Chapter I Establish the Business Relationship1. Requesting introduction to obtain businessDear Mr. Jones:We have been exporting cordless headphone for more than 12 years and are now desirous of opening connection with the most reliable firm in your country.We shall be obliged therefore, if you will introduce us to any capable concerns that are interested in cordless headphone business.As for our standing and activities, we are permitted to mention First Commercial Bank, Taipei, as a credit reference.Any information with which you may favour us will be greatly appreciated and we earnest for your reply.Sincerely2. Asking for introduction of a possible agentDear Sirs:We wish to sell our automatic copying machine in your country, and should like to be put in touch with a company or individual who would be willing to represent us.On our part we can offer up to Bright copy machines with an international reputation, which have already been sold in many countries in Europe.The representative we are looking for should be experienced in this field, already doing the business with buyer of office equipment, and having contacts with suitable outlet. Please kindly introduce us to some of the most reliable exporters.We look forward to hearing from you in the very near future.Sincerely3. Offering the services of selling agentDear Sirs:We understand that currently you do not have an agent in Taiwan and we would like to offer our services to you.For the past 5 years, we have been selling various of durable goods to wholesalers and large retailers in all part of Taiwan, and have built up a considerable number of well established connections showing excellent business results.We are now having enough capability to expend our sales, and if you would agree to grant us as a sole agency, we will devote full attention to establish your products in Taiwan market.We have enclosed company profile to give you an idea of a list of services we can provide.If you are interested in our proposal, we will be please to provide our bank and tradereferences.Sincerely yours,4. Establish business relations with a company recommended by Chamber of CommerceDear Sirs:We have contacted with your Chamber of Commerce, who recommended you as a possible agent for our products in your country.We manufacture the Best brand calculators and wish to extend sales over the whole American. Our pocket calculators have been highly successful wherever they have been introduced, and we are confident that you will be able to build up a good market in a short time.Our catalog with the full range of our product is enclosed and you will notice that we offer a commission of 20% on all orders.Please advise us if you are interested in representing us as well as the volume of business you can do which would warrant our granting you as the sole agency in your country.Sincerely yours,5. Proposing to have business connectionDear Sirs:Last week we had a opportunity to see a display of your products at the Taipei International Trade Fair, and we are most impressed with their quality and low prices. We would very much like to offer you our services as a trading firm. We would also like to mention that we have excellent connections in the trade and are full experienced with the import business for this type of product.In addition, we operate our own advertising agency, and we can utilize the latest marketing procedures quite efficiently.You can be sure of increasing your turnover considerably if we have the opportunity to promote sales of your products throughout Taiwan in the future.We look forward to your early reply.Sincerely yours,6. Asking for a referenceDear Sirs:Thank you for your order of my 20 for electric typewriter Model No. NET-300.As this your first order with us and you have asked to be allow 30 days to remit payment, we would appreciated it if you could provide us with one or two credit references.Once we have contacted the credit reference you have supplied, we will immediately process your order and send you a confirmation letter that it has been shipped.We look forward to welcoming you as a member of satisfied companies who have beenusing our products.Sincerely yours,7. Selling productsDear Sirs:As your name and address were listed in business weekly, we are writing to you with a desire to open account with you.We are one of Canada largest exporters of business machines. We handle a wide range of business machines product. This products include: copy machines, fax machines, answer machines, and telephone, etc.We have enclose our catalog listing the completed product lines handled by our company and list of whole sale priceIf you have any question or would like to discuss purchasing arrangements, please feel free to contact me.I will be more than happy to answer any questions which you may have.Sincerely yours,8. Establish an exclusive agency agreementDear Sirs:We have heard from our office in Taipei that you manufacture a wide range of printer and copy machines, and that you are thinking of expending into the Taipei market.We understand that you do not have any agent in Taipei at present, and for this reason we would like to offer our service to you.We would like to suggest a business tie-up between us with your company handling the manufacturing and our company taking care of the market and distribution.We have enclosed our company profile to give you an idea of a list of services we can provide.We will contact you by phone early next week to hear your opinion on a possible tie-up between our companies.Sincerely yours,9. Receiving the establishment relationsDear Sir:Thank you for your letter of June 4 offering to act as our agent of the European region. We are very interested in your proposition.In fact, we have planned to expend into European region for quite some time and we certainly hope that this will give us the opportunity to do so.We would like to discuss the detail of establishing exclusive agency ties with yourcompany and look forward to receiving a call from your Mr. Carter. Some of our detail we would like to discuss may include the shipping arrangements, commission base, and the import duties.I look forward to hearing from you soon.Sincerely yours,10. Offering simpleDear Sir or Madam:We are pleased to announce a new product we just introduced on the market.Our new MIDMIGHT SUN solar battery has a capacity of 75 HR, which is nearly twice the capacity of most existing batteries.We are sending our most update simple, price-list, and sales promotion literature for you to evaluate. We suggest that you’d take the advantage of enclosed order form to ensure that you will completely satisfied.Sincerely yours,11. Informing of the alteration of priceDear Sir or Madam:From August 23, the prices of our products will be raised by 20%. We regret this, but this increase has become un-avoidable in view of rising costs of labor and raw materialsOur new price list is enclosed and all order post after September 23 must be invoiced at the new rates.We regret very mach that it has been necessary to make this increase.Sincerely yours,12. Inquiring the reason of no orderDear Sir or Madam:We have had the pleasure of receiving several orders from you over the past five years. However, as I was checking our list of spe cial customers, we noticed that we haven’t contacted each other nor received any order from you in near 6 months.We then began to wonder whether we had done some thing which disappointed you. Or we did not have the exact product you wanted the last time we contacted each other? Or is it simply you do not need to order anything at this moment?Whatever the reason is, I would really like to know how you are doing and whether we can be of service to you.We would welcome your straightforward comments, thank you so much.Sincerely yours,13. Replying to client with first inquiryDear Sir or Madam:Thank you for your letter asking for our catalog of new bicycles.We have pleasure in enclosing of our illustrated catalog. In addition to our price list, we have also included some promotional materials which explain the product attributes as well as how to use them.Our bicycles are very fashionable and tremendously popular with your people in American and EuropeanIf you place bulk order, you may receive up to 40% off the retail price, depending on the product.We appreciate you are interest in our product and hope to hear from you in the near future.Sincerely yours,14. Referring to a back referenceDear Sir or Madam:New Century Trade Co. Ltd., 2757 26th Street Singapore has placed an order with us for $100,000 worth of merchandise and list you as a credit reference.We would appreciate you sending us information regarding New Century Trading Co. Ltd.’s credit rating. We are particularly interested in knowing how long Mr. Thomas Wilson the CEO of the company, has had an account with you and whether or not any of his debts are past due.We will, of course, keep any information we receive strictly confidential.Sincerely yours,15. Replying to the requiring of referenceDear Sir or Madam:In response to your request for information about S.S. Taipei Company, we have enclosed the following summary of their activities with us.They own an office with the staff of 120 employees. Their annual purchase to US$50,000 and directors are quite responsible and reliable. This company has no large outstanding financial liabilities which we are aware of.We have done business with them for over 3 years and have found them definitely reliable.Please understand that this is information only represents our opinion and we take no responsibility for it.Sincerely yours,16. Declining to grant credit terms for the purchaseDear Sir or Madam:We apologize for the delay in replying to your order for 80 Model EJ-828 high-speed microprocessors.As your company is under a rather debt load at the moment, we feel that adding our purchase on top of it might cause cash flow difficulties.We would, of course, be happy to provide you with the high-speed microprocessor on a Cod basis.When your financial situation has eased a little, we would welcome the opportunity to consider granting you credit terms.We would very much like to accommodate your needs and hope that our suggestion is of some help, we look forward to hearing from you.Sincerely yours,17. Requesting for an introductionDear Sir or Madam:I would like to ask a personal favor of you, if I may. I will be visiting Los Angeles, United States on June 4, and I remembered that you are acquainted with the mayor of that city. Would you be kind enough to write me a letter of introduction?I would be most grateful for your help. I look forward to hearing from you soomSincerely yours,Chapter II Inquiry/Reply to Inquiry1.Asking for quotation – from existing customerDear Sir or Madam:We would appreciate it if you would send us an estimated based on the information given below.Item: JC – 1 juice mixerQuantity: 8,000Payment: Draft at sight under irrevocable L/CInsurance: Effected by sellerShipment: DecemberFreight: SeaDestination: KaohsungAs we need these above items in time for the holiday rush, please send us the estimate by fax or courier so that we have it no later than October 31.Sincerely yours,2.Asking for quotation – from the request of customerDear Sir or Madam:We received an inquiry from our trade connections in Britain concerning the supply of digital camera in large quantities. Therefore, please let us have full details of your digital camera so that we can pass on the information.We would be grateful if you would send us information about prices, possible quantity discount, terms of payment, and delivery schedules.We would like to mention that the connection has made a large number of regular orders with various goods made in our country over the past 1 year. We expect our client to make purchase in large quantities on regular basis, so we would like to pass on this information to them as soon as possibleYour prompt reply would be appreciated.Sincerely yours,3.Requesting for catalog and price-listDear Sir or Madam:We have seen your advertisement in the Consumer Data Magazine and would like to obtain full line of your product.We would appreciate if you would send us catalog of the newly launched model of electric home appliances along with their quotation at your earliest convenienceWe look forward to a prompt replySincerely yours,4.Asking for quotation to the agentDear Sir or Madam:We have learned that you are the sole agent for GAP of Asia. We would be grateful if you could send us price-list and catalogsIs it possible for you to grant special term for an annual trade of US$25,000?A visit from your representative will be greatly appreciated.We look forward to hearing from you soonSincerely yours,5.Requesting early ordersDear Sir or Madam:The advertising campaign is ready to begin on June 1 and will be very extensive. Experience shows that many inquiries and orders will follow the campaign, and sales will certainly increase.We would advise you to place an order immediately.Sincerely yours,rming of the dispatch of catalog and simpleDear Sir or Madam:Thank you for your letter of May 10 and your interest in our watch band. As request, we have sent you a copy of our product catalog and price-list today.A full range of the leather watch band has been mailed to you by simple post today, and you will see that in view of the fine quality attractive designs, our products are really of good value for their priceWe are willing to allow 10% reduction in price on all order over 1500 pieces. After receiving the credit reference, we would please to offer the following term: payment against bill of exchange at sight under D/P.It is pleasure for us to serve you. I look forward to hearing from you soon.Sincerely yours,7.Urging prompt orderDear Sir or Madam:Thank you for your letter of July in which you inquire about our filtering system.All particulars are shown on the enclosed price list C.I.F. Taipei as request and our complete catalogs are sent by separate post.We can ensure you that these filtering system are very popular in Singapore markets, of which we have had much experience.If you wish to ensure to delivery before New Year, it will be necessary for you to place order before the end of this month as the demands is very heavy.We look forward to the opportunity of being of service to you.Sincerely yours,8.Emphasizing the low-price sellingDear Sir or Madam:Thank you for your enquiry of October 20 for our new Design Camera DC-500.We have probably received detail of the excellent offer for cameras which are recently introduced to the world–wide market. You will note from the attached price-list that reductions up to 30% have been achieved.We are confident that you would be willing to take advantage of our low price to replenish your stocks in time for the New Year sale, and we look forward to receiving orders from you soon.Sincerely yours,9.Declining the request for discountDear Sir or Madam:Thank you for your letter of July in which you inquire about our electric home appliance.I have enclosed our catalog listing various type of electric home appliance available and their subscription fee.We note that you have requested for an additional 5% discount. We are quite earnest, of course, to meet your expectations and supply you with the merchandise which will enable you to complete in your market, but regret in our inability to make any further discount at present.In any case, I hope to hear from you soon.Sincerely yours,10.Confirming the inquiryDear Sir or Madam:We thank you for your inquiry of November 20, and confirm our able sent today, in which we confirmed you that we could delivery part of require merchandise from stock, in accordance with the enclosed detail offer.Fro the balance, we should require at least 4 weeks from the date receiving your confirmation that this delivery is acceptable.Price: 1000 units US$5,000 C.I. F. TaipeiShipment: During November (3,500 units)Packing: Export wooden casePayment: Draft at sight under irrevocable L/CWe hope your customers will find our terms and delivery dates satisfactory.Sincerely yours,11.Ensuring delivery requestedDear Sir or Madam:In reply to your enquiry of September 3, we enclosed our detailed quotation, in addition, a complete set of samples was sent to you by express airmail yesterday.We are happy to inform you that we can guarantee delivery of any of these within 5 days upon receiving your order.After receiving the credit reference, we should be pleased to offer the following term: payment against bill of exchange at sight under D/P.We are glade to make a 15% discount for an order of 800 cases or more.You can reply us to give your order immediate attention.Sincerely yours,rming of the possibility of dispatch on F.O.BDear Sir or Madam:Thank you for your inquiry of October 21.For an order of 500 cases or upward, we could quote you US$258 per case C.I.F.San Diego. Delivery can be made free on board if you order can be dispatched within 7 days. Many thanks for your above inquiry.We look forward to receiving your order in the near future.Sincerely yours,13.Recommending the sent-out sampleDear Sir or Madam:We were pleased to receive you inquiry of July 3, and believe that you have received our catalogs and samples sent to you by July 7.These products have been contributing an outstanding sale and are superior to any similar product on the market due to their unique and popular designs. We are confident that it would benefit your sales if you stock them regularly.We are prepared to offer a special discount 15% on all orders exceeding $1,500. we advise you not to overlook this opportunity.We look forward very much to doing business with you.Sincerely yours,14.Offering new product instead of old oneDear Sir or Madam:We thank you very much for your letter of March 2 enclosing your order for 400 pieces of fine dining product. Like other manufacture, we have so little demand for this model that we had to cease the production.We believe, however, you will like our new substitutional product, a sample of which we are sending you with this letter. This has all the good quality of the old product but its appearance is much smarter.We have sent the samples by special express delivery and await your immediate acceptance of the recommended goods.I look forward to hearing from you soonSincerely yours,15.Replying to a customer interested in productDear Sir or Madam:Your inquiry about our desk lump model PH-628 has been referred to us, and we remember well the talk with you when you visited our stand.So far, we have received more than 300 inquiries after the exhibition in Hamburg last week. We are convinced that at this price our desk lumps are best value in the market. We are glad to say that we can supply any quantity and any kind of desk lumps from stock base on your specifications.You may be sure of immediate attention to your order, which we look forward to receiving.Sincerely yours,16.Recommending substitute due to suspension of productDear Sir or Madam:Thank you for your letter of yesterday expressing interest in our PD-86 electric typewriter. We appreciate you interest but we can no longer supply the same model as the production has been discontinued.However, we are sure that our new product PD-88 is an excellent replacement. We have sent you the sample, price list and catalogs separately.We are sure that you will find a ready sale for its excellent quality, and it will certainly give you complete satisfaction.Sincerely yours,17.Declining the requestDear Sir or Madam:Thank you for your letter of August 10 in which you required about the possibility of providing you with our client list. Unfortunately, we are afraid that we are unable to comply with your request.It is our policy not to release the names of our clients as it violates their trust us. The rights of our clients to their privacy are something we wish to respect.This is policy we maintain for all requests regarding such information and not specifically aimed at your request.Sincerely yours,Chapter III Offer/Counter Offer1. OfferDear Sir or Madam:Thank you for your inquiry of June 10 and we are pleased to offer you as following subject to our final confirmation:Commodity: CO-35 desk lumpManufacture: Progress industriesQuantity: Sixty unitsUnite Price: $2,000.00Total Price: 120,000.00 FOB KaohsungShipment: In one shipment to be dispatched no later than 10 days after receiving order. Term: Draft at 60 d/s under Irrevocable Letter of CreditWe believe you will not find other terms as attractive as we offer. We hope you will find them satisfactory.Your early order is look forward to.Sincerely yours,2. Request for discountDear Sir or Madam:Thank you for your letter of may 11 which contained your offer and catalog of your Sport Goods products.To be honest we were somewhat surprised with the price you quoted. We were under the impression that you would offer a sizable discount on large order. As we are planning to place orders with you on a regular basis, would you consider granting us 35% discount on our order?The shipping term and the delivery schedule that you offered in your letter of May 11 arefine as they are.Your consideration and early reply would be greatly appreciated.Sincerely yours,3. Offering special sellingDear Sir or Madam:We see from our sales figures that you placed a considerable number of orders with us last year for our Lion Mark Japanese furniture.For our annual celebration, we would like to offer these goods at very special price of 30US$. We believe you will be willing to take advantage of our low price re replenish your stock.Order will be executed only on strict rotation, therefore we suggest you to fill in and return us the enclosed order from right away.Sincerely yours,4. Offering discount for large orderDear Sir or Madam:By now you should have received our new price list giving details of the reduction in prices for all of our products, which come into effect on March 1.You will note from the attached price-list that reductions up to 30% have been achieved. The new prices are for minimum orders of US$50.000 and effective as from March 1. Immediate dispatch is guaranteed, since we hold ample stock.We appreciate you past favour, and look forward to serving you again soon at the new price.Sincerely yours,5. Declining selling offerDear Sir or Madam:Thank you very much for your letter of September 5 containing your offer for 50 tons of Argentine beef.We have reluctantly concluded that we will not be able to accept your offer. As the food season this year is near over, we will not be able to act on your offer for Argentine beef. We appreciate the offers you made in answering our inquiry and hope to have the pleasure to do business with you at some other time in the future.Sincerely yours,6. Declining selling offerDear Sir or Madam:Subject: June 25 counter-offer ProposalWe have given a considerable thought to your proposal but regret to say that we cannot agree to you counter-offer.Although we would very much like to meet as many of your term as possible, we cannot air freight your order for the same price as by transportation. Our profit margin is too small for us to make any further concession.We regret that your price do not allow us to accept the order.Sincerely yours,7. Requesting for the charging of terms of paymentDear Sir or Madam:Many thanks for your offer of October 3 in response to our inquiry for your product XR-800.The conditions that you offered are generally acceptable to us. The only condition we would like you to reconsider is the terms of payment.Although you had offered 24% discount on our order, the unit price for the XR-800 electric shavers would still be $200.00. if you could agree to let us pay for the odder over a period of 1 year, we would then be ready to place a firm order.In view of the volume of our order, we hope you will agree to our request.Your consideration and early reply concerning this matter would be greatly appreciated. Sincerely yours,8. Requesting for the change of shipmentDear Sir or Madam:Subject: Shipment of 50 cases of movies camera.Overall your offer is acceptable for us. However, we have completed our test marketing of your product and would now like to proceed on full-scale campaign. Therefore, we would like to request a revision on the delivery date.If this modification is possible without any change in the other conditions in your offer, we would like to place an order with you.We look forward to hearing from you soon.Sincerely yours,9. Requesting for discount order.Dear Sir or Madam:We have had the opportunity to examine the samples and patters you sent us on the May 28.As we are planning to place a large order and hope to place future order on a regular basis. We had expected that the price would be much lower. In view of this situation, we would like to request a 25% discount for this order of 500 cases of Solex Solar battery.If you agree to this, we are prepared to make our order up to US$50,000.As we have to decide quickly, you immediate attention for this matter is greatly appreciated.Sincerely yours,10. Asking the situation of businessDear Sir or Madam:In reply to you inquiry, we sent you on May 26 the fully illustrate catalog of our wrist watches.We have not heard from you since, We would like to ask whether or not you have had a opportunity to consider our products. Perhaps there some areas which were not clear in our previous letter. If this is the case, please let us know as early as possible.We look forward to hearing from youSincerely yours,11. Declining discount and recommending substituteDear Sir or Madam:Thank you for your letter of May 4 containing your counter-offer.Unfortunately, we are unable to supply you with the 20,000 electric wrist watches at the price you requested. However, we have an wrist watch which sells at a price closer to what you wish to pay.As an excellent substitute for this article, we would suggest you our Young range wrist watch. These goods sell at a price slightly below Single range.We are prepared to offer you a special discount on the above mentioned item to help you introduce them on to the market.We would appreciate if you would inform us you decision as soon as possible.Sincerely yours,12. Accepting the request for discount under condition.Dear Sir or Madam:I was sorry to see that the term indicated in our letter of June 6 did not meet with your approval.The 20% discount you have requested is available for order of 300 kilograms or large. If you increase your order to this volume, we will be happy to allow 20% discount. We canmeet the delivery schedule with no problem which you indicated in your letter to us, even with large order.While appreciating your order, we feel we must point out that our listed prices have already been lowered to the minimum possible, and our merchandise are not obtainable elsewhere at out rates.We look forward to a prompt replySincerely yours,13. Accepting the charge of term of paymentDear Sir or Madam:In your request on September 23, we have reconsidered our payment term for the SZ-100 electric portable heaters which you would like to order. We have decided to grand you a one-year payment schedule to pay for 1,000 SZ-100 electric portable heaters that you plan to order.All the other condition of the offer remain the same as in our original offer of July 1The terms of this offer are valid for 50 days.We hope that this concession will result in a considerable increase of your orders. Sincerely yours,14. Accepting the change of shipmentDear Sir or Madam:Revision of Shipment Term for 250 Boxes of Scotch WhiskyThank you for your letter of October 15.In response to you request, we would like to revise the shipping term as follows: Shipment: have the 20 doz. Per case of Scotch Whisky repackaged in 25 doz. Per case.All other conditions of the offer which we made in our letter of October 9 remain the same.We look forward to hearing from you in the near future.Sincerely yours,15. Declining the offerDear Sir or Madam:Thank you very much for your letter of September 5 containing your offer for 300 dozen of soft drink. We have reluctantly concluded that we will not be able to accept your offer. After studying the detail of your offer with our marketing department, we found that the delivery schedule would not allow us to have sufficient time to distribute the products before the holiday shopping season.We appreciate the efforts you made in answering our inquiry and hope to have the。
