CC unit 5, orders and cover letters of orders

Commercial Correspondence
Unit 5
Orders and
Cover Letters of Orders


Orders
Opening
Express thanks for the offer and pleasure in
placing an order
We thank you for your offer No. 204/PP of
(dated) 15 September 20__ and are pleased
(glad) to place an order on the following
terms and conditions:
•

… and have pleasure in placing an order

•

2


Orders
Main Message
7.

Methods of payment

•

Payment: … to the account of Vietcombank,
in your favour (in favour of the seller) for the
total value of the goods to be shipped.

3


Orders
Main Message
Methods of payment
Bill of exchange
 Sight draft: a bill of exchange payable immediately
upon acceptance (accept to pay)
 Draft at 60 days (after) sight: payable within 60
days of acceptance (60 D/S)
• We should be glad if you would agree to draw on
us at 30 D/S (at 30 days) for the amount of …
7.

4


Orders
Main Message
Methods of payment
Documentary collection
 Documents against payment (D/P)
 Documents against acceptance (D/A)
7.

5


Orders
Closing
Expressing hope for future business
• We look forward to your early confirmation of
our order (confirmation of sales).
• We look forward to having your confirmation/
acknowledgement soon.
• Please confirm your acceptance of this order.
6


Cover Letter of an Order
Opening



•

•
•

Acknowledge receipt of the offer
Express pleasure in enclosing an order form
We thank you for your letter/offer of … for … and
are pleased to enclose an order on the following
terms and conditions.
… and take pleasure in enclosing our order No…

Please find enclosed our order No. DR435 for
(diesel engines).
7


Cover Letter of an Order
Main Message: Useful expressions
•
•
•
•
•

We would like to make clear the following points.
We would like to emphasize (draw your attention
to) the following points.
We are very interested in the different types of
watches you offered …
We are quite satisfied with …
We have decided to accept the 15% discount you
offered …
8


Cover Letter of an Order
Closing
Remember to mention the order and other
documents you want to enclose in the
Enclosure section.
Enc: Order No. TL/473

9


Practice 1

1. Please confirm your acceptance of this order. Such
acceptance should arrive not later than 14 days
from the date of (specified in) the order.
2. Please acknowledge this order and confirm that
you will be able to deliver the goods by early
October.
3. We thank you for your offer of 1 December and
find that the terms and conditions mentioned
(quoted) can be acceptable to us. (… and are able
to accept the terms and conditions you quoted).
10


Practice 1

4. We thank you for the samples you sent us on 25
December and should be glad if you would accept
and make up (execute/process) promptly the order
enclosed for various (different) kinds of carpets. (…
and could you please accept and make up
promptly the order …)
5. We thank you very much for your offer No.234 of
6 May 20__ for a number (selection) of smallsized agricultural machines and are happy to
place an order on the following terms and

conditions.
11


Practice 1

6. We thank you for the catalogue and price list
enclosed with your offer No.72 of 4 August 20__
but regret to inform you that your prices are
somewhat (rather) higher than those quoted by
some other suppliers. We hope, however, to have
another opportunity of doing business with you in
the future.
7. Please (Could you please) arrange for immediate
shipment (We would appreciate prompt delivery) of
our order and we are enclosing the packing and
marking instructions for your attention.
12


Practice 1

8. Delivery should be made by the date specified in our
order, and we would refuse taking delivery after 31
December when the goods are out of sales season in
our market.
9. We need three sets of instructions for assembly,
operation and maintenance of the machines. One of
them is to be (should be) airmailed to us in advance
in order to be translated into Vietnamese for home

consumers; the other two sets are to be shipped
with the goods.
13


Practice 1

10.We suggest that these machines (should) be
guaranteed within 24 months from despatch and 6
months from use.
11.We would like to pay by draft at 60 D/S (at 60 days)
and should be glad if you would agree to this.
12.Thank you for your letter of … and we should be
glad if you would agree to draw on us at 30 D/S,
documents against acceptance.

14


Practice 2

Dear Mr Crane
We are pleased to inform you that the first shipment
of your CT860 multi-function (all-purpose) tractors
sold very well in the first week of its arrival here.
We now would like to place a firm order on the
following terms and conditions.
1. Commodity: multi-function tractors CT860
2. Quantity: 30 units
3. Specification: as per catalogue No. 4/88 and

technical instructions enclosed with (attached to)
your offer No. 67 of 2 March 20__.
15


Practice 2

4. Price: USD2,200.00 per unit CIF Sai Gon Port, Ho
Chi Minh City, including packing.
Total amount: USD66,000.00 (Sixty six thousand
US dollars)
5. Delivery: in two lots. The first one of 10 units is to
be shipped in August 20__ and the second of 20
units will be in December 20__.
6. Packing: in customary export packing for long sea
voyage.

16


Practice 2

7. Marking: each case is marked on both opposite
sides in letters not less than 5 cm high in weatherproof paint as follows:
Order No. TD44/50
Shipper: Export Tractor Co. Ltd.
Consignee: Machines and Components Import Co.
Case numbers : From 1 upward
Net weight:
Gross weight:

Measurements (dimensions/sizes):

17


Practice 2

8. Payment: is to be made (effected) in US dollars by
an irrevocable letter of credit to be opened with
Vietcombank 15 days prior to the first shipment,
valid for 45 days, to the account of Tokyo
Commercial Bank in favour of the seller for 100%
of the (the total) value of the goods to be shipped.
Documents required for payment include:
Commercial Invoice: 3 copies (in triplicate)
Original Bill of Lading: 1 copy
Packing list: 3 copies
Certificate of quality: 1 copy
Insurance Policy: 1 copy
18


Practice 2
9. Technical documents: Two sets of technical
drawings and two sets of instructions for assembly,
operation and maintenance in English are to be
shipped with the goods. Another set is to be sent by
air (airmailed) to the buyer not later than 30 August
20__.

10.Guarantee: 12 months from despatch, 6 months
from use. This provision of warranty does not apply
to the damage caused by the user’s negligence.
We look forward to receiving your confirmation
(acknowledgement) of this order soon.
Yours sincerely
19


Practice 3

214 Ton Duc Thang Street
Dong Da District
Hanoi
Vietnam
Your Ref: 3 September 20__
Our Ref: MH/123
15 September 20__

Mr A. Suzuki, Sales Manager
Shonan Computers Ltd
1-33 Kistashinjuku -7 Chome
Shinjuku-ku
Tokyo 160
Japan
20


Practice 3

Dear Mr Suzuki
We thank you for your offer of 3 September 20__
and are pleased to enclose our order No. BN07 for a
number of electronic components (accessories) as
per the attached list. In addition, we would like to
draw your attention to the following points:
If any of the listed items are not available in stock for
delivery at the time specified (stated) in the order,
please do not send substitutes for them.

21


Practice 3

For this first order, we would like to thank you for
your trade discount of 15%, and we have decided to
accept that payment is to be made by a letter of
credit at sight, documents against payment.
However, for further (the next) orders, could (would)
you please give us a 20% trade discount and accept
payment by a letter of credit at 60 days, documents
against acceptance?

22


Practice 3

We would highly appreciate your special attention to

the execution of this order, the time of delivery in
particular, and we reserve the right to cancel the
order or return the goods with all the expenses and
risks to your account if the delivery time is not met.
We hope that the first order will be completed
(processed/executed) to our satisfaction which will
lead to good relationship between the two
companies.

23


Practice 3

We look forward to having your confirmation soon.
Yours sincerely,
Signed
Mai Hoa (Mrs)
General Director
Enc. 1. Order No. BN07
2. List of the goods

24


Practice 4

46 Ngo Quyen Street
Hoan Kiem District
Hanoi

Vietnam
Your Ref: 15 November 20__
Our Ref: LA/123
17 November 20__

F. Lynch & Co. Ltd
Nesson House
Newell Street
Birmingham B3 3EL
UK
25