Unit 10 orders

All the types of correspondence considered so far were directed towards one aim – the order.

The objective of an order is to provide detailed instructions to a vendor fulfilling it. It is also serves as a legal document recording the transaction.

In some trades definite quantities of goods are booked before orders are sent.

Trial orders are placed when a client is not sure of the quality of an article and wants to see it for himself. If they turn out good, he may place a bigger order.

In some branches it is customary to place repeat orders for identical goods.

For very large orders, such as may cover a complete factory plant, big machines, etc., often special sales contracts are signed.

Many companies use order–sheets (order–forms, order–notes, indents). These are printed forms, numbered consecutively and usually containing instructions as to time and place of delivery, make–up, packing, marks, mode of sending, insur­ance, etc. Your intentions need to be clear and concise. The reader will fill your order only according to your instructions and your satisfaction will depend largely upon their accuracy.

Form of order

Dear Sirs,

Order No. ... Trans. No. ...

Please supply and deliver the goods described below on the terms and conditions specified herein and on the reverse of this order as well as those attached to the order,

TYPE OF EQUIPMENT: ________________________________________________________

TOTAL AMOUNT OF ORDER: __________________________________________________

DELIVERY: __________________________________________________________________

DELIVERY TIME: ____________________________________________________________

TERMS OF PAYMENT: ________________________________________________________

CONSIGNEE: Postal Address — __________________________________________________

DESTINATION— _____________________________________________________________

MARKING: In English — _______________________________________________________

In Russian — _______________________________________________________

Quantities, description, prices and technical conditions — see following pages.

This order contains ... pages.

ITEM	QUANTITY	DESCRIPTION	PRICE PER UNIT	AMOUNT

V/O "Rosimport"

President

……...Manager of... Department

A covering letter is preferable as it allows you the opportunity to make any necessary points and confirm the terms that have been agreed.

The guide below is for an outline of a covering letter. You may not want to make all the points listed, but look through the guide to see what could be mentioned.

Opening

Explain there is an order accompanying the letter.

• Please find enclosed our Order No. B4521 for 25 'Clearsound' transistor receivers.

• The enclosed order (No. R154) is for 50 reams of A4 bank paper.

• Thank you for your reply of 14 May regarding the cassettes we wrote to you about. Enclosed you will find our official order (No. B561) for...

• Your letter of 12 October convinced me to place at least a trial order for the 'Letherine' material you spoke about. Therefore, please find enclosed...

Payment

Confirm the terms of payment.

• As agreed you will draw on us at 30 days, documents against acceptance, with the documents being sent to our bank at...

• We would like to confirm that payment is to be made by irrevocable letter of credit which we have already applied to the bank for.

• Once we have received your advice, we will send a banker's draft to...

• ... and we agreed that payments would be made against quarterly statements...

Discounts

Confirm the agreed discounts.

• We would like to thank you for the 30% trade discount and 10% quantity discount you allowed us.

• Finally, we would like to say that the 25% trade discount is quite satisfactory.

• ... and we will certainly take advantage of the cash discounts you offered for prompt settlement.

• Although the rather low trade discount of 15% disappointed us, we will place an order and hope that this allowance can be reviewed at some time in the near future.

Delivery

Confirm the delivery dates.

• It is essential that the goods are delivered before the beginning of November in time for the Christmas rush.

• Delivery before February is a firm condition of this order, and we reserve the right to refuse goods delivered after that time.

• Please confirm that you can complete the work before the end of March, as the opening of the supermarket is planned for the beginning of April.

Methods of delivery

Many firms use forwarding agents who are specialists in packing and handling the documentation for shipping goods. Nevertheless, you should still advise the firm as to how you want the goods to be packed and sent to ensure prompt and safe delivery, so that if the consignment does arrive late, or in a damaged state, your letter is evidence of the instructions you gave.

• ... and please remember that only air freight will ensure prompt delivery.

• Please send the goods by Red Star express as we need them urgently.

• We advise delivery by road to avoid constant handling of this fragile consignment.

• Could you please ship by scheduled freighter to avoid any unnecessary delays?

Packing

Advise your supplier how you want the goods to be packed. Note, in the first example, that crates are often marked with a sign – a diamond, a target, a square, a lion, etc. – that can be recognized by the supplier and customer.

• Each piece of crockery is to be individually wrapped in thick paper, packed in straw, and shipped in wooden crates marked ◊ and numbered 1 to 6.

• The carpets should be wrapped in thick grease–proof paper which is reinforced at both ends to avoid wear by friction.

• The machines must be well greased with all movable parts secured before being loaded into crates, which must be marked.

Closing

• We hope that this will be the first of many orders we will be placing with you.

• We will submit further orders, if this one is completed to our satisfaction.

• If the goods sell as well as we hope, we shall send further orders in the near future.

• I look forward to receiving your advice / shipment / acknowledgement / confirmation.

Exercise 75

Below you will find some examples of orders. Read and translate them paying attention to the layouts. Answer the questions.

February 14, 1999

Lindsay Office Products

P.O. Box 1879

Spokane, Washington 98989

Subject: Furniture and equipment order

Please ship the following items from your sales catalogue dated January 31, 1999:

ITEM	CATALOG #	COLOUR	QUANTITY	PRICE
Conference Desk Credenza Executive Chair File Cabinet Letter Tray	HN–33080–WB HN–36887–WK HP–56563–SE HN–5344C–K K5–299907–A	Sandalwood Sandalwood Toasted Tan Beige Black	2 2 4 2 6	$ 478.60 ea. $ 431.40 ea. $ 422.00 ea. $ 135.90 ea. $ 16.95 ea.

The items ordered above should be shipped C.O.D. to this address:

CLAIMS DIVISION, LAW DEPARTMENT

City of Austin

P.O. Box 96

Austin, Texas 78767–0096

The costs above reflect a discount of 10%, with net due in 30 days after the invoice date. The merchandised is to be shipped by your company's own truck line at a rate of 7 percent of the total net cost.

We are remodeling our offices and have a target completion date of March 30, 1999. If there is any reason you see that you can’t keep your part of this schedule, please let me know immediately.

Sincerely,

Berenice Chamala

Supervisor, Clerical Services

This letter follows on from the correspondence between F. Lynch & Co. and Satex S.p.A. F. Lynch & Co. have decided to place an order with Satex S.p.A. and are sending a covering letter with the form.