your counter proposal of 15th August to our offer of woolens but very much regret that we cannot accept it.

The prices we quoted in our letter of 1st August leaves us with only the smallest margin; they are in fact lower than those of our competitors for goods of similar quality.

The wool used in the manufacture of our Eagle range undergoes a special patented process that prevents shrinkage and increases durability; The fact that we are the largest suppliers of woolens to may countries in Europe is in itself evidence of the good value of our products.

If, having given further thought to the matter you feel you cannot accept our offer, we hope it will not prevent you from approaching us on some other occasions. We are always happy to hear from you and will carefully consider any proposals likely to lead to business between us.

Yours faithfully,

Example 3.

Dear Sirs,

We thank you for your order No 9445 TB dated 15th May for grinding machine Md 42242 but have to disappoint you.

At present we have no stock of the machine you required and do not expect to have further deliveries for at least another six months. Before then you may have been able to obtain the goods elsewhere, but if not, we will notify immediately when our new stock comes in.

Yours faithfully,

4. Seller’s Counter – Offer

When a seller receives an order he cannot meet for some reason, he may take one of the following courses:

1. He may send a substitute

2. He may make a counter-offer

3. He may regretfully decline the order.

He may decline the order only if he has no other choice. He may send a substitute only when he can obtain the buyer’s consent. But it is better to follow the sound practice of making a counter-offer. But if goods sent as substitutes, they should be sent “on approval” and the seller should accept the responsibility for caniage charges both ways.

Example 1. The Seller Offers to Send a Substitute

Dear Sirs,

We thank you for your letter of 25 May, 20… enclosing your order for 8,00 yards of 36 in wide “Aqualine” watered silk.

We are sorry we can no longer supply this silk. Fashions constantly change and in the recent years the demand for watered silk has fallen to such an extent that we have ceased to produce them. In their place we can offer you our new “Gossamer” brand of rayon. This is finely woven, hard wearing, non creasable material with a most attractive luster; The large number of repeat orders we have received from leading importers abroad is a clear evidence of the widespread popularity of this brand; At the low price of only £ 0,85 a yard this rayon is much cheaper than silk and its appearance is just as attractive.

We are makers of other cloths in which you may be interested and we are sending you a full range of patterns by parcel post. All these are selling very well in many countries and we can safely recommend them. We can supply all of them from stock and if, as we hope, you decide to place an order, we could make immediate delivery.

Yours faithfully,

Example 2. The Seller Sends a Substitute

Dear Sirs,

We are glad to learn from your letter of 10th April that you have decided to place a large order for a umber of items included in our quotation; All the items ordered are in stock except 200 dozens of Ladies bicycles painted in strawberry pink. Stock of these has been sold out since we quoted them and the makers inform us that it will be another two months before they can send replacements.

As it is stated in your order that delivery of all items is a matter of urgency, we have substituted the goods in question in deep orange, identical in design and quality with those ordered; They are rick-looking and most attractive and very popular with our other customers; We hope you will like them, but if not, please return them at our expense; All the items ordered are being sent to you by ship and should reach you some day in the near future.

We hope you will be pleased with them.

Yours faithfully,

5. Advice of Despatch

5.1. When the goods are despatched, the Buyer should be notified, either by advice note or by letter stating what has been sent, when it was sent, and the means of transport used. Where the invoice is sent by post, it serves as an advice note and a separate advice is unnecessary.


Example 1. Advice of Despatch

Dear Sirs,

Order R1432

The above order has now been completed and sent to Liverpool Docks where it is awaiting loading onto the MS Manitoba which sails for Dawson, Canada on the 16 July and arrives on 30 July.

Once we have the necessary documents we will hand them to Burnley City Bank, your bank’s agents here, and they will forward them to the Canadian Union Trust Bank.

We have taken special care to see that the goods have been packed as per your instructions: the six crates being marked with your name, and numbered 1-6; Each crate measures 6ft x 4ft x 3ft and weighs 50kgs.

We managed to get all items from stock with the exception of Cat. No. G16 which we only had in red. But we included it in the consignment as it had the Willow pattern you asked for.

If there is any further information you require, please contact us. Thank you very much for your order, and we look forward to hearing from you again soon.

Yours faithfully,

Example 2. Advice of Despatch

Dear Mr. Crane,

We would like to advise you that your order has been shipped on the MS Marconissa and should reach you within the next ten days.

Meanwhile our bank has forwarded the relevant documents and sight draft for £1,662,60 to the Northminster Bank (City Branch) Birmingham.

We are sure you will be pleased with the consignment and look forward to your next order.

Yours sincerely,

Example 3. An Advice Note

Advice Note

Re: Your order N. D163/9

The following consignment has been sent to you by rail today. Please confirm receipt and quote consignment note No. 8817561915


Goods (Description)

4 doz



4 doz

6 doz

ERC adaptors 13 amp

Dimmer switches 250 watt

1-metre fluorescent fitting with defuser

Jacar 4-mette extension leads 3kWW (3,000 watt)

13 amp point fittings

Comments: Paid on Pro Forma inv. B3171Date: 5 September 20…

Example 4. Request for forwarding instructions

Dear Sirs,

We are pleased to inform that the 1,200 M/T of rubber RSSI you ordered on 20th May, 20… are now ready for despatch.

When placing your order you stressed the importance of prompt delivery, and we are glad to say by making special efforts, we have been able to improve a fortnight on the delivery date agreed upon.

We are awaiting your shipping instructions, and immediately we receive them we will send you advice of despatch.

Yours faithfully,

Example 5. Advice of Despatch

Dear Sirs,

We are pleased to inform that the 1.200M/T of RSSI rubber you ordered on 20th May, 20…. have now been obtained and packed ready for despatch. Arrangements for the first shipment, CIF Singapore have been made with Vietfratch Hanoi and as soon as we receive their statement of charges, we will arrange for shipping documents to be sent to you through Vietcombank Hanoi against your draft for acceptance, as agreed. We appreciate the opportunity to serve you and look forward to further business with you.

Yours faithfully,

2. An Advice of Despatch may be purely formal as in Example 1 but the addition of favourable comments on the goods themselves as in Example 2, is always a good policy and well repays the little extra trouble involved.

Example 1. Formal Advice of Despatch

Dear Sirs,

Please note that the 25,00 raincoats you ordered on 15 September, 20… will be despatch early next week by MS Cargill sailing form the port of Da Nang on Monday 10th November.

We enclose our invoice and shall present shipping documents and our draft for acceptance through the Royal Bank of Canada as agreed.

We assure you that any further order you may place with us will always carefully attended to.

Yours faithfully,

Example 2. Advice of Despatch with Favourable Comments on the Goods

Dear Sirs,

Enclosed we are sending you our invoice for woolen blankets ordered on 5th October, 20… They will be packed in forty special water-proof cases shipped tomorrow and should reach you by the end of this month.

These blankets have been made from carefully selected materials and you will find that they are excellent in value and that the consignment supports our claim to sell the best blankets of their kind at a very competitive price and hope we may look forward to further orders from you.

Yours faithfully,

3. If the goods ordered reach the buyer in good condition and he is well satisfied with them, it is necessary for him to write acknowledging safe delivery. And if the goods ordered arrive in bad condition (as discussed later in the chapter on Complaints and Claims) it is in the Buyer’s interest that he lodges a complaint or a claim as the case may be, for example:

Dear Sirs,

Order No 112/44 TD

We are very pleased to say that the woolen blankets which you despatched on 10th November, 20…. arrived in good condition on 15th December, 20… The care and promptness with which you have attended to our order are very much appreciated.

Yours faithfully,


1. Placing orders

1. Đặt hàng

a. Opening

a. Mở đầu

1. We have received with thanks you letter of…

1. Chúng tôi đã nhận được và xin cám ơn thư của các ngài đề ngày….

2. We thank you very much for your offer of…

2. Chúng tôi rất cám ơn chào hàng của các ngài đề ngày ….

3. We are much obliged for your quotation of…

3. Chúng tôi rất cám ơn báo giá của các ngài đề ngày…

…. (1) or (2) or (3) and should be glad if you would accept our order for the following goods:

…. (1) hoặc (2) hoặc (3) và sẽ rất vui mừng các ngài chấp nhận đơn hàng của chúng tôi mua những hàng hóa sau đây:

4. The prices quoted in your letter of… are acceptable to us, and we are very pleased to place the following order for…

4. Chúng tôi có thể chấp nhận được giá đã báo trong thư của các ngài đề ngày … và chúng tôi vui mừng đặt đơn hàng sau đây mua….

5. We thank you for your offer of 5th July for diesel engines and confirm our today’s cable reading in full as follows:

5. Chúng tôi xin cám ơn chào hàng của các ngài đề ngày 5 tháng 7 chào bán động cơ đi-e-zen và xin xác nhận điện của chúng tôi toàn văn như sau:

b. Ending

b. Phần kết

1. We shall be grateful for prompt delivery as the goods are urgently needed.

1. Chúng tôi xin cám ơn việc các ngài sẽ nhanh chóng giao hàng vì hàng rất cần.

2. Please acknowledge this order and confirm that you will be able to deliver by….

2. Đề nghị các ngài xác nhận đơn hàng này và xác nhận rằng các ngài có thể giao hàng vào…

3. We hope to receive (look forward to receiving) your advice of despatch by return of post.

3. Chúng tôi hy vọng (mong) nhận được thông báo giao hàng của các ngài vào chuyến thư sau.

4. Please confirm your acceptance of this order; such acceptance should arrive not later than 14 days after the date of the order.

4. Đề nghị các ngài xác nhận chấp nhận đơn đặt hàng này. Sự chấp nhận này phải đến với chúng tôi không quá 14 ngày kể từ ngày ghi trên đơn đặt hàng.

5. We trust that you will do your best to execute the order.

5. Chúng tôi hy vọng rằng các ngài sẽ cố gắng hết sức để thực hiện đơn hàng này.

2. Acknowledge Order

2. Xác nhận đơn hàng

a. Opening

a. Mở đầu

1. We thank you for your order May 6 for Vietnamese black tea HT80.

1. Chúng tôi xin cám ơn đơn đặt hàng của các ngài đề ngày 6/5 đặt mua chè đen tiêu chuẩn HT80.

2. We acknowledge with thanks your order dated …. for….

2. Chúng tôi cám ơn và xác nhận đơn đặt hàng mua của các ngài đề ngày…. đặt mua…

…. (1) or (2) and will despatch to the goods by….

…. (1) hoặc (2) và sẽ giao hàng vào…

3. We are pleased to inform you that the goods included in your order of…. have been shipped to you today by M/S…

3. Chúng tôi vui mừng báo tin cho các ngài biết rằng hàng thuộc đơn đặt hàng của các ngài đề ngày …. đã được xếp xuống tàu… cho các ngài hôm nay…

4. We are very sorry to tell you that we cannot supply the goods ordered on…. because….

4. Chúng tôi rất tiếc báo cho các ngài biết rằng chúng tôi không thể cung cấp hàng cho các ngài đặt ngày…. bởi vì….

5. We thank you for your order of …. but regret very much that we are unable to execute your order immediately owing to heavy demand.

5. Chúng tôi xin cám ơn đặt hàng của các ngài đề ngày …. nhưng rất riếc rằng chúng tôi không thể thực hiện đơn đặt hàng của các ngài ngay vì nhu cầu mặt hàng này lớn.

b. Ending

b. Phần kết

1. We hope that our handling of your first order will lead to further business between us and mark the beginning of a happy working relationship.

1. Chúng tôi hi vọng rằng việc thực hiện đơn đặt hàng đầu tiên của các ngài sẽ dẫn đến việc buôn bán nhiều hơn nữa giữa chúng ta và đánh dấu bước mở đầu quan hệ buôn bán hữu hảo.

2. We hope that the goods will reach you safely and in good time and that you will be pleased with them.

2. Chúng tôi hi vọng rằng hàng sẽ đến với các ngài an toàn và kịp thời và chúng tôi hi vọng rằng các ngài sẽ vừa lòng với chúng.

3. We feel sure that you will find these goods satisfactory in every way and that they will perfectly suit your needs.

3. Chúng tôi chắc chắn rằng các ngài sẽ thấy hàng hóa thỏa đáng về mọi mặt và chúng hoàn toàn đáp ứng nhu cầu của các ngài.

4. We have been very happy to serve you and look forward to receiving your further orders.

4. Chúng tôi đã rất vui mừng được phục vụ các ngài và mong nhận được các đơn đặt hàng khác nữa của các ngài.

5. We trust that the delay will not cause you any serious inconvenience and hope that you will continue to do business with us.

5. Chúng tôi tin rằng việc chậm trễ không gây cho các ngài sự bất tiện nghiêm trọng nào cả và hy vọng rằng các ngài sẽ tiếp tục buôn bán với chúng tôi.


1. Answer the following questions

1. What it the essential quality of an order letter?

2. What must be borne in mind when ordering by letter?

3. What are the advantages of an order form?

4. Why should orders placed by cable or telex be confirmed?

5. What are the buyer’s obligations in an order?

6. What are the Seller’s obligations in an order?

7. What are the most most important items in an order?

8. What should be written in the opening? and in the ending?

9. What comment should one make on the goods ordered?

10. What are the essential points in a sales confirmation?

11. What should be included in a sales confirmation of orders from new customer?

12. What should one do if the goods order cannot be delivered immediately?

13. How should letter rejecting an order be written?

14. When must the Seller decline the order received? How should he write such letters of rejection?

15. What must the Seller do when the goods are despatched?

16. What must be said in an advice note?

17. Why should one write acknowledging safe delivery of the goods ordered?

2. Translate into English

1. Chúng tôi xin cám ơn thư chào hàng của các ngài đề ngày 1 tháng 12 và chúng tôi thấy có thể chấp nhận được những điều kiện đã nêu trong đó.

2. Chúng tôi xin cám ơn mẫu hàng các ngài đã gửi cho chúng tôi hôm 25 tháng trước và sẽ rất vui mừng nếu các ngài chấp nhận và thực hiện ngay đơn đặt hàng mua các loại thảm mà chúng tôi gửi kèm thư này.

3. Chúng tôi xin cám ơn chào hàng của các ngài số 234 đề ngày 6 tháng 5 chào bán hàng các loại máy nông nghiệp loại nhỏ và vui mừng đặt hàng theo các điều kiện sau đây:

4. Chúng tôi xin xác nhận đơn hàng số 044 của chúng tôi bằng điện sáng nay toàn văn như sau: “10 máy bơm kiểu MD 50/12 giá mỗi chiếc 1200 đôla Mỹ FOB giao hàng ngay thanh toán bằng LC như thường lệ và xin nói rõ một số điểm như sau:

5. Chúng tôi rất cám ơn ngài đã gửi ca-ta-lô và bảng giá kèm chào hàng số 72 ngày 4 tháng 8 của các ngài, nhưng rất tiếc giá của các ngài có phần cao hơn giá của những nhà cạnh tranh khác. Tuy nhiên, chúng tôi hi vọng sẽ có dịp khác buôn bán với các ngài trong tương lai.

6. Đề nghị các ngài sắp xếp giao hàng ngay cho chúng tôi và tiện đây chúng tôi xin gửi các ngài chỉ dẫn chi tiết về bao bì và kí mã hiệu để các ngài chú ý.

7. Xin các ngài theo đúng ngày giao hàng đã ghi trong đơn đặt hàng của chúng tôi và chúng tôi sẽ không nhận hàng sau ngày 31 tháng 12 vì lúc đó không còn là thời vụ bán hàng trên thị trường của chúng tôi nữa.

8. Chúng tôi tin tưởng rằng các ngài sẽ bán rất chạy những mặt hàng có phẩm chất tốt này và chúng tôi mong nhận được nhiều đơn đặt hàng khác nữa của các ngài.

9. Chúng tôi cần ba bộ tài liệu kỹ thuật hướng dẫn lắp ráp, vận hành và bảo dưỡng máy. Một trong ba bản sẽ phải được gửi bằng máy bay cho chúng tôi trước để dịch sang tiếng Việt cho những người tiêu dùng trong nước; hai bản còn lại sẽ được gửi theo hàng.

10. Chúng tôi thấy những máy móc này sẽ phải được bảo hành trong vòng 24 tháng kể từ ngày giao hàng và sáu tháng kể từ ngày sử dụng.

11. Hàng các ngài đặt mua theo đơn hàng số 432 ngày 25 tháng 4 năm 20… đã sẵn sàng để giao, chúng tôi đề nghị các ngài gấp rút mở tín dụng thư có các điều kiện như đã nói trong đơn hàng nói trên.

12. Chúng tôi xin báo để các ngài rõ chuyến hàng linh kiện để lắp TV mẫu thuộc đơn hàng số TD 6544 của các ngài đã được xếp xuống tàu sông Hậu; tàu này sẽ rời cảng Osaka ngày mai. Chúng tôi hy vọng khi hàng về đến Thành phố Hồ Chí Minh các ngài sẽ vừa lòng với chúng về sự chu đáo nhanh chóng của chúng tôi trong việc thực hiện đơn đặt hàng của các ngài.

13. Hôm nay chúng tôi đã nhận được đầy đủ số hàng đặt mua theo đơn hàng của chúng tôi số 4231 và chúng tôi xin rất cám ơn các ngài về sự chú ý đặc biệt của các ngài tới đơn hàng này. Như chúng tôi đã nói khi đặt hàng, đây chỉ là đơn đặt hàng thử mà thôi. Trong tháng tới chúng tôi sẽ đặt những đơn hàng lớn hơn và hy vọng các ngài vẫn dành cho chúng tôi những sự ưu ái thường xuyên.

14. Hy vọng của chúng tôi là việc thực hiện hoàn hảo đơn đặt hàng này sẽ dẫn đến những mối quan hệ buôn bán ngày càng tốt đẹp hơn giữa chúng ta trên cơ sở đôi bên cùng có lợi.

15. Cuối cùng chúng tôi cảm thấy nhẹ nhõm vì đơn hàng số 2454 của chúng tôi đã được thực hiện có kết quả mặc dù trong quá trình thực hiện đã có những khó khăn tưởng chừng không thể vượt qua được và có lúc ý nghĩ huỷ đơn hàng đã xuất hiện. Chúng tôi hi vọng những đơn hàng tiếp theo lớn hơn của chúng tôi với các ngài sẽ được thực hiện nhanh chóng và đạt hiệu quả cao nhất.

4. Translate into Vietnamese : Goods “on Consignment”

1. Request for goods “on Consignment”

a. Buyer’s Request

Dear Sirs,

We are the largest Department Store in Nairobi and have recently received a number of enquiries for stainless-steel cutlery. We think there are good prospects for the sale of this cutlery, but at present it is little known here and as we cannot count on regular sales we do not feel able to make a purchase on our own account.

We are, therefore, writing to suggest that you send us a trial delivery for sales on consignment terms. We make the proposal hoping to place firm orders when the brand is established.

If you agree, we would render monthly accounts of sales and send you payments due after deducting expenses, and commission at a rate to be agreed. Our bankers are the Nairobi branch of Midminster Bank Ltd. with whom you may check our standing.

We believe our proposal offers good prospects and you will be willing to give it a trial.

Yours faithfully,

b. Seller’s Acceptance

Dear Sirs,

Thank you for your letter of 18th January. We carefully considered your proposal to receive a trial delivery of our cutlery on consignment and are sending you a representative selection of our most popular lines. We hope you will find a ready sale for them. Your suggestion to submit accounts and to make payment monthly is quite satisfactory. We are willing to allow you commission at 10% calculated on profits.

The consignment is being shipped by MS Eastern Prince leaving Southampton for Mombasa on 25 January. We will send bill of lading and other shipping documents as soon as we receive them, and meanwhile enclose a Performa invoice showing prices at which the goods should be offered for sale.

Because of the excellent quality attractive design and reasonable price this cutlery sells well in this country and think it will have a good sale in your stores.

Yours faithfully,

2. Offer of goods “on consignment”

a. Seller’s Proposal

Dear Sirs,

We are anxious to extend the market for nylon goods, which at present enjoy only a limited sale in Spain.

We are, therefore, writing to suggest that you allow us to send a representative selection of our manufactures “on consignment”. We would allow you commission of 8% on gross proceeds and expect you to account for sales, with payments, at the end of each three-monthly period following the month of delivery.

In accepting our proposal you assume no risks since we ourselves would meet all expenses connected with the return of any goods unsold. On the other hand, the arrangement would enable you to offer your customers an attractive range of modern goods at very reasonable prices.

If you are interested, and we do hope you are, in our proposal, we suggest a formal agreement on the lines of the model agreement enclosed.

Yours faithfully,

b. Agent’s Acceptance

Dear Sirs,

We thank you for your letter of 5th May and accept with pleasure your proposal to send us a representative selection of your nylons on a consignment basis. We find your suggested terms satisfactory and shall be glad to receive your formal agreement for signature.

We have been in the textile market here for the past fifteen years and believe that with our reputation and connections we can serve you well. Our showrooms, situated in the centre of town, also offers admirable facilities for dislay. With these advantages we do not expect to have any difficulty in selling your consignment at good prices and hope that in handling this, your first, transaction with us we shall not in anyway disappoint you.

Yours faithfully,

3. Agent Submits Sales Account

a. Agent’s Submission

Dear Sirs,

We enclose our sales account for the quarter ended on 30th December showing a balance of £1,562.75 due to your after deducting commission and charges. If you will draw on us for this amount at two months we will add our acceptance and return your draft immediately.

We very much regret the fall in sales, which is, no doubt, due to the emergency import duty imposed as part of Government policy to meet the financial crisis. So long as these duties remain in force sales at the prices we have been asking will continue to be difficult. The difficultly is also likely to be increased by pressure of competition from German manufacturers, who have recently entered the market.

If in these conditions we are to raise the level of sales it will be necessary to lower prices and if, for your part, you would be willing to make an all-round reduction, we, for ours, would accept a temporary reduction of, say, 2% in the agreed rate of commission. We suggest this because we wish to continue to handle your business at a level that will make it worth while for both of us.

We look forward to your reply and assure you that whatever you decide we shall make the special effort which present conditions call for.

Yours faithfully,

4. Principal’s Reply

Dear Sirs,

We thank you for your letter of 18th January enclosing your sales account for December. As requested, we are sending with this letter our draft for the balance of £ 1,562.75.

We note with some concern the difficulties that account for the fall in your sales and see that we cannot avoid a reduction in our prices if you are to maintain the former volume of sales, and wish to say at once how very much we value your generous offer of a reduced commission rate until the conditions improve. For our part, we shall now reduce prices of all goods shipped to you but, as our costs have continued to rise steadily, the reduction cannot be as much as we could have wished, through we hope it will be enough to enable us to maintain our position in the market.

We can not continue business indefinitely at the new prices and we will have to raise them as soon as the market conditions improve. Any increases will call for restraint since the demand for most of our goods is elastic.

Yours faithfully,

5. Agent Report Difficulties in Selling Consignment

a. Agent’s report

Dear Sirs,

It is becoming increasingly difficult to market your goods in this country and there seems to be little chance of increasing sales so long as the present conditions continue.

The main reason for the poor sales is the high prices of your goods. Buyers agree that their quality is excellent and that for their quality they are reasonably priced, though beyond the means of the ordinary customers. The standard of living here is not high and is not high and the market is more suited to medium-priced goods of reasonable quality than to higher priced luxury goods.

Your reputation in the market is of the highest and if you could send us goods of a less expensive type we feel sure there would be a good market for them. Not only would present buyers increase their purchases, but new business would also be won from buyers, who in the past have gone elsewhere.

We put this to you because we believe that it would increase your share of a market in which price is more important than quality, though this is not to suggest that the quality is not of some importan

Yours faithfully,

b. Consignor’s Reply

Dear Sirs,

We thank you for your letter of 7th September and for your recommendation concerning the quality of the goods best suited to this market.

While we welcome your recommendation, we are bound to say that it does not seem to be supported by our own evidence. Official returns for the country do in fact point to a reasonable demand for high-class goods, but as this evidence may not be conclusive, we are prepared to accept your recommendation and to include some of our less expensive goods in our next consignment. We shall await the result with interest.

A recent reorganization in our production has led to important economies and enabled us to reduce many of our prices without any loss of quality. The revised prices will be charged as from 1st October and will apply to many of the items in the consignment. When offering these to buyers you will, of course, stress that, though their prices are lower, there is no change in the quality.

Yours faithfully,

c. Further letter from agent

Dear Sirs,

We thank you for your letter of 20th September, we were very glad to learn of your decision to include a quantity of your lower-priced goods in the next consignment.

The official returns may point to a demand for goods of the more expensive type, but we suggest, with respect, that these returns represent conditions that no longer exist, and therefore, cannot be relied upon as a guide to policy.

In our view, your decision to consign lower-priced goods is a step in the right direction and we think you will find that the future statements of sales will confirm this.

Yours faithfully,

5. Translate into English

1. Thưa các ngài,

Như các ngài đã biết, kim ngạch của chúng tôi với các ngài trong năm vừa qua đã và đang tăng lên một cách vững chắc. Tuy nhiên năm nay kim ngạch này lại tăng ở tốc độ mà vào khoảng tháng 12 chúng tôi đã đặt hàng mua gấp đôi con số năm ngoái. Phải công nhận là hiện nay chúng tôi đã có một phòng hàng thủy tinh lớn hơn. Và đây là một bước nhảy vọt trong việc bán hàng của các ngài ở thị trường trên đất nước chúng tôi.

Xét đến thành công này, chúng tôi đang nghiên cứu khả năng mua dự trữ nhiều hơn nữa mặt hàng này của các ngài trong tương lai. Vì việc này là lợi ích của các ngài cũng như lợi ích của chúng tôi, chúng tôi cảm thấy là các ngài có thể chào bán cho chúng tôi với các điều kiện có lợi hơn để tạo điều kiện cho chúng tôi bán những hàng thủy tinh vốn đã quen thuộc và được ưa chuộng ở đây nhiều năm nay.

Trong tháng 4 chúng tôi đã đặt một đơn đặt hàng với các ngài (C 455) để có hàng bán vào dịp Thiên Chúa giáng sinh, kể cả những bộ cốc uống vang dùng làm quà tặng đặc biệt. Giờ đây chúng tôi lại quyết định tăng đơn đặt hàng này lên và gửi kèm đơn hàng C.497 bổ sung vào đơn hàng trên. Chúng tôi cũng xin gửi kèm một đơn hàng nữa nhỏ hơn (C.498) giao hàng ngay.

Xin các ngài chú ý là trong đơn đặt hàng sau chúng tôi đã đánh dấu cốc uống sâm banh “Hoàng gia” thay cho “Hoàng tử” để phòng khả năng kho của các ngài không cung cấp được loại cốc này.

Kính chào,

2. Thưa các ngài,

Chúng tôi xin xác nhận đã nhận được thư của các ngài đề ngày 14 tháng 6 cùng với các đơn hàng của các ngài số C.497 và C.498. Xin rất cám ơn. Đơn hàng C.497 đã được bổ sung vào đơn hàng phục vụ Thiên Chúa Giáng sinh của các ngài C.455 đang gấp rút chuẩn bị sẵn sàng để giao hàng ngay. Chúng tôi lấy làm tiếc là không cung cấp được loại cốc sâm banh “Hoàng tử” nhưng chúng tôi sẽ gửi đến các ngài loại “Hoàng gia” thay thế đã được đánh dấu trong đơn hàng của ngài.

Chúng tôi rất vui mừng biết các ngài thành công trong việc bán hàng thủy tinh của chúng tôi. Chúng tôi xin gửi đến các ngài lời chúc mừng nồng nhiệt đối với việc buôn bán tăng lên của các ngài với chúng tôi và mong việc bán hàng sẽ còn tăng hơn nữa vì lợi ích của đôi bên chúng ta trong năm tới.

Kính chào,

3. Thưa các ngài,

Chuyến máy kéo vạn năng đầu tiên CT860 của các ngài đã bán rất chạy ngay đầu tuần khi hàng đến đây và bây giờ chúng tôi xin đặt hàng cố định theo các điều kiện như sau:

1. Tên hàng: Máy kéo vạn năng kiểu CT 860

2. Số lượng: 30 chiếc

3. Quy cách phẩm chất: Theo Ca-ta-lô số 4/88 và bản thuyết minh kỹ thuật (gửi kèm với chào hàng số 4567 đề ngày 2 tháng 3 năm 20… của các ngài).

4. Giá mỗi chiếc C.I.F cảng Sài Gòn Thành phố Hồ Chí Minh kể cả bao bì: 2,200 đôla Mỹ, tổng số là 66,000 đôla Mỹ.

5. Giao hàng: Hai chuyến, chuyến thứ nhất 10 chiếc, giao trong tháng 8 năm 20… và chuyến thứ hai 20 chiếc giao trong tháng 12 năm 20…

6. Bao bì: Theo tập quán xuất khẩu thích hợp với việc vận chuyển xa bằng đường biển.

7. Kí mã hiệu: Mỗi kiện được ghi ở hai bên đối diện nhau, chữ không nhỏ hơn 5cm, bằng sơn không phai như sau:

Đơn hàng số TD 44/50

Người gửi hàng: Export Tractor Co., Ltd.

Người nhận hàng: Tổng Công ty Nhập máy và Phụ tùng Hà Nội

Kiện số: (từ số 1 trở lên)

Trọng lượng tịnh:

Trọng lượng cả bì:

Khối lượng:

8. Thanh toán: bằng tín dụng thư không thể hủy ngang được tính bằng đồng đôla Mĩ mở qua Ngân hàng Ngoại thương Việt Nam 15 ngày trước chuyến hàng thứ nhất qua Ngân hàng Thương mại Tokyo vào tài khoản và cho người bán được hưởng 100% giá trị của hàng sẽ giao. Được phép giao hàng từng phần. Chứng từ cần cho việc thanh toán:

Hóa đơn thương mại (3 bản)

Vận đơn gốc (1 bản)

Phiếu đóng gói (3 bản)

Giấy chứng nhận phẩm chất (1 bản)

Đơn bảo hiểm (1 bản)

9. Tài liệu kỹ thuật: hai bộ bản vẽ kĩ thuật, hai bộ tài liệu hướng dẫn lắp ráp, vận hàng và bảo dưỡng bằng tiếng Anh sẽ được gửi bằng đường biển cùng với hàng hóa. Một bộ khác những tài liệu nói trên sẽ được gửi bằng máy bay cho người mua không chậm quá ngày 30 tháng 8 năm 20…

10. Bảo hành: 12 tháng kể từ ngày giao hàng, 6 tháng kể từ ngày sử dụng. Điều khoản bảo hành này không áp dụng đối với những tổn thất do phía người sử dụng gây ra.

Chúng tôi mong nhận được xác nhận đơn đặt hàng này sớm.

Kính chào,

4. Thưa các ngài,

Về đơn hàng số TD 4284

Theo đơn đặt hàng nói trên chúng tôi sẽ phải giao cho các ngài 50 tấn vừng đen và 50 tấn vừng vàng vào tháng 10 sắp tới.

Nhưng chúng tôi lấy làm tiếc báo cho các ngài biết là chúng tôi không có khả năng giao hàng đúng thời hạn đã thỏa thuận. Như các ngài đã biết thời tiết ở Việt Nam đầu năm rất bất lợi cho ngành trồng trọt. Rét kéo dài mãi đến tháng ba và khi bắt đầu nắng lại kéo theo hạn hán.

Mặc dầu chúng tôi đã cố gắng hết sức trong việc thu gom hàng khắp nơi trong nước chúng tôi vẫn không thể giao đủ hàng vào thời hạn nói trên. Chúng tôi hy vọng có thể giao hàng cho các ngài vào trung tuần tháng 11. Do đó chúng tôi đề nghị các ngài ra hạn tín dụng thư của các ngài số HH4523146 mở ngày 20 tháng 9 năm 20… có giá trị đến hết tháng 11.

Chúng tôi thành thật xin lỗi về sự chậm trễ này và hi vọng việc này cũng không gây bất tiện nhiều cho các ngài.

Kính chào,

6. Translate into Vietnamese: Orders and Problems

1. Dear Sirs,

The first shipment of your CT860 all-purpose tractors was selling within a week of its arrival. We now have firm orders for another 30. We accordingly enclose our order PI94 for a further consignment, CIF Saigon.

The CT 860 is by far the best light weight tractor on the market at present and we feel it has a great potential here. In theory there is no reason why you should not sell a great many here, in practice, however, it is not quite so easy. The main difficulties with which we have to content are as follows:

1. We have customers who are so impressed by the fork lift on the CT860 that they are prepared to pay 10% more for immediate delivery; they claim that the tractor is helping to pay for itself in the three months they would normally have to wait for delivery. As we have not the capital to carry large stocks, we are forced to sell on consignment, thereby losing a substantial amount of business.

2. We have customers who have one of your tractors but who refuse to order any more because of the long delay in obtaining spare parts they maintain that even when a spare part is sent off promptly there are further delays because payment may only be made by irrevocable letter of credit.

As a remedy for the above we suggest that you consider some way of granting us special facilities so that we may carry substantial stocks of this magnificent tractor in all our branches and that you find some way of speeding ups shipment of spare parts and changing the method of payment.

We should be obliged if you would give these points your earliest consideration and let us have your comments.

Yours faithfully,

2. Dear Sirs,

We thank you for your letter of 25th February, together with your order PI94. We have made special arrangements to have this order shipped per MS “Do Miguel” sailing from Liverpool on 10th March and due Saigon on 15th April.

We have been very fortunate on this occasion since it is generally rather more difficult to get orders shipped within a fortnight of receiving them. If we could guarantee such prompt shipment on receipt of every order, you would have no more stock problems.

We agree with you that the CT860 is the best tractor of its kind on the market and that is has a great potential in Vietnam. In view of this we have approached ECGD (the Export Credit guarantee Department) here and are at present negotiating an arrangement to grant you credit so that you may carry a reasonable stock.

With regard to delays in forwarding spare parts, we think that this problem has now been solved. We have formed an entirely new spare parts division coming into operation at the end of this month, which means that we shall be able to despatch spares with the minimum of delay.

We shall be writing to you as soon as we hear from ECGD, which should be very soon.

Yours faithfully,

3. Dear Sirs,

We thank you for your letter of 4th march and look forward to a prompt solution to the problem set out in our last letter.

We are very pleased to learn that your new spare parts division will soon be in operation and we enclose an order, R. 804 for spares urgently required by some of our customers. Incidentally, you did not mention whether you have any intention of revising the method of payment for orders placed by customers themselves.

We look forward to the prompt receipt of the enclosed order.

Yours faithfully,

4. Dear Sirs,

We are pleased to inform you that the above order is being sent off immediately by air freight and should be in your possession within the next few days.

With regard to the question of payment we are prepared to accept Banker’s Transfer for orders for spare parts received direct from the customers provided that we have had your recommendation before hand. We suggest that you forward us a list of the customers with our tractors, who are likely to want spare parts sent direct, and tick off those you consider would pay by Banker’s transfer without any undue delays.

Yours faithfully,

5. Dear Sirs,

We are pleased to inform you that the tractors ordered in February, our order PI94 arrived in perfect condition on the scheduled date and have now been distributed to their respective customers.

We are now in a position to order another shipment and enclose herewith our order PI96 for 30 CT860 tractors. We should be obliged, if you could arrange it, and if you would ship 10 of these tractors to 2 bis Phan Xich Long, Phu Nhuan District, HCM City where we have just opened a new branch, and the remaining 20 to Singapore.

We are convinced that you are losing a substantial amount of business here by the delays in solving our supply and credit problems, and we urge you to make effective arrangements to bring about some improvement in the near future.

Yours faithfully,

6. Dear Sirs,

We are in receipt of your letter of 4th April, and thank you for the enclosed order PI96, which is now having our attention. We note that you required part of the shipment in… this should present no problem as most of the ships that go to Saigon go past it.

We are pleased to inform you that with regard to the question of granting you credit, the end is in sight. It only remains for us to come to an agreement with you regarding the details. Our Chairman, Sir Malcolm Knight, accompanied by one of our export executives, will be flying to Saigon on 27th April in order to discuss a contract on the basis of the very favourable credit terms granted by ECGD. They will stay in Saigon for three days during which time they hope to have an opportunity of meeting some of your customers and visiting some of your branches.

Sir Malcolm will be writing to you later on this week in regard to the details of his visit.

Yours faithfully,

7. Dear Sirs,

We thank you very much for your letter of 11th April. We feel that we are really making progress at last.

We very much look forward to meeting Sir Malcolm and we shall do everything possible to make his visit both pleasant and profitable. We shall not only arrange for him to meet our customers, but also for him to see some of the leading figures in agriculture here.

We thank you for the speed and the efficiency with which you have treated this matter. A hitherto frustrating situation is rapidly changing for the better.

Yours faithfully,

7. Letter writing

1. You have received an offer for chemical ABC from a Thai Company. All the terms and conditions are found acceptable save the time of shipment. Write the order, suggest the date of shipment you require.

2. You have received an order for various kinds of Vietnamese carpets from a firm in England. Write the confirmation of sales stressing that you will do your best to execute the order efficiently and hoping that the handling of this one may lead to further profitable and happy business relationships between your corporation and their firm.

3. You are shortly to ship an order for 50 tons of groundnut to a firm in Hongkong. But owing to bad crop you are having difficulty in gathering and collecting them. Write to your customers explaining the delay and informing him when the consignment can be expected, and at the same time, asking them to extend their Letter of Credit accordingly.

4. You are to ship 20 tons of black sesame and 20 tons of yellow sesame. But for the time being you have got only 10 tons of black sesame. Write explaining the case and ask if your customers are willing to take delivery of 10 tons of black sesame and 30 tons of yellow sesame.

5. The consignment of 100 coloured T.V sets following your order No TH31277 shipped on board M.S Hoa Phuong Do arrived at Hai Phong Port in good condition. Write acknowledging safe delivery and thanking your suppliers for their attention and promptness with which they have executed your order.



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