1、Chapter 6 Orders and SuppliesOrdersAn order is an offer to buy.It is one of the most desirable among a companys incoming mails.Most companies have official printed order forms,of which the advantages are:such forms are prenumbered and therefore facilitate reference;printed forms also ensure that no
2、information is omitted.A listing format of an order form should include:l The quantity and specifications of goods l The packing and the prices of goodsl Terms of paymentl Time of shipment(See the order form sample with an attached letter in the textbook)Structure of Order lettersl Showing thanks fo
3、r the quotation or samples from the seller;or expressing a pleasure for the agreement reached during their negotiation;showing an intention to place an order.l State in detail the specifications,quantity,price,etc.of the order.l Stress the importance of timely delivery and good quality of the goods.
4、l At the closing,showing wishes for receiving a confirmation of the order.Examplesl Showing thanks for the quotation or samples from the seller;or expressing a pleasure for the agreement reached during their negotiation;showing an intention to place an order.1)Thank you for your letter of Feb.14,sen
5、ding us pictures of mechanical equipment.We find your quality and pattern satisfactory and would like to place an order for the following item.2)Thank you for the patterns and price lists enclosed with your letter of May 18.We are pleased to place a trial order as follows:3)We are pleased that we ha
6、ve finally reached an agreement on the price,payment,and delivery terms of the woolen carpets through our 3-day negotiation,and would like to place an official order as follows:l State in detail the specifications,quantity,price,etc.of the order.1)We find your quality and pattern satisfactory and wo
7、uld like to place an order for the following item if they can be supplied from current stock at the following prices.Quantity Pattern No.Unit Price 300 tons 5$30/t 200 tons 52$35/t2)Please ship orange marmalade as per the following terms:Quantity 15000 jars DescriptionOrange Marmalade,Quality A2 Pri
8、ceUS$2.10 per jar CIF Zhuhai ShipmentBy December 10,2014 Mode of transportOcean freight Payment5%special discount 3)We confirm with you the following order for the pillowcases at the prices stated in your letter:Quantity Pattern No.Catalogue No.Prices 600 pillowcases 18 45 US$1.60 each 500 pillowcas
9、es 21 65 US$1.70 each (All the prices are FOB Shanghai.)Delivery:During the first ten-day of September Payment:By Letter of CreditPacking:Usually packed in strong bales,with gunny bag cover and water-proof material.For the above order,we enclose our purchase Confirmation No.216 in duplicate.Please s
10、ign and return one copy for our file at your earliest convenience.?We are arranging for the establishment of the relative Confirmed Irrevocable Letter of Credit through the bankers and shall inform you by fax as soon as it is opened.Yours sincerelyl Stress the importance of timely delivery and good
11、quality of the goods,etc.1)As all these items are urgently needed by our customers,your prompt delivery will be appreciated.2)This is the first time we have explored the Thai market for your products.It is,therefore,absolutely necessary for you to see to it that all the goods delivered are up to the
12、 export standards.3)We shall instruct our bank to open a letter of credit in your favor for the value of the articles as soon as we receive your acknowledgement of our order.lAt the closing,showing good wishes.1)We hope we can find a good market for these goods and place more orders with you in the
13、future.2)If this first order is satisfactorily executed we shall place further business with you.3)We trust you will give this order your immediate attention.4)We look forward to your confirmation of this order.Supplementary sample lettersDear Sirs We are delighted to inform you that your sports sup
14、plies have found a steady market here.Please ship us the merchandise according to the following requirements:Description of Goods Catalogue No.Unit Price(US$)Quantity Golf bags,brown leather,with strap 680EE 29.90/BAG 100 Bags Golf bags,brown leatherette,with strap 607EE 15.69/bag 100 bags Golf ball
15、s,24 balls per case 25-665EE 35.79/case 20 cases Baseballs 16-750AA 8.45/ball 35 balls Tote bags,vinyl and leather,60-851DD 7.86/bag 36 bags in six assorted colorsAs usual,the payment for the above goods is going to be made by irrevocable L/C opened in your favor ten days after your acceptance of th
16、e order.Since our customers are in urgent need of the goods,please ship the delivery by the first available vessel no later than July 30.For any delay in shipment,we will have the right to cancel the order.We look forward to the arrival of our order in time.Faithfully yoursDear Sirs,Re:Order of Cash
17、mere SweatersWe thank you very much for your quotation of 15 February and the sample sweaters.We find both quality and prices satisfactory and are pleased to place an order with you for the following:10 doz.cashmere sweaters,small,US$120.00 per doz.20 doz.cashmere sweaters,medium,US$150.00 per doz.1
18、5 doz.cashmere sweaters,large,US$180.00 per doz.Packing:Each sweater to be packed in a polybag,each dozen in a tinlined carton,with 10 dozen cartons in a wooden case.Other terms as per your quotation.We expect to find a good market for the above and hope to place further and larger orders with you i
19、n the near future.Faithfully yours,Dear Mr.Liu,Re:Repeat OrderWe have received the shipment of Iran carpets we have booked with you and are very pleased to inform you that we find the goods quite satisfactory.As we believe we can sell additional quantities in this market,we wish to place with you a
20、repeat order for 1000 dozen Iran carpets of the same style and sizes.If possible,please arrange early shipment of this repeat order,as we are badly in need of the goods.In case the said goods are not available from stock,we shall be very grateful to you if you will advise us as to the specifications
21、 of those which can be shipped from stock,stating full particulars.Yours sincerelyMaryPurchasing ManagerReply to OrdersPositive reply to ordersA positive order acknowledgement letter begins with a friendly welcome and then immediately gives positive information about the delivery of the goods ordere
22、d and assures the buyer of the good value.The letter ends with a very encouraging sentence,suggesting a good business prospect in the future.Examplesl Acknowledging receipt of order1)We were very pleased to receive your order of 18 June for cotton prints and welcome you as one of our customers.2)We
23、thank you for your letter of May 17 with order for the delivery of 100 pumping machines.You may be assured that we shall do our best to execute the order to your satisfaction.3)Thank you for your order No.456 for pillowcases and we are happy that you are one of our customers.lGives positive informat
24、ion about the delivery of the goods orderedThe goods will be packed in twenty special waterproof paper-lined cases and dispatched tomorrow by rail to Xingang for shipment by S.S.Huangshan,which leaves for Montreal on March 20.The estimated time of arrival is around April 20.l An encouraging closing1
25、)We thank you again for the above order and hope that this will lead to a long-term cooperation between us.2)We appreciate your co-operation and look forward to receiving your further orders.3)To show our appreciation for your order,we have included in the shipment several samples of materials used
26、for making other rugs and carpets.Please indicate your interest on the enclosed order form.We are looking forward to more opportunities of serving you.Supplementary sample lettersDear Ms Li,We were very pleased to receive your order No.BD/135 canned beef.We accept the order and are enclosing our Sal
27、es Confirmation No.354 in duplicate of which please countersign and return one copy to us for our file.We trust you will open the relative L/C at an early date.As to Items A and B,we shall arrange delivery as soon as we get your L/C,and for Items C and D we shall ship accordingly.I hope the goods wi
28、ll turn out to your entire satisfaction and we may have further orders from you.Your sincerelyMaryDear Sirs,Re:Your Order No.237 We have booked your Order No.237 for bed sheets and pillowcases and are sending you herewith our Sales Confirmation No.BP-103 in duplicate.Please sign and return one copy
29、to us for our file.It is understood that a letter of credit in our favor covering the above-mentioned goods,will be established immediately.We wish to point out that the stipulations in the relevant credit should strictly conform to the terms stated in our Sales Confirmation in order to avoid subseq
30、uent amendments.You may rest assured that we shall effect shipment with the least possible delay upon receipt of the credit.We appreciate your co-operation and look forward to receiving your further orders.Yours faithfully,Negative Reply to ordersThe suggested plan for a negative reply:l Start with
31、a positive tone or neutral tone,acknowledging receipt of the orderl State the reasons for declining the order,and,if possible,suggest other optionsl End the letter in a positive tone Examplesl Start with a positive tone or neutral tone,acknowledging receipt of the order:1)Your Order No.222 was recei
32、ved this morning for 8000 dozen cotton shirts.We appreciate your confidence in us.2)It is a great pleasure to receive your first order for 60 dozen#889 Panda toys.We are eager to have your name included into the list of our loyal customers.l State the reasons for declining the order,and,if possible,
33、suggest other options1)However,at present we have no stock of shirts in the size required and do not expect further deliveries for at least another five weeks.Before then you may have been to obtain the shirts elsewhere,but if not we will notify you immediately after our new stocks come in.2)However
34、,times and tastes change.The“Willow”Pattern is now out of fashion,and in common with other manufacturers we have ceased to produce it.We believe your customers would like our new material“Plum”pattern.Enclosed is a sample.This material has all the good qualities of the old“Willow”Pattern and is very
35、 much smarter in appearance.As you know,we supply only first-class and guaranteed fabrics.lEnd the letter in a positive tone 1)We regret not being able to meet your order at the present time,but look forward to the next opportunity of serving you.2)If you would like to place your order for the new m
36、achinery,just return to us the enclosed form with your preference.A special discount of 2%will be offered to regular customers provided we can have your orders before January 20.Dear Sirs,We were very glad to receive your order of 2 November for 100 Jinxing television sets but,since you make deliver
37、y before Christmas a firm condition,we deeply regret that we cannot supply you the order as we have done on so many occasions in the past.The manufacturers are finding it impossible to meet current demand for this very popular set.We ourselves placed an order for twenty-four a month ago,but were inf
38、ormed that all orders are being met in strict rotation and that our own could not be dealt with before the beginning of February.I gather from our telephone conversation this morning that your customers are unwilling to consider other makes.I hope therefore you will be able to obtain your needs from
39、 other source.May I suggest that you try Television Services Ltd,Dalian.This I am afraid is the only suggestion I can make that is likely to be of some use.Sincerely yoursSupplementary sample lettersDear Mr.GreenThank you for your order No.2231 for 200 dozen of ladies tights.We regret that we cannot
40、 at present entertain any fresh orders for Balleto Ladies tights owing to heavy commitment to orders.We can,however,offer our new range Masia ladies tights instead,which is cheaper and is getting popular with our other customers.Would this be acceptable,please let us know if you wish to change the order.Yours sincerely
