商務英語函電 胡鑒明版課件

1、LOGOChapter 7-a Order Placing Business English CorrespondenceBusiness English CorrespondenceLearning Objectivesv When you have completed this chapter, you will knowv (1) What an order is;v (2) What principles should be followed in writing order letters;v (3) How to write letters concerning order exe

2、cution.Questions for discussionv (1) How much do you know about an order? Say as much as you can.v (2) Can you list some items that should be included in an order?v (3) What do you think is the most important principle that a businessman should comply with in executing an order?Background Informatio

3、n An order is a request to supply a specified quantity of goods. It may result from an offer or an enquiry with subsequent quotations. 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 refe

4、r to;2) important details cannot easily be overlooked;3) general conditions can be printed on the back.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 ca

5、rriage paid（運費已（運費已/預付）預付）, or carriage forward（運費到付）（運費到付）; 3) confirm the terms of payment agreed in preliminary negotiations（初步談判）（初步談判）.What should an order form or an order letter include?Background Information 1) to deliver the goods exactly of the kind ordered, and at the agreed time; 2) to g

6、uarantee the goods to be free from faults.When an agreement comes into force,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 check the goods as soon as po

7、ssible (failure to give prompt notice of faults to the seller will be taken as acceptance of the goods).Background informationv At what situations that sellers cannot accept buyers orders?v There are times when sellers cannot accept buyers orders for various reasons:v (1) Goods required are not avai

8、lable;v (2) Prices and specifications have been changed;v (3) Buyers credit is suspected. 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 Sellers Quotations Letters of order placing Sample le

9、tter 6: order canceled Sample letter 4: order from a new customerSample Letter Study Sample letter 5: order with conditions attached1. routine ordersWhen a customer has decided to purchase a product, he will place an order. An order letter is important and widely used. When drafting an order letter,

10、 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. 1. routine ordersUseful expressionWords and phrasesSample letterWriting stepsTextbook, P61 1. routine

11、 ordersWords and Phrases be urgently needed/be in urgent need of sth. 急需急需Writing Steps 2. Give specific description of products, such as quantities, prices, etc. 3. Urge an immediate delivery. 1. (Direct opening) Confirm the previous negotiation.Useful Expression我們希望你方提供我們希望你方提供100箱寵物玩具，每箱箱寵物玩具，每箱2

12、4件，價格件，價格為為100美元，減去美元，減去5%交易折扣，貨到付款。交易折扣，貨到付款。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% trade discount, carriage forward.Improve the followingv From: v To: (Warner Digital)v Subject: Stock Rotationv Dear Mr. Hobbs,v We

13、are informing you of our order for 25 RAM #1888 control switches. Please see the attached order entry sheet.v We are going to make the return shipment of unsold merchandise within this week.v Best regards,v Jeff WangImprove the followingv Dear Mr. Hobbs,v We are informing you of our order (too rigid

14、) - We would like to place an order for 25 RAM #1888 control switches. Please see the attached order entry sheet.v We are going to make the return shipment of unsold merchandise within this week. (avoid the same sentence pattern as above)-The unsold merchandise will be returned within this week.v Be

15、st regards,v Jeff Wang2. Orders Based on Sellers Quotations(p61)To avoid misunderstanding, prices quoted should be repeated when orders are placed. Sample Letter 2: Orders Based on Sellers QuotationsUseful expressionWords and phrasesSample letterWriting stepsTextbook, P61Sample Letter 2: Orders Base

16、d on Sellers QuotationsWriting Steps 2. Urge an immediate delivery. 1.Thank the seller for his offer.3. Repeat the quoted prices.Useful Expression貴公司貴公司10月月3日報價中所列包括運至最終目的地費日報價中所列包括運至最終目的地費用的價格。用的價格。We find both quality and prices satisfactory and are pleased to place an order with you for the follo

17、wing.Prices as stated in your quotation of 3 October to include delivery to final destination.Complete the following by translating the Chinese parts into Englishv Dear Mr. Rendal,v 事由：事由：_v _（請發(fā)送給我們）（請發(fā)送給我們） 10,000 pairs of sheep leather gloves _（按你方（按你方3月月29日所報的條件）日所報的條件）.v Would you please take s

18、pecial care of the quality and the package of this order? _（所用的皮革應與樣品的質(zhì)量相（所用的皮革應與樣品的質(zhì)量相符）符）. We hope that you can pack each pair in an airtight polythene bag（塑料袋密封包裝）（塑料袋密封包裝）, a dozen pairs of gloves in a box and then 20 boxes to a strong seaworthy wooden case. _（如果這首次訂貨令我們滿意，我們以后會再惠顧你（如果這首次訂貨令我們滿意

19、，我們以后會再惠顧你方）方）. v We are enclosing our Purchase Confirmation No.2006-399 in duplicate for your signature. _（希望你方在簽署后退還我（希望你方在簽署后退還我方一份存檔）方一份存檔）. Upon receipt of your confirmation, an L/C will be issued（開出）（開出）. v Sincerely,Suggested Answerv Dear Mr. Rendal,v Subject: Order for 10,000 Pairs of Sheep

20、Leather Glovesv Please dispatch to us （請發(fā)送給我們） 10,000 pairs of sheep leather gloves according to the terms you quoted on March 29 （按你方3月29日所報的條件）.v Would you please take special care of the quality and the package of this order? The leather should be of the same quality as that used in the sample （所

21、用的皮革應與樣品的質(zhì)量相符）. We hope that you can pack each pair in an airtight polythene bag（塑料袋密封包裝）, a dozen pairs of gloves in a box and then 20 boxes to a strongSuggested Answerv seaworthy wooden case. We will order more if the first order with which you proves to be satisfactory （如果這首次訂貨令我們滿意，我們以后會再惠顧你方）.

22、v We are enclosing our Purchase Confirmation No.2006-399 in duplicate for your signature. Please sign and return one copy for our file （希望你方在簽署后退還我方一份存檔）. Upon receipt of your confirmation, an L/C will be issued（開出）. v Sincerely,v Li Mingv Import Director3. Covering Letter with Order FormSometimes a

23、 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. Sample LetterUseful expressionWords and phrasesSample letterWriting steps3. Covering Letter with Order FormTex

24、tbook, P62Writing 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.Translationv 敬啟者，敬啟者，v 非常感謝上月貴公司派代表示范操作你們的產(chǎn)品非常感謝上月貴公司派代表示范操作你們的產(chǎn)品L15盒式盒式錄影機錄影機(video cassette recorder)，我們對此非常滿意。，我們

25、對此非常滿意。v 我們很高興向貴公司訂購以下貨品：我們很高興向貴公司訂購以下貨品：v Videx 型型L15盒式錄影機盒式錄影機60臺臺v 單價單價100新加坡元新加坡元 6，000新加坡元新加坡元v 減去減去5%的折扣的折扣 300新加坡元新加坡元v 合計合計 5，700新加坡元新加坡元v 我方同意貴方上述報價，并希望于我方同意貴方上述報價，并希望于10日之內(nèi)收到上述貨品。日之內(nèi)收到上述貨品。我們將按商定形式交貨付現(xiàn)我們將按商定形式交貨付現(xiàn)(cash on delivery, COD)。Suggested Answerv Dear Sirs,v Thanks a lot for the de

26、monstration of your L15 video cassette recorder by your representatives last month. We were very impressed with it.v We have pleasure, therefore, in ordering the following:v 60 Videx Model L15 video cassette recordersv S$100 each S$ 6,000v less 5% discount S$ 300v TOTAL S$ 5,700v We agree to your qu

27、oted prices, as stated above, and anticipate receiving the goods within ten days. As agreed, payment will be cash on delivery (COD).v Yours sincerely,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 satisfa

28、ction by suggesting that more important orders may follow. He will also submit references if these have not already been given in the preliminary negotiation.Sample Letter: Order from a New CustomerUseful expressionWords and phrasesSample letterWriting steps4. First Orderv Textbook p63Words and Phra

29、ses place a further and larger orders date of invoice deal withWriting 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.Complete the following letter (Placing an initial order)

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

31、_. v (Positive ending) v _ as beneficiary(受益者；受惠人受益者；受惠人), as soon as we receive a notice that the goods are ready for shipment. v Yours faithfully,Suggested Answerv Dear Sirs,v We acknowledge the receipt of your letter dated August 10th, along with your Performa Invoice in duplicate. (Acknowledgeme

32、nt of receiving the letter) We take pleasure in placing our initial order with you for the following:v Item Quantity Price FOB NYv Teacups 200 US$30,00 per hundredv Tea Saucers 200 US$30.50 per hundredv Tea Plates 200 US$30.00 per hundredv Teapots, 2-pint 400 US$30,50 eachv (Placing order: item, qua

33、ntity and price) Suggested Answerv 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 shi

34、pment. Requirements of transaction)v We will open an irrevocable L/C with your company as beneficiary(受益者；受惠人), as soon as we receive a notice that the goods are ready for shipment. (Positive ending) v Yours faithfully,v H. Simon & Co., LtdImprove the underlined parts in the letterv Dear Sirs,v

35、Re: Ladies Blousesv We 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 satisfact

36、ion)v We note that we 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)v For your reference, we wish to effect payment b

37、y D/P at 60 days sight. (Terms of payment) Please send us your reply to confirm. (Request for confirmation)v Yours faithfully,Suggested Answerv Dear Sirs,v Re: Ladies Blousesv We thank you for your quotation of October 6 and the samples of Ladies Blouses. We are satisfied with the quality and take p

38、leasure in enclosing our Order No. 322 for the sizes mentioned in your latest catalogue. (Referring to the offer and conveying satisfaction)v 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 o

39、rder or reject the goods for any delay in shipment. （Terms of condition)v 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)v Yours faithfully,5. Order Canceled(p64)Sometimes an order would

40、 be canceled by the orderer in case some unexpected situation occurs. Order cancellation letter should be sent in time and with great care.Sample Letter: order canceledUseful expressionWords and phrasesSample letterWriting steps6. Order Canceledv Textbook p 64Words and Phrases carriage paid price dr

41、op considerably abstain from consigning the goods運費預付運費預付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.Useful Expression遺憾的是我方須電告貴公司，取消昨日橄欖油訂遺憾的是我方須電告貴公司，取消昨日橄欖油訂貨貨。

42、如貴方停止發(fā)貨，不勝感謝，但在今后的業(yè)務中如貴方停止發(fā)貨，不勝感謝，但在今后的業(yè)務中定會作出補償。定會作出補償。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.

43、Classroom Workouts: Comment on the following letter and improve it v Dear Sir,v Very sorry that we have to canceled our order for 2,000 teacups.v We always welcome you to do business with us in the future time.v Yours sincerely,Suggested Answerv Dear Sir,v Very sorry that we have to canceled the ord

44、er we placed yesterday (mention the exact order) for 2,000 teacups.v 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)v We always welcome you to do business with us in the fut

45、ure time. - We shall, therefore, be pleased if you will stop deliveries, but we shall compensate you（補償）in your future requirements. (End with positive note) v Yours sincerely,v ReviewWriting Structurev A letter of order is usually composed of the following:v 1. Refer the seller to the previous cont

46、act, acknowledging that you have received the offer.v 2. Give the detailed description of your order. The sequence of a number of items is necessary and should be clearly followed.v 3. State the terms and form of payment and the anticipated date of delivery and the mode of transportation.Points to r

47、ememberv (1) Completeness and accuracy are both essential in placing an order;v (2) The buyer should be careful in writing the second part which describes the goods to be ordered;v (3) An order letter should usually be carefully worded;v (4) While writing price terms and total amount, the writer sho

48、uld repeat the figures in words to avoid misunderstanding.Complete the sentencesv 1. We would like to _（訂貨）（訂貨）with you 100 cases of pets toys, 24 pieces per case at the price of $100 per case, _(減去減去5%交易折扣交易折扣),_（運費到付）（運費到付）. v place an order; v less 5% trade discount；v carriage forwardv 2.We are p

49、leased to give you an order for _ (下列下列商品商品)on the understanding that they will be supplied v from current stock _(所報價格所報價格).v the following items; v at the prices quotedComplete the sentencesv 3. We expect to _(這批貨物有好的銷售市場這批貨物有好的銷售市場) andv hope to _(繼續(xù)大量定貨繼續(xù)大量定貨)with you in the near future. v find

50、a good market for these goods; v place further and larger ordersv 4. Our usual terms of payment are one month from v _(發(fā)票日期發(fā)票日期). date of invoicev 5. We place this order _(以以.為條件為條件)that the v consignment is dispatched before 30 June.v on the understandingComplete the sentencesv 6. We suggest paymen

51、t by bill of exchange drawn v on us at 30 days_（見票后）見票后）.v after sightv 7. We _（有權）（有權）to cancel it and refuse delivery _(逾期逾期).v reserve the rightv after this datev 8. We hope to establish regular business with youv if _(第一批貨物與所提供樣品的質(zhì)量一致第一批貨物與所提供樣品的質(zhì)量一致).v the first shipment is in line with the sam

52、ples Complete the sentencesv 9. Unless the goods arrive here before March 5, we will _(被迫取消訂購被迫取消訂購).v have to cancel our orderFind merits or demerits in the order letterv Dear Sir,v As per our message of October 31, we informed you that we would issue our purchase order by the end of November 2005.

53、 But we havent finished the negotiations with our customer and it has become impossible to order all the number under a single purchase order.v 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

54、. 00501-61, which is expected to be issued by us by December 6, 2005.v As this is the first time we import the equipment on this order, we must get our staffs fully familiarized with it for installation, operation and maintenance. So please ship by December 20.v Meanwhile, please send us the operation manual as soon as possible.v Yours sincerely, Suggested Answerv Merits: It is clearly structured and the information is distinctly expressed. Every paragraph centers on one topic. The language used is formal and business-l