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lesson 1: layout and style of a business letter

N&N Co., Ltd. 85 Hue Str. Hanoi Vietnam Phone and Fax: 84-4-8645465 E-mail: maihoapp@newsvn.com Hanoi, 29th September, 2002 Your Ref: DS/st Our Ref: Mr Davids Smith R.304 Hoa Binh hotel Hai Ba Trung district Hanoi

Attn: Suzzane Taylor


Dear Sir, Re: Dinner. We thank you for the samples of your water purifier made in the United Kingdom. We would like to inform you that currently N&N has been researching and discussing with domestic customers to know the demand of this equipment in Vietnam. We are enclosing our brochure No 345 for your reference. We have pleasure in inviting you and Ms. Sussane Taylor to the dinner at Hoa binh Hotel at 7 p.m next Sunday. We are looking forward to hearing from you now and seeing you later. Yours truly, For N&N Co., Ltd. (signed) Trn Vn Ngha The Director Enc: Brochure No 234 Cc: P/s: P.P/s:

Full-Blocked Letter Layout

N&N Co., Ltd. 85 Hue Str. Hanoi Vietnam Phone and Fax: 84-4-8645465 E-mail: maihoapp@newsvn.com Hanoi, 29th Sept. 2002 Your Ref: DS/st Our Ref: Mr Davids Smith R.304 Hoa Binh hotel Hai Ba Trung district

Hanoi Attn: Suzzane Taylor


Dear Sir, Re: Dinner. We thank you for the samples of your water purifier made in the United Kingdom. We would like to inform you that currently N&N has been researching and discussing with domestic customers to know the demand of this equipment in Vietnam. We are enclosing our brochure No 345 for your reference. We have pleasure in inviting you and Ms. Sussane Taylor to the dinner at Hoa binh Hotel at 7 p.m next Sunday. We are looking forward to hearing from you now and seeing you later. Yours truly, For N&N Co., Ltd. (signed) Trn Vn Ngha The Director Enc: Brochure No 234 Cc: P/s: P.P/s:

Semi-blocked Layout Note:


Full blocked: all letter parts begin at the left margin ( but re; the address of sender)

Semi blocked: all letter parts begin at the left margin except the dateline, complimentary closing, company signature and and the writers identification, which start at the horizontal center of the page. The beginning of the paragraph indented five or ten spaced. 1. Letterhead 2. Dateline 3. Reference 4. Inside address (receivers) 5. Attention 6. Salutation 7. Subject line 8. Body 9. Complimentary closing 10. Company signature 11. Signers identification 12. Enclosing reminder 13. C.C 14. P/s: 15. P.P/s

Parts of a business letter:

Lesson 2: Inquiry
Notes what to write? *Wording and meaning (ch v ngha) penmanship (th php) Inquiry is a letter asking for business information Inquiry = enquiry = request = querry. Tell your reader: 1.1. Why you know him or her. your company = we Chamber of Commercial and Industry of the Socialist republic of Vietnam = Vietcomchamber How to write?

1. Chng ti c bit 1. We have been given .... tn v a ch ca cc Your name and address have been given to us by ngi qua VCCI Vietcomchamber. 2. Gn y chng ti 2. We currently have n thm quan gian visited your stall at The stall = stand = pavillion = gian hng ca cc ngi ti Giangvo Exhibition Center hng. trung tm trin lm and (therefore) have, Ging V v do bit therefore, known your tn v a ch ca cc name and address. food for thought: nghin ngm. ngi. 3. This morning, we were 3. Sng nay chng ti reading your c qung co ca cc advertisement on/in the ngi trn bo Saigon Saigon Times and we have

1.2. What you are. regular buyer = khch thng xuyn. items = articles

mua

to deal in = to specialize in being advertised: ang c qung co advertised: c qung co to be advertised:ang c qung co 1.3. What you want. quotation = bo gi current price list = bng gi hin hnh

mun mua = to be interested in

the above_mentioned/said magazine = tp ch ni trn

4. What you expect future business to be like. *culture& style: Looking forward to having your reply soon, we are/remain.----> khng nn dng Ving u cu mc d cu ny ng ng php. Khng nn t nh gi hoc bnh lun v bn thn cng ty ca mnh m nn bnh lun khch quan t mt bn th 3. V d: we are one of the leading companies in...

Times v c bit tn known your name and v a ch ca cc ngi. address. This morning, we were reading the Saigon Times and your advertisement therein so we have known... 4. Chng ti l mt 4. we are one of the trong nhng cng ti leading export and import xut nhp khu hng companies in Vietnam. u ca Vit Nam. 5. Chng ti l khch 5. We are (a) regular mua hng thng buyer of your articles xuyn cc mt hng being advertised in the cc ngi qung co trn Business World. t Th gii kinh doanh. 6. Chng ti l mt 6.We are a company cng ti chuyn kinh specializing in the articles doanh cc mt hng you are exporting to North m cc ngi ang xut Europe. khu sang Bc u. 7. Chng ti s rt vui 7.We will be happy if you mng nu cc bc gi send us the quotation/ cho chng ti bo offer/ sample/ catalogue / gi/cho hng/mu current price list for items hng/catl/bng gi you have for export. hin hnh cc mt hng m cc ngi c xut khu. 8. Chng ti mun 8.We are interested in electronics and mua cc mt hng in your would, therefore, be very t do s rt vui lng nu cc ngi gi cho glad if you could offer us chng ti cha hng vi with the lowest price gi thp nht. 9. Chng ti mun mua 9. We are interested in the cc hng ho m cc items advertised in the ngi ng qung co above-mentioned trong cc tp ch ni magazine. trn 10. Chng ti ch 10.We are looking forward mong nhn c tin to having/receiving your ca cc ngi sm. early reply/ your reply soon.

Lesson 3: Offer : free/without engagement


I. Terms and conditions of a business transactions 1. Commodities Tn hng : goods/name of goods/ description 2. Quality /specification As per sample sent to you ( theo mu gi) As per sample to be sent to you ( theo mu s gi) 3. quantity units, pieces (psc), sets ( c phn km theo) MT 4. price 5. packing/packaging in export customary cartons in customary export cartons in seaworthy wooden cases 6. delivery.shipment 7. payment in USD by a transferable confirmed irrevocable LC to be opened through/via/with/at ACB bank 15 days prior to (the) shipment valid for 45 days to the account of the DEF bank in our favour for the total value of the goods to be shipped.. Note: trong the shipment: c the; trc chuyn hng, khng the: lc giao hng 8. technical document 9. warranty/guaranty warranty involving in 3 persons (manufacturing, buyer, seller) guaranty ( involving in 2 persons) 10. others comments on the terms and conditions ( our goods are good in quality, attractive in design and competitive in price ) promises ( if your order is, i will give you a special discount) introduction of the items Exercises 1. Th hi hng 1 cu: Vietnamese version Chng ti xin cm n th hi hng ca cc ngi s 123 ngy 13/9/02 v vui mng cho bn 500 chic ABC theo mu s gi cho cc ngi, gi 230 USD/ chic k c bao b c kh nng i bin, giao hng mt chuyn vo thng English We thank you for your inquiry ated 15 Sept, 2002 and are pleased to offer you 500 pieces of ABC as per sample to be sent to you, at US$ 230 FOB Haiphong including seaworthy packing, for delivery in one lot

II.

Expression

500 pieces of ABC seaworthy packing in one lot

as usual

12/2002 v thanh ton bng th tn dng khng hu ngang nh thng l

in Dec.2002, for payment by an irrevocable L/C as usual.

2. Others Neww Vietnamese version ords 1. Chng ti xin cho bn 500MT Yello vng vng v xun h 2001-2002 theo mu gi cho cc ngi gi FOB w seasa cng Hi phng l 550US$/MT(c bao b) giao hng mt chuyn vo thng me 12/2002 v thanh ton bng L/C nh thng l 2. Chng ti xin cho bn 50MT m n lin theo mu gi cho cc ngi vi gi FOB Hi phng l 90000USD/MT v cc iu kin khc tng t nh iu kin i vi bn kh nu trn. 3. Chng ti vui mng cho bn 50000 b a my 5 chic mi b vi dried gi 12USD 1 b CIF Sydney vi cng vermic cc iu kin khc nh cc iu elli kin i vi ln my i ch. 4. Chng ti rt ly lm tic rng hin thi chng ti khng c kh nng cho bn ABC1 l cc ngi hi mua nhng thay vo chung ti vui mng cho bn ABC2 c cht lng, c kiu dng v mu sc tng t nh ABC1. 5. Hng ca chng ti c cht lng tuyt ho, kiu dng hp dn v c gi c phi chng nn v ang bn rt chy. 6. Hng ca chng ti ang bn rt chy v chng tuyt ho v cht lng, hp dn v kiu dng v cnh tranh v gi c. 7. Cc ngi s thy hng ca chng ti c bit v in hnh v cht lng, kiu dng v gi c 8. CHng ti nhn dp ny cho bn...

English version 1. We are pleased to offer 500MT of yellow seasame, 01-02 spring summer crop as the samples sent to you, at US$ 550 MT FOB Haiphong including packing for delivery in one lot in Dec.2002, for payment by irrevocable LC as usual. 2. We are pleased to offer 500MT of instant noodles as the samples sent to you at USD 9000 MT FOB Haiphong and on the other terms and conditions similar to those for dried vermicelli mentioned above. 3. We are pleased to offer 50000 sets of 5 pieces of ratton plates at USD 12 per set CIF Sydney, and on the same terms and conditions as those for shopping rattan bags mentioned above. 4. We are sorry that currently we are not in a position to offer ABC1 you are interested in, however, in its place, we are pleased to offer ABC2 of the same quality, design and colour as these for the farmer. 5. Our goods are excellent in quality, attrative in design and reasonable in price, have therefore, been selling very well. 6. Our goods are selling well because of its excellent in quality, atraction in design and competiveness in price. 7. You will find our goods special, typical in quality, design and price. 8 .And we would like to take this opportunity to offer..

Firm offer

I.

II. Expresion

Definiton 1. Free offer is a promise to sell the goods on the stated terms and conditions 2. Firm order is a promise to sell on the stated terms and conditons within a specified period of time. 3. Differences between the 2? We are pleased to offer ( firm until 15 Oct. 2002) on the terms and conditions as follows: Exercises Vietnamese version Tha cc ngi chng ti nhn c th hi hng ca cc ngi ngy 25 thng 9 v xin rt cm n. Sau y chng ti vui mng cho bn mt hng cc ngi hi mua: English version

Dear Sirs, We have received your inquiry dated 25th Sept. for which we thank you. We are pleased to offer the items you are looking for on the terms and conditons as follows: 1.Tn hng: tm ng lnh 1. Commodity: Frozen Shrimps 2.Cht lng theo mu gi v theo 2. Quality: as per sample sent to giy chng nhn cht lng ca you and certificate of quality by Vinacontrol Vinacontrol 3.Gi CIF cng Kobe l 3. Price: US$18000 MT CIF Kobe 18000USD/MT gm c bao b including packing 4.S lng: 50MT 4. Quantity: 50 MT 5.Bao b: bng hm carton theo tp 5. packing: in export customary qun xut khu, mi hm c trng cartons of42 kgs net each lng tnh l 42 kg. 6. Shipment: in two shipments 6.Giao hng lm 2 chuyn chuyn th Dec. 2002: 30 MT nht vo 12/2002 c s lng 30MT, Jan. 2003: 20 MT chuyn th 2 vo 1/2003 c s lng 7. Payment in USD by irrevocable 20MT. LC to be opened through Kobe 7.Thanh ton bng ng USD bng th Commercial Bank, Kobe, 15 days tn dng khng th hu ngang m qua prior to the first shipment, valid for 90 days to the account of ngn hng thng mi Kobe Kobe 15 ngy trc chuyn hng th 1, c Techcombank, Hanoi in our favour gi tr 90 ngy vo ti khon ca ngn of total value of the goods to be shipped; partial shipment is allowed hng Techcombank H ni chng and transhipment and re-export are ti c hng 100% gi tr hng ho not allowed. s giao; cho php giao hng tng phn, khng cho php chuyn ti v You can see that the price of frozen ti xut. shrimps in the world market is higher Cc ngi c th thy rng gi tm ng lanh trn th trng th gii cao hn gi than that of the goods we are offering. But because you have been our m chgn ti ang cho bn cho cc ngi. Th nhng cc ngi l khch hng regular customer, we, therefore, are

thng xuyn ca chng ti nn chng ti vn gi gi c. Chng ti ch mong n t hng sm ca cc ngi. Xin knh cho. Expresion Vietnamese version 1. Ngi vit th: CTTNHH N&N 86b Ph Hu H ni Vit Nam T v fax; 8645465 2. Ngi nhn: CTTNHH Grace Brothers 1 Hills Road Cambridge BE 2042 3. Tham chiu ca N&N l TQtt/dn Tham chiu ca Grace Brothers l GS/st 4. N&N cho bn c nh mc kh theo tiu chun cht lng vng quc Anh l BS 004 Sp 5. gi 17000 GBP/MT k c bao b xut khu c th i bin xa c hay i bin di ngy c theo iu kin FOB Hi phng 6. Giao hng mt chuyn vo 12/2002 7. Thanh ton bng LC khng hu ngang, ngn hng ca N&N l ngn hng ngoi thng Vit Nam H ni, ngn hng ca ngi mua l NHNT london Cambridge 8. Ngi bn cho bn c kh khng xng tiu chun Anh quc theo gi FOB Hi phng l 18000GBP/MT vi cc

maintaining old price/ price of the previous transactions. We are looking forward to receiving your early order. Yours faithfully, English version N&N Co., Ltd. 85b Hue Str. Hanoi Vietnam Phone & Fax: E-mail:

Hanoi, 19 November, 2002 Our ref: Your ref: Grace Brothers Co., Ltd. 1 Hills Road Cambridge BE 2042 The United Kingdom Dear Sirs, We thank you very much for your inquiry No123 dated 25 Sept.2002 and very pleased to offer firm until 19 Oct.2002 on the terms and conditions as follows: 1. Commodities: dried cattlefish 2. Specification: BS 004SB of British specification standard 3. Quantity: 50MT 4. Price: GBP 17000 per MT FOB Haiphong including export customary cartons for long voyage 5. Delivery: in one lot in December 2002 6. Payment: in GBP by irrevocable letter of credit opened through London Commerial Bank, Cambridge 15 days prior to the shipment valid for 45 days to the account of Vietcom Bank, Hanoi, in favour of total value of the goods to be shipped. We would like to take this opportunity to offer boneless fish, the British specification Standard

iu kin nh i vi c mc ni trn 9. N&N ly lm tic l hin thi h khng c tm kh theo tiu chun anh quc BS 055SP nhng li c loi tm tiu chun BS066SP c cht lng tt hn BS055SP nhng li c cho bn cng gi 10. Nhu cu c mc kh v tm kh hin thi ln ti mc N&N v cc nh sn xut Vit Nam kh p ng nhng chnh sch ca N&N l tng cng xut khu sang th trng Anh Quc nn cng ty c gng tho mn mi nhu cu ca khch hng. 11. N&N cng sn sng ginh cho n t hng u tin ca GBr mt chit khu 6.5% Ch : th cho hng ny da vo th hi hng ca GBr s 123 ngy 25/9/2002

at GBP 18,000 per MT Haiphong and on the same terms and conditons as thoes for cattlefish mentioned above. We are sorry to inform you that at the moment we are not in the position to offer dried shrimps, the British specification standard BS055SP. However, in its place we are happy to offer BS006SP of better quality and at the same price as that of BS055SP. We would like to let you know that at the present, the demands for cattlefish and shrims are so heavy that producers in Vietnam and we find it difficult to meet. However, as our policy is to promote exporting to UK market, we are doing our best to satisfy customersneed. We also prepare to grant a 5% duscount on your very first order. We are looking forward to your early order. Yours faithfully, For N&N Co., Ltd. (signed) Nguyen Nghia Marketing Manager Encl.: C.C: P/s:

Covering letter
1. Whats it? Its a letter that goes with another letter/an offer/ an order/a claim/a doc./ or the like, giving/introducing further explainations to the same. 2. What to write? Its a 4-paragraph letter. a. Thanks for inq. b. Pleasure in enclosing an offer + major Ts & Cs(Preference:1 sentence offer) c. Others: Comments/Promise/Items (not asked for) emphasis on what needs to be emphasized. d. Hope for an early order 3. Exercise: Vit mt bc th i km vi cho hng bn 25 my tin T116 My notes 1.Cm n th hi hng ca khch. 2.By t nim vui gi km th ny cho hng bn my tin ni trn theo qui cch phm cht tho thun vi i din ca khch ti H Ni vi gi $2000 1 chic CIF cng ngi mua & thanh ton bng L/C c cc ddk thng thng. 3.Nhn dp ny bo cho khch bit theo thng l ca anh ch ch bo hnh 12 thng k t ngy giao hng v 6 thng k t ngy s dng.Nhng c bit i vi khch hng ang hi mua, cng ty bn s bo hnh 18 thng k t ngy mua & 12 thng k t ngy s dng. 4.i vi ti liu k thut : cng ty ca bn s cung cp 3 b TL hng dn lp rp, vn hnh & bo dng bng ting Vit, ting Anh & ting Php. 5.Trc khi kt thc th hy nh : - nhc cho khch bit cho hng ny c nh trong vng 15 ngy & ph thuc vo vic c cn hng hay khng khi nhn c n t hng - hy nh ni rng n t hng Dear Sirs, We thank you for your inquiry No 999 dated 16 October, 2002. We are pleased to enclose our offer No 345 for 25 units of Lathe T116 as per specifications agreeded upon your representatives in Hanoi at USD2000 per unit CIF Singapore including export packing for immediate shipment and for payment by a Letter of Credit on usual terms and conditions. We would like to advise you that as a rule, we warrant the goods for 12 months from delivery and 6 months from use, but for you exclusively, we are going to warrant 18 months and 12 months respectively. As far as technical documents are concerned, we are going to provide you with 3 sets of instructions for assembly, operation and maintenance in Vietnamese, English and French. We would like to remind you that the present offer is firm for 15 days and is subject to the goods being unsold upon receipt of your order. As you know, any orders you may place with us will have our best attention and will be executed without delay.

no ca KH m KH c th t mua vi cng ty ca bn cng c cng ty ca bn ht sc ch & nhanh chng. - nh by t hi vng rng vic thc hin tri chy n t hng ca khch s dn ti vic bun bn nhiu hn na ca 2 cng ty . ch : gi km cho hng, qui cch phm cht. Ngi k th: Nguyn Quang, TG

We do hope that the smooth handling of your order will lead to further trading/business. Yours faithfully, (signed) Nguyen Quang General Director Enc. Offer No.345 Specifications

Order and their execution_Counter offer


1. Counter offer a. What is this? Formal:negotiations of terms and conditions of a business transactions. Informal: bargaining of terms and conditions of a deal. b. When to write: when placing an order and when having to bargain c. How to write: B not A as offered/mentioned/stated. 2. Order a. What is this? A promise to sell ( offer) A promise to buy ( order) b. What to write: the same as with order Finally you hope for and early acknowledgement/acceptance/confirmation. c. How to write? Write almost exactly like an offer because you have to change at least 1 and 3 /4 words Offer: We thank you for your inquiry...We are pleased to offer ...in our favour Oder: We thank you for your offer... We are pleased to order...in your favour. 3. Exercise thi th tn thng mi Notes Vietnamese version Tha ng Johnson, Chng ti xin cm n bc th ca ng ngy 20/12 trong cc ng c gi km cho chng ti cho hng v catologue mi nht ca cc ng. Chng ti vui mng thy rng gi cho bn ca cc ng l c Englishversion Generalexim No1 Company 46 Ngo Quyen Str. Hanoi Vietnam Hanoi, 19 April, 2002 Our ref: Your ref:

th chp nhn c v v vy chng ti xin gi km bc th ny n hng s 2401 t mua mt s sn phm ca cc ng tr gi 20350 bng Anh. Chng ti hiu rng cc ng s ginh cho chng ti 0.75% chit khu cho n t hng ny . Ngay sau khi nhn c xc nhn bn ca cc ng, chng ti s ch th cho ngn hng ca chng ti, NHNTVN m mt tn dng th khng th hu ngang, thanh ton sau 30 ngy, tr tin cho cc ng. n hng ny ph thuc vo vic giao hng trc ngy 20/1/2003 v chng ti ginh quyn hu n hng ny hoc tr li hng ho m cc ng phi chu ri ro v ph tn pht sinh t hoc c lin quan ti vic ny nu hng giao sau ngy . Chng ti mong sm nhn c xc nhn bn ca cc ng. Knh th TM Generalexim HN ( k) NTH Trng phng nhp I

Mr Johnson, Sales Manager Universal Electronics PLC 33 Oxford Str., London W10BH, UK Attn: Dear Mr.Johnson, Re: order We thank you for your letter dated 20 Dec. 2002 enclosing your offer and your latest catalogue. We are pleased to find your offered price acceptable, we are, therefore, enclosing our order No401 for some of your items/products for the total value of GBP 20,350. With this amount, it is understood that you will give us a 0.75% discount on this order. Upon receipt of your sales confirmation, we will give instructions to our bank, The bank for foreign trade of Vietnam, to open an irrevocable L/C at 30 days sight in your favour. This order is subject to shipment prior to 20 January 2003 and we reserve the right to cancell the order or return the goods at your expense and risk arising from or in connection with this if shipment is made after the above_mentioned date. We are looking forward to receiving your sales confirmation. Your faithfully, For Generalexim (signed) NTT Manager of Import department

Declining the order


1. When to use There are some times when the seller does not accept the Buyer's order as for example:

a. b. c. 2.

a. b. c. d. 3.

When he is not satisfied with the Buyer's terms and conditions. When the Buyer's Credit is doubtful. When the goods are not available. How to write Letters rejecting orders must be written with the utmost car and with an eye-to goodwill and further future business. When wiring such letters, remember to: Regret your inability to meet Buyer's need Propose an alternative product, it one is available Hope for the opportunity to be of service to them another time Thank you for the order receive Example Dear Sirs, We thank you for your order No123, which we received today. Unfortunately we really are sorry we do not feel that we can offer the trade discount which you have asked for,vir (=namely/that is/i.e), 3.5 percent as we only allow a 2.5 percent trade discount to all our customers regardless of the quantity they buy. Our prices are extremely competitive and it would be worthwhile supplying on the allowance you have asked for. Therefore, in this instance, I regret that we have to turn down your order. We can not excute your oder We are unable to excute your order for the time being. We are looking forward to having other opportunities to be of service to you. Yours truly, For ABC company (signed) Pham Tuyet No Managing Director

Acknowledging the order


1. Ref. Sales confirmation by letter ( to an old customer) Page: 190-194 1. Express your thanks for the order /pleasure in confirming 2. message containing 7-9 terms 3. comments, remarks, promise 4. your hope for future business (repeat order...) *Note : Counter signing Hanoi, 14 Nov. 2002 Accepted For Dahn & Sons Co., Ltd. (signed) Dahn Director

{ Please counter sign & return the blue} 2. Exercise 1 ( thi th tn) Note Vietnamese version TCT XNK My Tre an; in tn:BAROTEX HANOI; in thoi v fax:...; nhn c n hng s... ngy...t mua 20.000 chic a ng hoa qu(fruit plate) ti 69/TL1 ca cty TNHH D&S; a ch... TG ca BAROTEX , ngi NTQ yu cu vit th cho cty D&S : 1.Cm n n t hng ca h & xin li h l BAROTEX thy khng th gom s hng ny giao trong 12/2002 nh nu trong n hng ni trn , 2.Cho bn a ng hoa qu ti 69/TL2 c cht lng tng t nh a ng hoa qu ti 69/TL.Vi gi CFR Sydney k c bao b l 20$ 1 b 5 chic giao hng vo T12/2002 & thanh ton bng tn dng th khng th hu ngang tr tin ngay m qua ngn hng TM ABC, Sydney 15 ngy trc chuyn hng c gi tr trong vng 45 ngy vo ti khon ca Ngn hng Ngoi thng VN BAROTEX c hng 100% gi tr ca hng ho s giao, 3.Nhn mnh rng a ng hoa qu ti 69/TL2 c mt, c nh gi cao nhiu nc, v do bn rt chy v chng c lm bng tre v my c tuyn chn k, 4.Thng bo cho cty TNHH D&S bit BAROTEX sn sng English version The Vietnam Natonal Bamboo & Rattan Wares Import and Export Corp. 37 LTK Str. Hanoi Vietnam Cable address:BAROTEX HANOI Phone and fax:84-4-8473091 Hanoi, 19 S eptember, 2002 Our ref : NQ/mt Your ref : TQ/tl Messrs: Dahn & Sons Co., LTD. 52 City Road Broadway Str. Sydney Australia Dear Sirs, We thank you for your order No 591/Tldt dated 10 November, 2002 for 20,000 units of fruit plates 69/TL1. Unfortunately, we are sorry that we are unable to collect enough the amount of the goods required to be delivered in December 2002 as mentioned in the above-said order. However, we are now pleased to offer fruit plates 69/TL2 of the similar quality as that for 69/TL1 at USD20 per set of 5 pieces CFR Sydney including packing for delivery in December 2002 and for payment at sight in USD by an irrevocable L/C to be opened with/through ABC Commercial Bank, Sydney 15 days prior to the shipment valid for 45 days to the account of Vietcombank, the Bank for Foreign Trade of Vietnam, Hanoi in our favour for the total value of the goods to be shipped. We are pleased to let you know that fruit plates 69/TL2 have been present, highly appriciated in many countries, and selling very well as they are made from carefully-selected bamboo and rattan.

chit khu 0.2% cho nhng n t hng c gi tr t $35,000 tr ln t T11/02 & mong rng Cty TNHH D&S s l nhng khch hng u tin c hng chit khu ny . ch : - Tham chiu ca D&S :TD/tl - tham chiu ca BAROTEX :TQ/MT - ngy vit th : 14/11/2002 - ti liu gi km nh: nh mu a ng hoa qu ti 69/TL2.

We would like to inform you that we are willing to give you a .2% discount for orders for USD35,000 or more from November 2002. We hope that you will be among our first customers to receive this discount. We are looking forward to receiving your early orders. Yours faithfully, For BAROTEX Corporation (to be signed) NTQ General Director Enc. Photos of sample of 69/TL2 fruit plates

3. Exercise 2 ( Page 215,216 ) Notes Vietnamese version 1. Chng ti xin cm n th cho hng ca cc ngi ngy 1 thng 12 v chng ti thy c th chp nhn c nhng iu kin nu trong . 2. Chng ti xin cm n mu hng cc ngi gi cho chng ti hm 25 thng trc v s rt vui mng nu cc ngi chp nhn v thc hin ngay n t hng mua cc loi thm m chng ti gi km th ny 3. Chng ti xin cm n cho hng ca cc ngi s 234 ngy 6 thng 5 cho bn cc loi my nng nghip loi nh v vui mng t hng theo cc iu kin sau y. 4. Chng ti xin xc nhn n hng s 044 ca chng ti bng in sng nay ton vn nh sau: 10 my bm kiu MD50/12 gi mi chic 1200 la M FOB giao ngay thanh ton bng LC nh thng l v xin ni r mt s im nh sau: 5. Chng ti rt cm n ngi gi catal v bng gi km cho hng s 72 ngy 4 thng 8 ca cc ngi,

English version 1. We thank you for your offer dated 1 December, 2002 and we find it possible to accept the terms and conditions mentioned therein. 2. We thank you for the sample sent to us on 25th of last month and are pleased if you acknowledg/accept and make up/execute immediately our (enclosed) order for types of carpets, which we are enclosing (without delay). 3. We thank you for your offer No 234 dated 6 May, 2002 for small size farming machines and are pleased to order on the following terms and conditions (as follows.) 4. We would like to confirm our cable order No 999 sent to you this morning reading in full as follows: 10 pumps MD 50/12 at USD 1,200 per unit FOB HaiPhong for delivery from stock/ immediately and for payment by L/C as usual and are happy to make some points clear as below. 5. We thank you very much for your offer No72 dated 4 August, 2002 together with/enclosing cataloges and

By then:n khi

Are to be: fi theo k hoch

nhng rt tic gi ca cc ngi c phn cao hn gi ca nhng nh cnh tranh khc. Tuy nhin, chng ti hi vng s c dp khc bun bn vi cc ngi trong tng lai. 6. ngh cc ngi sp xp giao hng ngay cho chng ti v tin y chng ti xin gi cc ngi ch dn chi tit v bao b v k hiu cc ngi ch . 7. Xin cc ngi theo ng ngy giao hng ghi trong n t hng ca chng ti v chng ti s khng nhn hng sau ngy 31 thng 12 v lc khng cn l thi v bn hng trn th trng ca chng ti na. 8. Chng ti tin tng rng cc ngi s bn rt chy nhng mt hng c phm cht tt ny v chng ti mong nhn c nhiu n t hng khc na ca cc ngi. 9. Chng ti cn ba b ti liu k thut hng dn lp rp, vn hnh v bo dng my mc. Mt trong ba bn s phi c gi bng my bay cho chng ti trc dch sang ting Vit cho nhng ngi tiu dng trong nc; hai bn cn li s c gi theo hng. 10. Chng ti thy nhng my mc ny s phi c bo hnh trong vng 24 thng k t ngy giao hng v 6 thng k t ngy s dng. 11. Hng cc ngi t mua theo n hng s 432 ngy 25 thng 4 nm 2002 sn sng giao, chng ti ngh cc ngi gp rt m L/C c cc iu kin nh ni trong n hng ni trn. 12. Chng ti xin bo cc ngi r chuyn hng linh kin lp TV mu thuc n hng s TD6544 ca cc ngi c xp xung tu Sng Hu; tu ny s ri cng Osaka ngy mai, chng ti hy vng khi hng v n TP HCM cc ngi s va lng vi chng v s chu o

pricelist. However, we are sorry that your offered prices seem to be a little bit higher than your other rivals. We do hope to have other opportunities of doing business together in the future. 6. Please arrange immediate delivery to us and by the way, we would like to take this opportunity to send you the detailed instructions for packing and marking for your attention. 7. Please deliver the goods exactly on the date specified in your order and we will refuse delivery after 31 December as by then the sales season will be over (shall have been over).( in our market here.) 8. We trust/believe that these high quality items will be selling well and are looking forward to receiving more of your other orders (hope to have your further order). 9. We require 3 sets of technical documents for assembly, operation and maintenance, out of which, one will be airmailed/sent by mail to us for translating into Vietnamese for domestic consumers; other two sets will be packed with the goods. 10.We are aware that these machines are to be warranted, 24 months from delivery and 6 months from use. 11.The items undcr Order No432 dated 25 April, 2002 are ready for delivery, we are pleased/ Its our pleasure to advise you to immediately open an L/C on the items and conditions stated/specified/ set out in the above mentioned order. 12. We would like to inform you that the consignment of accessaries for assembling colored TV under Order No TD654 has been shipped on board the MS Song Hau, she will be leaving Osaka tomorrow. When it arrives at HCM city, it will give you satisfation with it and our careness,quickness and

nhanh chng ca chng ti trong vic thc hin n t hng ca cc ngi. 13. Hm nay chng ti nhn c y s hng t mua theo n hng ca chng ti s 4231 v chng ti xin rt cm n cc ngi v s ch c bit ca cc ngi ti n hng ny. Nh chng ti ni khi t hng, y ch l n t hng th m thi. Trong thng ti chng ti s t nhng n hng ln hn v hi vng cc ngi vn dnh cho chng ti nhng s u i thng xuyn. 14. Hy vng ca chng ti l vic thc hin hon ho n t hng ny s dn n nhng mi quan h bun bn ngy cng tt p hn gia chng ta trn c s i bn cng c li. 15. Cui cng chng ti cm thy nh nhm v n hng s 2454 ca chng ti c thc hin c kt qu mc du trong qu trnh thc hin c nhng kh khn tng chng khng th vt qua c v c lc ngh hu n hng xut hin. Chng ti hi vng nhng n hng tip theo ln hn ca chng ti vi cc ngi s c thc hin nhanh chng v t hiu qu cao nht. 1. Exercises 2 (p222) Vietnamese version Notes Tha cc ngi, Chng ti xin xc nhn nhn c th ca cc ngi ngy 14 thng 6 cng vi cc n hng ca cc ngi s C497 v C498. Xin rt cm n. n hng C497 c b sung vo n hng phc v Thin cha ging sinh ca cc ngi C455 ang gp rt chun b sn sng giao ngay. Chng ti ly lm tic l khng cung cp c loi sm banh Hong t nhng

thoughtfulness. 13. Today we have received all amount of the goods under our Order No 4231 and we thank you for your special attention to our order. As we stated (mentioned) when ordering, it was just a trial order. Next month, we are going to place larger orders and we will continue enjoying your regular favour (kindnesses). 14. Our hope is that the smooth executive of this order will lead to better and better trade relationship between our two companies on the basis of mutual benefits. 15. Finally, we feel relieved because our order No 2454 has been efficiently executed at a good result although there had been difficulties which seemed to be unable to overcome in executing and the thought of cancelling the order had sometimes been in our mind. We do hope that our next larger orders will be executed more quickly and more efficiently.

English version Dear sirs, We would like to confirm/acknowledge with thanks for your letter dated 14 June enclosing your orders No C497 and C498. We are pleased to confirm you that your order No497 had been added to your order No455 in service of Christmas sales, we are now making it up. ( Hoa lm l: which has been urgently prepared to be ready for prompt delivery) However, we are sorry that we are unable to supply you

chng ti s gi n cc ngi loi Hong gia thay th c nh du trong n hng ca ngi. Chng ti rt vui mng bit cc ngi thnh cng trong vic bn hng thu tinh ca chng ti. Chng ti xin gi n cc ngi li chc mng nng nhit i vi vic bun bn tng ln ca cc ngi vi chng ti v mong vic bn hng s cn tng hn na v li ch ca i bn chng ta trong nm ti. Knh cho, 6. Exercise p222 Notes Vietnamese version Tha cc ngi, Nh cc ngi bit, kim ngch ca chng ti vi cc ngi trong nm va qua v ang tng ln mt cch vng chc. Tuy nhin nm nay kim ngch ny li tng tc m vo khong thng 12 chng ti t hng mua gp i s nm ngoi. Phi cng nhn l hin nay chng ti c mt phng hng thu tinh ln hn. V y l mt bc nhy vt trong vic bn hng ca cc ngi th trng trn t nc chng ti. Xt n thnh cng ny, chng ti ang nghin cu kh nng mua d tr nhiu hn na mt hng ny ca cc ngi trong tng lai. V vic ny l li ch ca cc ngi cng nh li ch ca chng ti, chng ti cm thy l cc ngi c th cho bn cho chng ti vi cc iu kin c li hn to iu kin cho chng ti bn nhng hng thu tinh vn quen thuc v c a chung y nhiu nm nay. Trong thng 4 chng ti t mt n t hng

with the item of champagne glasses Prince but in its place, we would like to send you Royal which has been marked in your order. We are glad to know that you have succeeded in selling our glasswares. We would like to take this opportunity to send you our warmest congratulations on the increase of trade between our two companies and we hope that the business will further develop for (in) our mutual benefits. Yours faithfully,

English version Dear sirs, As you know our turnover was increasing stably last year/has been increasing stably during the past years/was stable increase. However, it is increasing at such a rate(speed) that by December we will have doubled the amount(quantity) of our order for last year. Its admitted (known) that now we have got larger glasswares store. And it is a big leap forward in selling your products in the market through our country. Taking success into account (consideration)(With regard to this success), we are considering the possibility of stocking more in the future. As this is in your interest and in our interest as well, we feel that you are able (in a position) to offer more favourable terms and conditions to facilitate our selling of your glasswares which have already been familiar and appreciated in here for years. In April, we placed with you our

vi cc ngi (C455) c hng bn vo dp Thin cha ging sinh, k c nhng b cc ung vang dng lm qu tng c bit. Gi y chng ti li quyt nh tng n t hng ny ln v gi km n hng C497 b sung vo n hng trn. Chng ti cng xin gi km mt n hng na nh hn (C498) giao hng ngay. Xin cc ngi ch l trong n t hng sau chng ti nh du cc ung sm banh Hong giathay cho Hong t phng kh nng kho ca cc ngi khng cung cp c loi cc ny.

order No C455 for goods for Christmas sales, including sets of wine glasses as special gifts. Now we have decided to increase the amount of our order and are enclosing our order No C497 in addition to the said one. We also would like to send herewith another smaller order (C498) for immediate shipment (for delivery from stock). Please note that we would like to have your attention to the fact that in the latter we have marke the champaign glasses Royal in the place of Prince just in case of inability of your stock to supply this kind of goods (article). Yours faithfully

Covering letter
teapicker 1. Hy vit 1 th i km vi cho hng s... ngy ... t mua th 15 chic my hi ch ca n kiu TT285 v ni r nhng im sau y: - Bo hnh 9 thng k t ngy s dng ch khng phi 6 thng nh trong cho hng v 18 thng k t ngy giao. - Bao b: Hng c ng trong thng g thch hp vi tp qun XK c k m hiu sau Ngi gi: Cng ty my Ngi nhn: Machinoimport Hanoi Hng s: 112MT Kin s: t 01 tr ln Ch : Catal ca cng ty my s 4465 - n gi 18000 USD CIF c bao b. - Giao hng vo trung tun thng ring 2003 - Thanh ton bng L/C c cc iu kin thng thng. Trc khi kt thc th xin nhn 1. We thank you for your offer No123 dated 1 Dec., 2002. We are pleased to enclose our trial order No345 for 15 units of Indianmade tea picker TT285. We also would like to make clear the following points clear: - Warranty: 9 months not 6 months from use 18 moths from delivery - Packing: in export customary wooden cases - Marking: Consignor: Indian machines Company Consignee: Machino import Hanoi Order No: 112MT Case: 01 and upward - Quanlity: as per your catalogue No4465 - Price: USD 18,000 CIF HaiPhong including packing - Delivery: in the middle of January, 2003 - Payment: in USD by L/C with usual terms and conditions. We would like to remind you that

mnh rng: y l n t hng mua th Machino import dnh quyn t chi hng nu chng c giao sau ngy ni trn. Machino import ch mong nhn c xc nhn bn hng sm. ***************************** 2.Cng ty A nhn c th hi hng ca B hi mua ti xch tay v gng tay da A gi cho hng chi tit cng vi catalog v mu hng ngy n/t. A nhn c th tr li ca B ngy t/n trong B by t s hi long v cht lng sn phm v cho rng nhng sn phm ny c trin vng bn chy th trng Anh Quc. Tuy nhin theo B th gi cho bn qu cao so vi gi cho bn i vi nhng mt hng c cht lng tng t m B vn mua ca Thi, Sing v do B yu cu A nng mc chit khu ln 1% cho n t hng c gi tr khong 30.000 USD (mc chit khu thng thng ca A l 0,6%). Sau khi xem xt k A thy khng th chp nhn mc chit khu ny v gi cho bn ca A mc thp nht. Nhng A li khng mun b l c hi bun bn vi 1 khch hng mi Anh v vy A quyt nh mc chit khu l 0,8% i vi n hng c gi tr t nht l 40.000 USD v thanh ton = L/C tr sau 30 ngy ch khng phi sau 60 ngy. Anh ch cng cn nu r cho khch bit y l 1 s nhn nhng c bit v ch dnh ring cho B m thi. ng thi yu cu B gi n hng trong vng 15 ngy ti.

the order is but/ just a trial and we reserve the right to refuse the delivery after the above- mentioned date. We are looking forward to receiving your early sales confirmation. Yours faithfully, **************************** 2.Dear Sirs, We thank you for your order dated 11 December,2002 expressing your satisfation with the quality of our products . Unfortunately, we really are we do not feel that we are able to/are in position to offer the trade discount you have asked for, viz, 1% on order for USD30,000, as we only allow a.6% discount to all our customers regardless of the quantity they buy and we have, as you know, offered our goods at the lowest prices. However, in this instance, we are willing to give you a.8% discount on order for USD40,000 or more and for payment by L/C after 30 days not 60 days. We would like to remind you that this is a special concession for you merely. We would appriciate it highly if you could send us your order within 15 days time. We are looling forward to your early order. Yours faithfully,