thư tín thương mại ftu acknowledging, declining offers

Commercial Correspondence

Acknowledging / confirming an order
Declining an order
Advise of dispatch

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Acknowledging / confirming an order

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Opening
Express pleasure in receiving an order
Eg: + We thank you very much for your
order No 2305 dated 3rd September 200..
and are very pleased to confirm our sales
on the following terms and conditions.
+ We acknowledge with thanks your
order.

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Message
• Commodity: bed sheet code No. 0246

• Quality and specifications: as per catalogue No.
296
• Quantity: 2,500 pieces
• Price: Unit price: $ 15/piece CIF Manchester,
including packing
• Total value: $37,500
• Packing: in customary export cases
• Delivery: immediate delivery
• Payment: by irrevocable L/C as usual

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Message
*Add favourable comments:
Eg: + We hope when the goods reach you, they
will give you complete satisfaction in all aspects
as our best attention has been paid to handling
your order in general and to its delivery in
particular.
+ We would like to take this opportunity to
introduce to you different kinds of bed sheets
code No…. which are available for export at the
present time.

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Ending
Express wishes for further orders
Eg:
+ We are looking forward to having your
repeat orders.
+ We assure you that any of your order will be
given our prompt and careful attention.
+ We hope that our handling of your first order will
lead to further business between us and mark
the beginning of a happy working relationship

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Declining an order

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1.Declining an order is to refuse to accept an
order
There are many reasons for refusing an order but
whatever the reason, be polite and careful in
choosing words to express your refusal
2.When do you have to decline/refuse an
order
• Out of stock
• Buyer’s bad reputation/ suspicious credit

position
• Unfavourable terms and conditions
• Size of the order (too large or too small)
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How to decline an order
Opening:
-Express thanks for the order
-Express your regret for declining /refusing an
order.
Eg: +We thank you for your order No. HU9924, which
we received today, but much regret to inform you
that we are out of stock of this item at the moment.
+ We thank you for your order for…
We received your order for … today but regret that
due to….. we are unable to fulfill your order.

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–

Message: Reasons for declining/refusing an
order

Offer alternatives
Eg: + Unfortunately, we no longer manufacture

this product as demand over the past years
has declined
+ We have run out of stock of the items you
asked for because of heavy domestic demand
at the moment, but instead we can offer you
items No. … of the same quality, at the same
price and available in a great variety of designs
+ I am sorry to say that we must turn down your
order as we have full order books at present
and can not give a definite day of delivery.
+ We would only be prepared to supply on a cash
basis.
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+ Delivery could not possibly be promised 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 margin
+ We are a small firm and could not possibly handle an
order for 20,000 units.
+ We only supply orders for ball point pens by the gross,
but suggest you try a stationery wholesaler rather than
manufacturer.
+ Our prices are extremely competitive and it would not
be worthwhile supplying on the allowance you have
asked for. Therefore, in this instance, we regret that
we have to turn down your order.

+ The discount you asked for is far more than we offer
any of our customers
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Advise of dispatch

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What is an advise of dispatch: A note
or a letter advising the customers that
the goods have been sent.

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How to write
Tell the customers: + What has been sent
+ When they have been sent.
+ How or by what means of transport they have
been sent
Eg: + We would like to advise you that your order for … has been
shipped on the SS (Steam Ship) Marconissa and should reach
you within the next ten days.
Meanwhile our bank has forwarded the relevant documents and a
sight draft for $1,662.60 to the Northminster Bank (City Branch)

Birmingham.
+ Re: order No R1243
The above order has now been completed and sent to
Liverpool Docks where it is awaiting loading onto the SS
Manitoba which sails for Dawson, Canada on 16th September
and arrives on 30 September.
+ We have taken care to see that the goods have been packed.
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Ending
Eg: + We are sure that you will be pleased with the
consignment and look forward to your next
order.
+ If there is any further information you require,
please do not hesitate to contact us. We look
forward to hearing from you again soon.
+ We assure you that any further order you
place with us will always be carefully attended
to.
+ We appreciate the opportunity to serve you
and look forward to further business with you.

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TRANSLATE INTO ENGLISH:
1. Hàng hoá đựơc bảo hiểm theo điều khoản mọi rủi ro

từ kho đến kho, do 1 công ty bảo hiểm hàng đầu của
Việt nam hoặc nước ngoài thực hiện.
2. Đề nghị quý ngài hãy xác nhận việc chấp nhận đơn
đặt hàng này không chậm quá 14 ngày so với ngày
ghi trên đơn đặt hàng.
3. Chất lượng và tiêu chuẩn kỹ thuật như bản thiết kế
được gửi kèm theo.
4. Hàng được đóng gói bằng bao bì đạt tiêu chuẩn xuất
khẩu thành 1 kiện và kỹ mã hiệu từ 1 đến 9.
5. Hàng được giao thành một chuyến.
6. Không được phép giao từng phần và không được
phép chuyển tải.
7. Áo sơ mi sản xuất ở Việt nam đang được bán rất
chạy ở nhiều nước vì chúng có chất lượng tốt, kiểu
dáng hấp dẫn, hợp thời trang và giá cả phải chăng.
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8.Chứng từ cần cho thanh toán bao gồm vận đơn gốc (3
bản), hố đơn thương mại (3 bản), phiếu đóng gói (3 bản),
giấy chứng nhận xuất xứ do VCCI Việt nam cấp thành 3 bản,
giấy chứng nhận chất lượng và số lượng do Vinacontrol cấp
thành 3 bản .
9. Ký mã hiệu theo chỉ dẫn do người mua thông báo sau.
10.Số lượng là 100 MT, dung sai 5% do người bán tuỳ chọn.
11.Chúng tôi xin thông báo số hàng quý ngài đặt mua đã giao
lên tàu Phương Đông và đã rời cảng Hải Phòng vào 02/09,
chuyến hàng này sẽ đến tay q vị trong vịng 3 tuần tới.
Chúng tơi tin tưởng rằng q ngài sẽ hài lịng với lơ hàng nói

trên và mong tiếp tục nhận được đơn hàng của quý ngài.
12. Đóng gói phù hợp với tập quán xuất khẩu:
13. Giao hàng thành 2 chuyến cách nhau 15 ngày. Chuyến
thứ nhất trong vòng 20 ngày, sau khi nhận được đơn hàng
chính thức:
14. Thư tín dụng có ghi: được phép giao hàng từng phần:.
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1.

2.
3.
4.
5.
6.

7.

The goods are to be insured under the all risks
terms from warehouse to warehouse by a
Vietnamese or a foreign first - class insurance
company.
Please confirm your acceptance not later than
14 days after the date of the order.
Quality and specifications are as per the
attached/ enclosed design / technical drawings.
The goods are packed in one customary export
bale/ export standard bale and marked from 1 to

9.
Shipment is to be made in one lot.
Partial shipment and transshipment are not
allowed.
Made-in-Vietnam Shirts are selling well in many
countries as they are of good quality/ are good
in quality, attractive and fashionable in design
and reasonable in price.
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8.

The documents required for payment include 3
copies of original B/L, 3 copies of commercial
invoice, 3 copies of packing list, 3 copies of
certificate of origin issued by VCCI, and 3 copies of
quality and quantity certificate issued by
Vinacontrol.
9. Marking is as per the instruction to be advised by
the buyer later.
10. The quantity is 100 MT, more or less 5% at the
seller’s option.
11. We are pleased to advise that the items you ordered
were put on board/ your order was loaded on board
the Vessel Phuong Dong which sailed from Hai
Phong port on September 2 and should arrive at
your destination within the next 3 weeks. We do
hope that you will feel satisfied with the

consignment and place further orders with us/
submit further orders to us.

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12. Packing is in export customary
bags/cartons . Packing is in accordance
with export customary standard/
requirement
13. Delivery is (made) in 2 shipments/lots
of 15 days apart. The first shipment is
made within 20 days upon/ since receipt
of official order.
14. L/C is marked: Partial shipments are
allowed
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