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Introduction to Business Writing: Placing Orders

Introduction to Business Writing: Placing Orders. Wendy M. Gough St. Mary College/Nunoike Gaigo Senmon Gakko Nagoya, Japan. How to write an order in an email. Order forms. Responding to orders. Things to consider when writing an order. Write the product name, number, and description.

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Introduction to Business Writing: Placing Orders

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  1. Introduction to Business Writing: Placing Orders Wendy M. Gough St. Mary College/Nunoike Gaigo Senmon Gakko Nagoya, Japan

  2. How to write an order in an email Order forms Responding to orders

  3. Things to consider when writing an order Write the product name, number, and description Write the number of products you want Write the prices including the total after tax and shipping charges Write any discounts you have been offered Make the shipping and payment details clear

  4. Let’s look at sample email orders from unit 7 in Writing for the Real World 2

  5. Dear Mr. Chapman, We would like to place an order for 3 Futura laptops, model no. XT 306. Can you ensure delivery by the 25th of this month? Please express ship to: GS Interiors 2338 Lockheed Avenue Burnaby, BC Canada V5C6B7 We would like to confirm that the price is as stated in your catalog, with a 15% discount for new customers. We will pay by international money order on receipt of the order. We look forward to receiving your acknowledgement. Sincerely, Marsha Gretski Product information Shipping information Discount Information and payment method

  6. Dear Mr. Chapman, Following our telephone conversation this morning, I would like to order 3,000 deluxe tweeters, and 3,000 super woofers. Could you deliver the items in accordance with the purchase order attached? Please send the items by express freight. I would like to confirm that the prices are unchanged from our previous order, and include a 10% discount. As before, we will pay be certified check within 25 days of receipt of the order. Best wishes, Joseph Alonso Product information Shipping, payment, and Discount information

  7. Order forms Look at this template from http://www.hposoft.com/Web/hposoft_html/Samples/html/orderform.html

  8. Product information and prices Total price of all products ordered Total price after tax and shipping

  9. Responding to Orders

  10. Positive responses and acknowledgements

  11. Things to consider Acknowledge the order Restate the information about the items ordered Tell the time frame for processing and shipping the order Use the passive voice

  12. Let’s look at a sample responding to order email from unit 8 in Writing for the Real World 2

  13. Dear Ms. Green, We are pleased to inform you that we have received your order # 4332, dated October 20, for 6 projectors. Your order is now being processed and will be shipped by the end of this week. Sincerely, Imrat Singh Restating the order information Time frame for processing and shipping

  14. Negative Responses Usually negative responses are used to tell the customer that the products are not available.

  15. Acknowledge the original order Apologize for the problem Explain the problem, but don’t give too many details √ The … are backordered until January 15, 2009 x Our supplier went bankrupt

  16. Mention when you expect receive the products and when you will to be able to ship them If it is a large order or a long delay, offer some kind of discount, or coupon to keep goodwill with the customer.

  17. Let’s look at an example letter

  18. Dear Ms. Green, We received your order to # 4332, dated October 20, for 6 projectors. Unfortunately the manufacturer is making changes to the projector line and the new models will not be available until after the holidays. We expect to be able to fill your order by January 10 at the latest. If you would like to cancel or make changes to the order due to the delay, please inform us as soon as possible. We are sorry for any problems the delay may cause you and would like to offer you a 25% discount on your next order from our company. We look forward to continuing our good relationship with you in the future. Sincerely, Imrat Singh Opening Focus Action Action Closing

  19. References Bernard, Roger & Meehan, Antoinette. Writing For the Real World 2: An Introduction to Business Writing. New York. Oxford University Press. 2005. Sample Order Form. http://www.hposoft.com/Web/hposoft_html/Samples/html/orderform.html. Accessed August 1, 2008.

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