外贸英语函电 第十版 课件 CHP7 Conclusion of Business

时间：2025.02DUFECHP7ConclusionofBusiness目录CATALOGUE1.AcceptingaQuotationSpecimenLetters2.KeyConsiderationsforAcceptingaQuotation3.BenefitsofaWell-StructuredAcceptanceEmail4.AcceptingaQuotationPart01SubjectLineThesubjectlineshouldbeclearandconcise,quicklyconveyingthepurposeoftheemail,suchas“AcceptanceofQuotationfor[ProjectName]”.Aclearsubjectlinehelpsgrabtherecipient’sattentionandensurestheemailisviewedpromptly.OrderDetailsBrieflyrestatethekeydetailsoftheorder,includingtheprojectname,description,quantities,anddeliverytimeline.Restatingtheorderdetailsreinforcestheagreed-upontermsandminimizespotentialmisunderstandings.GreetingAddresstherecipientprofessionally,usingtheirnameifpossible.Apropergreetingsetsarespectfultonefortheemail.PaymentTermsIfthequotationoutlinesspecificpaymentterms,confirmyourunderstandingandreiteratethepaymentschedule.Confirmingthepaymenttermsavoidsconfusionregardingdeadlinesandmethods.AcknowledgementBeginbyacknowledgingthereceiptofthequotation,mentioningthedateitwasreceived,showingattentivenessandappreciationforthevendor’sefforts.Acknowledgingthereceiptofthequotationdemonstratesprofessionalismandattentiontodetail.NextStepsOutlinethenextstepsintheprocess,suchasrequestingapurchaseorderorconfirmingthedeliverydate.Clearnextstepsprovidearoadmapforbothpartiesandensuretheprocessmovesforwardsmoothly.AcceptanceStatementClearlystateyouracceptanceofthequotationandconfirmyourintentiontoproceedwiththeprojectorpurchase.Aclearacceptancestatementensuresthereisnomisunderstandingaboutyourdecision.ThankYouandClosingExpressgratitudeforthevendor’sproposalandcollaboration,andconcludewithaprofessionalclosing.Athankyounotefostersapositiverelationshipandleavesagoodimpression.StructureofanAcceptanceEmail01020304ProjectDetailsClearlyidentifytheprojectorpurchaseyouareacceptingthequotationfortoensurebothpartiesareonthesamepage.Accurateprojectdetailspreventanyconfusionaboutthescopeofworkorgoodsbeingprocured.NextStepsandTimelineClearlyoutlinethenextstepsintheprocurementprocess,includingtheexpectedtimelinefororderfulfillment.Acleartimelineensuresbothpartiesareonthesamescheduleandtheprocessprogressesefficiently.QuotationNumberRefertothespecificquotationnumbertoidentifythedocumentyouarereferencing.Mentioningthequotationnumberensuresaccuraterecord-keepingandpreventsconfusion.ContactInformationProvideyourcontactinformation,includingyourphonenumberandemailaddress,foranyfurthercommunication.Offeringcontactinformationensuresthevendorcanreachyouifanyquestionsorclarificationsareneeded.ConfirmationofTermsReiteratethekeytermsoftheagreement,includingtheagreed-uponprice,deliverydates,andpaymentterms.Confirmingthetermsensuresmutualunderstandingandminimizestheriskoffuturemisunderstandings.ProfessionalToneMaintainaprofessionaltonethroughouttheemailtodemonstraterespectandcourtesy.Aprofessionaltonereflectswellonyourbusinessandfostersapositiverelationship.AcknowledgementofSpecialRequestsIfanyspecificrequestsorcustomizationsareincludedinthequotation,acknowledgetheirinclusionandconfirmyourunderstanding.Acknowledgingspecialrequestsshowsattentiontodetailandensuresallrequirementsaremet.050607ContentofanAcceptanceEmailSpecimenLettersPart02Thisemailconfirmstheacceptanceofyourquotationforthe[ProjectName]project.01Wearecurrentlydraftingapurchaseorderandwillsendacopyonceitiscompleted.02SampleOneYourquotationhasbeenapproved.Wewillscheduleameetingtofinalizedetails.PleasecontactJaneat123-456-7890ifyouhaveanyinquiriesorcomplaints.0102SampleTwo01Weareexcitedtobedoingbusinesswithyou.Pleasereachouttoscheduleameeting.02Yourquotationcheckedallofourboxesandwelookforwardtofinalizingthedetails.SampleThreeKeyConsiderationsforAcceptingaQuotationPart030201Ensureyouhavecarefullyreviewedalltermsandconditionsbeforeacceptingaquotation.Paycloseattentiontoprice,paymentterms,deliverydates,andotherstipulations.ReviewThoroughlyIfyouhaveanyquestionsorneedclarification,contactthevendorbeforeacceptingthequotation.Clarifyingambiguitiesupfrontpreventsissueslaterintheprocess.SeekClarificationIfthequotationdoesnotmeetyourexpectations,negotiatewiththevendor.01Thiscouldinvolverequestingapricereduction,alteringthescopeofwork,oradjustingthedeliverytimeframe.02NegotiationForsignificantprojectsorpurchases,considerseekinglegaladvicebeforeacceptingthequotation.Alawyercanreviewthetermsandconditionstoensuretheyarefavorabletoyourcompany.0102LegalReview01.02.Keepthoroughdocumentationofallcommunicationregardingthequotation.Thisincludestheoriginaldocument,subsequentcorrespondence,andtheacceptanceemail.DocumentationBenefitsofaWell-StructuredAcceptanceEmailPart04Astructuredemaileliminatesambiguityandensuresbothpartiesunderstandtheagreement.Clearcommunicationpreventsmisunderstandingsanddisputes.ClarityItdemonstratesyourprofessionalismandattentiontodetail.Awell-writtenemailleavesapositiv