Lecture 6 Order Placing and Replies to Orders Objectives Ⅰ. IntroductionIntroduction Ⅱ. How to place an orderHow to place an order Ⅲ. Confirmation of an orderConfirmation of an order Ⅳ. Samples

Ⅰ. Introduction –definitiondefinition –the essential qualities of an orderthe essential qualities of an order –legal position of the parties in an orderlegal position of the parties in an order –the buyer’s obligationsthe buyer’s obligations –the seller’s obligationsthe seller’s obligations

definition It is largely routine. Sometimes there is no correspondence at all; instead, buyers use a printed order form or sheet. Ordering on a printed form has a number of advantages:

Ordering on a printed form has a number of advantages 1). The forms are pre-numbered and therefore easy to refer to; 2). Important details cannot easily be overlooked; 3). The general conditions under which orders are placed can be printed on the back. Orders placed by telephone should be confirmed in writing to avoid misunderstanding.

the essential qualities of an order the essential qualities of an order-letter are accuracy and clarity. 1). Include full details of description, quantities, prices and quote catalogue number, if any; 2). State your requirements as to delivery-place, date, mode of transport and whether to be sent carriage paid, or carriage forward; 3). Confirm the terms of payment agreed in preliminary negotiations.

legal position of the parties in an order the seller who has quoted is not legally bound to accept the buyer’s order, unless the quotation is made as a firm offer. According to customary practice, the buyer’s order is an offer to buy and the arrangement is not legally binding until the seller has accepted the offer. After that,both parties are legally bound to honor their agreement.

the buyer’s obligations when an agreement comes into force, the buyer is required by law. 1). To accept the goods supplied, provided 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 possible.

the seller’s obligations 1). To deliver goods exactly of the kind ordered, and at the agreed time; 2). To guarantee the goods to be free from faults. If faulty foods are delivered, the buyer can demand either a reduction in price, or replacement of the goods, or cancellation of the order. He may also be able to claim damages.

Ⅱ. How to place an orderHow to place an order 1. the content of an orderthe content of an order 2. how to write an order letterhow to write an order letter 3. samplessamples

the content of an order the commodity name to be ordered The item’s number (model NO. grade NO. catalogue NO. etc.) The quantity you need. Description or specification Unit price Discounts or commissions Total price Terms of payment Desired delivery date The mode of the shipment Authorized signature.

how to write an order letter in the opening para., refer to the previous contact, such as a catalogue, or a direct mail letter you have received, an exhibition you have visited, or a visit by a sales person. The body para. is the main part of the letter in which you describe the details of your order. Leading by some introduction sentences, such as, “I should like you to send me the following items”, or “please supply the following goods as soon as possible”. Then you give detailed information of your order. The last para. is to state payment terms and forms. This part is very important, because it stipulates the anticipated date of the delivery and the mode of the transportation. It should be clear enough to make each party in the transaction be aware of the facts and avoid any confusion and possible delay.

samples Dear Sir or Madam: We thank you for your quotation of Aug. 10, together with the samples of “fortune” cotton bed sheets and pillow covers. We find both quality and prices satisfactory, and are pleased to place an order with you for the following, on the terms you stated in your letter. quantity Commodity name Catalogue No. Unit price200 pieces Bed-sheets, cotton, white31$6200 pieces Bed- sheets, cotton, pink32$6We are in urgent need of the goods. We place this order on condition that the foods are dispatched in time to reach us by sept.5, and reserve the right to cancel it and refuse delivery after this date. We suggest payment by T/T remittance within five working days after the contract date. We are waiting for your acceptance. Yours truly, David Usherwood

Ⅲ. Confirmation of an orderConfirmation of an order fulfillment of routine orders fulfillment of a “ first ” order seller notifies delay in delivery seller rejects the order

1.Fulfillment of routine orders Sample June 25, 2008 Dear Sirs, We were very pleased to receive your order No099 for shoes and, as all items are in stock, we will dispatch them to you today by train, carriage forward. We hope they will reach you in good time and that we may have the pleasure of further orders from you. Yours faithfully, Andy

June 25, 2008 Dear Sirs, We have the pleasure to acknowledge the receipt of your Indent/Order No.234, dated 10 July, for which we are much obliged. The goods will be forwarded so as to reach you on or before 20 September as desired, and you will receive advice of shipment in due course. Yours faithfully, Andy

2. Fulfillment of a “first” orderFulfillment of a “first” order What is it, and how to do sample

What is it, and how to do “first” order, that is the order from a new customer, should most certainly be confirmed by letter. The letter should: express pleasure at receiving the order add a favorable comment on the goods ordered include an assurance of prompt and careful attention draw attention to other products likely to be of interest hope for further orders

Sample May 26, 2008 Dear sirs, We want to say how pleased we were to receive your order of 24 May for our sport supplies and welcome you as one of our customers. We confirm supply of the goods at the prices stated in your letter and are arranging for dispatch next week by sea. When the goods reach you we feel confident you will be completely satisfied with them at the prices offered, for they represent exceptional value. As you may not be aware of the wide range of goods we are dealing in, we are enclosing a copy of our catalogue and hope that our handling of your first order with us will lead to further business between us and mark the beginning of a happy working relationship. Yours faithfully, Andy

3. seller notifies delay in deliveryseller notifies delay in delivery How to do sample

How to do When the goods ordered cannot be delivered immediately, the seller must send to the orderer a letter in which he should: apologize for the delay explain the reason hope that the customer is not being inconvenienced unduly state when delivery may be expected, if this is possible

sample May 26, 2008 Dear sirs, We thank you for your order of 10 May for pet toys, but regret that we cannot supply them immediately owing to a big fire in our factory. We are making every effort to resume production and fully expect to be able to deliver the goods at the beginning of next month. Meanwhile, we apologize for the delay and trust it will not cause you serious inconvenience. Yours faithfully, Andy

4. seller rejects the orderseller rejects the order 1) the situationthe situation 2) how to dohow to do 3) samplesample

the situation There are times when a seller does not accept the buyer’s order, with seller should: he is not satisfied with the buyer’s terms and conditions the buyer’s credit is suspect the goods are not available

how to do Letters rejecting orders must be written with the utmost care and with an eye to good will and future business. When sending such letters, the seller should: regret your inability to meet the buyer’s needs propose an alternative product, if one is available hope for the opportunity to serve him another time when the seller cannot grant a request for a lower price, he should give reasons.

Sample Dear Sirs, Thank you for your order of may 6 for six hundred sets of PEONY Television Sets, but since you make delivery before Christmas a firm condition, we deeply regret that we cannot supply you as we have done on so many occasions in the past. The manufacturers are finding it impossible to meet current demand for this very popular set. We ourselves placed an order for 200 sets a month ago, but were informed that all orders are being met in strict rotation and that our own could not be dealt with before the beginning of February. I gather from your telex received this morning that your customers are unwilling to consider other makes. May I suggest that you try China National Light Industrial Products Import& Export Corporation in Beijing. They may be able to help you. Yours faithfully Andy