Part II. Letter of order

A n order letter, also known as a PO or purchase order letter, is written to provide the vendor with detailed instructions for fulfilling an order. Letters dealing with orders and payments for merchandise form a bulk of business activity.

Proper care should be taken in drafting of the order to eliminate all doubts resulting in loss of time and possibly of the market. The letter usually includes the following: details about what you are ordering or reserving; directions for shipment; manner of payments.

In the letter of order, the main idea in the first paragraph is what it is that we are reserving or ordering. The explanatory paragraphs give whatever details the order requires – about quantity, colour, style, size, price, payment, location, shipment data, place, plus any specific instructions your reader might need.

The last paragraph invites prompt shipment and dated action, if desired.

EXERCISE 1. Fill in the gaps.

Purchase order, vendor, payments for merchandise, drafting of the order, shipment, to reserve.

1. ______– unless made in connection with services that were purchased – is to be made on the basis of lump-sum payment.

2. An official document stating that someone wants to buy something and giving details of size, cost, etc. is called _______.

3. Our partners wrote us a letter with the detailed directions for ______.

4. Someone who is engaged in trading something is called ______.

5. The present invention is directed to a system for _______merchandise.

6. When ______ you should be very careful not to make any mistake.

EXERCISE 2. Match each word with an explanation.

1. formal confirmation • сроки и условия данной сделки

2. verbal order • в указанную дату

3. terms and conditions of the deal • доставка товаров

4. on the said date • заказ, сделанный в устной форме

5. delivery of merchandise • официальное подтверждение

6. quotation • действительность, законность

7. inspection agency • аккредитив

8. total quantity • предварительный счет

9. certificate of quality & quantity • соответствовать чьим-либо

требованиям

10. re-confirm the price • котировка, расценки

11. validity • инспекционное агентство

12. Letter of Credit • общее количество

13. pro-forma invoice • повторно подтвердить цену

14. sample • сертификат о качестве

и количестве

15. to suit somebody`s requirements • образчик

EXERCISE 3. There are 8 mistakes in this letter (grammar, style, word order, vocabulary, spelling, etc.) Find and correct them.

Dear Mr Wilson

Thank you for you letter of 19 May. Please found enclosed our order no. 88694 for 5 EMC180 Scanners.

We would like confirming that payment for this initial order will make by banker's draft on delivery. We will take advantage of the 30-day credit period for any subsequent orders.

We would appreciate it you could arrange for the scanners to be shipped as soon as possible.

I look forward to hear from you in shorts.

Yours faithfully.

S. Gianelli

S. Gianelli, Chief Buyer

EXERCISE 4. Due to a malfunctioning word processor, the following 2 letters have been mixed up. One is from Sesame Systems providing a quotation for a further order of software plugs. The other is from Physiologica to confirm the order. Match each missing section with the appropriate gap on the blank letters of the next page.

1. We would like to place an initial order with you for 500 RSP 11 W plugs and enclose your official order form. We normally make payments by banker's draft. Could you please confirm that this is acceptable to you?

2. Further to your letter of 1 July and your meeting with Mr Gérard in London on 18 July, I am pleased to be able to give you a quotation for the software protection plugs you discussed.

3. P. Varenne, Sales Manager

4. Thank you for your letter of 23 July.

5. We hope that this highly competitive price will meet your approval, and I look forward to receiving your order.

6. Dear Mr Varenne

7. Anne Newson

Project Director

Enc.

8. Mr P Varenne

Discpro SA

251, rue des Ramonières

F-86256POITIERS CEDEX

9. I would like to point out that delivery before the end of November, as agreed with Mr Gérard, is a firm condition of this order as we hope to have the program ready for sale by then.

10. Dear Ms Newson

11. Ms Anne Newson

Project Director

Physiologica

17 Princes Street

London EC1 7DQ

12. We would be able to supply 500 RSP 11W at a unit cost of £17.86, including transportation costs. On any additional orders, we would be able to offer a 20% discount on the unit price.

251, Rue des Ramonières F- 86256 POITIERS CEDEX

DISCPRO SA Tel (33) 99681031

Télécopie (33) 102163

Ref. PV/KH

23 July 20__

a___________________

____________________

____________________

b___________________

c___________________________________________________________

____________________________________________________________

d___________________________________________________________

____________________________________________________________

e___________________________________________________________

Yours sincerely

f_________________

PHYSIOLOGICA 17 Princes St. Tel 071 982 7111

London Telex 988153

EC1700 Fax 071 982 7712

27 July 20__

g___________________

____________________

____________________

h___________________

i___________________________________________________________

j___________________________________________________________

____________________________________________________________

k___________________________________________________________

I look forward to hearing from you.

Yours sincerely

l_________________

EXERCISE 5. Match each word with an explanation.

1. Просим выслать подтверждение • It will take about (three) weeks to

получения нашего заказа. process your order.

2. Мы можем гарантировать • I am pleased to acknowledge

доставку до… receipt of your order ...

3. К сожалению, этой продукции • We are pleased to place an order

нет в наличии/на складе. with your company for ...

4. Мы с удовольствием • Please confirm receipt of our

размещаем заказ в вашу order

компанию.

5. C удовольствием подтверждаю • Unfortunately these articles are

получение вашего заказа №. no longer available/are out of

stock.

6. Мы бы хотели аннулировать • Thank you for your quotation of.

наш заказ...

7. Благодарим за присланные • We would like to cancel our

расценки. order ...

8. Для обработки вашего заказа • We can guarantee delivery before

потребуется около (трех)

недель.

EXERCISE 6. Translate the letter of order using the following word combinations.

заголовок письма: размещение заказа – Subject: order placement

ссылаясь на нашу встречу – with reference to the meeting

рады сообщить – glad to inform

школьная форма – school uniform

форма малого размера – small sized uniforms

среднего размера – medium sized uniforms

быть признательными – appreciate

доставляться – to be delivered

доставка – delivery

как крайний срок – as the deadline

принимать к сведению – to note

аннулироваться – to be cancelled

согласно договоренности – as it was agreed

возражения – objections

сотрудничество – cooperation