Chapter 5 Orders-Conclusion of Business

1. Chapter 5 Orders-Conclusion of Business

2. Many companies use special forms for ordering merchandise or service. They may use their own, called a purchase order, or one provided by the seller, called an order form. These forms have blank spaces to insure the inclusion of all necessary information. Their advantage is that they enable a company to number and track all expenditures. • Nevertheless, there will be times when an order must be put into letter format. At such times, you must be sure to include COMPLETE, ACCURATE INFORMATION because incomplete orders result in delayed deliveries, and inaccurate facts result in receipt of the wrong merchandise.

3. Every order should include: • the name of the item being ordered; • the item's number (catalog number, style number, model number, etc. ); • quantity desired (often in large units such as dozens, cases, reams, etc. ); • description (such as size, weight, color, material, finish, extra features); • unit price; • applicable discounts; • applicable sales tax; • total price; • method of payment; • desired delivery date; • method of shipment (such as parcel post or air express); • delivery address (which may vary from the billing address); • authorized signature.

4. In addition, if your order is in response to an advertisement, you should mention the source (such as the title and issue date of a magazine or newspaper). • The opening to the order letter makes it clear that the writer is placing an order, not merely requesting information. The message gets right to the point and ends the same way. Appreciation is integrated into a sentence rather than being added as a separate statement.

5. Every order should include: (P1) • 1. the name of the item being ordered; • 2. the item’s number; • 3. quantity desired; • 4. description; • 5. unit price;

6. Every order should include: (P2) • 6. applicable discount; • 7. applicable sales tax; • 8. total price; • 9. method of payment; • 10. desired delivery date;

7. Every order should include: (P3) • 11. method of payment; • 12. delivery address; • 13. authorized signature.

8. Opening sentence: • We would like to place an order for … • We would like to purchase… • Please ship … • Please send us by air … • 我们愉快的给贵方寄去化妆品订单。 • We have pleasure in sending you an order for Cosmetics.

9. Then describe what you want exactly incl. size, color, price, quantity etc. • e.g. • We would like to purchase ten cases of Milky White Chocolate Mints , 12 ounce package, 24 packs per case, catalogue No.15c-23, at the price of US$10.59 per case.

10. Present the terms of payment and shipping instructions. • e.g. • Please mail theses items by air as we need them by 20th Dec. and charge the amount to our account No. 08121468.

11. Close the letter with a confident expectation of delivery or show your likely interest in other products. • e.g. • If it is convenient, please include with the delivery a few samples of your new chocolate products, as you did in the past, for samples help convince our customers to make buying decisions.

12. Patterns and Substitutions • 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. 感谢你方2月14日的报盘。我们对你方的价格和质量感到满意，现寄上订单一份，订购下列商品。

13. Patterns and Substitutions • 2. As a result of our recent exchange of faxes, we confirm having purchased from you 1,000 long tons of the captioned goods on the following terms and conditions: 作为我们最近传真往来的结果，我们确认已从你方购买1000长吨的标题货物，条件及条款如下：

14. long ton 长吨 • 1 ton (metric ton) 吨,公吨=1000 kg. 千克=0.984 (long) ton 长吨,英吨=1.1023 短吨,美吨

15. Patterns and Substitutions • 3. Please see to it that your goods meet our requirements. 请务必使你方货物符合我方要求。

16. see to it that • = to make sure 务必使；设法使；保证 • We shall see to it that the samples are sent to you on time.

17. Patterns and Substitutions • 4. 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，因此所订货物务必于本月底之前运到。

18. Patterns and Substitutions • 5. Since this is our first order, we hope you will do everything possible to ensure / secure / guarantee punctual shipment. 由于这是我们初次订货，希望你方尽一切可能确保按期装运。

19. Patterns and Substitutions • 6. Please send us the ordered goods by the first available steamer sailing for Rotterdam next month. 所订货物请装下月第一艘可订到舱位的驶往鹿特丹的轮船。

20. Patterns and Substitutions • 我们希望此批订货质量与以前供应的完全一样。 • We want the goods to be of exactly the same quality as that of those you previously supplied us.

21. Patterns and Substitutions • 请照我方第。。。号订单供货。 • Please supply ... in accordance with the detail in our order No.. • 试订50台，以开发市场。如果成功，随后必将大量订购。 • This is a trial order. Please send us 50 sets only so that we may tap the market. If successful, we will give you large orders in the future.

22. Patterns and Substitutions • 此订单须在5周内交货，否则我方将不得不撤销此单。 • This order must be filled within five weeks, otherwise we will have to cancel the order. • 希望我方产品是你们满意，今后再来惠顾。 • We hope our products will satisfy you and that you will let us have the chance of serving you again.

23. Sample Letters 1 • Dear Sirs, • Please send me the following books: • 1 copy Alonzo Bevins, Basic Management , 2nd ed. , 1990, at $16.95 • 1 copy Mildred Knauth, Clear Writing of Business . 3rd ed., 1990, at $ 11.95 • 2 copies Hugo W. Bass, Managing Organizations . 3rd ed.1990, at $ 15.95 • The enclosed check for $ 60.80 covers your 1991 list prices for the books. If prices have increased or if I owe shipping charges or sales taxes, please bill me for the additional amount. Or, if you prefer, I will pay on delivery. • I will appreciate your promptness in handling this order. • Yours faithfully,

24. Sample Letters 1 • Basic Management :《基础管理》书名， 2nd ed 第二版 • pay on delivery: 货到付款

25. Sample Letter 2 • Dear Sirs, • Please send me the office supplies listed below by prepaid parcel post at the address above. I am ordering from your September 7 Price list. • 10 reams No. 321A, Scroll bond paper, white, 257- rag , by 11 inches, 20 pound, $ 3.25… $32. 50 • 4 boxes N0. 106B, carbon paper, by 11 inches, medium weight , $ 4.40…$ 17. 60 • 5 dozen No. 1171A , typewriter ribbons, royal black, 26 inches high 1 61 by 24-inch top, black enamel, $9.60…$48.00 • Please charge the amount to me on the usual 2/10, N/60 terms. As our supplies of these items are nearly depleted, I will appreciate any rush service you can give this order. • Yours sincerely,

26. Sample Letter 2 • reams n. 令（纸张的计数单位，一般为 500 张左右） • Scroll bond paper, 卷轴证券纸。 • bond paper 证券纸是 一种全部或部分用旧布片纸浆制成的高级强白纸。 • rag , 造纸用布，制成浆状用于造纸的布 • carbon paper, 复写纸

27. Sample Letter 2 • typewriter ribbons, 打字机色带 • depleted, vt. 耗尽，使衰竭

28. Sample Letter 3 • Dear Sirs. • Contract No. 99BJ18 Tientan Brand Men's Shirts • We have received the captioned shipment, ex S. S. “East Wind” and are very pleased to inform you that we find the goods quite satisfactory. As we believe we can sell additional quantities in this market, we wish to place with you a repeat order for 1000 dozen of the same style and sizes. If possible, please arrange early shipment of this repeat order as we are badly in need of the goods. • In case the said goods are not available from stock. • we shall be very grateful to you if you will advise us as to the specifications of those which can be shipped from stock stating full particulars. • Yours truly.

29. Sample Letter 3 • captioned shipment 标题所指船货 • ex S. S. “East Wind‘由“东风”号轮船运来。 ex 表示 由…船装运来， per 指 由…船装运出口 。 • repeat order 续订单 • available from stock, = to be shipped from stock 供应现货 • stating full particulars. 说明全部细目

30. Practice • 01. 感谢你方 2 月 14 日的报盘。我们对你方的价格和质量感到满意，现寄上定单一份，订购下列商品。 • 02. 感谢你方 4 月 2 日附有产品目录及价目表的来函，我方已决定选订 6 个品种，并随函附上订单第 123 号。

31. Practice • 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. • Thank you very much for your letter of April 2, with a catalog and pricelist. We have chosen 6 qualities and are enclosing our order No. 123.

32. Practice • 03. 现附上我方第 3674 号购货合同，我方已签字，请审查和会签，并尽快寄回一份存档。 • 04. 你方提出的条款我们很满意，谨希望在你方收到此订单后一个月之内收到上述产品。

33. Practice • We attach our Purchase Contract No. 3674 with our signature. Please check and counter-sign and then return one copy to us for our records as soon as possible. • We find your terms satisfactory, and look forward to receiving the above-mentioned goods within one month of your receipt of this order.

34. Practice • 05. 感谢寄给我方本年计算机产品及外围设备的小册子。请寄给我方下列产品。 • 06. 由于这是我们初次定货，希望你方尽一切可能确保按期装运。

35. Practice • Thank you for sending us this year's brochure of computer products and peripherals. We would like you to send us the following items. • Since this is our first order, we hope you will do everything possible to ensure / secure / guarantee punctual shipment.

36. Practice • 07. 作为我们最近传真往来的结果，我们确认已从你方购买 1000 长吨的标题货物，条件及条款如下。 • 08. 我们急需此货，因此所定货物务必于本月底之前运到。

37. Practice • As a result of our recent exchange of faxes, we confirm having purchased from you 1,000 long tons of the captioned goods on the following terms and conditions. • We need the goods urgently and it is imperative that the ordered goods reach us by the end of this month.

38. Words and Phrases • contract 合同，订立合同 • contractor 订约人，承包人 • contractual 合同的，契约的 • to make a contract 签订合同 • to place a contract 订合同 • to enter into a contract 订合同 • to sign a contract 签合同 • to draw up a contract 拟订合同 • to draft a contract 起草合同

39. Words and Phrases • to get a contract 得到合同 • to land a contract 得到（拥有）合同 • to countersign a contract 会签合同 • to repeat a contract 重复合同 • an executory contract 尚待执行的合同 • a nice fat contract 一个很有利的合同 • originals of the contract 合同正本 • copies of the contract 合同副本 • a written contract 书面合同

40. 订货（order） • 订货（order）是买方为要求供应具体数量的货物而提出的一种要求。此时，交易双方之间的陌生感已消除，可以说已经度过了接触障碍和难关。 • 写定货信时应注意以下几点： • （1）开头就直接说明订购的意图。 • （2）订货信一般应包括：商品的名称、品质、数量、包装、价格条件、支付条件以及需要对方提供的单据等。 • （3）内容必须准确、清楚。不论是商品的价格还是商品的规格都应做到准确无误，否则会带来不必要的损失与麻烦。 • 卖方收到订货电子邮件后必须进行确认。如果卖方无法提供买方所需要的货物，则最好介绍一些合适的替代品；如果买方所需货物的价格和规格发生了变化，卖方则提出还价并劝买方接受，但要注意：写拒绝接受订货的信时，必须非常谨慎，应为日后有可能的交易留下余地。

41. 主题：订货 • 敬启者： • 2002年5月20日电子邮件报价深受欢迎。 • 我拟选各种颜色、式样、品种的衬衫如下： • 大号 2000打 • 中号 4000打 • 小号 2000打 • 售季将至，全部货物应于7月登轮。届时全额不可撤销信用证将予以开出。请确认订货，用电子邮件告知装运时间表。 • 真诚的，xxx

42. Subject: An order • Gentlemen: • The price quotes contained in your E-mail of May 20,2002 gained favorable attention with us. • We would like to order the following items consisting of various colors, patterns and assortments: • Large 2000 dozen • Medium 4000 dozen • Small 2000 dozen • As the sales season is approaching, the total order quantity should be shipped in July. At that time an irrevocable L/C for the total purchase value will be opened. • Please confirm the order and E-mail a shipping schedule. • Sincerely,

43. 主题；缺货 • 亲爱的先生： • 我们今早接到贵方222号订单，定购8000打棉质衬衫，十分感谢。但可能要使贵方失望了，十分抱歉。 • 目前我们没有贵方所需尺寸的衬衫存货，而且至少在5个星期内亦不会有货。在此期间贵方可从别处购买衬衫，如未能购到，一旦新货运到，我们定当立即通知贵方。

44. Subject: Out of Stock • Dear Sir, • We thank you for your Order No.222 received this morning for 8000 dozen cotton shirts, but regret to have to disappoint you. • At present we have no stock of shirts in the size required and do not expect further deliveries for at least another five weeks. Before then you may have been to obtain the shirts elsewhere, but if not we will notify you immediately our new stocks come in. • Yours faithfully,