1、2023-2-151BUSINESS WRITING商务英语写作商务英语写作2023-2-152Chapter 4 Orders and Confirmation Letters 订单与确认函2023-2-153ContentsSIBC 2013Order Letters1Confirmation Letters22023-2-154 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
2、offer or a counter-offer with a positive acceptance.An order letter is important and widely used to complete a transaction.nOrder letters need to be clear and concise to avoid confusion.Besides,sufficient(complete)information must be provided so that there will be no further questions about the orde
3、r.2023-2-155Questions？nWhat is an order？a request by a customer 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 2023-2-156To be effectivenCorrectnClearnConcise nCompletenConcretenCourteous 2023-2-157How to write an effective
4、 order letter？nOrder letters usually follow the following steps 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 cou
5、rtesy 2023-2-1582023-2-15An order letter usually includesnItem namenItem models/numbersnQuantity of each itemnUnit price and total pricenItem description nDetailed delivery informationn2023-2-159Letter A Placing Order for Tea Dear Mr.Keynold:From the samples sent us on July 6th,we have made selectio
6、ns 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 12023-2-1510 We have already applied for import license and letter of credit for this order and will inform you the reference numbers of
7、 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,2023-2-1511nSamplenCIFnCFRnFOBnimport licensenletter of creditnreference numbersneffect shipmentn
8、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2023-2-1512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。2023-2-1513比较nC
9、FR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。2023-2-1514贸易术语CFRnCFR/CNF 是COST AND FREIGHT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 p
10、ort 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。2023-2-1515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
11、,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。2023-2-1516Placing an order for umbrellas Dear Mr.Lion:Referring to your letter of March 1,we shall be glad if you will send us by motorship the follo
12、wing before April 15:150 doz.Tiantang gents umbrellas$80 per doz.200 doz.Tiantang ladies ultraviolet-proof umbrellas$100 per doz.Sample 22023-2-1517 Please take care that the goods are carefully packed.Insurance will be effected by ourselves.You may draw upon us for the amount of invoice.1 Yours ver
13、y truly,Kevin Smith1 按发票金额向我方开具汇票2023-2-1518Placing an order forOrder No.468To:Messrs Wang Yun 209 Hongyan Road Dalian,ChinaPlease ship the following merchandise:Sample 3Confirmation Letter Vs.Counteroffer2023-2-1519Quantity Items Catalog No.Prices 25bed sheets,36,blue75$1.25 each25bed sheets,36,pri
14、mrose 82$1.50 each50Pillow cases,blue117$0.60 each50Pillow cases,primrose121$0.60 each2023-2-1520 Delivery:No later than December 1.Payment:Against Letter of Credit to be established in accordance with our agreement.Please inform us of the definite delivery data and your cooperation will be apprecia
15、ted.Your sincerely,Mary Brown2023-2-1521Questions 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
16、is the purpose of each letter?6.How do 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?2023-2-1522Confirmation le
17、tters 确认函nWhen a company receives an order letter or order form,it often responds with a confirmation letter.nConfirmation letter also uses direct order of writing.It must be clear and specific about what is being confirmed or what is being changed.2023-2-1523The letter usually contains the followin
18、g parts:Thanks for the order Favorable comment on the items required Assurance of your best attention Other items which may be of interest to the buyer Hope for further orderConfirmation letter2023-2-1524Thanks for the order Proper reasons to decline the order with regret Recommendation of other ite
19、ms as a replacement or presentation of counter-offer Hope to serve the buyer in future.counter-offerWhen 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 kind usually covers these contents:2023-2-1525 Dear Mr.Samson
20、 White:Thank you for your esteemed order dated October 15th,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 tod
21、ay.We are sure that the goods will reach you safely 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Sample 12023-2-1526 According to the terms of L/C,we have drawn upon you for the amount of invoice,US$4 200,at three mont
22、hs,sight upon you through Bank of China,Keelong Branch,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
23、方开出4200美元的汇票。我方希望贵方见票即付。2023-2-1527Confirming an order for Magnesia 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 two copies of our Contract No.Magnesia 镁砂Sample 22023-2-1528 MY-08
24、57 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 establishment of L/C at your earliest convenience so that early shipment can b
25、e made.2023-2-1529 we appreciate the opportunity to provide our products to you and are grateful for your confidence in our company.Sincerely yours,David Zhang2023-2-1530Structure of refusal/counteroffernThanks for the orderCompany LogoThanks for the order1Proper reasons to decline the order with re
26、gret2Recommendation of other items as a replacement or presentation of your counter-offer3Hope for serving the customer in the future42023-2-1531Confirming an order Dear Hugo:Thank you for your e-mail concerning the order dated June 6.Here we have enclosed our Order No.ST/66689 for your prompt and c
27、areful attention.Sample 32023-2-1532 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 the order,you should deliver the goods to us in July,and you are supposed to get payment by Lett
28、er of Credit in Washington D.C.against documents.2023-2-1533 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.James Wang2023-2-15341Placing an Order Dear Sirs:We have got your letter of 12 July and received patterns
29、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 forward 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。2023-2-1535 Dear Mr.Lock
30、: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 Pattern 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
31、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。2023-2-1536 Our usual terms of payment are one month from date of invoice.We hope to get the goods before July 31.Should you wish to make enquiries concerning our financial standing,you may refer to the AZY Co.,Ltd,with whom we have had dealings for many year
32、s.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。2023-2-1537n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
33、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。2023-2-15382.Confirming an Order Dear 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 pe
34、r 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。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？2023-2-1539 Dear Mr.Mary Smith:Welcome you as one of our customers.We want to say
35、 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 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 yo
36、u 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。2023-2-1540 As you may not be aware of the wide range of goods we deal in,we are enclosing a copy of our catalog and
37、 hope that our handling of this order will lead to further business between us and mark the beginning of a happy cooperation 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。2023-2-1541n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
38、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。2023-2-1542Translate the following letter into English:n敬启者：n你方5月5日报盘和男衬衫样品均已收到，谢谢。n尽管很欣赏衬衫的良好品质，我们发现你方的价格对我们所要供货的市场而言有些偏高。2023-2-1543Translate the following letter into English:n我们还要指出的是在我方市场有多欧洲生产厂家提供的男士衬衫，所有这些产品的价格都比你方价格低15%到20%。n情况既然如此，我们不得不请你们考虑是否能够将价格降低，比
39、如说10%。由于我方订货价值约为5万英镑，相信你方会认为做出这个让步是值得的。n盼早复。n诚挚问候。2023-2-15441.About ordersnAs to a trial order,we are delighted to give you a 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
40、品必须与样品一致。Useful Sentence Patterns2023-2-1545Sample VersionnDear Sirs,nWe acknowledge receipt of both your offer of May 5 and the samples of Mens Shirts,and thank you for these.nWhile appreciating the good quality of your shirts,we find your price is too high for the market we wish to supply.2023-2-1
41、546Sample VersionnWe have to point out that the Mens Shirts are available in our market from several European manufactures,and all of them are at prices from 15%to 20%below yours.2023-2-1547Sample VersionnSuch being the case,we have to ask you to consider if you can make reduction in your price,say
42、10%.As our order would be worth around Stg.(sterling)50,000,you may think it worthwhile to make a concession.nWe await your immediate reply.2023-2-1548nThank you very much for your letter of April 2 with a catalog and pricelist.We have chosen 6 assortments.Please take pleasure in enclosing our order
43、 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。2023-2-1549nWe 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 Purchase 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。2
44、023-2-1550nAlthough 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。2023-2-1551n We are pleased by your prompt reply to our inquiry of about the captioned commo
45、dity 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。2023-2-15522.About opening L/CnWe find your terms satisfactory,and look forward to receiving the above mentioned goods within one month of your receipt of this order.Payment,as usual,will m
46、ade 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。2023-2-1553nAs we are in an urgent need of the commodity for the coming sales season,please fax your acceptance.Upon receipt of which,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
47、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。2023-2-15543.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 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
48、知所需货品之数量、式样和尺码，本公司将竭诚为您服务。2023-2-1555nWe 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，我们将电传通知贵公司。2023-2-1556n3).We would be grateful if you could arrange early shipment of this rep
49、eat 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 which 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。2023-2-1557D
50、iscuss 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 mountain bicycle about which you inquired is temporarily out of stock until the end of January.This means
