商务英语函电 胡鉴明版课件

1、Chapter 7-a Order Placing Business English Correspondence共六十七页Learning ObjectivesWhen you have completed this chapter, you will know(1) What an order is;(2) What principles should be followed in writing order letters;(3) How to write letters concerning order execution.共六十七页Questions for discussion(1

2、) How much do you know about an order? Say as much as you can.(2) Can you list some items that should be included in an order?(3) What do you think is the most important principle that a businessman should comply with in executing an order?共六十七页Background Information An order is a request to supply

3、a specified quantity of goods. It may result from an offer or an enquiry with subsequent quotations. What is an order?共六十七页Background Information Buyers usually use a printed order form/sheet instead of any letter.Advantages of ordering on a printed form: 1) pre-numbered and easy to refer to;2) impo

4、rtant details cannot easily be overlooked;3) general conditions can be printed on the back.Order form共六十七页Background Information 1) include full details of description, quantities, prices; 2) state your requirements about delivery including destination, date, mode of transport and whether to be sent

5、 carriage paid（运费已/预付(y f)）, or carriage forward（运费到付）; 3) confirm the terms of payment agreed in preliminary negotiations（初步谈判）.What should an order form or an order letter include?共六十七页Background Information 1) to deliver the goods exactly of the kind ordered, and at the agreed time; 2) to guarant

6、ee the goods to be free from faults.The sellers obligations are:When an agreement comes into force,共六十七页Background Information 1) to accept the goods supplied, if they comply with the terms of the order;2) to pay for them at the time of delivery, unless there is an agreement to the contrary;3) to ch

7、eck the goods as soon as possible (failure to give prompt notice of faults to the seller will be taken as acceptance of the goods).The buyers obligations are:共六十七页Background informationAt what situations that sellers cannot accept buyers orders?There are times when sellers cannot accept buyers order

8、s for various reasons:(1) Goods required are not available;(2) Prices and specifications have been changed;(3) Buyers credit is suspected.共六十七页 Letters of order placing Sample letter 3: covering letter with order form Sample letter 1: routine ordersSample Letter Study Sample letter 2: order based on

9、 Sellers Quotations共六十七页 Letters of order placing Sample letter 6: order canceled Sample letter 4: order from a new customerSample Letter Study Sample letter 5: order with conditions attached共六十七页1. routine ordersWhen a customer has decided to purchase a product, he will place an order. An order let

10、ter is important and widely used. When drafting an order letter, you must be very careful, especially with items, quantities and prices, because a minor mistake may mislead the goods or service providers, which may finally result in the failure of a transaction.共六十七页 1. routine ordersUseful expressi

11、onWords and phrasesSample letterWriting steps共六十七页Textbook, P61 1. routine orders共六十七页Words and Phrases carriage forward be urgently needed/be in urgent need of sth. arrange for immediate /prompt delivery 急需(jx)安排(npi)即刻交货运费到付共六十七页Writing Steps 2. Give specific description of products, such as quant

12、ities, prices, etc. 3. Urge an immediate delivery. 1. (Direct opening) Confirm the previous negotiation.共六十七页Useful Expression我们(w men)希望你方提供100箱宠物玩具，每箱24件，价格为100美元，减去5%交易折扣，货到付款。We would like to place an order with you 100 cases of pets toys, 24 pieces per case at the price of $100 per case, less 5

13、% trade discount, carriage forward.共六十七页Improve the followingFrom: jeff.wangTo: hobbs(Warner Digital)Subject: Stock RotationDear Mr. Hobbs,We are informing you of our order for 25 RAM #1888 control switches. Please see the attached order entry sheet.We are going to make the return shipment of unsold

14、 merchandise within this week.Best regards,Jeff Wang共六十七页Improve the followingDear Mr. Hobbs,We are informing you of our order (too rigid) - We would like to place an order for 25 RAM #1888 control switches. Please see the attached order entry sheet.We are going to make the return shipment of unsold

15、 merchandise within this week. (avoid the same sentence pattern as above)-The unsold merchandise will be returned within this week.Best regards,Jeff Wang共六十七页2. Orders Based on Sellers Quotations(p61)To avoid misunderstanding, prices quoted should be repeated when orders are placed. 共六十七页 Sample Let

16、ter 2: Orders Based on Sellers QuotationsUseful expressionWords and phrasesSample letterWriting steps共六十七页Textbook, P61Sample Letter 2: Orders Based on Sellers Quotations共六十七页Writing Steps 2. Urge an immediate delivery. 1.Thank the seller for his offer.3. Repeat the quoted prices.共六十七页Useful Express

17、ion我公司(n s)对你方产品的质量和价格均感满意，现订货如下。贵公司(n s)10月3日报价中所列包括运至最终目的地费用的价格。We find both quality and prices satisfactory and are pleased to place an order with you for the following.Prices as stated in your quotation of 3 October to include delivery to final destination.共六十七页Complete the following by translat

18、ing the Chinese parts into EnglishDear Mr. Rendal, 事由：_（请发送给我们） 10,000 pairs of sheep leather gloves _（按你方3月29日所报的条件）.Would you please take special care of the quality and the package of this order? _（所用的皮革应与样品的质量相符）. We hope that you can pack each pair in an airtight polythene bag（塑料袋密封包装）, a dozen

19、 pairs of gloves in a box and then 20 boxes to a strong seaworthy wooden case. _（如果这首次订货令我们满意，我们以后(yhu)会再惠顾你方）. We are enclosing our Purchase Confirmation No.2006-399 in duplicate for your signature. _（希望你方在签署后退还我方一份存档）. Upon receipt of your confirmation, an L/C will be issued（开出）. Sincerely,共六十七页Su

20、ggested AnswerDear Mr. Rendal, Subject: Order for 10,000 Pairs of Sheep Leather GlovesPlease dispatch to us （请发送给我们） 10,000 pairs of sheep leather gloves according to the terms you quoted on March 29 （按你方3月29日所报的条件）.Would you please take special care of the quality and the package of this order? The

21、 leather should be of the same quality as that used in the sample （所用(su yn)的皮革应与样品的质量相符）. We hope that you can pack each pair in an airtight polythene bag（塑料袋密封包装）, a dozen pairs of gloves in a box and then 20 boxes to a strong共六十七页Suggested Answerseaworthy wooden case. We will order more if the fi

22、rst order with which you proves to be satisfactory （如果这首次订货令我们满意，我们以后会再惠顾你方）. We are enclosing our Purchase Confirmation No.2006-399 in duplicate for your signature. Please sign and return one copy for our file （希望(xwng)你方在签署后退还我方一份存档）. Upon receipt of your confirmation, an L/C will be issued（开出）. S

23、incerely,Li MingImport Director共六十七页3. Covering Letter with Order FormSometimes a buyer might cover a letter with order form to place his order. It is much easier than writing a complete order letter, and more importantly, order forms are effective in avoiding mistakes.共六十七页 Sample LetterUseful expr

24、essionWords and phrasesSample letterWriting steps共六十七页3. Covering Letter with Order FormTextbook, P62共六十七页Writing Steps 1. Thank the seller for his offer/ quotation. 2. Urge an immediate delivery. 3. Cover the letter with order form: quantity, items, catalogue number, price, etc.共六十七页Translation敬启者，

25、非常感谢上月贵公司派代表示范(shfn)操作你们的产品L15盒式录影机(video cassette recorder)，我们对此非常满意。我们很高兴向贵公司订购以下货品：Videx 型L15盒式录影机60台单价100新加坡元 6，000新加坡元减去5%的折扣 300新加坡元 合计 5，700新加坡元我方同意贵方上述报价，并希望于10日之内收到上述货品。我们将按商定形式交货付现(cash on delivery, COD)。共六十七页Suggested AnswerDear Sirs,Thanks a lot for the demonstration of your L15 video ca

26、ssette recorder by your representatives last month. We were very impressed with it.We have pleasure, therefore, in ordering the following:60 Videx Model L15 video cassette recorders S$100 each S$ 6,000less 5% discount S$ 300 TOTAL S$ 5,700We agree to your quoted prices, as stated above, and anticipa

27、te receiving the goods within ten days. As agreed, payment will be cash on delivery (COD).Yours sincerely,共六十七页4. Order from a New Customer(p63)When a buyer places a “first” order with a supplier of whom he has little knowledge, he often tries to obtain satisfaction by suggesting that more important

28、 orders may follow. He will also submit references if these have not already been given in the preliminary negotiation.共六十七页Sample Letter: Order from a New CustomerUseful expressionWords and phrasesSample letterWriting steps共六十七页4. First Order Textbook p63共六十七页Words and Phrases place a further and l

29、arger orders 发票日期继续大量订货 date of invoice deal with与有商业往来共六十七页Writing Steps 1. Thank the seller for his offer. 2. Place the order: quantity, pattern number, prices. 3. End on an optimistic note and hope to make regular orders with the seller.共六十七页Complete the following letter (Placing an initial order

30、) Dear Sirs, (Acknowledgement of receiving the letter) _. We take pleasure in placing our initial order with you for the following: (Placing order: item, quantity and price) _.Since this is the first time we have explored the Malaysian markets for your products, (Requirements of transaction)_. (Posi

31、tive ending) _ as beneficiary(受益者；受惠(shu hu)人), as soon as we receive a notice that the goods are ready for shipment. Yours faithfully,共六十七页Suggested AnswerDear Sirs, We acknowledge the receipt of your letter dated August 10th, along with your Performa Invoice in duplicate. (Acknowledgement of recei

32、ving the letter) We take pleasure in placing our initial order with you for the following: Item Quantity Price FOB NYTeacups 200 US$30,00 per hundredTea Saucers 200 US$30.50 per hundredTea Plates 200 US$30.00 per hundredTeapots, 2-pint 400 US$30,50 each(Placing order: item, quantity and price) 共六十七页

33、Suggested Answer Since this is the first time we have explored the Malaysian markets for your products, it is, therefore, absolutely essential for you to see to it that all the goods delivered are up to the export standards and that all of them are thoroughly inspected prior to shipment. Requirement

34、s of transaction) We will open an irrevocable L/C with your company as beneficiary(受益者；受惠(shu hu)人), as soon as we receive a notice that the goods are ready for shipment. (Positive ending) Yours faithfully, H. Simon & Co., Ltd共六十七页Improve the underlined parts in the letterDear Sirs, Re: Ladies Blous

35、esWe thank you for your quotation of October 6 and the samples of Ladies Blouses. The quality satisfied us very well and so happy to send you the letter together with our Order No. 322 for the sizes mentioned in your latest catalogue. (Referring to the offer and conveying satisfaction)We note that w

36、e can be supplied these items by you and hope we will be made delivery by the end of November. Our company is going to not need this order any more or refuse to accept the goods if you cannot supply us on time. （Terms of condition)For your reference, we wish to effect payment by D/P at 60 days sight

37、. (Terms of payment) Please send us your reply to confirm. (Request for confirmation)Yours faithfully,共六十七页Suggested AnswerDear Sirs, Re: Ladies BlousesWe thank you for your quotation of October 6 and the samples of Ladies Blouses. We are satisfied with the quality and take pleasure in enclosing our

38、 Order No. 322 for the sizes mentioned in your latest catalogue. (Referring to the offer and conveying satisfaction)We note that you can supply these items from stock and hope you will make delivery by the end of November. Our company will reserve the right to cancel this order or reject the goods f

39、or any delay in shipment. （Terms of condition)For your reference, we wish to effect payment by D/P at 60 days sight. (Terms of payment) Please kindly let us have your confirmation. (Request for confirmation)Yours faithfully,共六十七页5. Order Canceled(p64)Sometimes an order would be canceled by the order

40、er in case some unexpected situation occurs. Order cancellation letter should be sent in time and with great care.共六十七页Sample Letter: order canceledUseful expressionWords and phrasesSample letterWriting steps共六十七页6. Order Canceled Textbook p 64共六十七页Words and Phrases carriage paid 价格大跌 price drop con

41、siderably abstain from consigning the goods停止发货运费(yn fi)预付共六十七页Writing Steps 2. Express regret and tell why the order to be canceled. 3. End on an optimistic note and hope to compensate the reader in the future. 1. Refer to the relevant letter.共六十七页Useful Expression遗憾的是我方须电告贵公司，取消(qxio)昨日橄榄油订货。如贵方停止

42、发货，不胜(bshng)感谢，但在今后的业务中定会作出补偿。We very much regret having had to send you the following telegram “Cancel yesterdays order for OliveOil.”We shall be glad if you will abstain from consigning the goods, but we shall not fail to indemnify you in the event of future requirements.共六十七页Classroom Workouts: C

43、omment on the following letter and improve it Dear Sir,Very sorry that we have to canceled our order for 2,000 teacups.We always welcome you to do business with us in the future time.Yours sincerely,共六十七页Suggested AnswerDear Sir,Very sorry that we have to canceled the order we placed yesterday (ment

44、ion the exact order) for 2,000 teacups.This we felt ourselves compelled to do so, since unfortunately our customers have been offered the cheaper ones by other manufacturers. (tell reason why you cancel the order)We always welcome you to do business with us in the future time. - We shall, therefore,

45、 be pleased if you will stop deliveries, but we shall compensate you（补偿(bchng)）in your future requirements. (End with positive note) Yours sincerely,共六十七页 Review共六十七页Writing StructureA letter of order is usually composed of the following:1. Refer the seller to the previous contact, acknowledging tha

46、t you have received the offer.2. Give the detailed description of your order. The sequence of a number of items is necessary and should be clearly followed.3. State the terms and form of payment and the anticipated date of delivery and the mode of transportation.共六十七页Points to remember(1) Completene

47、ss and accuracy are both essential in placing an order;(2) The buyer should be careful in writing the second part which describes the goods to be ordered;(3) An order letter should usually be carefully worded;(4) While writing price terms and total amount, the writer should repeat the figures in wor

48、ds to avoid misunderstanding.共六十七页Complete the sentences1. We would like to _（订货）with you 100 cases of pets toys, 24 pieces per case at the price of $100 per case, _(减去5%交易(jioy)折扣),_（运费到付）. place an order; less 5% trade discount； carriage forward2.We are pleased to give you an order for _ (下列商品)on

49、the understanding that they will be supplied from current stock _(所报价格). the following items; at the prices quoted共六十七页Complete the sentences3. We expect to _(这批货物有好的销售市场) andhope to _(继续大量定货(dn hu)with you in the near future. find a good market for these goods; place further and larger orders4. Our

50、 usual terms of payment are one month from _(发票日期). date of invoice 5. We place this order _(以.为条件)that the consignment is dispatched before 30 June. on the understanding共六十七页Complete the sentences6. We suggest payment by bill of exchange drawn on us at 30 days_（见票后）. after sight7. We _（有权）to cancel

51、 it and refuse delivery _(逾期). reserve the right after this date8. We hope to establish regular business with you if _(第一批货物与所提供样品(yngpn)的质量一致). the first shipment is in line with the samples 共六十七页Complete the sentences9. Unless the goods arrive here before March 5, we will _(被迫(bi p)取消订购). have to

52、cancel our order共六十七页Find merits or demerits in the order letterDear Sir, As per our message of October 31, we informed you that we would issue our purchase order by the end of November 2005. But we havent finished the negotiations with our customer and it has become impossible to order all the numb

53、er under a single purchase order. We are enclosing our purchase order No 00501-60, but it covers only a part of the initial order. The remaining part will be covered by our purchase order No. 00501-61, which is expected to be issued by us by December 6, 2005. As this is the first time we import the

54、equipment on this order, we must get our staffs fully familiarized with it for installation, operation and maintenance. So please ship by December 20. Meanwhile, please send us the operation manual as soon as possible. Yours sincerely, 共六十七页Suggested AnswerMerits: It is clearly structured and the information is distinctly expressed. Every paragraph centers on one topic. The language used is formal and business-like Demerits: The letter give