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« Business Letters »

« Business Letters ». PLACING AN ORDER.

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« Business Letters »

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  1. «Business Letters»

  2. PLACING AN ORDER • Orders are usually written on a company'sofficial order form which has a date and a reference number that should be quoted In any correspondencereferring to the order. If the order istelephoned, it should be confirmed in writing,and an order form should always be accompanied by either acompliments slip or a covering letter. A covering letter ispreferable as it allows you the opportunity tomake any necessary points and confirm theterms that have been agreed. • The guide below is for an outline of acovering letter. You may not want to make allthe points listed, but look through the guide tosee what could be mentioned.

  3. Opening • Make it clear that there is an order • accompanying the letter. • - Please find enclosed our Order No. B 4521 for 25'Clearsound' transistor receivers. • - The enclosed order (No. R 154) is for 50 packetsof A4 copier paper. • - Thank you for your reply of 14 May regardingour email about the mobile phones. Enclosedyou will find our official order (No B 561)for... • -I would like to place a trial order for the'Letherine' material we discussed at the tradeshow last month. Please find enclosed...

  4. Payment • Confirm the Terms or payment • - As agreed you will draw on us at 30 days. D/A,with the documents being sent to our bank,The National Mercantile Bank... • - We would like to confirm that payment is tobe made by irrevocable letter of credit, whichwe have already applied to the bank for. • - Once we have received your advice, we willsend a bank draft to • -...and we agreed that payments would bemade against quarterly statements...

  5. Discounts • Confirm the agreed discounts. • - We would like to thank you for the 30%trade discount and 10 % quantity discountyou allowed us. • - Finally, we would like to confirm that the25% trade discount is quite satisfactory • -...and we will certainly take advantage ofthe cash discounts you offered for promptsettlement. • - Although we anticipated a higher tradediscount than we will place an initialorder and hope that the discount can hereviewed In the near future.

  6. Delivery • Confirm the delivery dates-It is essential that the goods are deliveredbefore the beginning of November, in time forthe Christmas sales period. • - Delivery before 28 February Is a firmcondition of this order, and we reserve theright to refuse goods delivered after that time • - Please confirm that you can complete thework before the end of March, as the openingof the store is planned for early April

  7. Methods of delivery • Many companies use FORVADING AGENTS who are specialists in packingand handling the documentation to ship goods. Nevertheless, to ensure prompt and safe delivery, it is a good idea to advise the company on how you want the goods packed and sent. This means that if the consignment arrives late, or in a damaged state, your letter isevidence of the instructions you gave • -...and please remember that only air freightwill ensure prompt delivery. • - Please send the goods by express freight as weneed them urgently. • - We advise delivery by road to avoid constanthandling of this fragile consignment • -Could you please ship by scheduled freighter to avoid any unnecessary delays?

  8. Packing • Advise your supplier how you want the goodspacked. Note, in the first example, that cratesare often marked with a sign - a diamond, atarget, a square, a lion, etc. - that can berecognized by the supplier and customer. • - Each piece of crockery is to be individuallywrapped in thick paper, packed in straw, andshipped in wooden crates marked О andnumbered 1 to 6. • - The carpets should be wrapped, and thepackaging reinforced at both ends to avoidwear. • -The machines must be well greased with allmovable parts secured before being loadedinto crates, which should be clearly markedwith your castle logo for easy identification.

  9. Closing • - We hope that this will be the first of manyorders we place with you. • - We will place further orders if this one iscompleted to our satisfaction. • - If our sales targets are met, we shall beplacing further orders in the near future. • -I look forward to receiving your advice /shipment/acknowledgement/confirmation.

  10. ACKNOWLEDGING AN ORDER • As soon as a supplier receives an order, it should be acknowledged. This can be done by letter, or by email for speed. The following examples can be used in both emails and letters. • - Thank you for your order No. 338B which wereceived today. We are now dealing with itand you may expect delivery within the nextthree weeks. • - Your order No. 6712/1 is now being processedand should be ready for despatch by the endof this week • - We are pleased to inform you that we havealready made up your order, No9901/1/5, for500 bed-linen packets, and are now makingarrangements for shipment to Rotterdam.

  11. ADVICE OF DESPATCH • When the supplier has made up the order and arranged shipment, the customer is informed by means of an advice note. This may be a form letter, fax, or email. Although an advice note can be sent by fax or email, the customer may need to present original documents (e.g. in voice, bill of lading, insurance certificate) to collect the consignment. Of course these cannot be faxed or sent by email. • -Your order. No. d/154/т, is already on board the SS MitsuMaru. sailing from Kobe on 16 May and arriving Tilbury, London, on 11 June. The shipping documents have been forwarded to your bank in London for collection. • -We are pleased to advise you that the watches you ordered-No. 88151/24 - will be on flightba165 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. • -Your order, No. YI/151/C, is being sent express rail-freight and can be collected after 09.00 tomorrow. Enclosed is consignment note No.1167153, which should be presented on collection. You should contact us immediately if any problems arise. Thank you for your order, and we hope we can be of furtherservice in the future.

  12. Образец письма-запроса(Sample Inquiry Letter) Pet Products Ltd. 180 London Road Exeter EX4 4JY England 25th February, 1997 Dear Sir, We read your advertisement in the ‘Pet Magazine’ of 25th December. We are interested in buying your equipment for producing pet food. Would you kindly send us more information about this equipment: — price (please quote CIF Odessa price) — dates of delivery — terms of payment — guarantees — if the price includes the cost of equipment installation and staff training. Our company specializes in distributing pet products in Ukraine. We have more than 50 dealers and representatives in different regions and would like tostart producing pet food in Ukraine. If your equipment meets our requirements, and we receive a favourable offer, we will be able to place a large order for your equipment. Your early reply would be appreciated. Yours faithfully, V.Smurov Export-Import Manager

  13. Уважаемая г-жа Кроссман! Мы обращаемся к Вам, чтобы напомнить, что наш счет № 378 на сумму 5000 долларов США вот уже 30 дней не оплачен. Если у Вас есть проблемы с оплатой этого счета, то, пожалуйста, немедленно позвоните мне, с тем чтобы мы могли скорректировать его. Спасибо за Ваше незамедлительное внимание к этому вопросу. С уважением P. S. Если вы уже перечислили эту сумму по почте, пожалуйста, примите нашу благодарность и проигнорируйте это письмо.   Dear Mrs. Crossman, This is a reminder about invoice number 378for $ 5,000, which is now over30 days past due. If there is a problem with this invoice, please call me at once so we can correct it. Thank you for your prompt attention to this matter Yours sincerely, P. S. If your payment is already in the post, please accept our thanks anddisregard this notice.

  14. В Банк Нью-Йорка Дата: Господа! Настоящим вам предписывается прекратить оплату по представлении следующего чека: Имя получателя: Леонид Петров Дата чека: 25.10.96 Сумма: 50 000 долларов США Номер чека: 27 Это прекращение платежа остается в силе до следующего письменного распоряжения. Наименование счета: Валютный счет Номер счета: 24367- 49875 Подпись: Date: Gentlemen: You are hereby directed to stop payment upon presentment of the followingcheck: Name of Payee : Leonid Petrov Date of Check: 10.25.96 Amount: $50, 000 Check Number: 27 This stop order shall remain in effect until further written notice. Name of Account: Currency Account Account Number: 24367- 49875 By:

  15. Менеджеру по работе с персоналом 1 Настоящим сообщаю, что с 5 декабря 1996 года я увольняюсь изкомпании. С уважением Effective December 5, 1996 I hereby resign from employment with thecompany. Very truly yours, 2 Кому: _________ Настоящим сообщаю, что я увольняюсь с должности _________ в корпорации с сегодняшнего дня.С уважением(Подпись) То: _________ I hereby resign as ____________ of the Corporation effective forthwith. Very truly yours. (Signature)

  16. ДОВЕРЕННОСТЬвыдана компанией «Девиз Консалтинг Интернэшнл Лимитед» Настоящей Доверенностью, выданной 5 января 1997 года «Девиз Консалтинг Интернэшнл Лимитед», компанией, образованной и зарегистрированной в Российской Федерации, чей зарегистрированный офис находится по адресу: Россия, 191011, Санкт-Петербург, Невский проспект, д. 54, апартаменты 15 (здесь и далее именуемой «Компания»), г-н ПетровЛеонид Петрович, консультант по международным отношениям Компании, назначается настоящим и законным Поверенным Компании (здесь и далее именуемым «Поверенный»), уполномоченным представлять ее и действовать от имени и по поручению Компании. А также настоящим декларируется, что Компания ратифицирует и подтверждает и соглашается ратифицировать и подтвердить все, что бы ни сделал или ни намеревался сделать Поверенный на основании данной Доверенности, включая подтверждение любых действий Поверенного, совершенных в промежуток времени между отменой данной Доверенности и днем, когда о таковой отмене стало известно указанному Поверенному. В свидетельство сего эта Доверенность была оформлена пятого января тысяча девятьсот девяносто седьмого года. Печать компании «Девиз Консалтинг Интернэшнл Лимитед»была здесь приложена в присутствии:(подпись)Романа Гуляева Генерального директоре компании«Девиз Консалтинг Интернэшнл Лимитед»

  17. POWER OF ATTORNEYBy Deviz Consulting International Limited By this Power of Attorney given on the 5 day of January 1997 DevizConsultingInternational Limited, thecompany incorporated and registered in theRussianFederation, having its registeredoffice at: 54 Nevsky Prospect, Suite 15,St.Petersburg, 191011, Russia (hereinafter called "the Company") herebyappoints Mr. Leonid PetrovichPetrov, Consultant on International Affairs of theCompany, the true and lawful Attorney (hereinafter called "the Attorney") of theCompany torepresent and act in the name and on behalf of the Company.And it is hereby declared that the Company ratifies and confirms and agreesto ratify and confirm whatsoever the Attorney shall do or purport to do by virtue ofthis Power of Attorney including in such confirmation whatsoever shall be donebetween the time of revocation of this Power of Attorney and the time of thatrevocation becoming known to the said Attorney.In witness whereof this Power of Attorney has been executed this fifth day ofJanuary1997. The common seal of Deviz Consulting International Limited was hereunto affixed in the presence of: (signature) Roman Gulyaev General Manager of the companyDeviz Consulting International Limited

  18. РАСПИСКА В ПОЛУЧЕНИИ Настоящим я, нижеподписавшийся, удостоверив получение пяти тысячдолларов США ($ 5000) от г-на Дмитрия Петрова за уплату и выполнениеобязательств по договору от 13 мая 1995 года, который более подробноописан следующим образом: __________________________________________. Подписано и скреплено печатью 30 мая 1996 года. Свидетель ________ RECEIPT The undersigned hereby acknowledges the receipt of Five Thousand ($5,000) US Dollars from Mr. Dmitry Petrov in full payment, satisfaction and discharge of the obligation dated May 13,1995 which is more particularlydescribed as follows: ___________________________ Signed and sealed this 30 day of May, 1996. Witness________

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