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Figure 27 Order

Head Office, Nesson House, Newell Street, Birmingham B3 3EL

Telephone: +44(0)21 236 6571

Fax: +44(0)21 236 8592

Email: pcrane@lynch.co.ok

www.lynck.com

Order No. DR 4316

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.

  1. Opening. Make it clear that there is an order accompanying the letter.

  2. Payment. Confirm the terms of payment.

  3. Discounts. Confirm the agreed discounts.

  4. Delivery. Confirm the delivery dates.

  5. Methods of delivery. Many companies use forwarding agents who are specialists in packing and handling the documentation to ship goods. Nevertheless, to ensure prompt and safe delivery, it is a good idea to advise the company on how you want the goods packed and sent. This means that if the consignment arrives late, or in a damaged state, your letter is evidence of the instructions you gave.

  6. Packing. Advise your supplier how you want the goods packed.

  7. Closing.

Figure 28

Covering letter

ACKNOWLEDGING AN ORDER

As soon as a supplier receives an order, it should be acknowledged. This can be done by letter, or by email for speed.

Figure 29

Order acknowledgement

UNIT 7

PACKING AND DESPATCH

Anyone who has ever tried to pack a Christmas parcel and who has known the frustration that this seemingly simple operation can entail will agree that packing is an art. So badly is it often done that by the time the parcel reaches its destination it may be reduced to a shapeless mass by the not very gentle handling it has received on its journey. Only really ‘healthy’ parcels come through the ordeal of transport unscathed.

The real art of packing is to get the contents into a nice, compact shape that will stay that way during the roughest journey, and wrap the lot with a good strong cover of some kind. Somewhere between the thin brown paper parcel that tears open at the first touch and the heavy box that gets there all right but costs more in postage than the contents are worth, lies the happy medium that makes the whole thing practical.

This, on a large scale, is the problem that faces the despatch depart­ment of every firm, especially the export firm. The buyer has a right to expect that his goods will reach him in perfect condition, and the seller has to pack them in such a way that they will do so. Nothing is more infuriat­ing to a buyer than to find his goods damaged, or part missing on arrival: and nothing is more likely to lose a customer. In the export trade serious delays may result, causing the customer great loss. It is because of these dangers that large export firms have established a special department for export packing, and the whole question is under regular review. New packing materials are being developed which are light and strong, and new methods being found to ensure the safe transport of heavier goods. Many export firms employ a specialist export packer or forwarding agent to do their packing for them.

The general plan in all packing is to make the goods secure for the kind of journey they have to make, but to keep the package as small and light as possible. Transport costs on land usually depend on the weight, but on the sea the size of the package is also important.

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