Unit Five orders By Cherry Lu

Objectives 1. Ss should be able to use the important phrases and sentences patterns related to order. 2. Ss should be able to place an order with their customers. 3. Ss should be able to accept an order. 4. Ss should be able to reject an order and state the reasons. 5. Ss should be able to offer substitute and state the reasons.

Task Two Accepting Order 2 Task One Placing order 31 Task Three Rejecting Order 33

Task One Placing order Objectives: Students should be able to place an order with your customers.

Brainstorm: Brainstorm: what are the essential qualities of an order? I. Task Suppose you are an importer, please send an to place an order with the exporter who sits next to you. You place a first order for article No. St256, article No. SD569, article No. SG231 of the air conditioners. The quantities are 900 sets, namely 300 sets each of the three items.

II. Specimen letters Dear Sir, We thank you for your letter of 6 January, and are glad to inform you that your samples are satisfactory. Enclosed please find our Order No.238 for four of the items. All these items are urgently required by our customers. We therefore, hope you will make delivery at an early date. Yours faithfully ， H. Simpson Co.,Ltd. Manager 1. Letter 1

Enclosure of letter 1 Encl. H. SIMPSON&CO., LTD 328 South Street, Sydney, Australia Order No.238 ORDER FORM 7th January, 2007 China National Imp.&Exp. Corp. Shanghai, China Packing: In cotton cloth bales Shipment: Prompt shipment from Shanghai Payment: By irrevocable L/C available by draft at sight

Useful Expressions 1. satisfactory: e.g. If the price are reasonable and qualities satisfactory, we shall be able to place a trial order. Your samples are satisfactory. satisfy e.g. We are satisfied with your products. We have confidence that you will be completely satisfied with our goods when you received them. satisfaction e.g. If you place an order for this item, I promise it will give you satisfaction.

2. urgently (adv.) urgent (adj.) require urgently urgent requirement e.g. 鉴于你方急需此货，尽管目前供货很紧， 我方决定接受你方 定单。 In view of your urgent need of the goods, we have decided to accept your order in spite of the current tight supply position. 3. delivery make/effect delivery port of delivery time of delivery 4. prompt shipment

2. Letter 2 CROMBONGO TEXTILES CO., LTD. P.O. Box No., 204, Lagos, Nigeria Our ref: CN/TX Your ref 18th July, 2007 China National Import & Export Corp. SHANGHAI China Dear Sirs Thank you for your letter of 12th July sending us patterns of cotton prints. We find both quality and prices satisfactory and are pleased to place an order with you for the following items on the understanding that they will be supplied from current stock at the prices named: Specification Quantity (set) Price (US$) HLDA 1,000 4, HLDB 1,500 7, DNLB 1,000 4, JLWE 2,000 8, USD24, The above price is on CFR Guangzhou Basis.

Delivery: As we need the goods urgently, please deliver within 60 days after receipt of the order. We expect to find a good marker for these cottons and hope to place further and larger orders with you in near future. Our usual terms of payment are documents against payment and we hope they will be acceptable to you. Meanwhile should you wish to make inquiries concerning our financial standing. You may refer to our bank: The National Bank of Nigeria, Lagos. Please send us your sales confirmation in duplicate. Yours faithfully Crombongo Textiles Co., Ltd Manager

Useful Expressions 1. We find both quality and prices satisfactory and are pleased to place an order with you for the following items on the understanding that they will be supplied from current stock at the prices named. 我方对你方产品的质量和价格均感满意，如果按指定价格以现 货供应，我们乐意订购下列产品。

2. place an order place/make an order with sb. for sth. e.g. 如果你方价格合理，我们将订购 5000 台。 If your price is reasonable, we will place an order for 5000 sets. accept an order 接受订单 cancel an order 取消订单 first order 首批订单 trial order 试定订单 confirm an order 确认订单 3.on the understanding that … e.g. I signed the contract on the understanding that delivery would be made in two weeks. 4. documents against payment

3. Conclusion How to write an order letter? Task: discuss how to write a letter of placing an order according to letter 1 and Letter 2

Dear Sirs Thank you for your letter of 12th July sending us patterns of cotton prints. We find both quality and prices satisfactory and are pleased to place an order with you for the following items on the understanding that they will be supplied from current stock at the prices named: Specification Quantity (set) Price (US$) HLDA 1,000 4, HLDB 1,500 7, DNLB 1,000 4, JLWE 2,000 8, USD24, The above price is on CFR Guangzhou Basis. Delivery: As we need the goods urgently, please deliver within 60 days after receipt of the order. We expect to find a good marker for these cottons and hope to place further and larger orders with you in near future. Our usual terms of payment are documents against payment and we hope they will be acceptable to you. Meanwhile should you wish to make inquiries concerning our financial standing. You may refer to our bank: The National Bank of Nigeria, Lagos. Please send us your sales confirmation in duplicate. Manager Description of goods, quantities and prices Trade terms Delivery/shipment time Terms of payment Expression of thanks

The essential qualities of an order An order should : a) include full details of description, quantities, prices and article numbers. b) state mode of packing, port of destination and time of shipment. c) confirm the terms of payment as agreed upon in preliminary negotiations.

Back to the task Task: Suppose you are an importer, please send an to place an order with the exporter who sits next to you. You place a first order for article No. St256, article No. SD569, article No. SG231 of the air conditioners. The quantities are 900 sets, namely 300 sets each of the three items. description of goods, quantities and prices trade terms delivery/shipment time terms of payment

Task Two Accepting Order I. Task Objectives: Students should be able to accept an order. Send a reply to accept the order you have received.

II. Specimen letters Dear Sirs We are pleased to receive your order of 18th July for cotton prints and welcome you as one of our customers. For goods ordered we require payment to be made by a confirmed and irrevocable letter of credit payable by draft at sight upon presentation of shipping documents. Please let us know immediately whether you agree to our terms. As soon as we receive your reply in the affirmative, we shall confirm supply of the prints at the prices stated in your letter and arrange for dispatch by the first available steamer upon receipt of your L/C. When the goods reach you, we feel confident you will be completely satisfied with them-at the price offered they represent exceptional value. As you may not be aware of the wide range of goods we deal in, we are enclosing a copy of our catalogue and hope that our handing of this first order of yours will lead to further business between us and mark the beginning of a happy working relationship. Yours sincerely China National Import & Export Corp. Manager Encl. 1. Letter 3

1. receive e.g. We have received your letter of May 16. receipt e.g. We are on/in receipt of your letter of May 16. reception e.g. Our products will win a warm reception from buyers. Useful Expressions and Difficult Points

2. shipping shipping documents one set of shipping documents Shipping notice/advice company documents container space instruction mark

3. confirm (v.) e.g. 我方确认收到你方第 123 号定单 We confirm having received of your order No.123 confirmation (v.) sales confirmation confirmed L/C 4. available 可用的， 可得到的，可供应的 the first available steamer 最早开驶的轮船 供出口的商品 goods available for export

Task: Discuss how to write a letter of accepting an order according to letter Conclusion

Dear Sirs We are pleased to receive your order of 18th July for cotton prints and welcome you as one of our customers. For goods ordered we require payment to be made by a confirmed and irrevocable letter of credit payable by draft at sight upon presentation of shipping documents. Please let us know immediately whether you agree to our terms. As soon as we receive your reply in the affirmative, we shall confirm supply of the prints at the prices stated in your letter and arrange for dispatch by the first available steamer upon receipt of your L/C. When the goods reach you, we feel confident you will be completely satisfied with them-at the price offered they represent exceptional value. As you may not be aware of the wide range of goods we deal in, we are enclosing a copy of our catalogue and hope that our handing of this first order of yours will lead to further business between us and mark the beginning of a happy working relationship. Express pleasure at receiving the order add a favourable comment on the goods ordered include an assurance of prompt and careful attention draw attention to other products hope for further orders

A letter of accepting an order should include : a) express pleasure at receiving the order b) add a favourable comment on the goods ordered c) include an assurance of prompt and careful attention d) draw attention to other products likely to be of interest e) hope for further orders

Back to the task Task ： Send a reply to accept the order you have received.

Section C Rejecting Order Letter 5 Dear Sirs, Thank you for your Order No.A789 for our shoes, but regret to say that we are not able to accept your order. As you know, freight and the cost of materials have risen substantially. Moreover, we have improved our packing method, as you may have seen from our samples, which cost us a lot. Therefore, we were compelled to adjust our prices in order to cover at least part of this increase. The price is 9% higher than you ordered. For the market is firm with an upward tendency, we advise you to accept our price without delay. In view of our long business connection we will definitely keep supplies available for you if you amend the price within 7 days. Yours sincerely ， Shunde Import & Export Corp.

1. As you know, freight and the cost of materials have risen substantially. 2. be compelled to adjust our prices in order to cover at least part of this increase 3.the market is firm with an upward tendency with an upward tendency with a downward tendency 4. in view of

Letter 7 1. make delivery 2. meet current demand

Key to Exercise I 1. require urgently/urgent need 2. make delivery 3. draft at sight 4. current stock 5. documents against payment 6. sales confirmation 7. confirmed L/C 8. presentation of shipping documents 9. the first available steamer 12. in view of 13. prompt attention 14. deeply regret

Exercise II 1. We have received your letter of May 20,2007, which enclosed an order for 1,000 sets computers. 2. We enclose our Sales Confirmation No.6930 in duplicate, one copy of which please sign and return to us for our file. 5. We shall place a trail order with you for1000 sets provided you will give us a 5% commission.