- •3.1. Quotation of terms in reply to an enquiry asking for certain concessions
- •Written patterns
- •Vocabulary
- •3.2. Offer of goods at special prices
- •Written patterns
- •Vocabulary
- •3.3. Offer of goods at a reduced price
- •Written patterns
- •Vocabulary
- •3.4. Placing an order: covering letter. Order form. Acknowledgement of order
- •Acknowledgement of order
- •Written patterns
- •Vocabulary
- •3.5. Covering letter accompanying an order from a retailer to a foreign manufacturer. Acknowledgement of order.
- •Written patterns
- •Vocabulary
- •3.6. Covering letter from an importer. The exporter turns down the order
- •Written patterns
- •Vocabulary
- •3.7. Order following a special offer. Counter-offer from the supplier
- •Counter-offer from the supplier
- •Written patterns
- •Vocabulary
3.4. Placing an order: covering letter. Order form. Acknowledgement of order
Task 1. Read and discuss the following lead-in
If the seller’s offer is right, an order may be expected to follow. The following points will generally be mentioned in the order:
(a) details of the goods required: quantity, quality, catalogue number, etc;
(b) conditions and qualifications;
(c) alternatives which are acceptable if the goods ordered are not available.
Orders are usually written on a company’s official order form which has a date and a reference number that should be quoted in any correspondence which refers to the order. Even if the order is telephoned, it must be confirmed in writing, and an order form should always be accompanied by either a compliments slip or a covering letter. A covering letter is preferable as it allows you the opportunity to make any necessary points and confirm the terms that have been agreed. Your covering letter could include the following points:
(a) opening (explain that there is an order accompanying the letter);
(b) payment (confirm the terms of payment);
(c) discounts (confirm the agreed discounts);
(d) delivery (confirm the delivery dates);
(e) methods of delivery and packing (advise the firm as to how you want the goods 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 instruction you gave);
(f) closing (you may encourage the supplier to execute the order promptly and with care).
As soon as an order is received by a supplier, it should be acknowledged.
When the supplier has made up the order and arranged shipment, the customer is informed of this in an advice. This may be done on a special form or in a letter.
Task 2. Read and translate the following letters
AO INTERSPORT 129511 Ukraine, Kyiv, Universytetska St., 21 |
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Our ref. Order IS 2815 Your ref. 21/7T 15 April, 20__ Maxine Sportswear Manufacturing Co., Inc. 842 Seventh Avenue, New York, NY 10018, USA
Dear Mr Long, Thank you for your letter of 12 April. Please find enclosed our order No. IS 2815 for swimwear in assorted sizes, colours and designs. We would like to thank you for the 10% quantity discount you allowed us. Although the rather low trade discount of 15% disappointed us, we have decided to accept it and hope that this allowance can be reviewed at some time in the near future. We would like to confirm payment by sight draft, cash against documents. Please send the shipping documents and your sight draft to Intercommerce Bank, Kyiv. If the colours we have chosen are not in stock, we will accept an alternative provided the designs are those stipulated on the order. We accept the delivery dates stated by you viz. delivery within the next 6 weeks, but we would like to state that delivery before June is a firm condition of this order, and we reserve the right to reject goods delivered after that time. If the goods sell as well as we hope, we shall send further orders in the near future. We look forward to your acknowledgement.
Yours sincerely, Maria Kyseliova Maria Kyseliova Chief Buyer |
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ORDER No. IS 2815 AO INTERSPORT 129511 Ukraine, Kyiv, Universytetska St., 21
Mr S. Long Maxine Sportswear Manufacturing Co., Inc. 842 Seventh Avenue, New York, NY 10018 USA Authorized M. Kyseliova
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Quantity |
Item description |
Cat. No. |
Price f.o.b. New York |
50
30
30
50
50 |
Swimsuit «Venus»: 25 Pink/25 Turquoise Bikini «Colorado»: 15 Lilac/15 Violet Swimsuit «Sensation»: 15 Beige/15 Purple Swimming trunks «Apollo: 50 Green Swimming trunks «He-man»: 25 Blue/25 Orange
Note: Subject to 10% quantity discount |
M 52
M 65
M 55
N 42
N 43 |
$150.00 each
$200.00 -״-
$300.00 -״-
$150.00 -״-
$200.00 -״-
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Comments: 15% Trade Disc. Pymt. C/D Del. 6 weeks Date: 15 April, 20__ |
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