CC Unit 5, Orders and Cover Letters of Orders.ppt

8/14/2019 CC Unit 5, Orders and Cover Letters of Orders.ppt

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Commercial CorrespondenceUnit 5

Orders and

Cover Letters of Orders


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Orders

Opening

Express thanks for the offerand pleasure in

placing an order

We thank you for your offerNo. 204/PP of(dated) 15 September 20__ and are pleased

(glad) toplace an order on the followingterms and conditions:

and have pleasure inplacing an order

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Orders

Main Message

7.Methods of payment

Payment: to the account of Vietcombank,in yourfavour (in favour of the seller)forthe total value of the goods to be shipped.

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Orders

Main Message

7. Methods of payment

Bill of exchange Sight draft: a bill of exchange payable immediately

upon acceptance (accept to pay)

Draft at 60 days (after) sight: payable within 60days of acceptance (60 D/S)

We should be glad if you would agree to draw onus at 30 D/S (at 30 days) for the amount of

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Orders

Main Message

7. Methods of payment

Documentary collection Documents against payment (D/P)

Documents against acceptance (D/A)

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Orders

Closing

Expressing hope for future business

We look forward to your early confirmationof our order(confirmation of sales).

We look forward to having your

confirmation/ acknowledgement soon.

Please confirm your acceptance of this order.

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Cover Letter of an Order

Opening

Acknowledge receipt of the offer

Express pleasure in enclosing an order form We thank you for your letter/offerof for

and are pleased to enclose an orderon thefollowing terms and conditions.

and take pleasure in enclosing our order No

Please find enclosed our orderNo. DR435 for(diesel engines).

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Main Message: Useful expressions

We would like to make clear the following points.

We would like to emphasize (draw your attentionto) the following points.

We are very interested in the different types ofwatches you offered

We are quite satisfied with

We have decided to accept the 15% discount youoffered

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Closing

Remember to mention the order and other

documents you want to enclose in theEnclosure section.

Enc: Order No. TL/473

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Practice 1

1. Please confirm your acceptance of this order. Such

acceptance should arrive not later than 14 daysfrom the date of (specified in)the order.

2. Please acknowledge this order and confirm that

you will be able to deliver the goods byearlyOctober.

3. We thank you for your offer of 1 December and

find that the terms and conditions mentioned

(quoted)can be acceptable to us. ( and are able

to accept the terms and conditions you quoted).

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Practice 1

4. We thank you for the samples you sent us on 25

December and should be glad if you would acceptand make up (execute/process)promptly the order

enclosed for various (different)kinds of carpets. (

and could you please accept and make up

promptly the order )

5. We thank you very much for your offer No.234 of

6 May 20__ for a number (selection) of small-

sized agricultural machines and are happy to placean order on the following terms and conditions.

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Practice 1

6. We thank you for the catalogue and price list

enclosed with your offer No.72 of 4 August 20__ butregret to inform you that your prices are somewhat

(rather)higher than those quoted by some other

suppliers. We hope, however, to have another

opportunity of doing business with you in the future.

7. Please (Could you please)arrange for immediate

shipment (We would appreciate prompt delivery)of

our order and we are enclosing the packing andmarking instructions for your attention.

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Practice 1

8. Delivery should be made by the date specified in our

order, and we would refuse taking delivery after 31December when the goods are out of sales season in

our market.

9. We need three sets of instructions for assembly,

operation and maintenance of the machines. One of

them is to be (should be)airmailed to us in advance

in order to be translated into Vietnamese for home

consumers; the other two sets are to be shippedwith the goods.

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Practice 1

10.We suggest that these machines (should) be

guaranteed within 24 months from despatch and 6months from use.

11.We would like to pay by draft at 60 D/S (at 60 days)

and should be glad if you would agree to this.12.Thank you for your letter of and we should be

glad if you would agree to draw on us at 30 D/S,

documents against acceptance.

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Practice 2

Dear Mr Crane

We are pleased to inform you that the firstshipment of your CT860 multi-function (all-

purpose)tractors sold very well in the first weekof its arrival here. We now would like to place a

firm order on the following terms and conditions.

1. Commodity: multi-function tractors CT860

2. Quantity: 30 units

3. Specification: as per catalogue No. 4/88 andtechnical instructions enclosed with (attachedto) your offer No. 67 of 2 March 20__.

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Practice 2

4. Price: USD2,200.00 per unit CIF Sai Gon Port,

Ho Chi Minh City, including packing.Total amount: USD66,000.00 (Sixty sixthousand US dollars)

5. Delivery: in two lots. The first one of 10 units isto be shipped in August 20__ and the secondof 20 units will be in December 20__.

6. Packing: in customary export packing for longsea voyage.

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Practice 2

7. Marking: each case is marked on both opposite

sides in letters not less than 5 cm high inweather-proof paint as follows:

Order No. TD44/50

Shipper: Export Tractor Co. Ltd.

Consignee: Machines and Components Import Co.

Case numbers : From 1 upward

Net weight:

Gross weight:Measurements (dimensions/sizes):

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Practice 2

8. Payment: is to be made (effected)in US dollars byan irrevocable letter of credit to be opened withVietcombank 15 days prior to the first shipment,valid for 45 days, to the account of TokyoCommercial Bank in favour of the seller for 100%

of the (the total)value of the goods to be shipped.Documents required for payment include:

Commercial Invoice: 3 copies (in triplicate)Original Bill of Lading: 1 copy

Packing list: 3 copiesCertificate of quality: 1 copyInsurance Policy: 1 copy

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Practice 2

9. Technical documents: Two sets of technicaldrawings and two sets of instructions for assembly,operation and maintenance in English are to beshipped with the goods. Another set is to be sentby air (airmailed) to the buyer not later than 30

August 20__.10.Guarantee: 12 months from despatch, 6 months

from use. This provision of warranty does not applyto the damage caused by the users negligence.

We look forward to receiving your confirmation(acknowledgement)of this order soon.

Yours sincerely

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Practice 3

214 Ton Duc Thang StreetDong Da District

HanoiVietnam

Your Ref: 3 September 20__Our Ref: MH/123

15 September 20__

Mr A. Suzuki, Sales ManagerShonan Computers Ltd

1-33 Kistashinjuku -7 ChomeShinjuku-kuTokyo 160Japan

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Practice 3

Dear Mr Suzuki

We thank you for your offer of 3 September 20__and are pleased to enclose our order No. BN07

for a number of electronic components(accessories) as per the attached list. In addition,we would like to draw your attention to the

following points:

If any of the listed items are not available in stock

for delivery at the time specified (stated) in theorder, please do not send substitutes for them.

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Practice 3

For this first order, we would like to thank you for

your trade discount of 15%, and we have decidedto accept that payment is to be made by a letter

of credit at sight, documents against payment.

However, for further (the next) orders, could(would) you please give us a 20% trade discount

and accept payment by a letter of credit at 60

days, documents against acceptance?

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Practice 3

We would highly appreciate your special

attention to the execution of this order, the timeof delivery in particular, and we reserve the right

to cancel the order or return the goods with all

the expenses and risks to your account if the

delivery time is not met.

We hope that the first order will be completed

(processed/executed)to our satisfaction which

will lead to good relationship between the two

companies.

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Practice 3

We look forward to having your confirmation

soon.

Yours sincerely,

SignedMai Hoa (Mrs)

General Director

Enc.1. Order No. BN07

2. List of the goods

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Practice 4

46 Ngo Quyen Street

Hoan Kiem District

HanoiVietnam

Your Ref: 15 November 20__

Our Ref: LA/123

17 November 20__

F. Lynch & Co. Ltd

Nesson HouseNewell Street

Birmingham B3 3EL

UK

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Practice 4

Dear Mr X

We thank you for your offer of 15 November 20__ forhigh quality ceramics and are pleased to enclose ourorder No. PO/024 for a selection of items in yourcatalogue attached to (enclosed with)your offer.

We would like to emphasize the following points:

Each piece (item) is to be individually wrapped inthick paper, carefully packed in straw, and shipped in

10 wooden crates, marked with the buyers address,order number, crate dimensions and the words:CERAMICS, FRAGILE, HANDLE WITH CARE, andnumbered from 1 to 10.

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Practice 4

We would appreciate your special attention to the

delivery date as we urgently need the goods for ourtraditional New Year sales period. We reserve theright to refuse taking delivery of the goods if theyarrive at Haiphong Port after 10 January 20__.

We would like to confirm that having shipped thegoods you will draw on us at 30 D/S and send thedraft together with a full set of shipping documentsto our correspondent bank, Northminster Bank (City

Branch), Deal Street, Birmingham B3 ISQ, UK, whichwill transfer themto Vietcombank. Payment is onD/A basis as we agreed on (over)the telephoneyesterday.

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Practice 4

This is a trial order, and if we are satisfied with it

and feel that we can develop this market in Vietnam,we will place larger orders with you in the future.

We look forward to your sales confirmation soon.

Yours sincerely

(Signed)

Nguyen Thi Lan Anh (Mrs)General Director

Enc: Order No. PO/024

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Practice 5

HOACO HANOI LTD

37 Nguyen Van Cu Street, Gia Lam District, Hanoi, Vietnam

Tel. and Fax: 84-4-8715340Mail:

Your Ref: BL/1439

Our Ref: TT/123

25 November 20__

Brothers Co., Ltd18 Caranation RoadSingarore 2478

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Practice 5

Dear Mr Smith

We thank you for your offer of 1 November 20__ forair conditioners, models Freshman 2034 and 2035.Please find enclosed our trial order No. OR11/06 for350 units of Freshman 2034 at the price of

US$750.00 per unit CIF Haiphong Port includingpackaging for delivery in February 20__.

It is essential that (We suggest that)the above itemsbe delivered in mid-February at the latest, in time fordistribution to our agents across (throughout)thecountry for sale in early summer.

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Practice 5

The goods are to be (should be) wrapped in water-proof paper and packed in cartons, marked with thebuyers address, order number, carton dimensions(measurements), and the words: KEEP DRY andHANDLE WITH CARE.

As we agreed on (over)the telephone yesterday, wewould like to confirm that payment is on a D/A basis,and that after shipping the goods you will draw onus a 60-day draft and send it together with a full set

of shipping documents to our correspondent bank,Singapore Commercial Bank, which will transferthemto Vietcombank.

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Practice 5

Could you please send us in advance a set of

technical documents in both English andVietnamese?

We regret that at present we are not in a position to

place an order for the Freshman 2035 because its

price is rather high and we are not quite sure that it

will sell well in Vietnam. However, if this order is

completed to our satisfaction and if we find that

there is a ready market for this kind of goods inVietnam, we shall probably place further orders.

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Practice 5

We look forward to your order confirmation soon.

Yours sincerely

(Signed)

Nguyen Thanh Trung

General Director

Enc: Order No.OR11/06

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