ChapteraOrderplacingandreplies實(shí)用教案

1、Learning Objectives When you have completed this chapter, you will know (1) What an order is; (2) What principles should be followed in writing order letters; (3) How to write letters concerning order execution.第1頁/共66頁第一頁，共67頁。Questions for discussion (1) How much do you know about an order? Say as

2、 much as you can. (2) Can you list some items that should be included in an order? (3) What do you think is the most important principle that a businessman should comply with in executing an order?第2頁/共66頁第二頁，共67頁。Background Information An order is a request to supply a specified quantity of goods.

3、It may result from an offer or an enquiry with subsequent quotations. 第3頁/共66頁第三頁，共67頁。Background Information Buyers usually use a printed order form/sheet instead of any letter.Advantages of ordering on a printed form: 1) pre-numbered and easy to refer to;2) important details cannot easily be overl

4、ooked;3) general conditions can be printed on the back.第4頁/共66頁第四頁，共67頁。Background Information 1) include full details of description, quantities, prices; 2) state your requirements about delivery including destination, date, mode of transport and whether to be sent carriage paid（運(yùn)費(fèi)(yn fi)已/預(yù)付）, or

5、carriage forward（運(yùn)費(fèi)(yn fi)到付）; 3) confirm the terms of payment agreed in preliminary negotiations（初步談判）.What should an order form or an order letter include?第5頁/共66頁第五頁，共67頁。Background Information 1) to deliver the goods exactly of the kind ordered, and at the agreed time; 2) to guarantee the goods

6、to be free from faults.When an agreement comes into force,第6頁/共66頁第六頁，共67頁。Background Information 1) to accept the goods supplied, if they comply with the terms of the order;2) to pay for them at the time of delivery, unless there is an agreement to the contrary;3) to check the goods as soon as poss

7、ible (failure to give prompt notice of faults to the seller will be taken as acceptance of the goods).第7頁/共66頁第七頁，共67頁。Background information At what situations that sellers cannot accept buyers orders? There are times when sellers cannot accept buyers orders for various reasons: (1) Goods required

8、are not available; (2) Prices and specifications have been changed; (3) Buyers credit is suspected.第8頁/共66頁第八頁，共67頁。 Letters of order placing Sample letter 3: covering letter with order form Sample letter 1: routine ordersSample Letter Study Sample letter 2: order based on Sellers Quotations第9頁/共66頁

9、第九頁，共67頁。 Letters of order placing Sample letter 6: order canceled Sample letter 4: order from a new customerSample Letter Study Sample letter 5: order with conditions attached第10頁/共66頁第十頁，共67頁。1. routine ordersWhen a customer has decided to purchase a product, he will place an order. An order lette

10、r is important and widely used. When drafting an order letter, you must be very careful, especially with items, quantities and prices, because a minor mistake may mislead the goods or service providers, which may finally result in the failure of a transaction.第11頁/共66頁第十一頁，共67頁。 1. routine ordersUse

11、ful expressionWords and phrasesSample letterWriting steps第12頁/共66頁第十二頁，共67頁。Textbook, P61 1. routine orders第13頁/共66頁第十三頁，共67頁。Words and Phrases be urgently needed/be in urgent need of sth. 急需(jx)第14頁/共66頁第十四頁，共67頁。Writing Steps 2. Give specific description of products, such as quantities, prices, et

12、c. 3. Urge an immediate delivery. 1. (Direct opening) Confirm the previous negotiation.第15頁/共66頁第十五頁，共67頁。Useful Expression我們(w men)希望你方提供100箱寵物玩具，每箱24件，價(jià)格為100美元，減去5%交易折扣，貨到付款。We would like to place an order with you 100 cases of pets toys, 24 pieces per case at the price of $100 per case, less 5% t

13、rade discount, carriage forward.第16頁/共66頁第十六頁，共67頁。Improve the following From: To: (Warner Digital) Subject: Stock Rotation Dear Mr. Hobbs,We are informing you of our order for 25 RAM #1888 control switches. Please see the attached order entry sheet.We are going to make the return shipment of unsold

14、 merchandise within this week. Best regards, Jeff Wang第17頁/共66頁第十七頁，共67頁。Improve the following Dear Mr. Hobbs,We are informing you of our order (too rigid) - We would like to place an order for 25 RAM #1888 control switches. Please see the attached order entry sheet.We are going to make the return s

15、hipment of unsold merchandise within this week. (avoid the same sentence pattern as above)-The unsold merchandise will be returned within this week. Best regards, Jeff Wang第18頁/共66頁第十八頁，共67頁。2. Orders Based on Sellers Quotations(p61)To avoid misunderstanding, prices quoted should be repeated when or

16、ders are placed. 第19頁/共66頁第十九頁，共67頁。 Sample Letter 2: Orders Based on Sellers QuotationsUseful expressionWords and phrasesSample letterWriting steps第20頁/共66頁第二十頁，共67頁。Textbook, P61Sample Letter 2: Orders Based on Sellers Quotations第21頁/共66頁第二十一頁，共67頁。Writing Steps 2. Urge an immediate delivery. 1.Th

17、ank the seller for his offer.3. Repeat the quoted prices.第22頁/共66頁第二十二頁，共67頁。Useful Expression貴公司(n s)10月3日報(bào)價(jià)中所列包括運(yùn)至最終目的地費(fèi)用的價(jià)格。We find both quality and prices satisfactory and are pleased to place an order with you for the following.Prices as stated in your quotation of 3 October to include delivery

18、 to final destination.第23頁/共66頁第二十三頁，共67頁。Complete the following by translating the Chinese parts into English Dear Mr. Rendal, 事由：事由：_ _（請發(fā)送給我們）（請發(fā)送給我們） 10,000 pairs of sheep leather gloves _（按你方（按你方3月月29日所報(bào)的條件）日所報(bào)的條件）. Would you please take special care of the quality and the package of this order

19、? _（所用的皮革應(yīng)與樣品的質(zhì)量相符）（所用的皮革應(yīng)與樣品的質(zhì)量相符）. We hope that you can pack each pair in an airtight polythene bag（塑料袋密封包裝）（塑料袋密封包裝）, a dozen pairs of gloves in a box and then 20 boxes to a strong seaworthy wooden case. _（如果這首次訂貨令我們滿意，我們以后會(huì)再惠顧你方）（如果這首次訂貨令我們滿意，我們以后會(huì)再惠顧你方）. We are enclosing our Purchase Confirmati

20、on No.2006-399 in duplicate for your signature. _（希望（希望(xwng)你方在簽署后退還我方一份存檔）你方在簽署后退還我方一份存檔）. Upon receipt of your confirmation, an L/C will be issued（開出）（開出）. Sincerely,第24頁/共66頁第二十四頁，共67頁。Suggested Answer Dear Mr. Rendal, Subject: Order for 10,000 Pairs of Sheep Leather Gloves Please dispatch to us

21、 （請發(fā)送給我們） 10,000 pairs of sheep leather gloves according to the terms you quoted on March 29 （按你方3月29日所報(bào)的條件）. Would you please take special care of the quality and the package of this order? The leather should be of the same quality as that used in the sample （所用(su yn)的皮革應(yīng)與樣品的質(zhì)量相符）. We hope that yo

22、u can pack each pair in an airtight polythene bag（塑料袋密封包裝）, a dozen pairs of gloves in a box and then 20 boxes to a strong第25頁/共66頁第二十五頁，共67頁。Suggested Answer seaworthy wooden case. We will order more if the first order with which you proves to be satisfactory （如果這首次訂貨(dng hu)令我們滿意，我們以后會(huì)再惠顧你方）. We a

23、re enclosing our Purchase Confirmation No.2006-399 in duplicate for your signature. Please sign and return one copy for our file （希望你方在簽署后退還我方一份存檔）. Upon receipt of your confirmation, an L/C will be issued（開出）. Sincerely, Li Ming Import Director第26頁/共66頁第二十六頁，共67頁。3. Covering Letter with Order FormS

24、ometimes a buyer might cover a letter with order form to place his order. It is much easier than writing a complete order letter, and more importantly, order forms are effective in avoiding mistakes.第27頁/共66頁第二十七頁，共67頁。 Sample LetterUseful expressionWords and phrasesSample letterWriting steps第28頁/共6

25、6頁第二十八頁，共67頁。3. Covering Letter with Order FormTextbook, P62第29頁/共66頁第二十九頁，共67頁。Writing Steps 1. Thank the seller for his offer/ quotation. 2. Urge an immediate delivery. 3. Cover the letter with order form: quantity, items, catalogue number, price, etc.第30頁/共66頁第三十頁，共67頁。Translation 敬啟者，敬啟者， 非常感謝上月

26、貴公司派代表示范操作你們的產(chǎn)品非常感謝上月貴公司派代表示范操作你們的產(chǎn)品L15盒式錄影機(jī)盒式錄影機(jī)(video cassette recorder)，我們對此，我們對此非常滿意。非常滿意。 我們很高興向貴公司訂購以下貨品：我們很高興向貴公司訂購以下貨品： Videx 型型L15盒式錄影機(jī)盒式錄影機(jī)60臺(tái)臺(tái) 單價(jià)單價(jià)100新加坡元新加坡元 6，000新加坡元新加坡元 減去減去5%的折扣的折扣 300新加坡元新加坡元 合計(jì)合計(jì) 5，700新加坡元新加坡元 我方同意貴方上述報(bào)價(jià)我方同意貴方上述報(bào)價(jià)(bo ji)，并希望于，并希望于10日之內(nèi)收到上述貨品。我們將按商定形式交貨付現(xiàn)日之內(nèi)收到上述貨品。我

27、們將按商定形式交貨付現(xiàn)(cash on delivery, COD)。第31頁/共66頁第三十一頁，共67頁。Suggested Answer Dear Sirs, Thanks a lot for the demonstration of your L15 video cassette recorder by your representatives last month. We were very impressed with it. We have pleasure, therefore, in ordering the following: 60 Videx Model L15 vid

28、eo cassette recorders S$100 each S$ 6,000 less 5% discount S$ 300 TOTAL S$ 5,700 We agree to your quoted prices, as stated above, and anticipate receiving the goods within ten days. As agreed, payment will be cash on delivery (COD). Yours sincerely,第32頁/共66頁第三十二頁，共67頁。4. Order from a New Customer(p6

29、3)When a buyer places a “first” order with a supplier of whom he has little knowledge, he often tries to obtain satisfaction by suggesting that more important orders may follow. He will also submit references if these have not already been given in the preliminary negotiation.第33頁/共66頁第三十三頁，共67頁。Sam

30、ple Letter: Order from a New CustomerUseful expressionWords and phrasesSample letterWriting steps第34頁/共66頁第三十四頁，共67頁。4. First Order Textbook p63第35頁/共66頁第三十五頁，共67頁。Words and Phrases place a further and larger orders date of invoice deal with第36頁/共66頁第三十六頁，共67頁。Writing Steps 1. Thank the seller for h

31、is offer. 2. Place the order: quantity, pattern number, prices. 3. End on an optimistic note and hope to make regular orders with the seller.第37頁/共66頁第三十七頁，共67頁。Complete the following letter (Placing an initial order) Dear Sirs, (Acknowledgement of receiving the letter) _. We take pleasure in placin

32、g our initial order with you for the following: (Placing order: item, quantity and price) _. Since this is the first time we have explored the Malaysian markets for your products, (Requirements of transaction) _. (Positive ending) _ as beneficiary(受益者；受惠受益者；受惠(shu hu)人人), as soon as we receive a not

33、ice that the goods are ready for shipment. Yours faithfully,第38頁/共66頁第三十八頁，共67頁。Suggested Answer Dear Sirs, We acknowledge the receipt of your letter dated August 10th, along with your Performa Invoice in duplicate. (Acknowledgement of receiving the letter) We take pleasure in placing our initial or

34、der with you for the following: Item Quantity Price FOB NY Teacups 200 US$30,00 per hundred Tea Saucers 200 US$30.50 per hundred Tea Plates 200 US$30.00 per hundred Teapots, 2-pint 400 US$30,50 each(Placing order: item, quantity and price) 第39頁/共66頁第三十九頁，共67頁。Suggested Answer Since this is the first

35、 time we have explored the Malaysian markets for your products, it is, therefore, absolutely essential for you to see to it that all the goods delivered are up to the export standards and that all of them are thoroughly inspected prior to shipment. Requirements of transaction) We will open an irrevo

36、cable L/C with your company as beneficiary(受益者；受惠(shu hu)人), as soon as we receive a notice that the goods are ready for shipment. (Positive ending) Yours faithfully, H. Simon & Co., Ltd第40頁/共66頁第四十頁，共67頁。Improve the underlined parts in the letter Dear Sirs, Re: Ladies Blouses We thank you for y

37、our quotation of October 6 and the samples of Ladies Blouses. The quality satisfied us very well and so happy to send you the letter together with our Order No. 322 for the sizes mentioned in your latest catalogue. (Referring to the offer and conveying satisfaction) We note that we can be supplied t

38、hese items by you and hope we will be made delivery by the end of November. Our company is going to not need this order any more or refuse to accept the goods if you cannot supply us on time. （Terms of condition) For your reference, we wish to effect payment by D/P at 60 days sight. (Terms of paymen

39、t) Please send us your reply to confirm. (Request for confirmation) Yours faithfully,第41頁/共66頁第四十一頁，共67頁。Suggested Answer Dear Sirs, Re: Ladies Blouses We thank you for your quotation of October 6 and the samples of Ladies Blouses. We are satisfied with the quality and take pleasure in enclosing our

40、 Order No. 322 for the sizes mentioned in your latest catalogue. (Referring to the offer and conveying satisfaction) We note that you can supply these items from stock and hope you will make delivery by the end of November. Our company will reserve the right to cancel this order or reject the goods

41、for any delay in shipment. （Terms of condition) For your reference, we wish to effect payment by D/P at 60 days sight. (Terms of payment) Please kindly let us have your confirmation. (Request for confirmation) Yours faithfully,第42頁/共66頁第四十二頁，共67頁。5. Order Canceled(p64)Sometimes an order would be can

42、celed by the orderer in case some unexpected situation occurs. Order cancellation letter should be sent in time and with great care.第43頁/共66頁第四十三頁，共67頁。Sample Letter: order canceledUseful expressionWords and phrasesSample letterWriting steps第44頁/共66頁第四十四頁，共67頁。6. Order Canceled Textbook p 64第45頁/共66

43、頁第四十五頁，共67頁。Words and Phrases carriage paid price drop considerably abstain from consigning the goods運(yùn)費(fèi)(yn fi)預(yù)付第46頁/共66頁第四十六頁，共67頁。Writing Steps 2. Express regret and tell why the order to be canceled. 3. End on an optimistic note and hope to compensate the reader in the future. 1. Refer to the rel

44、evant letter.第47頁/共66頁第四十七頁，共67頁。Useful Expression遺憾(yhn)的是我方須電告貴公司，取消昨日橄欖油訂貨。如貴方停止發(fā)貨，不勝(bshng)感謝，但在今后的業(yè)務(wù)中定會(huì)作出補(bǔ)償。We very much regret having had to send you the following telegram “Cancel yesterdays order for OliveOil.”We shall be glad if you will abstain from consigning the goods, but we shall not f

45、ail to indemnify you in the event of future requirements.第48頁/共66頁第四十八頁，共67頁。Classroom Workouts: Comment on the following letter and improve it Dear Sir, Very sorry that we have to canceled our order for 2,000 teacups. We always welcome you to do business with us in the future time. Yours sincerely,

46、第49頁/共66頁第四十九頁，共67頁。Suggested Answer Dear Sir, Very sorry that we have to canceled the order we placed yesterday (mention the exact order) for 2,000 teacups. This we felt ourselves compelled to do so, since unfortunately our customers have been offered the cheaper ones by other manufacturers. (tell

47、reason why you cancel the order) We always welcome you to do business with us in the future time. - We shall, therefore, be pleased if you will stop deliveries, but we shall compensate you（補(bǔ)償(bchng)）in your future requirements. (End with positive note) Yours sincerely,第50頁/共66頁第五十頁，共67頁。 Review第51頁/

48、共66頁第五十一頁，共67頁。Writing Structure A letter of order is usually composed of the following: 1. Refer the seller to the previous contact, acknowledging that you have received the offer. 2. Give the detailed description of your order. The sequence of a number of items is necessary and should be clearly f

49、ollowed. 3. State the terms and form of payment and the anticipated date of delivery and the mode of transportation.第52頁/共66頁第五十二頁，共67頁。Points to remember (1) Completeness and accuracy are both essential in placing an order; (2) The buyer should be careful in writing the second part which describes

50、the goods to be ordered; (3) An order letter should usually be carefully worded; (4) While writing price terms and total amount, the writer should repeat the figures in words to avoid misunderstanding.第53頁/共66頁第五十三頁，共67頁。Complete the sentences 1. We would like to _（訂貨）with you 100 cases of pets toys

51、, 24 pieces per case at the price of $100 per case, _(減去5%交易折扣(zh ku),_（運(yùn)費(fèi)到付）. place an order; less 5% trade discount； carriage forward 2.We are pleased to give you an order for _ (下列商品)on the understanding that they will be supplied from current stock _(所報(bào)價(jià)格). the following items; at the prices quo

52、ted第54頁/共66頁第五十四頁，共67頁。Complete the sentences 3. We expect to _(這批貨物有好的銷售市場) and hope to _(繼續(xù)大量定貨)with you in the near future. find a good market for these goods; place further and larger orders 4. Our usual terms of payment are one month from _(發(fā)票(fpio)日期). date of invoice 5. We place this order _(

53、以.為條件)that the consignment is dispatched before 30 June. on the understanding第55頁/共66頁第五十五頁，共67頁。Complete the sentences 6. We suggest payment by bill of exchange drawn on us at 30 days_（見票后）. after sight 7. We _（有權(quán)）to cancel it and refuse delivery _(逾期). reserve the right after this date 8. We hope

54、to establish regular business with you if _(第一批貨物與所提供樣品(yngpn)的質(zhì)量一致). the first shipment is in line with the samples 第56頁/共66頁第五十六頁，共67頁。Complete the sentences 9. Unless the goods arrive here before March 5, we will _(被迫取消(qxio)訂購). have to cancel our order第57頁/共66頁第五十七頁，共67頁。Find merits or demerits

55、 in the order letter Dear Sir, As per our message of October 31, we informed you that we would issue our purchase order by the end of November 2005. But we havent finished the negotiations with our customer and it has become impossible to order all the number under a single purchase order. We are en

56、closing our purchase order No 00501-60, but it covers only a part of the initial order. The remaining part will be covered by our purchase order No. 00501-61, which is expected to be issued by us by December 6, 2005. As this is the first time we import the equipment on this order, we must get our st

57、affs fully familiarized with it for installation, operation and maintenance. So please ship by December 20. Meanwhile, please send us the operation manual as soon as possible. Yours sincerely, 第58頁/共66頁第五十八頁，共67頁。Suggested Answer Merits: It is clearly structured and the information is distinctly expressed. Every paragraph centers on one topic. The language used is formal and business-like Demerits: The letter gives the recipient a p