Presentation on theme: "Orders and Acknowledgements"— Presentation transcript:
1 Orders and Acknowledgements Unit SixOrders and Acknowledgements
2 To describe the form of an order To learn how to place an order Learning ObjectivesTo describe the form of an orderTo learn how to place an order
3 General ViewOrderAn order is an offer to buy. It is common form of correspondence for obtaining goods or services. To be sure to get exactly what is being ordered, accuracy and clarity are essential. Many buyers now use printed order forms which ensure that all the necessary information is given.When writing an order letter, you will include all the information the reader need to identify the merchandise, such as:QuantityDimensionPriceMaterialCapacity
4 Pattern of an Order Letter In the opening let the reader know immediately thatthis is a purchase authorization and not merely aninformation inquiry.If you’re ordering many items, list them vertically in thebody of your letter. Include as much specific data aspossible: quantity, order number, complete description,unit price, and total price, etcIn the closing tell how you plan to pay for themerchandise.In addition to payment information, tell when themerchandise should be sent and expressappreciation.
5 Guidelines for writing 1. Here are some points which may be useful for writing order letters:(1) Begin an order with referring to some previous contact.(2) Give a detailed description of the goods needed including names of commodity, models, quality and quantity, etc.(3) Specify the package, mode of payment, port of shipment, time of delivery, etc.
6 2. The following points are about tips on how to reply an order. (1) Begin the letter with many thanks of the client’s interest in your goods.(2) Accept or reject, acknowledge the order immediately.(3) Better repeat the terms stipulated in the order when it is accepted.(4) Give reasons when the order is rejected.(5) Offer suitable substitutions in case the goods needed are unavailable.There is no set principle for writing such kinds of letters. As long as the purpose it achieved, the writer can compose it freely.
7 Guidelines for writing I. Placing an orderSometimes, a buyer might use a business letter to place his order. Usually, however, they are written on a company’s official printed order form called a “Purchase Order”, which makes it easy to read all the important information. A buyer can use its own company’s form or it can fill out the seller’s form.
8 Specimen Letter-1 (Placing an order by sending an order form) PURCHASE ORDEROrder No. GHK4567April 21, 2012From: G. HAROLD KANGIS RESTAURANTS, INC.Itchicu Park, 999 Des Voex Road, Cincinnati, OH USATel： (406)To: New Zealand Meats, LTD Lambchop Station Auckland, New ZealandPlease supply the following:Quantity Description Catalogue No Price / unit100 kilo mutton NZFM $ 120/K200 kilo beef NZFM $ 180/KTotal amount: $43, CIF New YorkShipping + Packaging: $Discount: 10% on orders over 200 kilosDelivery: June,2012Terms: by L/C at sightFor G. HAROLD KANGIS RESTAURANTS, INC.David LinPurchasing Manager
9 Specimen Letter-2 （Cover letter for order form） Skyline Company 36 Quan Street, Tianjin, ChinaTel:April 22, 2012H. SIMPSON & CO., LTD298 South StreetSydney, AustraliaDear Mr. Warner,Enclosed is our April 21, 2012 Purchase Order No. GHK4567for mutton and beef. Please note the following points:(1) the total order price is $ 43,470;(2) the 10% discount for purchases over 200 kilos has been deducted from the total price of the order;(3) delivery should be made by May 20, 2006.Please contact me if you have any questions about this order.Yours truly,Simon LuEnclosure
10 2. Placing an order by sending an order letter In an order, the buyer must state clearly and accurately all the terms of transaction. Usually an order should include name of commodity, quantity, article number, specification, total amount, and price terms (CIF, FOB, etc.), mode of packing, delivery date and port of destination.
11 Tel: 65-2768328 Fax:65-2768128 E-mail: email@example.com Specimen Letter-3 (Placing an initial order)Prohealth Pte Ltd.102 F Pasir Panjong Road #05-04 Citylink Warehouse Complex Singapore118530Tel: Fax:August 15, 2012Oriental Trading Company26 Zhongshan RoadWuhan, HubeiChinaDear Sirs,We have received your letter dated August 10th. Andafter testing your samples you sent us, we takepleasure in placing initial order with you for thefollowing:
12 Yours faithfully, Marvin Lytton Number Item Quantity Price FOB NYS Health Tea cartons US $ 100 per cartonS Fat Reducing Tea cartons US $ 120 per cartonWe would like to stress that the quality of yourdelivery should be in accordance with that of thesamples you sent us. Should the execution of thefirst order turn out to our entire satisfaction, we willplace a regular order in the near future.We will open an irrevocable L/C with your companyas beneficiary as soon as we receive a notice thatthe goods are ready for shipment.Yours faithfully,Marvin Lytton
13 Specimen Letter-4 （Placing a repeat order） March 15, 2012 Dear Sirs, Thank you for your letter of 8th March sending ussome new samples of woolen sweaters. We findboth quality and price satisfactory and are pleasedto give a repeat order for the following items oncondition that they will be supplied from currentstock at the price named:Quantity Size Price (net)100 doz small US $ per doz.200 doz medium US $ per doz.100 yards large US $ per doz.
14 Parking: each sweater to be packed in a polythene bag, per dozen in a tinned carton, with 20 dozencartons in a wooden case.We expect to find a ready market for these productsand hope to place further and larger orders with youin the near future.Our usual terms of payment are cash againstdocument and we hope they will be acceptable toyou.Please send us your confirmation of sales intriplicate.Yours Sincerely,Mark Miller
15 3. Acknowledgement of an order On receiving an order from buyer, whether it is accepted or not, it is a must for the seller to acknowledge it promptly, expressing his thanks for the order. If he accepts it, he should reply to confirm the order and tell the client what is under way. If not, may urge to change the information of the order, or reject it and give the reasons so that the good business relationship is sustained.
16 The United Import & Export Co. Ltd. 101 Maple Street, Washington, USA Specimen Letter-5 (Acknowledgment of an initial order)The United Import & Export Co. Ltd.101 Maple Street, Washington, USATel: (71) Fax: (71)March 22, 2012Star Trading Company24 Nanjing RoadShanghai, ChinaDear Sirs,We thank you for your order of March 15 for 300Phoenix Brand Bicycles, and welcome you as ournew customer.We confirm supply of the goods at the price statedin your order, and have arranged for delivery by the
17 end of the month. We are quite sure that you will be completely satisfied with the goods and our service.As you may not familiar with the wide range of ourproducts, we are enclosing a copy of our latestcatalogue. We hope that our handling of your firstorder will lead to further business between us andmark the beginning of good working relationship.Yours faithfully,Bruce
18 Specimen Letter-6 (Sending Sales Confirmation) Orient Trading Co. Ltd. 8 Jianghai North Road, Wuhan , ChinaTel: Fax:October 22, 2012Smith Sweet-Home Installations Ltd.Jalan, Malakas No.73Jakarta, IndonesiaDear Sirs,We highly appreciate your Order No. 18 for 500 setsof Lotus Brand Washing Machines and are pleasedto send you herewith our Sales Confirmation No.AP-111 in duplicate. Please sign and return onecopy of them for our file.
19 The Washing Machines under the order will be carefully packed in box lined with shock-proofcorrugated paper to prevent damage in transit. Youmay rely on us to give your order prompt attention.We feel sure you will be happy to collect goodcomments about the goods from your consumers,and build up a market for the product in yourcountry.We expect to do long-term business with you.Yours faithfully,Colin A. Ryan
20 Tel: (415) 555-5760 Fax: (415)555-5785 E-mail:firstname.lastname@example.org Specimen Letter-7 （Buyer declining an order）Simpson & Co. Ltd178 South Street, CA94558 USATel: (415) Fax: (415)October 5, 2012Wuhan Victory Trading Company,45Xinghua West, Wuhan430023,ChinaDear Sirs,We refer you to the S/C No.567 which stipulatesshipment to be made not later than 10th October. Weregret that so far we have not yet received the goodsnor any other information about the shipment.
21 When we place our order with you, we stressed the importance of dispatching the goods. They arerequired for the winter sales in this country and theyshould therefore arrive here by the end of October.Since this kind of delay would cause us seriousproblems with our clients, we have no alternative butto cancel this order. We regret this action, but youwill appreciate that our customers insist on deliveryby that date.Yours faithfully,Larry Simpson
22 1201 Jalan Street, Kuala Lumpur, Malaysia E-mail: email@example.com Specimen Letter-8(Seller declining an order-offering substitute)Long Beach Company1201 Jalan Street, Kuala Lumpur, MalaysiaSeptember 28, 2012New American Trading Co., Inc.6-8 Manhattan, New YorkNY1244U.S.ADear Sirs,Thank you for your order dated September 20 for200 Jialing Brand Motorcycles.While we appreciate your efforts in pushing thesales of our products, we very much regret that we
23 are not in a position to offer you the desired quality, owing to excessive demand. However, we shouldlike to recommend our Changfeng BrandMotorcycles as a substitute, which is of the samequality as Jialing Brand Motorcycles, but 12% lowerin price. We are sure that you will find a readymarket for this excellent product at your end.If you are able to close business as we propose here,please cable us as soon as possible.Yours faithfully,Teddy Synge
24 Further RefinementCalled the “Seven Cs” , the principles for business communication put forward by professor Emeritus Herta A. Murphy, University of Washington, and her two colleagues in University of Michigan are completeness, correctness, clarity, conciseness, concreteness, courtesy, consideration. “Seven Cs” refer to the evaluation of foreign letters in the word choice, sentence structure, content, tone, attitudes and other aspects of business letter writing. Effective application of the “Seven Cs” principles can create a miracle in business communication.
25 Further Refinement●In business writing, the aim of writing principles should be to make it quick and easy for the reader to understand what the writer is writing about. Business people do not have the time to spend reading long, rambling letters or trying to decipher difficult writing. Therefore, conciseness is one of the writing principles in business letter writing. To achieve conciseness of business letter writing, try to keep the sentences short, and avoid wordy expression and redundancy, or repetition, and eliminate excessive details. Let us see how to improve the following mail.
26 The original mailDear Sir,Thank you for your message of October 5, telling us the availability date of the above title. Unfortunately our local customer asked us to reduce the quantity of this order from 50 to 25 copies.Could you, therefore, back order 25 copies instead of 50 and send them as soon as they become available via Air Express?Yours Sincerely,…
27 CommentsAs it shows, the information that the receiver has already known should not be mentioned repeatedly in the first sentence of the original mail. And the second sentence is lengthy with the words like “local” and “the quantity” etc. Besides, the term “back order” is not properly used here.
28 The refined mailDear Sir,Thank you for your message of October 5.Unfortunately our customer has requested that we reduce (the quantity of) this order from 50 to 25 copies.Therefore, would you please send by air freight only 25 copies as soon as the books become available?Yours sincerely,…
30 KEY TO UNIT SIX I. Translate the following sentences into Chinese 1. We enclose a trial order．If the quality is up to our expectation，we shall send further orders in the near future．Your prompt attention to this order will be appreciated．2. If this first order is satisfactorily executed，we shall place further orders with you．3. We enclose our order，but must point out that the falling market here will leave us little or no margin of profit．We must ask you for a better price in respect of future supplies．4. The material supplied must be absolutely waterproof，and we place our order subject to this guarantee．5. While thanking you for your order，we have to explain that supplies of raw materials are becoming more and more difficult to obtain，and we have no alternative but to decline your order．6. It is regrettable to see an order dropped owing to no agreement on price；however，we wish to recommend you another quality at a lower price for your consideration．7. Your order is receiving our immediate attention，and you can depend on us to effect delivery well within your time limit．8. We have booked the following order according to your 1etter of July 4 and wish to assure you that , upon receipt of the relevant credit，we shall not fail to effect shipment in time．9. Your order is booked and will be handled with great care．Please open the relevant L／C，which must reach here one month before the date of shipment．10.This order must be filled within three weeks, otherwise we will have to cancel the order．
31 II. Correct one mistake in each of the following sentences. 1. satisfaction2. on terms and conditions3. to the execution of4. on your own risk5. alternatives
32 III. Refine the following business mail to achieve better effect. We would like place an order for 44 RAM#1777 control switches per the attached order entry sheet.The unsold merchandise will be returned within this week.Best regards,…
33 IV. Write an order by making use of the ideas given below. Omitted.V. According to the order you’ve just written write a rejecting letter owing to short of stock.Omitted