U8-p.79 No matter what kind of business you might be involved in, placing orders is a necessity. Order placement is the process by which businesses acquire the goods that they will in turn sell to their customers, or attain the services or products needed for their regular upkeep. No matter what the case may be, the process should begin with calling a few different, carefully-researched sources of whatever good or service may be required for an estimate, or quote. A quote is a price given by a supplier, or wholesaler, either per unit or for a set amount of goods, or for a certain service. Those various quotes can be compared by the buyer, and other factors can be taken under consideration as well. Which supplier has the best reputation in terms of reliability or quality? Which supplier offers the fastest or most convenient means of shipping? The time in which your business will require the goods will also be a factor. Perhaps a company with goods that might be of a lesser quality is able to get their goods to you before the deadline hits, while the company with goods of better quality would not be able to meet that deadline. Which company should you go with then? All of these things and more must be taken into consideration when placing an order. Read on to find out more about this process. Introduction Track 23

U8-p.80 You can use the following outline to write an to a supplier or wholesaler in which you ask for a quote, or estimate. Paragraph 1  Clearly state what goods or services are required, and why.  If ordering goods, state the quantity. Paragraph 2  State any additional services or goods that may be required.  Inquire about other details of the order, such as shipping, etc. Paragraph 3  If the estimate requires a visit to your premises by the supplier of the goods or services, ask to make arrangements as such.  Finally, request a quote, or estimate, for any and all goods and services that have been described. Getting a Quote

U8-p.80 A.Read the following written by a business owner who is asking a supplier for a quote. Model Track 24 Dear Sir or Madam, I require an estimate for the furnishing of my company’s new office. In all, I will require 15 desks, 15 office chairs, 15 desk lamps, 15 small trashcans, 15 filing cabinets, and 15 small bookshelves. Supply of certain office hardware is also required. I need 15 printers/scanners, as well as 15 sets of computer speakers. Please let me know the details of the shipping options that you offer. We would require prompt delivery, as we are expecting to move into this new office by early next month. It may be best if you visit our new office first to do an assessment in order to ensure that I haven’t missed anything that we may need. Would it be suitable for you to come in on the morning of August 20th? Once the assessment is completed, you may provide me with a quote for all of the above mentioned items as well as any others we may determine are needed. Provide me with any and all options you may have in stock for the items mentioned above, in all price ranges. I will be in contact with several suppliers, and make my final decision within one week. Thank you for your time. Sincerely, Jim Corbett General Manager Corbett and Silverstein Accounting

U8-p.81 V B.Are the following statements true or false? Check the correct answer. 1.The client only requires office furniture. 2.The client wishes to refurnish an old office. 3.The supplier is to provide different options for each item required. 4.The supplier is requested to come in person to the new location. 5.The client is only in contact with one supplier. True False V V V V

U8-p.81 A.Imperatives We use imperatives to give instructions or orders. Imperatives can be used in both the positive and negative sense. Positive: Base form of verb + object(s) Examples:  Go straight, then turn right.  Insert bills into the machine. Negative: Do not + base form of verb + object(s) Examples:  Do not bring in outside food or drinks.  Do not smoke in this area. Language Focus

U8-p.81 B.Complete the sentences using imperatives following the indications (Positive / Negative) in brackets. 1.____________ watch too much TV. (Negative) 2.____________ your little sister’s hand when you cross the street. (Positive) 3.____________ the money on the table where the waiter will see it. (Positive) 4.____________ park in this area. (Negative) 5.____________ speak loudly in the library. (Negative) Do not Hold Leave / Put Do not Do not

U8-p.81 C.According to the outline, there are three paragraphs in a letter sent to request a quote, or estimate. First, you can write: I would like an estimate for the comprehensive cleaning of my company’s office space. I was wondering if you could provide an estimate for a remodeling job. Then, write Paragraph 2: Restocking of our own cleaning supplies will also be required. Items needed include bathroom soap, glass cleaning solution, and furniture polish. Furnishing will also be needed. We will require office chairs, desks, file cabinets, and so on. Finally, write: It may be quickest for you to come to our office to do an assessment before providing your quote. It might be best if you come have a look around before providing the estimate. Now, on another sheet of paper, write your own request for a quote for goods or services.

U8-p.82 A.Match the words and phrases on the left with their examples on the right. 1.place an ordera. We can send the goods by land, air, or sea freight. 2.estimateb. I’d like to order five 72-inch televisions, and four surround-sound theater systems. 3.promptc. The following items will be needed. 4.shippingd. Please let me know approximately how much you will charge. 5.requiree. Delivery will have to be fast. 6.as well asf. Let me see if we have any of those in our warehouse. 7.in stockg. After coming to your office I will be able to give a quote of what we will charge. 8.price rangeh. I will be speaking to a customer service representative soon. 9.in contact withi. I’ll call the company and see if they can provide what we need. 10.assessmentj. Our computers go for between $400 and $1,500. Vocabulary 1

U8-p.82 B.Choose a word or phrase from the box to complete the sentence. Not all words will be used. 1.After visiting your office to determine your exact needs, we will provide a(n) ____________________. 2.As for ____________________, we can send the goods via the national postal system. 3.____________________ speed up your order, please specify your exact needs. 4.Customers can ____________________ on our website at the click of a button. 5.Delivery of goods is always ____________________, often arriving the day after the order is placed. 6.Our ____________________ for this particular order is $ Who have you been ____________________ at the company? 8.There are several ____________________ available in terms of the products you want to order. 9.This item is now ____________________. Would you like to order it? 10.The ____________________ for these products is $75 to $300. assessment shipping In order to place an order prompt quote in contact with options in stock price range

U8-p.83 You can use the following outline to write a response to a request for a quote. Paragraph 1  Thank the client for their request.  Respond as to whether or not your company can meet any or all of the company’s needs. Paragraph 2  Provide a cost breakdown of the various items covered in the request for the quote.  Provide subsequent information requested, such as shipping options, etc. Paragraph 3  If an in-person assessment is requested, respond as to when that can be done.  Assure the client that their best option will be to do business with you (providing an example as to why, if possible), and sign off. Writing a Response to a Quote Request

U8-p.83 A.Read the following response to Jim Corbett’s request for a quote. Model Track 25 Dear Mr. Corbett, Thank you for your request for a quote regarding the office furnishings and hardware. We at Hardy’s Office Wholesale can indeed meet all of your needs. As to the cost for the various items you have outlined, they break down as follows: ItemPrice RangeUnitsCost Desks$100-$50015$1,500-$7,500 Chairs$50-$20015$750-$3,000 Desk lamps$10-$5015$150-$750 Trashcans$5-$2015$75-$300 Filing cabinets$75-$15015$1,125-$2,250 Bookshelves$50-$15015$750-$2,250 Printer/Scanners$100-$30015$1,500-$4,500 Computer Speakers$30-$10015$450-$1,500 Total Estimate:$6,300- $22,050

U8-p A.Read the following response to Jim Corbett’s request for a quote. Model Track 25 As for shipping options, we offer a variety of different packages. We have a same- day delivery service, which is free for orders over $1,000. If the order is below that amount, the charge is $100. In addition, we have delivery options ranging from next day all the way up to 14 business days. These forms of delivery are outsourced to a shipping company, and the charge depends on the weight of what is being shipped (approx. $3 per kilogram). Your order, as it stands, would be well over the $1,000 mark, and thus we can offer same-day delivery free of charge. As for your request for an assessment, I can send one of our appraisers to your new office space on the morning of August 20th as requested. He will arrive at 9 a.m. to conduct a thorough examination of your facilities to determine if there are any other items you may require. I invite you to compare prices with our competitors, and I think you’ll find that our prices can’t be beat. Thank you for the opportunity to do business with you. Best regards, Ed Fitzroy Customer Service Representative Hardy’s Office Wholesale

U8-p.84 B.Below are some important words from the response. Use these words to complete the sentences. 1.There are a number of different product ________________ available. 2.Delivery is ________________. It won’t cost you a thing. 3.Here is how the total cost ________________. 4.It was a pleasure to ________________ your company. 5.For this order, I ________________ the following items. packages free of charge breaks down do business with request

U8-p.84 A.Abbreviations and Acronyms We commonly use abbreviations and acronyms in business English in order to save time both in reading and writing business correspondence. Abbreviations are simply shortened forms of words, usually with some or all of the vowels removed, and perhaps a consonant or two as well. Examples:  Acct. = account  Dept. = department  mm =millimeter Acronyms, on the other hand, are words formed by the first letters in a series of other words. Examples:  ASAP = as soon as possible  OMG = Oh, my God.  AKA = Also known as  LOL = Laugh out loud Language Focus

U8-p.84 B.Match the following abbreviations and acronyms from the business world to their corresponding elongated forms. 1. div. a. minimum 2. HQ b. incorporated 3. min. c. frequently asked question 4. FAQ d. headquarters 5. Inc. e. division 6. EOD f. end of day

U8-p C.According to the outline, there are three paragraphs of a response to a request for a quote/estimate. First, you can write: Thank you for sending over your request for an estimate. We can meet all of the requirements you have specified. Thank you for writing to us regarding having an estimate done. All of the requirements you have outlined can be met. Then, you can write: As to the costs of the various items you have requested, they break down as follows. Regarding the cost of the things you have listed, here is how it would look. Finally, write Paragraph 3: As there is no need for any further assessment, I await your decision on whether or not to proceed with placing an order with us. In order to complete the estimate, I would like to come and inspect the premises at your convenience. Now, on another sheet of paper, write your own response letter to Corbett’s request for a quote.

U8-p.85 A.Match the words and phrases on the left with their examples on the right. 1.do business witha. The goods will be shipped to your door tomorrow. 2.sendb.If you place an order right now, it will arrive at your company today. 3. free of chargec.There are many different price variations for an order like this. 4. charged.How many of this item would you like to order? 5. business dayse.Discounting the weekend, it will take five days to ship the product to you. 6. amountf.I’d like to ask that the good be shipped overnight. 7. same-day deliveryg.This service doesn’t cost a thing. 8. packageh.The total comes to $ meet your needsi.I’m sure we can do all that you require of us. 10. requestj.It has been a pleasure dealing with your company. Vocabulary 2

U8-p B.Choose the best word or phrase to complete the sentence. Not all words will be used. 1.When it comes to shipping, we offer many different ____________________. 2.What ____________________ of this product would you like to order? 3.I have ____________________ all the items I would like to order below. 4.My boss ____________________ that the goods arrive within one week. 5.This company offers ____________________, so we’ll have the goods before the end of the day. 6.This service is offered ____________________ with orders over $ With our excellent service, I’m sure we can ____________________. 8.Here is how the costs ____________________. 9.I will ____________________ out your order right now, ma’am. 10.It will take approx. 10 ____________________ for your order to packages amount outlined requests same-day delivery free of charge meet your needs break down send business days

U8-p.86 A.To prepare to write a request for a quote, try to answer the following questions. Use your own ideas and words. 1.What is it that your company or business needs? Examples:  We need some office supplies.  We need items for our inventory. Writing Exercise

U8-p.86 2.What other factors will contribute to your making a decision about whom you place an order with? Examples:  The cost of shipping will be a big factor.  The company’s reliability and reputation will be the biggest deciding factors.

3.Write six sentences about an order you would place for a company you own and how you would make a decision about what to order and who to order from. Use abbreviations or acronyms where appropriate. Examples:  My company needs to place an order for more inventory ASAP.  There are approx. three suppliers within our general area.  Of these three suppliers, Ajax Wholesale is def. the most reliable. U8-p.86-87

U8-p.87 B.Imagine that you work for a company and are in charge of ordering inventory. It can be any kind of company. 1.Once you choose what kind of company you work for, write down some items you may need to order for it. Examples:  For the clothing store, I need to order shirts, caps, and shorts.  For the car parts distributor, I need to order mufflers, hubcaps, and fenders.

U8-p.87 2.Now, think about how you would go about asking for a quote for the items you need. Examples:  I am looking to place an order for the following items.  My company is in the market for the following items.

U8-p.87 3.Next, write sentences that request information you would require in order to make an informed decision about who to place an order with. Use imperatives where appropriate. Examples:  Send over a price list for the following items.  Write back with an overview of your shipping options.

U8-p.88 A.Pretend you work for a company and have been given a directive by your boss to place an order for the following items. Use this and the other information provided to write a request for a quote following the outline on page 80. Case Study Hi, Darren, We are running low on the following items right now and I need you to send out some s to potential suppliers to find out the price range for them. Once you have their range, figure out who offers the best price, and find out their range of shipping options as well. Try not to spend too much on shipping, but keep in mind we need all these items stocked on our shelves within two weeks. The items we need are as follows: ItemQuantity Men’s running shoes50 pairs (Sizes 8-12) Men’s basketball shorts35 pairs (Waist sizes 28-36) Women’s tennis shoes40 pairs (Sizes 5-9) Women’s jogging pants45 pairs (sizes 0-10)

U8-p.88 B.Next, pretend you have received the request for the quote. Write a response in your notebook following the outline on page 83.