Commercial Correspondence Unit 5 Orders and Cover Letters of Orders

Orders
Opening
Express thanks for the offer and pleasure in placing an order

We thank you for your offer No. 204/PP of (dated) 15 September 20__ and are pleased (glad) to place an order on the following terms and conditions:
and have pleasure in placing an order
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Orders
Main Message
7.

Methods of payment

Payment: to the account of Vietcombank, in your favour (in favour of the seller) for the total value of the goods to be shipped.

Orders
Main Message
Methods of payment Bill of exchange Sight draft: a bill of exchange payable immediately upon acceptance (accept to pay) Draft at 60 days (after) sight: payable within 60 days of acceptance (60 D/S)
7.

We should be glad if you would agree to draw on us at 30 D/S (at 30 days) for the amount of
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Orders
Main Message
Methods of payment Documentary collection Documents against payment (D/P) Documents against acceptance (D/A)
7.

Orders
Closing Expressing hope for future business

We look forward to your early confirmation of our order (confirmation of sales). We look forward to having your confirmation/ acknowledgement soon. Please confirm your acceptance of this order.
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Cover Letter of an Order

Opening

Acknowledge receipt of the offer Express pleasure in enclosing an order form

We thank you for your letter/offer of for and are pleased to enclose an order on the following terms and conditions. and take pleasure in enclosing our order No Please find enclosed our order No. DR435 for (diesel engines).
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Cover Letter of an Order

Main Message: Useful expressions We would like to make clear the following points. We would like to emphasize (draw your attention to) the following points. We are very interested in the different types of watches you offered We are quite satisfied with We have decided to accept the 15% discount you offered
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Cover Letter of an Order

Closing Remember to mention the order and other documents you want to enclose in the Enclosure section.

Enc: Order No. TL/473

Practice 1

1. Please confirm your acceptance of this order. Such acceptance should arrive not later than 14 days from the date of (specified in) the order. 2. Please acknowledge this order and confirm that you will be able to deliver the goods by early October. 3. We thank you for your offer of 1 December and find that the terms and conditions mentioned (quoted) can be acceptable to us. ( and are able to accept the terms and conditions you quoted).
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Practice 1

4. We thank you for the samples you sent us on 25 December and should be glad if you would accept and make up (execute/process) promptly the order enclosed for various (different) kinds of carpets. ( and could you please accept and make up promptly the order ) 5. We thank you very much for your offer No.234 of 6 May 20__ for a number (selection) of smallsized agricultural machines and are happy to place an order on the following terms and conditions.
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Practice 1

6. We thank you for the catalogue and price list enclosed with your offer No.72 of 4 August 20__ but regret to inform you that your prices are somewhat (rather) higher than those quoted by some other suppliers. We hope, however, to have another opportunity of doing business with you in the future. 7. Please (Could you please) arrange for immediate shipment (We would appreciate prompt delivery) of our order and we are enclosing the packing and marking instructions for your attention.
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Practice 1

8. Delivery should be made by the date specified in our order, and we would refuse taking delivery after 31 December when the goods are out of sales season in our market. 9. We need three sets of instructions for assembly, operation and maintenance of the machines. One of them is to be (should be) airmailed to us in advance in order to be translated into Vietnamese for home consumers; the other two sets are to be shipped with the goods.
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Practice 1

10.We suggest that these machines (should) be guaranteed within 24 months from despatch and 6 months from use. 11.We would like to pay by draft at 60 D/S (at 60 days) and should be glad if you would agree to this.

12. Thank you for your letter of and we should be glad if you would agree to draw on us at 30 D/S, documents against acceptance.

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Practice 2

Dear Mr Crane We are pleased to inform you that the first shipment of your CT860 multi-function (allpurpose) tractors sold very well in the first week of its arrival here. We now would like to place a firm order on the following terms and conditions. 1. Commodity: multi-function tractors CT860 2. Quantity: 30 units 3. Specification: as per catalogue No. 4/88 and technical instructions enclosed with (attached to) your offer No. 67 of 2 March 20__.
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Practice 2

4. Price: USD2,200.00 per unit CIF Sai Gon Port, Ho Chi Minh City, including packing. Total amount: USD66,000.00 (Sixty six thousand US dollars) 5. Delivery: in two lots. The first one of 10 units is to be shipped in August 20__ and the second of 20 units will be in December 20__. 6. Packing: in customary export packing for long sea voyage.

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Practice 2

7. Marking: each case is marked on both opposite sides in letters not less than 5 cm high in weather-proof paint as follows:
Order No. TD44/50 Shipper: Export Tractor Co. Ltd. Consignee: Machines and Components Import Co. Case numbers : From 1 upward Net weight: Gross weight: Measurements (dimensions/sizes):

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Practice 2

8. Payment: is to be made (effected) in US dollars by an irrevocable letter of credit to be opened with Vietcombank 15 days prior to the first shipment, valid for 45 days, to the account of Tokyo Commercial Bank in favour of the seller for 100% of the (the total) value of the goods to be shipped. Documents required for payment include: Commercial Invoice: 3 copies (in triplicate) Original Bill of Lading: 1 copy Packing list: 3 copies Certificate of quality: 1 copy Insurance Policy: 1 copy
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Practice 2

9. Technical documents: Two sets of technical drawings and two sets of instructions for assembly, operation and maintenance in English are to be shipped with the goods. Another set is to be sent by air (airmailed) to the buyer not later than 30 August 20__. 10.Guarantee: 12 months from despatch, 6 months from use. This provision of warranty does not apply to the damage caused by the users negligence. We look forward to receiving your confirmation (acknowledgement) of this order soon. Yours sincerely
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Practice 3
214 Ton Duc Thang Street Dong Da District Hanoi Vietnam Your Ref: 3 September 20__ Our Ref: MH/123

15 September 20__
Mr A. Suzuki, Sales Manager Shonan Computers Ltd 1-33 Kistashinjuku -7 Chome Shinjuku-ku Tokyo 160 Japan
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Practice 3

Dear Mr Suzuki We thank you for your offer of 3 September 20__ and are pleased to enclose our order No. BN07 for a number of electronic components (accessories) as per the attached list. In addition, we would like to draw your attention to the following points: If any of the listed items are not available in stock for delivery at the time specified (stated) in the order, please do not send substitutes for them.
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Practice 3

For this first order, we would like to thank you for your trade discount of 15%, and we have decided to accept that payment is to be made by a letter of credit at sight, documents against payment. However, for further (the next) orders, could (would) you please give us a 20% trade discount and accept payment by a letter of credit at 60 days, documents against acceptance?

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Practice 3

We would highly appreciate your special attention to the execution of this order, the time of delivery in particular, and we reserve the right to cancel the order or return the goods with all the expenses and risks to your account if the delivery time is not met. We hope that the first order will be completed (processed/executed) to our satisfaction which will lead to good relationship between the two companies.
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Practice 3

We look forward to having your confirmation soon.

Yours sincerely,
Signed

Mai Hoa (Mrs) General Director Enc. 1. Order No. BN07 2. List of the goods
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Practice 4
46 Ngo Quyen Street Hoan Kiem District Hanoi Vietnam Your Ref: 15 November 20__ Our Ref: LA/123 17 November 20__

F. Lynch & Co. Ltd Nesson House Newell Street Birmingham B3 3EL UK
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Practice 4

Dear Mr X We thank you for your offer of 15 November 20__ for high quality ceramics and are pleased to enclose our order No. PO/024 for a selection of items in your catalogue attached to (enclosed with) your offer. We would like to emphasize the following points: Each piece (item) is to be individually wrapped in thick paper, carefully packed in straw, and shipped in 10 wooden crates, marked with the buyers address, order number, crate dimensions and the words: CERAMICS, FRAGILE, HANDLE WITH CARE, and numbered from 1 to 10.
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Practice 4

We would appreciate your special attention to the delivery date as we urgently need the goods for our traditional New Year sales period. We reserve the right to refuse taking delivery of the goods if they arrive at Haiphong Port after 10 January 20__. We would like to confirm that having shipped the goods you will draw on us at 30 D/S and send the draft together with a full set of shipping documents to our correspondent bank, Northminster Bank (City Branch), Deal Street, Birmingham B3 ISQ, UK, which will transfer them to Vietcombank. Payment is on D/A basis as we agreed on (over) the telephone yesterday.
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Practice 4

This is a trial order, and if we are satisfied with it and feel that we can develop this market in Vietnam, we will place larger orders with you in the future. We look forward to your sales confirmation soon. Yours sincerely (Signed) Nguyen Thi Lan Anh (Mrs) General Director Enc: Order No. PO/024

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Practice 5 HOACO HANOI LTD

37 Nguyen Van Cu Street, Gia Lam District, Hanoi, Vietnam

Tel. and Fax: 84-4-8715340 Mail:

Your Ref: BL/1439 Our Ref: TT/123 25 November 20__

Brothers Co., Ltd 18 Caranation Road Singarore 2478

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Practice 5

Dear Mr Smith We thank you for your offer of 1 November 20__ for air conditioners, models Freshman 2034 and 2035. Please find enclosed our trial order No. OR11/06 for 350 units of Freshman 2034 at the price of US$750.00 per unit CIF Haiphong Port including packaging for delivery in February 20__. It is essential that (We suggest that) the above items be delivered in mid-February at the latest, in time for distribution to our agents across (throughout) the country for sale in early summer.
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Practice 5

The goods are to be (should be) wrapped in waterproof paper and packed in cartons, marked with the buyers address, order number, carton dimensions (measurements), and the words: KEEP DRY and HANDLE WITH CARE. As we agreed on (over) the telephone yesterday, we would like to confirm that payment is on a D/A basis, and that after shipping the goods you will draw on us a 60-day draft and send it together with a full set of shipping documents to our correspondent bank, Singapore Commercial Bank, which will transfer them to Vietcombank.
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Practice 5

Could you please send us in advance a set of technical documents in both English and Vietnamese? We regret that at present we are not in a position to place an order for the Freshman 2035 because its price is rather high and we are not quite sure that it will sell well in Vietnam. However, if this order is completed to our satisfaction and if we find that there is a ready market for this kind of goods in Vietnam, we shall probably place further orders.

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Practice 5 We look forward to your order confirmation soon. Yours sincerely

(Signed)
Nguyen Thanh Trung General Director Enc: Order No.OR11/06

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