商务英语写作订单与确认函精讲课件.ppt

1、2022-3-291BUSINESS WRITING商务英语写作商务英语写作2022-3-292Chapter 4 Orders and Confirmation Letters 订单与确认函2022-3-293 Orders 订单nAn order in trade is defined as “ a request by a customer for a company to supply goods or service”. It is the result of an offer or a counter-offer with a positive acceptance. An ord

2、er letter is important and widely used to complete a transaction. Order letters need to be clear and concise to avoid confusion. Besides sufficient information must be provided so that there will be no further questions about the order. 2022-3-294Questions？nWhat is an order？ a request by a customer

3、for a company to supply goods or servicenGood-new or bad news？ Good-newnHow to get an order？ offer and counter-offer报盘报盘及还盘还盘 2022-3-295To be effectivenCorrectnClearnConcise nCompletenConcise nCourteous 2022-3-296How to write an effective order letter？ nOrder letters usually follow the following ste

4、ps in writing Open with reference to some previous contacts such as catalogue, or phone call, exhibition or trade fair, etc. This helps the reader find out the intention of the letter. Describe the order Mention payment and delivery Express courtesy 2022-3-297Confirmation letters 确认函nWhen a company

5、receives an order letter or order form, it often responds with a confirmation letter. Confirmation letter also uses direct order of writing. It must be clear and specific about what is being confirmed or what is being changed. 2022-3-298The letter usually contains the following parts:Thanks for the

6、order Favorable comment on the items required Assurance of your best attentionOther items which may be of interest to the buyer Hope for further order2022-3-299When you are unable to accept the order, you should reply in time either to decline the order or to make a counter-offer. The letter of this

7、 kind usually covers these contents: Thanks for the order Proper reasons to decline the order with regret Recommendation of other items as a replacement or presentation of counter-offer Hope to serve the buyer in future. 2022-3-2910Letter A Placing Order for Tea Dear Mr. Keynold: From the samples se

8、nt us on July 6th, we have made selections and have the pleasure of handing you the following order, CIF Keelung: 500 chests West Lake Longjing Tea U S$ 2,000 500 sacks Lijiang Languiren Tea US $ 2,200 Sample Analysis2022-3-2911 We have already applied for import license and letter of credit for thi

9、s order and will inform you the reference numbers of both as soon as our applications have been approved by the government agencies concerned. Since we need the goods quite urgently, please effect shipment one month after receipt of our L/C. Yours Sincerely,2022-3-2912nSamplenCIFnCFRnFOBnimport lice

10、nsenletter of creditnreference numbersneffect shipmentn样品n到岸价=Cost+ Insurance+Freightn成本加运费=Cost + Freightn离岸价=free on board n 进口许可证n信用证n参考号，序列号，编号n装货2022-3-2913贸易术语CIF nCIF是COST，INSURANCE，AND FREIGHT（NAMED PORT OF DESTINATION）三个单词的第一个字母大写组成，中文意思为成本加保险费加运费（指定目的港），指当货物在装运港越过船舷时，（实际为装运船舱内），卖方即完成交货。货物自

11、装运港到目的港的运费保险费等由卖方支付，但货物装船后发生的损坏及灭失的风险由买方承担。2022-3-2914比较nCFR中卖方必须支付将货物运至指定的目的港所需的运费和费用，但交货后货物灭失或损坏的风险及由于各种事件造成的任何额外费用即由卖方转移到买方。但是，在CIF条件下，卖方还必须办理买方货物在运输途中灭失或损坏风险的海运保险。因此，由卖方订立保险合同并支付保险费。买方应注意到，CIF术语只要求卖方投保最低限度的保险险别。如买方需要更高的保险险别，则需要与卖方明确地达成协议，或者自行作出额外的保险安排。 2022-3-2915贸易术语CFRnCFR/CNF 是COST AND FREIGH

12、T三个单词的其中一个字母组合而成，中文意思为：成本加运费，指定目的港。COST AND FREIGHT（named port of destination）成本加运费（指定目的港） nCFR是指卖方必须在合同规定的装运期内,在装运港将货物交至运往指定目的港的船上,负担货物越过船舷为止的一切费用和货物灭失或损坏的风险,并负责租船或订舱,支付抵达目的港的正常运费。2022-3-2916贸易术语 FOBnFOB是国际贸易中常用的贸易术语之一。FOB的全文是Free On Board(named port of shipment),即船上交货(指定装运港),习惯称为装运港船上交货。按此术语成交,由买方

13、负责派船接运货物,卖方应在合同规定的装运港和规定的期限内,将货物装上买方指定的船只,并及时通知买方。货物在装船时越过船舷,风险即由卖方转移至买方。 n在FOB条件下,卖方要负担风险和费用,领取出口许可证或其他官方证件,并负责办理出口手续。采用FOB术语成交时,卖方还要自费提供证明其已按规定完成交货义务的证件,如果该证件并非运输单据,在买方要求下,并由买方承担风险和费用的情况下,卖方可以给予协助以取得提单或其他运输单据。 2022-3-2917 Dear Mr. Samson White: Thank you for your esteemed order dated October 15th,

14、 2008 for 500 chests West Lake Longjing Tea US$ 2, 000 500 sacks Lijiang Languiren Tea US$ 2, 200 Our best attention has been paid to the execution of this order, and we have shipped the tea by m/s (motorship) “Pioneer”, leaving here for Keelong today. We are sure that the goods will reach you safel

15、y and will give you every satisfaction.Letter B Confirming an Order for Tea by m/s （ MS ）由/经“先锋号”（内燃机）轮船装运your esteemed order 贵公司的订单2022-3-2918 According to the terms of L/C, we have drawn upon you for the amount of invoice, US$4 200, at three months, sight upon you through Bank of China, Keelong Br

16、anch, and we trust you will meet the bill on presentation. We hope this transaction will lead to an enduring relationship between us. Yours sincerely, Rose Keynoldthe terms of L/C：信用证条款draw upon： 向开具发票meet the bill on presentation: 见票即付我方已通过中国银行基隆分行按发票金额向贵方开出4200美元的汇票。我方希望贵方见票即付。2022-3-2919Questions

17、 for Comprehension 1. Do the letters use direct order? 2. How does the first paragraph in each letter begin? 3. Do the letters include necessary explanations about their purposes? 4. Do they both end with goodwill words adapted to the particular case? 5. What is the purpose of each letter? 6. How do

18、 the authors fulfill their task? 7. What are included in each letter? 8. List the outlines for each letter. 9. In what situation is an order written?10. Can you sum up the requirements for letters of order and confirmation of order in general? 2022-3-29201 Placing an ordernDear Mr. Lion:nRefffering

19、to your letter of March 1, we shall be glad if you will send us by motorship the following before April 15:n150 doz. Tiantang gents umbrellas $80 per doz.n200 doz. Tiantang ladies ultraviolet-proof umbrellas $100 per doz.nPlease take care that the goods are carefully packed. Insurance will be effect

20、ed by ourselves.Sample Analysis2022-3-2921nYou may draw upon us for the amount of invoice. 1nYours very truly,nKevin Smith1 按发票金额向我方开具汇票2022-3-29222 Placing an orderOrder No. 468To: Messrs Wang Yun209 Hongyan RoadDalian, ChinaPlease ship the following merchandise:2022-3-2923Quantity Items Catalog No

21、.Prices 25bed sheets,36,blue75$1.25 each25bed sheets,36, primrose 82$1.50 each50Pillow cases, blue117$0.60 each50Pillow cases, primrose121$ 0.60 each2022-3-2924 Delivery: No later than December 1. Payment: Against Letter of Credit to be established in accordance with our agreement. Please inform us

22、of the definite delivery data and your cooperation will be appreciated. Your sincerely, Mary Brown2022-3-29253 Comfirming an order Dear Mr. Black: Thank you for your letter of October 22,2012, together with one copy of your Order Confirmation No.s/826 for 1,000 tons of Yingkou Magnesia. Enclosed are

23、 two copies of our Contract No. Magnesia 镁砂2022-3-2926 MY-0857 for your signature. Please sign and return one signed copy. So far as delivery is concerned, we will try our utmost to ship the total quantity as you requested, if your L/C arrives here in time. Therefore, please arrange the establishmen

24、t of L/C at your earliest convenience so that early shipment can be made.2022-3-2927 we appreciate the opportunity to provide our products to you and are grateful for your confidence in our company. Sincerely yours, David Zhang2022-3-29284 Confirming an order Dear Hugo: Thank you for your e-mail con

25、cerning the order dated June 6. Here we have enclosed our Order No. ST/66689 for your prompt and careful attention.2022-3-2929 Your prices of $1.50 per yard for Pattern 67 and $2.40 per yard for Pattern 86 are acceptable to us, but you must keep your quotation for Pattern 89 at $2.00. As stated in t

26、he oeder, you should deliver the goods to us in July, and you are supposed to get payment by Letter of Credit in Washington D.C. against documents.2022-3-2930 We will do our best with these goods, and if sales are satisfactory, we shall make your brand one of our standard lines. Your sincerely. Jame

27、s Wang2022-3-29311Placing an Order Dear Sirs: We have got your letter of 12 July and received patterns of your cotton prints. Wed like to order the following items: Quantity Pattern No. Prices 400 meters 28 $ 200 per meter 500 meters 48 $ 150 per meter 300 meters 69 $ 120 per meter We are looking fo

28、rward to your reply. Sincerely yours, Contrast Poor ？1. 提及收到的信函和印花布样品。2.订货如下。3.订单具体内容。 4. 盼早复。2022-3-2932 Dear Mr. Lock: Thank you for your letter of 12 July and patterns of your cotton prints. We find both quality and prices satisfactory and are pleased to order the following items: Quantity Patter

29、n No. Prices (net) 400 meters 28 US $ 200 per meter 500 meters 48 US $ 150 per meter 300 meters 69 US $ 120 per meterImproved？ 1. 感谢来函和寄来的印花布样品。2.表示对质量和价格满意,定货如下。3. 提供订单具体内容。2022-3-2933 Our usual terms of payment are one month from date of invoice. We hope to get the goods before July 31. Should you

30、 wish to make enquiries concerning our financial standing, you may refer to the AZY Co., Ltd, with whom we have had dealings for many years. We are sure your cotton prints will find a good market in our area and hope to place further and larger orders with you in the future. Sincerely yours, 4.告知付款条

31、件与交货日期。5. 提供可以提供自己资信情况的公司名称。 6.表达对未来生意的信心。2022-3-2934n这是客户首次定购印花布的订购函。为同一件事情写的两个信函，由于采取的策略不同，读后效果也不同。前一封写得过于简单，内容残缺模糊，比如，只写了价格，但没有指出付款条件，交货时间也不清楚， 而且语气生硬，语言有些陈腐，缺乏个性。改进后的内容完整，语气客气友好，订购商的订单中商品品名、价格、数量、交货时间、付款条件都不少。而且由于是首次打交道，付款采用的是赊账，所以给对方提供进行资信调查的方便,很重要。结尾有针对性。2022-3-29352. Confirming an Order Dear

32、Sirs: We are in receipt of your order dated 20 July. We are glad to supply the goods you ordered . Quantity Pattern No. Prices 400 meters 28 US$ 200 per meter 500 meters 48 US$ 150 per meter 300 meters 69 US$ 120 per meter We can supply the goods from our current stock. Sincerely yours, 1. 告知接到对方订单。

33、告知接到对方订单。2. 表示愿意提供所订货物。表示愿意提供所订货物。3提供订单具体内容。提供订单具体内容。4. 告知有现货可供。告知有现货可供。 Poor ？2022-3-2936 Dear Mr. Mary Smith : Welcome you as one of our customers. We want to say how pleased we were to receive your order dated 20 July for cotton prints. We confirm supply of the prints at the prices stated in your

34、 order and are arranging for dispatch next week by Liner Gullantry to Hongkong. If you can effect payments within ten days from the date of invoice, we will provide you 2% discount. We are confident when the goods reach you, you will find that they are completely satisfactory to you. nImproved 1.欢迎对

35、方订货, 表达接到对方订单的喜悦心情。2. 确认提供订单规定的商品, 并告组织装船安排。3. 告知折扣条件。4. 促销。 2022-3-2937 As you may not be aware of the wide range of goods we deal in, we are enclosing a copy of our catalog and hope that our handling of this order will lead to further business between us and mark the beginning of a happy cooperati

36、on in the future. Yours sincerely,6. 表达继续开展并扩大双方贸易的意愿。 5. 意在推销其它产品种类。2022-3-2938n这是对客户首次定购印花布的确认函。第一封有数量、货号和单价，但没有提及价格条件，交货时间。语言有些陈腐，We are in receipt of 。改进后的内容完整，针对订单的内容，一一作答，语气热情。结尾展望未来，表示要把此次交易作为将来长期合作的开端，有助于双方友好感情的建立。2022-3-29391. About ordersnAs to a trial order, we are delighted to give you a

37、 small order for 150 sets of your Air Conditioners AC/106. Please note that the goods are to be supplied in accordance with your samples.n作为试订单，我们欣然小量订购贵公司样本AC106号空调机150台，请注意货品必须与样品一致。Useful Sentence Patterns2022-3-2940nThank you very much for your letter of April 2 with a catalog and pricelist. We

38、have chosen 6 assortments. Please take pleasure in enclosing our order No.123.n感谢贵方4月2日附有产品目录及价目表之来函，我方已决定选订6个品种，并随函附上订单第123号，请查收。2022-3-2941nWe are pleased to receive your prompt reply to our enquiry dated August 10 about the captioned canned food and hereby place an order with you as per our Purch

39、ase Order enclosed.n很高兴收到你方对我方8月10日有关标题罐装食品的答复，特此向你方订货，请依据我方随函附上的订货单。2022-3-2942nAlthough prevailing prices are somewhat higher, in view of our long-standing relationship we are prepared to accept the order on the same terms as before.n鉴于贵公司长年惠顾，虽然现时市价较前调升，但本公司仍会按上次订单所列条件处理此次订单。2022-3-2943n We are p

40、leased by your prompt reply to our inquiry of about the captioned commodity and now wish to order from you as per our Purchase Order enclosed.n很高兴收到贵方对我们有关标题所例商品的询价的迅速答复，现按购货订单向您方订购。2022-3-29442. About opening L/CnWe find your terms satisfactory, and look forward to receiving the above mentioned goo

41、ds within one month of your receipt of this order. Payment, as usual, will made by irrevocable letter of credit.n贵方提出的条款我们很满意，谨希望在贵方收到此订单后一个月之内收到上述产品 。我们将按惯例用不可撤消信用证付款。2022-3-2945nAs we are in an urgent need of the commodity for the coming sales season, please fax your acceptance. Upon receipt of wh

42、ich, we will open an irrevocable L/C through the Bank of China.n由于我们急需此种商品在即将到来的销售季节中应市，请把接受订货的传真电报开到我处，待收妥后，我方将通过中国银行开出不可撤消信用证。2022-3-29463. Providing stock informationnWith regard to stock lines, we are enclosing a list for your information. Should you be interested in any of these, please let us

43、know your requirements, stating quantity, style and size.n现随函附上本公司存货清单以供参考。如欲订购任何产品，请告知所需货品之数量、式样和尺码，本公司将竭诚为您服务。2022-3-2947nWe regret that, owing to a shortage of stocks, we are unable to fill your order. We will, however, contact you by fax once supply improves.n因为存货短缺，未能供应贵公司所需产品，特此致歉。一旦供应情况改善，我们将

44、电传通知贵公司。2022-3-2948n3). We would be grateful if you could arrange early shipment of this repeat order as we are in urgent need of the goods. If the goods are not available from stock, we would appreciate it if you could advise us, with full particulars of the specifications, of replacement goods whi

45、ch can be shipped from stock.n如蒙及早安排装运此批货品，以应燃眉之急，本公司将万分感激。贵公司若无此存货，恳 请建议可行的替代品及其资料。2022-3-2949Discuss with your classmates whether there are any problems in the following letter and how you can improve it. Rewrite it if possible. Dear Mrs. Tyson: We regret to inform you that the Silver Streak mount

46、ain bicycle about which you inquired is temporarily out of stock until the end of January. This means that you will not be able to purchase this model by Christmas. However, you might be interested in one of the bicycles in the enclosed brochure which we can deliver immediately. If so, please feel f

47、ree to contact us. Sincerely,Discussion2022-3-2950 Dear Mrs. Green: Thank you for asking about our Silver Streak mountain bicycle. Unfortunately this model is temporarily out of stock because of the Christmas rush, but we could deliver one to you by the end of January. We also have other models that

48、 could be delivered immediately. Model ZX for instance, is becoming one of our most popular bicycles2022-3-2951 because it is light-weighted (only 18 pounds) but very strong. The cost is a little more than the Silver Streak though. If you would like to receive Christmas delivery of this or any other bicycle in the enclosed brochure, please let us know. In the meantime, we send you our best wishes for a happy holiday season! Sincerely yours,2022-3-2952Have a good day!