Orders of Business Correspondence PDF

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FOREIGN TRADE UNIVERSITYHO CHI MINH CITY CAMPUS=====000=====TOPIC: ORDERSENGLISH 5Lecturer: Do Anh ThuGroup: 4Class: K59BHo Chi Minh City, 03/LIST OF GROUP MEMBERSNO. NAME STUDENT CODE1 Lê Đỗ Minh Anh 2013316649 2 Hà Huy Đăng 2013316664 3 Trần Nguyên Khải 2013316707 4 Nguyễn Thị Bảo Hân 2013316695 5...

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FOREIGN TRADE UNIVERSITY HO CHI MINH CITY CAMPUS =====000=====

TOPIC: ORDERS ENGLISH 5

Lecturer: Do Anh Thu Group: 4 Class: K59B

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Ho Chi Minh City, 03/2022 LIST OF GROUP MEMBERS

NO.

NAME

STUDENT CODE

1

Lê Đỗ Minh Anh

2013316649

2

Hà Huy Đăng

2013316664

3

Trần Nguyên Khải

2013316707

4

Nguyễn Thị Bảo Hân

2013316695

5

Trần Thanh Ngân

2013316735

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TABLE OF CONTENTS I. DEFINITION

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II. FROM THE BUYERS 1. Order by letter 1.1. Format 1.1.2. Opening 1.1.2. Body 1.1.3. Closing 1.2. Frequently used expressions 1.2.1. Opening: Reference to previous correspondence 1.2.2. Body 1.2.3. Closing: 2. Order form with covering letter 2.1. Order in printed form 2.2. Format of a covering letter: 2.2.1. Opening: 2.2.2. Details: 2.2.3. Closing:

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III. FROM THE SELLERS 1. Acknowledging an order 1.1. Sales confirmation in a printed form 1.2. Sales confirmation by letter 2. Advice of despatch/Advice Note/ Dispatch Note 3. Other scenarios 3.1. Delays in delivery 3.2. Refuse an order

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IV. SAMPLES AND PRACTISING 1. Samples 2. Practising 2.1. Translating: 2.2. Arrange into full sentences: 2.3. Gap-fill exercises

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I. DEFINITION The letter that is written by a potential buyer to the seller requesting him to deliver goods is known as an order letter. II. FROM THE BUYERS 1. Order by letter The essential quality of an order letter is accuracy and clarity. When ordering by letter: + Include full details of description, quantities and prices and quote catalogue number, if any; + State your requirements as to delivery place and date, mode of transport; + Confirm the terms of payment agreed in preliminary negotiations. 1.1. Format 1.1.2. Opening If it is your first time contacting the seller; you can share brief information about your company and your future aspirations. These details may be useful, especially if you want to develop a lasting business relationship with the seller. In short, you are introducing your business to the supplier. 1.1.2. Body a. Order details In this section, you will highlight all the details about what you are ordering. Make sure the information in this section is clear and accurate. Indicate the type of products you are ordering, the model, size, colour, quantities, etc. If you are ordering

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different items, you can use a table or paragraphs to make sure the information is clear. b. Payment After highlighting the items you require, it is essential to provide information on how you will pay for the goods or services. If you have already paid, you should also include this information in the letter. For example, you can pay via check, credit card, money transfer, etc. c. Delivery Indicate how you would like the merchandise to be shipped to your preferred destination. It is also essential to indicate your preferred deadline for delivery. If you use a specific courier for your shipments, indicate this information in the order letter. d. Further information This section should feature any relevant information about your contract with your seller if you have any business agreement. Before you close the order letter, share your contact details. This is crucial since the seller might want to contact you to get clarification about the order. 1.1.3. Closing An order letter is a formal business document; thus, you should close the letter formally. Official closings you can use for the letter include: Sincerely, Respectfully, Regards, Kind Regards, Yours Sincerely, Yours Faithfully, Best regards, etc. 1.2. Frequently used expressions 1.2.1. Opening: Reference to previous correspondence E.g: - Thank you for your offer/quotation of… and we are pleased to place the following order for… 5

- We have received your letter of… (date) and have pleasure in placing an order on following terms and conditions… - We are much obliged for your quotation of… (date) and would be glad if you would accept our order for the following goods… - We thank you for your letter of… (date) and enclose our official order for the following goods… 1.2.2. Body Details of required goods as well as terms and conditions including but not limited to quality and specification, quantity, unit price, discounts and total amount, packing, delivery, terms of payment, or alternative goods… a. Quality and specification E.g. - Weight and colour must be as sample supplied… - We must point out that the machines must be guaranteed to be our own specification… - The alcohol content must not be under 15%... - All grades of cotton (jute, tea, fibre, etc…) are acceptable, however, we prefer top qualities… b. Unit price, discounts and total amount: Confirm the agreed discounts E.g. - We would like to thank you for the 30% trade discount and 10% quantity discount you allowed us… - Finally, we would like to confirm that the 25% trade discount is quite satisfactory - ... and we will certainly take advantage of the cash discounts you offered for prompt settlement. c. Packing 6

E.g. - Each piece of crockery is to be individually wrapped in thick paper, packed in straw, and shipped in wooden crates marked 0 and numbered I to 6. - The carpets should be wrapped, and the packaging reinforced at both ends to avoid wear. - The machines must be well greased with all movable parts secured before being loaded into crates, which should be clearly marked with your castle logo for easy identification. d. Delivery: Confirm the delivery dates E.g. - Delivery before 28 February is a firm condition of this order, and we reserve the right to refuse goods delivered after that time. - Please confirm that you can complete the work before the end of March, as the opening of the store is planned for early April. - ...and please remember that only air freight will ensure prompt delivery. - Please send the goods by express freight as we need them urgently. e. Terms of payment E.g. - Once we have received your advice, we will send a bank draft to... - ... and we agreed that payments would be made against quarterly statements ... 1.2.3. Closing: E.g: - We look forward to receiving your advice shipment/acknowledgment/confirmation. - Please kindly acknowledge this order and confirm that you will be able to deliver the goods by the end of this year. 7

- We hope that this will be the first of many orders we place with you. - We will place further orders if this one is completed to our satisfaction. 2. Order form with covering letter 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: + The forms are pre-numbered, and therefore, easy to refer to; + Important details cannot easily be overlooked; + The general conditions under which orders are placed can be seen on the front, otherwise, the sellers will not be legally bound by them. As a matter of fact, printed orders should always be with a covering letter. A covering letter allows you the opportunity to make any necessary points and confirm the terms that have been agreed upon.

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2.1. Order in printed form

2.2. Format of a covering letter: 2.2.1. Opening: Make it clear that there is an order accompanying the letter. E.g. - Please find enclosed our Order No.B4521 for 25 ‘Clearsound’ transistor receivers. - The enclosed order (No. R154) is for 50 packets of A4 copier paper. - Thank you for your reply of 14 May regarding our email about mobile phones. Enclosed you will find our official order (No.B561) for …

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2.2.2. Details: Confirm some primary factors mentioned in the order form. a. Confirm the terms of payment E.g. - As agreed you will draw on us at 30 days, D/A, with the documents being sent to our bank … - We would like to confirm that payment is to be made by an irrevocable letter of credit, which we have already applied to the bank for. - … and we agreed that payment would be made against quarterly statements … b. Confirm the agreed discounts E.g. - We would like to thank you for the 30% trade discount and 10% quantity discount you allowed us. - Finally, we would like to confirm that the 25% trade discount is quite satisfactory. … and we will certainly take advantage of the cash discounts you offered for prompt settlement. c. Confirm the delivery dates E.g. - It is essential that the goods are delivered before the beginning of November, in time for the Christmas sales period. - Delivery before 28 February is a firm condition of this order, and we reserve the right to refuse goods delivered after that time. - Please confirm that you can complete the work before the end of March, as the opening of the store is planned for early April. d. Methods for delivery To ensure prompt and safe delivery, it is a good idea to advise the company on how you want the goods packed and sent. This means that if the consignment arrives late, or in a damaged state, your letter is evidence of the instructions you gave. 10

E.g. - … and please remember that only air freight will ensure prompt delivery. - Please send the goods by express freight as we need them urgently. - We advise delivery by road to avoid the constant handling of this fragile consignment. e. Packing: Advise your supplier how you want the goods packed. E.g. - The carpets should be wrapped, and the packaging reinforced at both ends to avoid wear. - The machines must be well greased with all moveable parts secured before being loaded crates, which should be clearly marked with your castle logo for easy identification. 2.2.3. Closing: Express wishes that the order will be well done and future cooperation. E.g. - We hope that this will be the first of many orders we place with you. - If our sales targets are met, we shall be placing further orders in the near future. III. FROM THE SELLERS 1. Acknowledging an order As soon as a supplier receives an order, it should be acknowledged. This can be done by letter, or by email. 1.1. Sales confirmation in a printed form Orders from regular Buyers are in practice acknowledged by a printed form of sales or selling confirmation, such confirmation should include: Buyer's/Seller’s name

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and address, commodity, quantity, unit price, total value, packing and marking, delivery, payment, the date of the confirmation, buyer and Seller's signatures. E.g: Seller: The Vietnam Bamboo and Rattan Wares Import & Export Company 6E Thai Thinh Street - Hanoi - SRVN Phone & Fax: 84 85636975 Buyer: 1. Westphal Tingvez 630, 23000 Copenhagen Denmark 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. 2022 5. Payment: by irrevocable and confirmed L/C. 1.2. Sales confirmation by letter Orders from new customers should certainly be acknowledged by letter. The letter should include: 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

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5. Hope for further orders. E.g: - 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 dispatch on 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 of 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. However, a short letter confirming the stating when delivery may be expected is also accepted. E.g: - We have received your November 24 fax and Purchase Order 1.1.3512 .... - We thank you very much for your order No.3456 dated… and are pleased to confirm our sales on the following terms and conditions… - Thank you for your order No. 338B which we received today. We are now dealing with it and you may expect delivery within the next three weeks. - Your order No. 6712/1 is now being processed and should be ready for despatch by the end of this week. - We are pleased to inform you that we have already made up your order, No. 99/08/03, for 500 bed-linen packets, and are now making arrangements for shipment to Rotterdam.

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2. Advice of despatch/Advice Note/ Dispatch Note When the supplier has made up the order and arranged shipment, the customer should be informed by means of an advice note. This may be a letter, fax or email stating what has been sent when it was sent and the transport used. E.g: - Your order, No. 13/154/T, is already on board the SS Mitsu Maru, sailing from Kobe on 16 May and arriving in Tilbury, London, on the shipping documents have been forwarded to your bank in London for collection. - We are pleased to advise you that the watches you ordered —No. 88151/24— will be on flightBA165 leaving Zurich at 11.00, 9 August, arriving Manchester 13.0o. Please find enclosed air waybill DC 15161/3 and copies of invoice An3/3, which you will need for collection. - Your order, No. Y.r/151/c, is being sent express rail freight and can be collected after 09.00 tomorrow Enclosed is consignment note No.1167153, which should be presented on collection. You should contact us immediately if any problems arise. 3. Other scenarios 3.1. Delays in delivery If goods are held up either before or after they are sent, you must keep your customer informed. + State what has happened, + How it happened, + What you are doing to put things right In these cases the speed of email is very useful. Note: If email is not available, then fax or cable should be used as the sooner your customer is informed, the sooner they can take action. It is a good idea to keep copies of any messages you send about delays. E.g: 14

- I was surprised and sorry to hear that your consignment (Order No. n45) had not reached you. On enquiry, I found that it had been delayed by a local dispute on the cargo vessel SS Hamburg on which it had been loaded. I am now trying to get the goods transferred to the SS Samoa, which is scheduled to sail for Yokohama before the end of next week. I shall keep you informed. - I am writing to tell you that unfortunately there will be a three-week delay in delivery. This is due to a fire at our Greenford works which destroyed most of the machinery. Your order has been transferred to our Slough factory and will be processed there as soon as possible. I apologise for this delay, which is due to circumstances beyond our control. 3.2. Refuse an order There are a number of reasons for a company to refuse an order, and some of the most common are given below. Whatever your reason is, you must be polite: The words reject and refuse have a very negative tone, therefore it is better to use decline or turn down instead ➢ Out of Stock You may be out of stock of the product ordered, or you may no longer make it. Note: In either case, you have an opportunity to sell an alternative product, but remember not to criticise the product you can no longer supply E.g. - We are sorry to say that we are completely out of stock of this item and it will be six weeks before we get our next delivery, but please contact us then - We no longer manufacture this product as demand over the past few years has declined ➢ Bad reputation The customer may have a bad reputation for settling their accounts or, in the case of a retailer of, say, electrical or mechanical products, may have offered a poor 15

after-sales service which could, in turn, affect a manufacturer's or supplier's reputation. In these cases, it is better to indicate terms on which you would be prepared to accept the order, or find a diplomatic way of saying no. E.g. - As our plant is closing for the summer vacation we would not be able to process your order for the date you have given. Therefore, regretfully, we have to decline it. - I am sorry to say that we must turn down your order as we have full order books at present and cannot give a definite date for delivery ➢ Unfavourable terms The supplier may not like the terms the customer has asked for, either for delivery or discount or payment. E.g. - Delivery cannot possibly be guaranteed within the time given in your letter - The usual trade discount is 15% in this country which is 5% lower than the figure mentioned in your letter. - We only accept payment by letter of credit. ➢ Size of order The quantity required might be too large or too small E.g. - We are a small company and could not possibly handle an order for 20000 units - We only supply orders for ballpoint pens by the gross and therefore suggest you try a wholesale rather than a manufacturer IV. SAMPLES AND PRACTISING 1. Samples Example 1. Order Letter Format 16

Example 2. Order by Letter from a New Customer

Example 3. Order Form with Covering Letter a. Order Form

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b. Covering Letter

Example 4. Order Form with Covering Letter a. Order Form

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b. Covering Letter

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2. Practising 2.1. Translating: 1. We acknowledge with thanks the receipt of your offer dated … and are pleased to enclose our order No. 3678 for 4 items under your catalogue. ● Chúng tôi xác nhận đã nhận được lời đề nghị của bạn vào ngày … và sẵn lòng đính kèm đơn hàng số 3678 bao gồm 4 sản phẩm trong ca-ta-log của bạn 2. We are pleased to give you an order for the following items on the understanding that they will be supplied from current stock at the price named. ● Chúng tôi rất sẵn lòng giao cho bạn đơn hàng sản phẩm sau đây với điều kiện chúng sẽ được cung cấp theo đơn giá hiện tại 3. We hereby confirm our acceptance of your order and are enclosing our sales confirmation in two originals, one of which please sign and return to us for our file. ● Chúng tôi xác nhận đơn đặt hàng của bạn và đang tiến hành đính kèm đơn xác nhận bán hàng theo 2 bản, một bản mong nhận được chữ ký từ phía bạn và gửi lại phía chúng tôi để cho việc làm chứng từ. 4. Warranty is 24 months after dispatch. Should the machine prove to be defective during the guarantee period, the seller undertakes to replace or repair any defective part free of charge. This warranty does not apply to normal wear and tear or damage caused by improper storage or careless maintenance. ● Bảo hành có giá trị 24 tháng sau khi gửi. Máy móc nên chứng mình được là có thể hoạt động hiệu quả trong thời gian còn bảo hành, người bán cam kết thay thế hoặc sửa chữa bộ phận hư hỏng miễn phí. Bảo hành này không áp dụng cho hao mòn tự nhiên hoặc hư hỏng gây ra bởi việc không lưu trữ cẩn thận hoặc bất cẩn khi duy trì hoạt động. 5. We enclose a trial order. If the quality is up to our expectation, we shall send further orders in the near future.

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● Chúng tôi đính kèm một đơn đặt hàng thử. Nếu chất lượng đơn hàng đúng với kỳ vọng của chúng tôi, chúng tôi sẽ gửi tiếp những đơn đặt hàng tiếp trong tương lai 6. We thank you for your order of… but regret very much that we are unable to execute your order immediately owing to heavy demand. ● Chúng tôi cảm ơn bạn về đơn đặt hàng … tuy nhiên, chúng tôi rất tiếc rằng chúng tôi không thể đáp ứng đơn hàng của bạn ngay lập tức vì nhu cầu của sản phẩm đang quá cao 2.2. Arrange into full sentences: 1. Enclosed/duly signed./of order,/is our/of which please/return us/in duplicate/one copy/confirmation/ ●...