Order

Unit 5

It is the consumer, and the consumer alone, who casts the vote that determines how big any company should be.

---Crawford H. Greenwalt

A transaction is concluded when a firm offer is accepted by the offeree. Once a transaction is concluded, the two parties are bound by the order and the contract.

By the end of this unit , you should be able to …

Appreciation of a letter;Writing.

Language pointsMain points in letters

Text Analysis Assignment

Questions & Answers

Pre-reading Activities Studying Aim

Part Pre-reading ActivitiesⅠPart Pre-reading ActivitiesⅠ (Questions & Answers)(Questions & Answers)

1. Under what kind of situation, does the buyer send an order to the seller?

The buyer will place an order after two parties reach an agreement.

2. What should be contained in an order?

The following will be contained:1) The names and addresses of the buyer and the seller;2) An order reference number;3) An accurate and full description of goods required;4) Quantities, prices of the goods including unit prices

and total prices;5) The shipping method: by sea or by air, and the time

of shipment and port of destination;6) Any detailed instructions on packing and shipping

marks;7) The terms of payment agreed upon in

previous negotiations.

3. What should you do for your

acknowledgment? You should do:1) Acknowledge the order with an expression of thanks;2) Give your reference number;3) Restate the contents of the order and where possible add a

few favorable comments on the goods ordered;4) Restate the shipping instructions, such as the date of

shipment and the port of destination;5) Restate the terms of payment;6) Pay attention to other products likely to be of interest;7) Assure the buyer of your prompt and careful execution of

the order and express your desire for future orders;8) Enclose your Sales Contract in duplicate for counter-

signature.

4. Under what kinds of situations, will you refuse an order from the buyer?

We will refuse an order under the following:

1) The goods ordered are no longer manufactured;

2) There have been changes in specifications and price.

5. What will assist you if you refuse an order?

Below are the four pointers:1) Acknowledge the receipt of the order with

thanks;2) Explain why it is so unfortunate that you can

not meet the buyer’s requirement with focus on what the situation is.

3) Show your appreciation of the buyer’s confidence in your company and express your regret of inability to be helpful;

4) Offer help in other possible ways and express your wish for further contacts.

PartⅡ Studying AimPartⅡ Studying Aim

By the end of this unit, you should be able to:

1. Know main points in this kind of letter and write an order letter;

2. Grasp the main points in this letter;

3. Master key language points and difficult Sentences;

4. Know how to write a response letter (to show your agreement or disagreement) to No.1 letter.

Part Text AnalysisⅢPart Text AnalysisⅢLetter 1 & 2 Letter 1 & 2 orderorderSpecimen 1 An Order

Dear Sirs,

We thank you for your quotation of Oct. 6 and the samples of shirts. We are satisfied with the quality and take pleasure in enclosing our Order No.122 for the sizes mentioned in your latest catalogue.

We note that you can supply these items from stock and hope you will make delivery by the end of Nov.. Our company will reserve the right to cancel this order or reject the goods for any delay in shipment.

For your reference, we wish to effect payment by D/P at 60 days sight. Please kindly let us have your confirmation.

Yours faithfully,…Encl. as stated

Specimen 2 Confirming the Order

Dear Sirs,

Thank you very much for your Order No.122 dated Oct. 12, and we’re pleased to confirm the purchase from you of shirts. Our dispatch department is working on your order, and will let you know when the consignment is ready.

As regards the payment terms, it is acceptable. We will send the documents through our bank to you as soon as the shipment is effected. We sincerely hope this trial order will result in repeat orders in the near future.

Yours sincerely,

After your reading the above two letters, please answer the following questions:

1. What is the purpose of specimen 1? — It’s mainly to place an order to the seller.

Step1: Main points in specimen 1 & 2

2.What are main points in specimen 1?

Main points are following:Opening: conclusion of the business,

a. confirmation of the terms and conditions of the business;b. sending of the order;

Body: the details of the goods, which arec. description of the goods (quantity,

name, size, price, number);d. statement of the mode of packing,

the port of destination and the time of shipment;

Closing: expectation of confirmation.

3. What are main points in specimen 2?

Main points are:

Opening: a. thanks for the order;

Body: b. expression of confirming the purchase;

c. assurance of execution of order (packing mode, delivery time, shipment);

Closing: d. expression of hope and future cooperation.

2. for your reference: for your information eg: For your reference, there is every indication that the prices show an advancing tendency.

1. be satisfied with: be pleased witheg: We’re satisfied with the quality of your goods.

Step2: Details of Letter 1&2

Language points

3. effect: fulfill, make

eg: We will effect shipment in time.

5. dispatch: send, shipeg: We will dispatch the goods as per your request.

6. consignment: goods for deliveryeg: The consignments are subject to weather change.

4. purchase: buyeg: Your goods are of high quality, and we’ll purchase from you.

Difficult Sentences

1. We note that you can supply…

you will make delivery by the

end of Nov. (Para.2 in specimen

1):

We hope you will effect shipment

before Dec.

2. As regards the payment terms, it is acceptable (Para 2 in specimen 2):We can accept the terms of payment in your order.

3. We sincerely hope this trial order will result in repeat orders in the near future. (Para 2 in specimen 2)We hope we will fill this trial order smoothly, and will get more orders from you in the near future.

PartⅣ AssignmentPartⅣ Assignment

1. Supplementary reading:

Dear Sirs, Thank you for your offer letter of Sept. 13.

We feel quite satisfied with the quality of your products. We also know from your letter that you will grant us 5% discount for the order. We enclose one copy of our order

As we are in urgent need of these products, please

make shipment of the goods immediately. As soon

as we receive your confirmation on the order, we

will inform our bank to open a L/C in your favor.

Please pay your timely and great attention to this

order. We are looking forward to your early reply.

Yours sincerely,

2. Please write a reply to the above

letter (to show your agreement).

Thank you!