Business letter Order Sample; Order by letter; Covering letter; Methods of delivery; Packing; Enclosing; Acknowledging an order; Advising dispatch; Decling the order; Seller’s counter offer; quotation; LAYOUT OF BUSINESS LETTER; Inquiry samples; REPLY REQUEST; ....
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Dear Mr. Schmidth
Thank you for your enquiry of 30 May 2012 and please find enclosed our offer for bamboo salad bowl sets No 05/VHWM/12 and the latest catalogue. However, we would like to note the following points:
The price at which the goods are offered is USD 10.5 per set CIF Hamburg, Germany including packing, firm within three months, we also allow a 5% usual trade discount of FOB price for your first order.
We have the good available for immediate shipment from stock within 3 weeks from receipt of your official order for order under 2000 sets.
Payment is to be made in US Dollar by L/C at sight to be opened through CommerzBank, Muenchen
30 days prior to the shipment.
We assure you that our bamboo salad bowl sets are food safe, attractive in design, reasonable in price will be popular in the Europe.
We look forward to your early order.
Yours sincerely
Michael Hoang
Director
2. Business letter Order
MẪU CÂU
1. Thank you for your offer dated 1 December and we agree on your stated terms and conditions.
2 We would like to thank you for the samples sent to us on 25 last month and would be glad if you accept and make up our enclosed immediately for various carpets.
3 We thank you for offer no 234 of 6 May for small sized agricultural machines and glad to place an order on the terms and conditions as follows.
4. We would like to confirm your order No. by telex sent this morning reading in full as follows:
“10 pumps type… At the price of USD 1200 per unit FOB Haiphong for immediate shipment and payment to be made by irrevocable L/C as usual and state some following points:
5 Thank you for sending us your catalogue and current price list with your offer No … dated 4 August, but we regret to inform that your price is higher than that of other suppliers However, we hope to have other chance to do business with you in the future.
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6 Could you please arrange for immediate dispatch? And by the way we enclose the detailed instructions for packing and marking for your attention.
7 We would appreciate your dispatch exactly at the due stated in the order and we shall not take delivery of the goods after 31 December when the season is over in our market.
8 We believe that our products with high quality will sell well, and look forward to receiving your further orders.
9 We would like to have three sets of technical instructions for the machine’s installment, operation and maintenance Once of the 3 sets is to be airmailed in advance so that we can translate into Vietnamese for domestic consumers, the other two sets are to be shipped with the goods.
10 We think these machines will be guaranteed within 24 months from the delivery date and 6 months since the usage dates.
11 The goods under the order No… dated 25 April are ready for collection We would like to open a L/C on the terms and conditions as mentioned in the order above.
12 We are glad to inform you that the consignment of components for colored TV assembly under your order No… has been shipped on board SS Hau River The ship will be sailing from Osaka tomorrow, and we hope when the goods arrive in HCM city, you will be satisfied with them and our promptness in dealing your order.
13 Today, we have received in full the goods placed under order No… and would like to thank you for your special attention to this order As stated this is only a trial order Next month we will place large orders and hope to receive your regarding special order care.
14 We hope that the perfect fulfillment of the order will lead to better future business relationship on the basic of mutual benefit.
15 We can now feel at ease as our order No … has been finally fulfilled Through there were insurmountable difficulties and thought of canceling the order sprang up to our mind at times during the execution of the order We hope our further large orders in the future will be executed promptly and most efficiently.
3. Đặt hàng Order
State of ordering goods:
I. Placing an order
1. Order by letter:
Must be accurate, clear and easy to understand
Includes full details of the seller and buyer’s address, order number and description of the goods: name, reference number, number of units, unit price…
State your requirements as to delivery address, date and mode of transport, insurance, the term of payment agreed, discount…
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Must be provided by the seller
The forms are prenumbered, and there fore, easy to refer to
Important details can not easily be overlooked
It is easy to see the general conditions on the front under which orders are placed
Must be sent with a covering letter to confirm the details in writing to avoid misunderstandings
3. Covering letter
a. Explain there is an order accompany the letter
+ chúng tôi gửi kèm thư này đơn đặt hàng số 345 hỏi mua 25 máy thu bán dẫn hiệu “clearsound”. + Please find enclosed our Order No. 345 for 25 “clearsound” transitor receivers.
+ thank you for your reply of 1 April regarding our email about the labtops Enclosed you will find our official order for 1000 labtops.
b. Confirm important details such as terms of payment, discount, delivery, and methods of delivery. + theo như thỏa thuận, các ngài sẽ được thanh toán sau 30 ngày chấp nhận đổi chứng từ bằng những chứng từ gửi cho ngân hàng của chúng tôi( Ngân hàng ngoại thương Việt Nam)
+ As agreed you will draw on us at 30 days, D/A, with the documents being sent to our bank, the bank for Foreign trade of Vietnam, Vietcombank.
+ Chúng tôi xác nhận là thanh toán bằng thư tín dụng không hủy ngang đã được chúng tôi xin mở tại ngân hàng trong khoảng thời gian 90 ngày.
+ We would like to confirm that payment is to be made by irrevocable L/C for 90 days.
+ Chúng tôi xin cảm ơn các ngài đã cho chúng tôi được hưởng mức chiết khấu thương mại 30% và 10% chiết khấu theo số lượng
+ We would like to thank you for the 30% trade discount and 10% quantity discount you allowed us. +Chúng tôi xin nói rằng mức chiết khấu thương mại 25% là phù hợp.
+ We would like to say that the 25% trade discount is quite safisfactoy.
+ điều quan trọng là hàng phải được giao trước đầu tháng 11 cho kịp mùa giáng sinh.
+ it is essential that the goods are delivered before the beginning of November in time for the Christmas rush.
c. Methods of delivery:
It is a good idea to advise the company on how you want the goods packed and sent.
+ Hãy nhớ rằng vận chuyển bằng đường hàng không mới đảm bảo giao hàng nhanh chóng
+ Please remember that only airfreight will ensure prompt delivery
d. Packing:
Advise your supplier how you want the goods packed and marked so that they can easily be recognized by the supplier and customer.
+ Mỗi chiếc đĩa phải được gói riêng bằng giấy bọc rơm ở bên ngoài và vận chuyển bằng các thùng thưa bằng gỗ bên ngoài ghi rõ”sản phẩm của Mỹ” và đánh số từ 110
+Each piece of crockery is to be individually wrapped in thick paper, packed in straw and shipped in wood crates with the words”product of the USA marked outside and numbered 110”
+ Loại thảm này phải được đóng gói có đai ở hai đầu để tránh bị mòn.
+ The carpets should be wrapped and hooped at both ends to avoid wear.
e. Enclosing:
+ Chúng tôi sẽ đặt hàng nhiều hơn nữa nếu đơn hàng này được hoàn thiện làm chúng tôi hài long.
Trang 4+ Nếu đơn hàng thử này thỏa mãn mọi yêu cầu chắc chắn nó sẽ làm tăng các hoạt động kinh doanh trong tương lai gần.
+ If this trial order is met satisfactorily, it is likely to lead to further business in the near future.
II. Acknowledging an order
An order should be acknowledged as soon as it is received.
+ Chúng tôi vui mừng thông báo với các ngài là chúng tôi đã thực hiện xong đơn hàng của các ngài và giờ đây đang thu xếp để giao ngay.
+ We are pleased to inform you that we have already made up your order and are now making arrangements for shipment to Osaka.
+ Đơn hàng số 642 hiện nay đang được xử lý và sẵn sàng giao vào cuối tuần này.
+ Your order no. 642 is now being processed and should be ready for dispatch by the end of this week.
III. Advising dispatch
When the goods are dispatched, the buyer should be notified, either by advice note or by letter stating what has been sent, when the goods were send and reached the destination, the means of transport used, so that he an make the necessary arrangements to get the goods.
+ hàng của các ngài đặt mua đã được xếp lên tàu Oriet đi từ Hải phòng vào ngày 4/5 và sẽ đến Kobe vào ngày 8/5. Các chứng từ vận tải đã được chuyển cho Ngân hàng ở Kobe để nhận hàng.
+ Your order is already on board the SS Orient and sailing from Hai phong on 4 May and arriving Kobe on 8 May. The shipping documents have been forwarded to your bank in Kobe for collection.
IV. Decling the order
Reasons for decling an order
+ The seller is not satisfied with the buyer’s terms and conditions.
+ The goods are not available
+ The buyer’s credit is suspected
How to write letters rejecting orders?
+ Regret your inability to met the buyer’s needs
+ Propose an alternative product, if one is available
V. Seller’s counter offer
When the seller receives an order he can not meet for some reasons, he mays:
+ send a substitute
+ made a counter offer
+ regretfully decline the order
Exercise
1 Chúng tôi xin cảm ơn thư chào hàng của các ngài đề ngày 1 tháng 12 và chúng tôi thấy có thể chấp nhận được những điều kiện nêu trong đó:
Thank you for your offer dated 1 December and we agree on your stated terms and conditions.
Trang 52 Chúng tôi xin cảm ơn hàng mẫu các ngài đã gửi cho chúng tôi hôm 25 tháng trước và sẽ rất vui mừng nếu các ngài chấp nhận và thực hiện ngay đơn đặt hàng mua các loại thảm mà chúng tôi gửi kèm thư này.
We would like to thank you for the samples sent to us on 25 last month and would be glad if you
accept and make up our enclosed order immediately for various carpets.
4. Báo giá quotation
What is a quotation?
A quotation is a promise to supply goods on terms stated (các điều kiện nêu rõ)
What information is in a quotation?
Thank customers for their interests.
e.g: Thank you for your enquiry dated 21 April 2010 asking about/concerning(lien quan) our sport wear.
Details about prices, discounts, terms of payments.
e.g: We usually allow a 15% trade discount on/for orders of over 1000 units.
5% off retail price: giảm giá 5% giá bán lẻ
The price quoted is $200 C.I.F Hai Phong
Payment by irrevocable letter of credit/checque/in cash/
Terms of delivery:
An expression of hope that the quotation will be accepted.
Tabulated quotation: lập bảng/danh sách
Covering letter: thư gửi kèm place more emphasis on the points you want to get attention from customers and take the chance (tận dụng cơ hội) sto introduce st new to the customers.
LAYOUT OF BUSINESS LETTER
a, The importance of business letters
A mean to keep contact with customers
To exchange information/understanding customer’s requirement/ to get to know customers
To create a good impression on customers
b, Letter parts
● Letter head/ sender’s address
The printed letter head is on the middletop of the paper
The sender’s address is always place on the top righthand side of the paper.
It includes the name of the company/address/ telephone and fax number/email and website address Date line is below the sender’s address(not to write months in feeder to avoid confuse
American English: 1/11/2010 means November
British English: 1/11/2010 means January
Reference initials
Trang 6Our ref: NT/TH
Your ref: PQ/23
Inside address
On the left hand side of the paper
It includes:
● courtesy title+ name of receiver
● Job title
● Name of the company
● Name of the house or building
● Number of the house + street
● Name of town/city, postcode
● Name of country
e.g:
Mr. Vu Nga
Sales manager
Westwood Ltd.
Nguyen Xien Street
Thanh Xuan, Hanoi
Vietnam
● Attention line(not always require)
For the attention of the production manager
● The opening salutation
Dear Sir,
Dear Sirs
Dear Madam
Dear Sir/Madam
Dear Mr Smith
Dear Mrs Alison
Dear Miss Anna
Dear Ms Alison
● Subject line
Re: order No. 136
1. Body of the letter: message is paragraphs
2. The closing salutation:
Dear sir Yours faithfully
Dear Mr. Smith Yours sincerely
● Signature
Hand written signature
The writer full name
Job title
+p.p(pre pro): for and on behalf of the manager
e.g
Yours sincerely
Trang 7Vu Nga
Sales Manager
e.g:
Yours sincerely
Hai
Mr. Danny
p.p Vu Nga
Sales Manager
● Enclose reminder
Enc./End
Enc. Catalogue and price list
● Bill of Lading(2 coppies)
● Invoice(1 copy)
● Price list(2 copies)
Cc: carbon copy
Bcc: blind carbon copy
5. Letter layout
Full blocked format: all parts of the letter begins at the left hand side
Blocked format: the same as full blocked format, except the date line, reference initials, the closing salutation, signature and the sender’s address identification are on the right.
½ semiblocked format: the same as blocked format: the beginning of each paragraph is indented 5 or
10 spaces
6. Inquiry samples
Dear sir
Thank you for enquiry of 4th April in which you asked about our carpets and the conditions and terms for a big order.
We‘ve already sent you by parcel post a range of rug samples which are made of different materials, including synthetic fiber.
We have enclosed the price lists, details about the terms and conditions for the order with big quantity.
We are looking forward to hearing from you and to your opinion about our products.
Yours faithfully
Vu nga
Vienam Export company
Thưa các ngài,
Chúng tôi xin cảm ơn thư của các ngài đề ngày 4 tháng 4 hỏi về các loại thảm của chúng tôi và điều kiện cho một đơn đặt hàng mua số lượng lớn Chúng tôi đã gửi bằng bưu kiện hàng loạt mẫu thảm thuộc các đề tài và bằng các nguyên liệu khác nhau kế cả bằng sợi tổng hợp.
Trang 8Chúng tôi xin gửi kèm đây bảng giá, cùng với chi tiết các điều kiện cho một đơn mua hàng mua số lượng lớn.
Chúng tôi mong được tin và ý kiến của các ngài về các loại thảm của chúng tôi.
Kính chào.
7. MẪU THƯ TRẢ LỜIREPLY REQUEST
7.1. Replies to enquiries
Opening
Mention your prospective customer’s name
Thank the writer for his or her enquiry, acknowledge the interest in your company
Mention the date of his or her letter and quote/ any other references.
e.g: Thank for your enquiry dated 10 May, 2010 in which you asked about our sweaters for men.
Confirm that you can help
let the enquirer know near the start of your reply if you have the product or can provide the service
he or she is asking about.
e.g: Thank you for your enquiry dated 6 July 2009 in which you asked about our batteries We are pleased to inform you that we have a new line of batteries that fit….
Selling your product:
Explain how it is suitable for your customer’s needs.
Encourage or persuade your prospective customer to do business with you or giving guarantee.
Mention one or two selling points of your product, including any guarantee, special offer, and discounts…
Mention not only the specific facts your correspondent requested, but also any place, catalogues, samples, demonstrations…
If the information is not provided, you should explain fact fully to maintain the customer’s goodwill or offer as alternative or refer to another place.
Close
Thank the customer for contacting you
Encourage further enquiries
8. THƯ HỎI THÔNG TININQUIRIES
ENQUIRY
1. What is an inquiry/enquiry?
A letter asking for information
2. How to make enquiries?
Trang 9 To more than one supplierà to get the best offer by comparing prices/quality/terms of payment/ terms
of delivery/ discounts….
3. What to write
3 things:
Say who you are/ what you are doing
How you know about supplier
Tell the supplier what you want
+ asking for sample products
+ asking for price list, catalogue, prospectus, some more details about the products: patterns, demonstrations…
+ suggesting discounts, terms of payments…
VD: + We are manufacturer of broadway delivery vehicles and electric vehicles disable people We are looking for/ seeking for an alternative supplier a light batteries to power our these vehicles.
+ We are very interested in your sweater advertised in the Times issued last month.
9. THƯ CHÀO HÀNG
9.1. Mẫu thư chào hàng số 1
Dear sir,
Re: rush mats
We would like to thank you for your letter of 25 June and we were pleased to learn that you liked our rush mats We are happy to offer you the goods on the following terms and conditions, subject to our final acceptance upon receipt of your order.
Commodity: fancy rush mats
Quantity: 5000 pieces
Specification: as per enclosed specifications
Price: GBP 1 per unit CIF Hamburg including packing
Packing: 20 pieces in one bale wrapped in strong rushmatting and steel hooped.
Delivery: in one lot in mid August
Payment: in Pound sterling of Great Britain by an irrevocable letter of credit to be opened through London Commercial Bank, 15 days prior to the shipment to the account of the Bank for Foreign Trade of Vietnam in our favour.
We look forward to your early order and assure you that any of yours orders will have our best attention.
Yours faithfully
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9.2. Mẫu thư chào hàng số 2
Dear sirs,
Thank you for your enquiry of 4 December for our rattan ware.
We would like to inform you that the items you requested namely shopping baskets and fruit plates are out of stock However, we are able to offer you similar products made of carefully selected bamboos.
As you will see from the enclosed photo of the samples, the items marked VH3320 and VH3312 are much more attractive in design than usual existing ones.
Our products are available in various standard sizes with different designs and we are in position to deliver the goods in different sizes, designs and colors with three months from receipt of the order on request.
Our bamboo products are more and more beautiful and attractive thanks to the technical process which make them durable and artistic We therefore, believe that the offered goods will be favorably received
by British customers and sell well there.
We assure you that any of your orders will have our great attention.
Yours faithfully
Vu Ngà
9. 3. Mẫu câu
● We acknowledged with thanks for your enquiry of 1 December for our Laocai apatite (Hoang Thach cement, kitchen ware, rattan chairs, range of woolen carpets…)
● With reference of your enquiry date 20 October boxed peanuts and pineapples We are pleased to offer you these three items on most favorable terms and conditions.
● It is our pleasure to receive your letter dated 14 December asking for supply of anise and pine oil, and as requested, we have sent you the samples by post.
● We thank you for your enquiry of October for vase line and are please to offer firm, subject to acceptance within 10 days for 1000 tons at the price of ….per ton CIF…
● We would like to buy ten pumps type X30 and ten pumps type X25 Could you let us know if you allow a 5% discount for order of this quantity?
● We regret to inform you that we cannot allow discount on such a small order If you increase your volume up to 30 units, we are prepared to give you a 2.5% discount.
● Delivery is to be made as soon as possible but no later than 1 December.
● We shall try our best to deliver the goods by the middle of November or at the latest by the end of that month.
● With regard to the terms of payment, payment is to be made by irrevocable letter of credit.
● The letter of credit shall be opened through the Bank for Foreign Trade of Vietnam 15 days prior
to the shipment to the account of Northern Europe Commercial bank in your favour.
● We would appreciate if you could dispatch half the quantity we ordered and the rest will be sent in
2 weeks’ time.