1、Section1. How to Write Letters Placing and Executing Orders,To give a brief introduction to what is an order and reply to an order To enable Ss to become aware of main content of letters for an order and reply to an order To enable Ss to familiarize themselves with the samples given To read and prac
2、tice using some of the important words and expressions for business writing To do exercises and practice translating quotation, offer and counter-offer,Objectives:,Unit 6 Writing for Orders and Executing Orders,I. What Is an Order and Reply to An Order?,An order is a request to supply a specified qu
3、antity of goods. Very often, it is only after the exchange of a number of letters, faxes or E-mails that the two parties come entirely to terms and the buyer finally places or fills a formal order by letter or fax. When a seller receives the relative order and confirms and accepts its terms and cond
4、itions, he may begin to execute the order to the buyers satisfaction. However, there are times when a seller does not accept the buyers order for some reasons. Letters declining an order should be written with utmost care and an eye to good will and future business.,II. The Main Content of an Accept
5、ance or Order Letter,1) Expressing thanks/pleasure for receiving the offer/quotation 2) Saying that you have accepted the offer/quotation 3) Saying to place an order,III. Read and Explain Sample Letters,Sample 1: An Order for Printed Shirting,Gentlemen,We thank you for your quotation of July 25 toge
6、ther with patterns of Printed Shirting. We find both quality and price satisfactory and are pleased to give you an order for the following items on the understanding that they will be supplied from stock at the prices named:Quantity Pattern No. Prices 50,000 yards 181 HK$11 per yd. 40,000 yards 183
7、HK$14 per yd. 50,000 yards 185 HK$17 per yd. (All the prices are FOB Hong Kong.),III. Read and Explain Sample Letters,Sample 1: An Order for Printed Shirting,We expect to find a good market for the above and hope to place further and large orders with you in the near future.Our usual terms of paymen
8、t are by D/P 60 days and we hope they will be satisfactory to you. Meanwhile, should you wish to make inquires concerning our financial standing, you may refer to the following bank:The A. B. C. Bank 15XYZ Street, Hong Kong. Yours sincerely,Answer the Following Questions,1. What does the writer expr
9、ess in the opening? 2. What are the buyers payment terms?,Words and Phrases,1.give sb an order for sth place an order for sth,e.g. We are pleased to give you an order for Chinese tea.,e.g. I lent him money on the understanding that he paid it back the next month.,e.g. They cannot supply the goods fr
10、om stock at the moment.,2.on the understanding that on the condition that,3.from stock from the goods available immediately,Refer to sample,Words and Phrases,4.find a good market for have a large demand for,e.g. Were sure that you will find a good market for our goods for they are of good quality.,e
11、.g. Do you accept D/P terms?,5.D/P Documents against Payment,Refer to sample,Sample 2: Sales Confirmation for Acknowledging an Order,Dear Sirs,Against the captioned order from you we have the pleasure of enclosing our Sales Confirmation No. EH - 718 for your signature. You are requested to return us
12、 a copy as soon as possible.While appreciating the confidence you have placed in us, we wish to add that according to our usual practice we use the form of Sales Confirmation for acknowledging the conclusion of business rather than sign the Order Form of our clients. Our Sales Confirmations are reli
13、able instruments which accurately and comprehensively reflect the spirit and essence of our agreement. To abide by the stipulations,Sample 2: Sales Confirmation for Acknowledging an Order,and carry them out to the full will mean the complete realization of the duties and rights of both parties to th
14、e mutual benefit. We hope that this explanation will meet with your approval.Should there be any question with respect to the wording or content of the terms and stipulations, please do not hesitate to tell us so that we may make a check or adjustment, if necessary. Yours sincerely,Answer the Follow
15、ing Questions,1. How does the writer acknowledge an order?,Words and Phrases,1.Sales Confirmation a simple form of sales contract,e.g. Well send you a Sales Confirmation for your signature.,e.g. It is the practice in English law to consider a person not guilty until he has been proved guilty.,e.g. W
16、e must abide by the law.,2.practice a standard course of action that is accepted as correct or desirable,3.abide by act according to,Refer to sample,Words and Phrases,4.meet with get,e.g. Their reasonable request will meet with our approval.,e.g. The wording of a business agreement should be exact.,
17、5.wording the words chosen to express sth and the phrases they form,Refer to sample,Sample 3: Sales Confirmation for Acknowledging an Order,Dear Sirs,Thank you for your order of November 11.We should like to fill your order for the Fashion Blouse A437, Size 38, but the fact is that we have received
18、more orders than we had expected, with the result that our large reserve stock has been sold out.The manufacturer is no longer able to supply this blouse, but we are fortunate to have in stock a blouse of the same high quality and exquisite style, at a slightly lower price. You will find this blouse
19、 listed and illustrated in our catalogue, on page 15, A438. We can send you the blouse promptly if we receive your order within a few days. This model is very popular. It is now selling as fast as the model you ordered.,Sample 3: Sales Confirmation for Acknowledging an Order,Remember, you are fully
20、protected by our guarantee, “Money cheerfully and promptly refunded if you are not satisfied.” We are certain, however, that you will not part with the blouse when you see it.Just write the catalogue number of the blouse and the size you desire on enclosed special order blank, and, mail it to us in
21、the enclosed stamped envelope.The blouse will reach you promptly. Yours faithfully,Answer the Following Questions,1. Can the seller supply the required goods as the buyer ordered? What does the seller do to solve the problem? 2. Whats the reason that the seller cannot supply the goods required in th
22、e buyers order?,Words and Phrases,1.fill ones order fulfill ones order,e.g. Wed like to fill your order, but we do not have the special equipment to produce the goods.,e.g. Owing to big demand, their reserve stock is soon running out.,e.g. Are very long skirts the present model?,2.reserve stock good
23、s kept in stock for future use,3.model style of dressing,Refer to sample,Words and Phrases,4.refund return (money),e.g. We guarantee refunding the payment if you find the goods are not to your satisfaction.,e.g. Its not easy to part with ones possessions.,5.part with give up,Refer to sample,Exercise
24、,1. Translate the first reading into Chinese.,Answer,GO next,Exercise,1. Translate the following into English.,接到你公司8月15日印花细布定单，非常高兴，并欢迎你公司成为我公司的客户之一。现确认按你方来信列明的价格供应印花细布，并正安排下周由“公主号”轮装出。深信你公司收到货物后，定会感到完全满意。你公司也许不甚知道我公司的经营范围，现附上目录一份。希望这首笔定单将导致彼此更多的业务往来，展开愉快的工作关系。,Answer,Objectives:,To give a brief in
25、troduction to how to write an order and reply to an order To enable Ss to become aware of different conventionalities used for writing an order and reply to an order To practice using different conventionalities used for writing an order and reply to an order To do exercises,Section2. Skills for Wri
26、ting to Place Orders and to Make Replies to Orders,I. How to Write an Order and Reply to an Order,The essential qualities of an order are accuracy and clarity. In an order letter, supply the following information as exactly as possible:,1. Description-Indicate the name of the product, the model or a
27、rticle numbers, if any, the page of the catalogue from which you are ordering, the quantity of each item, and the price. 2. Destination- State where you want the order shipped. 3. Payment- Indicate now you plan to pay for the merchandise. 4. Any special circumstances-State such things as mode of pac
28、king, time of shipment, or the way of shipment (air freight, for example),II. Conventionalities for Writing an Order Letter.,1. Thank you for your offer of February 14. Your prices and quality turned out to be satisfactory and we are sending you an order for the following. 2. We are pleased to enclo
29、se an indent/trial order/purchase order/ revised order/substitute order for 20,000 pieces of plastic toy mobile phones. 3. Enclosed please find two copies of Purchase Contract No. , which we trust, will be found in order. Kindly sign and return a copy for our file. 4. Please see that your goods meet
30、 our requirements. 5. We need the goods urgently and it is imperative that the ordered goods reach us by the end of this month. 我们急需此货，因此，所定货物务必于本月底前运到。,III. Conventionalities for Writing an Order-Acknowledgement Letter.,1. We thank you for your trial order of February 26 for ten thousand sets of ou
31、r “Diamond” electric fans. 2. We thank you for this order, and hope we may have the pleasure of supplying you again in the near future. 3. We were pleased to get such a good order from you although it was after a lapse of time which had been much too long.,III. Conventionalities for Writing an Order
32、-Acknowledgement Letter.,4. We want to tell you how pleased we were with your order, because it represents our first deal with you. We have always felt that our high quality merchandise should have a ready sale in your area. 5. Our best and prompt attention will be given to the execution of this ord
33、er. 6. We are unable to manufacture the article you ordered. Enclosed, we are returning your order.,III. Conventionalities for Writing an Order-Acknowledgement Letter.,7. Due to difficulties with our suppliers, we are unable to accept your order at this time. 8. As a result of the recent communicati
34、ons between us, we confirm having accepted your order for, which has been booked with our manufacturers. Enclosed we are sending you our Sales Confirmation No.in duplicate/triplicate, one copy of which please sign and return to us for our records. 9. We are handing you herewith our Sales Confirmatio
35、n No.with the request that you will sign and return to us the duplicate as soon as possible.,Exercise,1. Translate the following Chinese into English.,1)如果你们订购这种商品，我们可以按你们所需要的数量供应。 2)我方可接受交单付现的付款方式。 3)相关信用证将通过雅加达第一国家银行开出。收到后请立即安排装运，我方非常感谢。 4)如果你方能满足我方的需要，井答应提前交货，我方就接受你方的价格。 5)800美元每台的价格我方可以接受，但条件是你方
36、应将订货数量增至3000台。 6)货物装船后，您方可按发票金额开立汇票向我方提款。 7)请注意，货物应装在结实的适合海运的集装箱内。 8)这种产品的起订量是300箱。如果你方订购500箱以上，我们就减价3。,Answer,Exercise,2. Complete the following letter by filling the blanks with the given words.,to it hope order for order,Dear Sirs,We thank you your order No, 215 for 6 sets of electric motor cars
37、Model EF-617. We would like to accept your very much, but we cannot see our way clear to do this. You will understand that the alteration from the standard specifications to your requirements needs a substantial adjustment our production methods based on the belt conveyor system.This entails a consi
38、derable increase in labor cost and materials. We trust that you will understand that it is not lack of cooperation and goodwill that makes impossible to meet your wishes. We you will find it possible to replace your by our excellent substitute Model EJ-627.Yours faithfully,Answer,Exercise,Return,你公司
39、7月25日的报价单及印花细布花式样均收悉，谢谢。我公司对品质和价格均感满意，并乐意在供应现货的条件下按（以下）指定价格订购下列货物：数 量 花式号 价 格50,000码 181 每码港币11元40,000码 183 每码港币14元50,000码 185 每码港币17元 （所有价格都是香港船上交货价） 我们期望为上述商品开拓好的市场，并希望不久将来再向你公司大量定货。我公司通常的付款条件是60天付款交单，希望此付款条件能令你公司满意。你公司如需了解我公司财务状况，请向下列银行查询：,GO text,Exercise,接到你公司8月15日印花细布定单，非常高兴，并欢迎你公司成为我公司的客户之一。现
40、确认按你方来信列明的价格供应印花细布，并正安排下周由“公主号”轮装出。深信你公司收到货物后，定会感到完全满意。你公司也许不甚知道我公司的经营范围，现附上目录一份。希望这首笔定单将导致彼此更多的业务往来，展开愉快的工作关系。,Return,We are pleased to receive your order of August 15 for Printed Shirting and welcome you as one of our customers.We confirm supply of the Printed Shirting at the prices stated in your
41、 letter and are arranging for dispatch next week on s. s. “Princess.” When the goods reach you, we feel confident that you will be completely satisfied with them.As you may not be aware of the wide range of goods we deal in, we are enclosing a copy of our catalogue and hope that our handling of your
42、 first order with us will lead to further business between us and mark the beginning of a happy working relationship.,Exercise,Return,1) If you want to purchase this product, we are able to supply as much as you require. 2) Payment by cash against documents is acceptable to us. 3) The relative L/C w
43、ill be established through the First National Bank, Jakarta. We thank you very much for your prompt arrangement of shipment upon receipt of it. 4) Well accept your price if you can meet our needs and make an earlier shipment. 5) The price of $ 800 per set is acceptable, provided you increase the qua
44、ntity of your order to 3,000 sets. 6) After you ship the goods we ordered, you may draw upon us for the amount of the invoice. 7) Please note that the commodities shall be packed in strong seaworthy containers. 8) The minimum quantity of an order for the goods is 300 cases. If you order more than 50
45、0 cases, we can reduce our price by 3%.,Dear Sirs,We thank you your order No, 215 for 6 sets of electric motor cars Model EF-617. We would like to accept your very much, but we cannot see our way clear to do this. You will understand that the alteration from the standard specifications to your requi
46、rements needs a substantial adjustment our production methods based on the belt conveyor system.This entails a considerable increase in labor cost and materials. We trust that you will understand that it is not lack of cooperation and goodwill that makes impossible to meet your wishes. We you will find it possible to replace your by our excellent substitute Model EJ-627.Yours faithfully,for order to it hope order,
