1. ORDERS

2. Placing Orders  Date  Reference Number  Covering letter

3. Opening Make it clear that there is an order accompanying the letter  Please find enclosed our Order No. B4521 for 25 ‘Clearsound’ Transistor receivers.  The enclosed order (No. R154) is for 50 packets of A4 copier paper.

4. Payment Confirm the term of Payment  Once we have received your advice, we will send a bank draft to…  … and we agreed that payments would be made against quarterly statements…

5. Discount Confirm the agreed discounts  Finally we would like to confirm that the 25% trade discount is quite satisfactory.  We would like to thank you for the 30% trade discount and 10% quantity discount you allowed us.

6. Delivery Confirm the delivery date  Delivery before 28 February is a firm condition of this order, and we reserve the right to refuse goods delivered after that time.

7. Method of Delivery  … and please remember that only air freight will ensure prompt delivery.  We advise delivery by road to avoid constant handling of this fragile consignment.

8. Packing Advise your supplier how you want the goods packed  The carpets should be wrapped and the packaging reinforced at both ends to avoid wear.

9. Closing  We hope that this will be the first of many orders we place with you.  We will place further orders if this one is completed to our satisfaction.

10. Points to remember 1.Even if you use an official order form when placing an order, it is a good idea to send a covering letter confirming terms of payment, discounts, delivery and packing. 2.Orders should be acknowledged as soon as they are received. Email is a convenient way of acknowledging them quickly.

11. In class exercise 1.You are going to compose a cover letter for order No. 5771 2.Both you and supplier agreed with 10% trade discount. 3.The term of payment would be SIGHT DRAFT 4.Please advise the supplier to send the shipping document and sight draft to the nearest Wood Forest Bank for further transaction.

12.  Receiver’s name: Julio Fergus  Receiver’s address: Milan, 60 Via Roma, Irina Office Equipment, Italy  Sender’s address: Italy, Grassi Tiles, Rome, 6 Via Veneto.

13. Reply to orders

14. Acknowledging an Order  Thank you for your order No. 338B which we received today. We are now dealing with it and you may expect delivery within the next three weeks.  Your order No. 6712/1 is now being processed and should be ready for dispatch by the end of his week.

15. Advice of Dispatch  Customers need to present original documents, such as invoice, in order to collect the merchandise.  Those documents cannot be sent by email or faxes.

16. Dispatch  The act of sending off, as to a specific destination.

17. Invoice  It is a commercial document issued by a seller to a buyer, indicating the products, quantities and agreed prices for products or services with which the Seller has already provided the Buyer.

19. Bill of lading  It is a document issued by a carrier.

20. Lading Lading  The act of loading.

21. Main types of bill  Straight bill of lading  Order bill of lading  Bearer bill of lading

23. Insurance Certificate

25. Example  We are pleased to advise you that the watches you ordered- No. 8815/24- will be on flight BA165 leaving Zurich at 11:00, 9 August, arriving Manchester 13:00. Please find enclosed air waybill DC 15161/3 and copies of invoice A113/3, which you will need for collection.

26. Delays in Delivery  I was surprised and sorry to hear that your consignment (Order No. B145) had not reached you. On enquiry I found that it had been delayed by a local dispute on the cargo vessel SS Hamburg on which it had been loaded. I am now trying to get the goods transferred to the SS Samoa, which is scheduled to sail for Yokohama before the end of next week. I shall keep you informed.

27.  I am writing to tell you that unfortunately there will be a three- week delay in delivery. This is due to a fire at our factory in China which destroyed most of the machinery. Your order has been transferred to our Vietnam factory and will be processed there as soon as possible. I apologize for this delay which is due to circumstances beyond our control.

28. Refusing an Order  Out of stock  Bad reputation  Unfavorable terms  Size of order

29. Out of stock  We are sorry to say that we are completely out of stock of this item and it will be six weeks before we get our next delivery, but please contact us then.  We no longer manufacture this product as demand over the past few years had declined.

30. Bad reputation  We would only be prepared to supply on a cash basis.  I am sorry to say that we must turn down your order as we have full order books at present and cannot give a definite date for delivery.

31. Unfavorable terms  Delivery cannot possibly be guaranteed within the time given in your letter.  It would be uneconomical for us to offer our products at the discounts you suggest as we work on a fast turnover and low profit margins.

32. Size of order  Unfortunately, our factory does not have facilities to turn out 30,000 units a week.  We only supply orders for ballpoint pens by the gross and therefore suggest you try a wholesaler rather than a manufacturer.

33. Points to remember 1.When sending an advice of dispatch, remember that, if collection requires original documents, you cannot fax these or attach them to an email message. 2.If there are problems with delivery, tell your customer immediately what you intend to do to correct them. Apologize for the inconvenience.

34. 3.If you turn an order down, be polite and generalize the terms you use so that the customer does not think this refusal only applies to them.

35. In class Exercise  Your Title: Managing Director  Company’s address: Germany, 45 Grossestrasse, Frankfurt, Panton Manufacturing Ltd.  Recipient's name: H. Majid  Recipient's address: Grand Road, Majid Enterprises, India, Bombay

36.  You are writing this letter concerning the order No. 775/2 has been delayed.  Due to bankruptcy of your main supplier.  Need more time to find another supplier.  Guaranteed the products will be shipped by the middle of next week.  Also apologize to the customer for the delay of shipment.  Asking the customer for immediate response if there is any change of plan.