物流管理英语与函电2

Chapter 5Order and AcknowledgementOBJECTIVES•Getting familiar with the new words and expressions;•Understanding the guidelines to and main contents of writing letters of making orders and acknowledgements•Reading example letters for this purpose;•Practising.Main Contents•5.1 General introduction•5.2 Guidelines for writing orders and acknowledgements•5.3 Example letters•5.4 Practice guideNew words and expressions of Chapter 5•to forward the goods •forwarding instructions •to be given prompt attention •requisition forms•to state acknowledgment •the port of destination •to turn down an order •to generalize the terms •寄送商品•运送指令•迅速给予注意•申请表•声明收到信函•目的地港•拒绝一份订单•表明条款是对所有客户的•cargo express•to pay the freight•to remit the money to sb•to fulfill the outstanding contracts •consignment trade•to deliver consignments •货物快运•付运费•汇款给某人•履行大额合同•寄售贸易•运送托付物品5.1 General introduction5.1.1 What is “order” ?•An order in foreign trade is defined as “a request by a customer for a company to supply goods or service”.•When a customer has decided to purchase a product, he will place an order. It is the result of an offer or a counter-offer with a positive acceptance.5.1.2 What is “acknowledgement”?•When a company receives an order letter or order form, it often responds with a confirmation letter (acknowledgement).•An acknowledgement agrees to a previous letter or phone conversation, or expresses a need to change information.•Sometimes it just restates the order.5.2 Writing skills5.2.1. Writing skills for order letters• 1.The opening usually refers to some previous contact such as a catalog, an offer, amendments on the basis of the counter-offer, or a sales visit, etc. This gives the reader a reference so that he can easily find out the intention of the letter. And then show your intention to place or order.e.g.•Thank you for your yesterday’s offer and the fine price you made us for 686 systems. We are glad to place an order with your for the following items.e.g.•Thank you for sending the catalog and we now wish to order the following items.• 2. The second part usually provides the following information:•item names;•item models;•quantity of each item;•quality information such as color, size, weight, material or other special features;•price for each item• e.g. Item name, quantity and priceArticle No. Quantity CIF New York, in US $BG2046 1,000 20.00 /pcBG2053 2,500 9.00/pcBG2054 1,800 15.00ItemItem No. Price ($) Quantity SubtotalBlouse 325 10.00 500 5,000.00Dress 456 15.00 100 1,500.00Jacket 543 20.00 200 4,000.00Total800 10,500.00•Usually an order letter may enclose an order form with most of the information is included which does not need to be repeated in the letter.e.g. Thank you for your catalog and price list you sent us recently. We enclose our Order No. 937 for four of the items.•However, some companies still choose to compose their own order letters, esp. when the prepared order forms are not appropriate.An Order Form• 3.The third part is usually about payment and delivery. In this part, you should set the delivery and payment terms. State clearly the expected delivery date, and means of transport such as plane, ship or train, etc. As for the payment terms, you need to mention how you will pay, i.e. by check, by letter of credit, etc.• e.g.•As we are in urgent need of the goods, we find it necessary to stress the importance of making punctual (严守时刻的, 准时的)shipment within the validity(有效性, 合法性, 正确性) period of the L/C.•We expect delivery by July 29 and will effect payment by[ demand draft(即期汇票) ]immediately upon receipt.•Our usual terms of payment are [cash against documents(凭票据付款)] and we hope they will be acceptable to you.•If the customer has placed many orders with the company before, the third paragraph may be quite brief by simply saying:• e.g.•Delivery and payment terms are as usual.•All other conditions are as previously agreed.• 4. The fourth part is optional. Make sure that you also provide your delivery address and sometimes a billing address(账户地址), along with your telephone number or other ways to contact you in case of questions or problems.5.2.2. Writing skills for acknowledgement• 1. Acknowledge the order with expression of thanks and restate the reference number and the contents of order.• e.g.•We acknowledge with thanks your order No. 123 of 5 August for sixty tons of steels.•We have pleasure of acknowledging your letter concerning Tiantan Brand Men’s Shirts in which you inform us that you wish to make a repeat order.• 2. Restate the shipping instructions, such as the date of shipment and the port of destination.• e.g.•All items are available from stock and we will be able to ship them by the end of next week. We will deliver them to the usual address with standard conditions.•All items you ordered are in stock and will be shipped so as to be received by November 1, 2010 at the port of Liverpool.• 3. Show your wish for reader’s successful sale and encourage further order• e.g.•We hope that your sale is successful and that you will be interested in reordering out bedding sets.• 4. A sales contract or sales confirmation in duplicate is enclosed for the buyer to sign according to usual practice, one copy of which is to be returned for the seller to keep on file.• e.g.•Enclosed please find a sales contract in duplicate for you to sign and send one copy of it back to us.• 5. If you are unable to accept the order, you should reply in time either to decline the order or to make a Counter-offer. The letters of this kind usually cover these contents: •thanks for the order;•proper reasons to decline the order with regret;•recommendation of other items as a replacement or presentation of a counter-offer;•hope to serve the buyer in future.• e.g.•Referring to your order No. 234 for 50 tons of Tin Foil Sheets, we regret to have to disappoint you, owing to heavy commitments.•Thank you for your order of July 10, 2010 for 10,000 tons of sugar, but we regret that we are unable to execute the order from our stocks, owing to the heavy demand recently for these goods.5.3S ample letters5.3.1. Ordering women’s blouses and sweaters•Re: Order No. 52765•Dear Chen Bin,•Thank you so much for your letter of May 10 and the catalogs. Pursuant(追踪的，依照的) to our e-mail since that date, we have decided to place an initial order（起始指令）as follows:Item Item No. Color Price ($) Quantity SubtotalBlouse 325 Red 10.00 100 1,000.00Blue 10.00 100 1,000.00Yellow 10.00 100 1,000.00White 10.00 200 2,000.00Sweater 456 Blue print 15.00 100 1,500.00Sweater 43 Green print 20.00 200 4,000.00Total 800 10,500.00•If this order is executed successfully, we will be placing larger orders in the future. •Please deliver the goods to our warehouse at 643 Front Drive, Newtown, CA 99989. We understand you will be shipping from stock and should expect delivery within one month after you receive our letter of credit. The letter of credit will be prepared as soon as we get your confirmation.•We look forward to a long and successful cooperation.•…5.3.2. Confirming an order for women’s blouses and sweaters•Re: Order No. 52765•Dear Mr. Brown,•This letter serves' to confirm your Order No. 52765 dated May 14,2006 as follows:Item Item No. Color Price ($) Quantity SubtotalBlouse 325 Red 10.00 100 1,000.00Blue 10.00 100 1,000.00Yellow 10.00 100 1,000.00White 10.00 200 2,000.00Sweater 456 Blue print 15.00 100 1,500.00Sweater 43 Green print 20.00 200 4,000.00Total 800 10,500.00•All items are available from stock and will be shipped as soon as we receive your letter of credit. We will deliver them to 643 Front Drive, Newtown, CA 99989 and will send you our shipping notice the day after shipment so that you can prepare for import.•We hope that you will be satisfied with the quality of our products and our service and are looking forward to a long and fruitful cooperation between us. Please feel free to call with any questions.•Prices are on FOB San Francisco basis. Terms of payment are by irrevocable documentary letter of credit to be received one month prior to the date of delivery. Discounts are 0.5% for orders of 100-200, l% for 200-500, and 1.5% for 500-1,000.•Each item is individually boxed with our company logo. All cartons are waterproof and standard for overseas shipment. Delivery is guaranteed to be within four weeks after receipt of L/C.•…5.3.3. Ordering toys•Re: Order for Toys•Dear Tang Meng,•Thank you for your letter of October 10 and the catalogs. We have decided to place a large order on the understanding that (以……为条件) the order will be received by November 1,2010.•We are enclosing the order form that was sent with the catalogs. Please note that we are taking advantage of the quantity discount on 4 of the 12 items.•We are also enclosing a copy of our letter of credit and all documents needed when contacting our agent in San Francisco. Thank you for your assistance in delivering this order to us at an early date. •…5.3.5. Confirming an order for toys•Re: Order No. BTS-001•Dear Ms. Mays,•Thank you for your order of toys dated October 14, 2009 which we just received.•All items you ordered except No. 8 are in stock and will be shipped so as to be received by November 1, 2009.•We are sorry that Item No. 8 is currently out of stock. However, our product No. 8372 is very similar, of the same price, with the only difference being the turn played by the mobile (玩具车的转向由无线控制). If that is satisfactory, I will replace No. 8 with No. 8372 and all can be shipped on time. If youwant to stick to the original order, it cannot be shipped until November 10. Please notify me which course of action (方案) you prefer as soon as possible.•Your quantity discounts are acceptable as are your letter of credit and other documents.•I look forward to your quick answer regarding Item No. 8.•Sincerely,•…•5.3.6. Ordering keys•Re: order No. 6639 of 20th October 2009•Dear Mr. Chen,•Herewith we are pleased to order from you:•30,000 set Keytops QW-102, At US $ 0.18/set CIF Capetown.•30,000 pcs Rubber Pad KS-401, at US $ 0.16/pc•Delivery time: before end of November, 2009•Shipment: by sea•Please send us your P/I and inform us about your best delivery time.•…5.4P ractice guide5.4.1 Discussion•1. What should be included in an order letter?•2. Does an order have any restriction before the seller accepts it? If so, what are they?•3. What duties should the buyer take on after the signature of the contract by both parties?•5.4.2 Do it yourself•Work in groups. Think and list various situations in which an order may be declined and the possible suggestions the supplier can give to the buyer.5.4.3 Situational writing•Write a letter from ABC Clothing corporation, 1234 Royal Road, Hong Kong to China Textile Company, 45 Beijing Road, Shanghai, to place an order for:•5,000 yards of 82 cotton cloth at $11.00 per yard;•1,000 yards of 75 cotton cloth at $12.00 per yard;•1,000 yards of 50 cotton cloth at $15.00 per yard.•Include in the letter terms of payment and agree to all other conditions as per the quotation. Inquirewhen the order will be shipped.。