外　贸　英　语　函　电 Business English Correspondence

外　贸　英　语　函　电Business English Correspondence

外　贸　英　语　函　电Business English Correspondence

主编　项伟峰

学习目标与岗位工作能力

学习任务

学习任务

学习任务

模块评估测试

Learning Goals

Learning Task 1

Learning Task 2

Learning Task 3

Module Assessment

Module Content Structure Module Content Structure

模块总结Module Conclusion

扩展商务资源Extended Business Resources

Learning Goals(Job Competence)Learning Goals(Job Competence)

Write a letter to conclude business or send an order/sales confirmation directly;

Design a sales contract or sales confirmation;

Write letters to accept or reject orders with proper etiquette.

Module Four OrdersModule Four Orders

2 Learning Task 1

3 Learning Task 2

4 Learning Task 3

5 Module Assessment

1 Learning Goals (Job competency)

6 Module Conclusion

Learning Task 1 Place an orderLearning Task 1 Place an order

Section 6 Summary

Section 5 Simulation Workshop

Section 4 Core Phrases and Sentence Patterns

Section 1 Lead in

Section 2 Business Compass

Section 3 Work Samples and Analysis

Section 1 Lead-in Section 1 Lead-in

Discuss the following questions:

1. What is an order and when an order is placed?

2. Can you list some items that should be included in an order?

KeysKeys

Question 1: What is an order and when an order is placed? An order is a request for the supply of a specific quantity of

goods. An order can be placed in either of the following two ways: It may result from offer and counter offer, the buyer finally gives acceptance to the offer and places his order accordingly; the buyer directly gives an order according to the catalogue, price list or even the sample. When order is placed, the buyer should state clearly and accurately all the terms of the transaction by a letter, fax, or an email. Sometimes, a formal contract or a printed order form may be attached therein.

Question 2: Can you list some items that should be included in an order?

An order usually should include the article number, description & specification, quantity, unit price, total amount, terms of payment, packing, shipping marks, time of shipment, port of loading, port of destination etc.


Section 6 Summary



Section 1 Lead in



Main points of an Order LetterMain points of an Order Letter

Opening: appreciation for quotation or offer and show your intention of placing an order.Body: description & specificationquantity;price terms;packing and marking;terms of shipment;terms of payment;insurance;Closing: Desired action or expectations.


Section 6 Summary



Section 1 Lead in



Letter 1 Placing a trial orderLetter 1 Placing a trial orderDear Sally,

Thank you for your letter of 10 October, in which you agreed on our counter-offer. Now we’re glad to place a trial order with you.

Attached please find our purchase contract in duplicate, please countersign and return one of the copies to us for our file.

Please kindly let us have your confirmation, and your prompt attention on our order would be highly appreciated.

Yours faithfully,MichaelMichael

Enc: Purchase Contract No. 11018

Comments & AnalisysComments & Analisys

Comments: This letter is brief and to the point. The detailed

information about the order is in the enclosure—the purchase contract. This is a wise way to place an order because no important message may be neglected.

Analysis:Para.1: Identify the order.Para.2: Give details of the enclosure and

instructions on what action is to be taken. Para.3: End with a friendly message.

Letter 2 Letter 2

Dear Angela,

Subject: Iron Ore Fines Thank you for your quotation of 11 April. Now we wish to order the subjected item in your quotation as follows:

Iron Ore Fines: Fe 63.50% basis / Rejection below 62.50% Trade Terms: FOB ParadipCountry of Origin: IndiaPackaging: BulkLoading Port: Paradip port, IndiaDischarging port: One Main port, South China Payment term: L/C 60 days from B/L dateDelivery Period: Shipment before 11th July 2011

Remarks: INSPECTION: At loading port cargo inspection for quality and quantity to be conducted by Inspectorate Griffith India Pty. Ltd. All charges with regards to this inspection to be for the seller’s account. The Buyer or his representative may witness the inspection of the goods and the loading at loading port at his own cost. Buyer shall, at buyer’s cost, appoint CIQ to inspect the cargo at discharging port. Seller holds the right to appoint another third party for inspection at discharging port.

Look forward to your early reply.

Yours truthfully,JackJack

Letter 2Letter 2

Comments & AnalysisComments & Analysis

Comments:This letter acts as a purchase order that includes most

important clauses for a transaction. Many companies prefer this kind of order letter because it provides specific information or introductions on which other relevant documents should be based.

Analysis: Part 1: Refer to the quotation given before and place the

order directly;Part 2: Illustrate main clauses in the order, such as

commodity, specifcations, shipment, and payment terms and so on;

Part 3: Expect for the confirmation of the order from the seller.


Section 6 Summary



Section 1 Lead in



Core Phrases and Sentence PatternsCore Phrases and Sentence Patterns

1. initial order (first order) 初次订单 ;

trial order (order as a trial) 试销订单 ;

repeat order 再次下订单 2 ．向某人订购某商品 order sth.from sb.

place an order with sb. for sth.

purchase/buy sth. from sb.

to send/give sb. one’s order for sth.

4. to order sth. at a price 按…价格订购

5. …in urgent need of sth.;

need urgently of sth. 急需…… .;


Group Activity: Recite and InterpretationGroup Activity: Recite and Interpretation

Step 1 Read aloud the Core Phrases and Sentence Patterns.(In and after class, 5 minutes in class)

Step 2 Memorize and ReciteSetp 3 Interpretation: One student read En

glish and another student translate it into Chinese without looking at the textbook and then Chinese into English; Take turns to interpretate this part.


Section 6 Summary



Section 1 Lead in



Section 5 Simulation Workshop Section 5 Simulation Workshop

Please write a business letter placing an order; the following contents should be included:

to place an order (No. 8521) for women’s T-shirts on FOB basisto ask for the earliest date for shipmentto expect confirmation of this order from the receiver

KeysKeys

Dear Sir, Thank you for your letter of April 4, in which you provied us with your samples and catalogue. We find both quality and prices satisfactory and we are pleased to give you an order No.8521 for the following items:

KeysKeys

(All the prices are based on FOB New York)　 We are looking forward to your confirmation of this order and appreciate it if you could tell us the earliest date of shipment.

　 Yours, (Signature)


Section 6 Summary



Section 1 Lead in



Section 6 SummarySection 6 Summary

When placing an order, the buyer may include the following points:1. Tell the seller of the buyer’s intention to place an order.2. Describe what is being ordered in great details including catalog numbers, sizes, colors, prices, specifications, terms of payment, mode of packing, time of transportation, port of destination, time of shipment, and all other relevant information that will enable the seller to fill the order without any further questions.3. Close the letter by expressing expectation of confirmation, willingness to cooperate, or by suggesting future business dealings.


2 Learning Task 1

3 Learning Task 2

4 Learning Task 3

5 Module Assessment


6 Module Conclusion

Section 6 Summary



Section 1 Lead in



Learning Task 2 Accept an orderLearning Task 2 Accept an order

Section 1 Lead in Section 1 Lead in

Discuss the following questions:

Question 1: How to respond to an order letter?

Question 2: Except for the confirmation of an order, what else can the receiver do?

Section 6 Summary



Section 1 Lead in




1. Accepting an Order 1. Accepting an Order

express thanks;express acceptance of the order;quote the number and date of the order;repeat the contents of the order; give special instructions;express your sincerity in fulfilling your duties or your

wishes to cooperate

Corfirm the order in two ways: confirmation of order;confirming letter with sales confirmation or contract

2. Forms and contents of a written contract 2. Forms and contents of a written contract

A contract is made up of three parts: the heading, the body and the ending, among which the body is the most important part of a contract, it includes all the main clauses of the contract, reflecting duties and obligations of both parties.

Contents of a contractContents of a contract Contract No. or Reference No. ( 合同号及索引号 ) Preamble （序言） Name of Commodity （商品名称） Quality Clause （品质条款） Price Clause （价格条款） Packing Clause （包装条款） Delivery Clause （交货条款） Payment Clause （支付条款） Insurance Clause （保险条款） Inspection Clause （检验条款） Claim Clause （索赔条款） Arbitration Clause （仲裁条款） Force Majeure Clause （不可抗力条款） Breach and Cancellation of Contract Clause （违约及解除合同

条款） Miscellaneous Clause ( 其他条款 ) Signature ( 签名 )

Section 6 Summary



Section 1 Lead in




Letter 1 Letter 1 Dear John,

We confirm your order No.1107 of 8 November for assorted jeans with the value totaling USD15000 and are pleased to enclose our Sales Confirmation No. SC656 in duplicate. Please countersign and return one copy to us for our file.

As stipulated in our S/C, a relevant L/C in favor of our company is supposed to reach us 20 days before shipment. We hope you could see to this.

Should you have any problem, please don’t hesitate to contact us.

Yours sincerely,Thomas Thomas


Comments:

Upon receiving the order letter, the seller confirms it and sends sales confirmation for countersignature.

Analysis:

Para. 1: Confirm the order and send a Sales Confirmation accordingly.

Para. 2: Give special instructions to the order.

Para. 3: End with politeness.

Letter 2 Letter 2

Dear Mike,

Thank you for your order for 60,000 sets of Wire Stander with 6 Hooks. This letter serves to confirm your order of July 2, 2011.

Since we can supply them from stock, you can be assured that the goods will reach you as you required. Please open the covering L/C ASAP so we could work on your order accordingly.

Thank you for your immediate cooperation.

Yours faithfully,

JollyJolly

Encl: Sales Confirmation No. 11RQA2E336


Comments:This letter states clearly that it serves to

confirm the order. All the details appear as an attachment in a sales confirmation hereafter.

Analysis:Para. 1: Confirm the order and repeat the

name and quantity of the commodity.Para. 2: Inform the stock and ask for opening

the L/C.Para. 3: End with politeness.

Section 6 Summary



Section 1 Lead in




Core Phrases and Sentence Patterns Core Phrases and Sentence Patterns

1. thank sb. for order No. ... of ...(date)

感谢 ... 订单 ;

2. accept/confirm order 接受 / 确认订单。3. accept order and send sales contract for

signature/countersignature 接受订单并附上销售确认书或合同供签署

　 sign and return a copy of … for one’s file 签退一份供某人存档

4. 随附单据的数量表示。　　 a. in duplicate 一式两份　　 b. in triplicate 一式三份　　 c. in quadruplicate 一式四份

　　 d. in quintuplicate 一式五份

Core Phrases and Sentence Patterns Core Phrases and Sentence Patterns





Section 6 Summary



Section 1 Lead in




Simulation WorkshopSimulation Workshop

Translate the following letter into English敬启者：我们很乐意接受贵公司关于铁矿砂的第 0188 号订单，现寄上销售确认书一式两份，请会签并寄回其中一份供我方存档。根据双方达成的协议，贵公司应马上就合同项下的货物开立以我方为受益人的不可撤销即期信用证。并确保所有信用证条款与我公司的销售确认书一致，以避免不必要的修改。　　一旦收到贵公司开立的相关信用证，我方马上安排装运。　　谢谢合作！　　宁波益邦公司 Jack

KeysKeys

Dear Sir, We are happy to accept your order No.0188 about the Ore Fine. Attached please find our Sales Confirmation in duplicate, one of which please countersign and return to us for our files. As agreed, your company should open an irrevocable letter of credit in our favor covering the subjected goods. Please see to it that all the terms and conditions in the L/C are in accordance with those in our S/C to avoid unnecessary amendment. Shipment will be arranged accordingly upon the receiving of your L/C. Thank you for your cooperation! Jack Jack Ningbo Yibang Co. Ltd.

Section 6 Summary



Section 1 Lead in




Summary Summary

When confirming an order, the following points may be included: 　1.Express appreciation for the order.2.Assure the buyers that the goods they have

ordered will be delivered in compliance with their request. It is also advisable for the sellers to take the opportunity to resell their products or to introduce their other products to the buyers.

3.Close the letter by expressing willingness to cooperate or suggesting future business dealings.


2 Learning Task 1

3 Learning Task 2

4 Learning Task 3

5 Module Assessment


6 Module Conclusion

Section 6 Summary



Section 1 Lead in



Learning Task 3 Decline an order Learning Task 3 Decline an order

Section 1 Lead in Section 1 Lead in

Discussion:1. What factors will cause the rejecting of

the orders?2. What should you keep in mind when

writing such a letter?

Section 6 Summary



Section 1 Lead in




1. Minimize the negative effects resulted from the rejecting1. Minimize the negative effects resulted from the rejecting

Indicate good attitude in a positive opening;

Give cushions if you can: present good news before bad news of rejection;

Provide detailed and reasonable explanation;

Offer substitute if you cannot supply the goods ordered.

2. Avoid the following problems2. Avoid the following problems

Turn down your customer at the very beginning without any tactics;

Just refuse to accept the order without any explanations;

Not even try to show your appreciation to the order or your willingness to do business;

Fail to offer alternatives if you could.

Section 6 Summary



Section 1 Lead in




Letter 1 Letter 1

Dear Sirs,

Referring to your order No. 3678 of April 22, 2011 for 500 dozens of Item R11080, we regret to tell you that your order can not be accepted now.

In our offer, it states “this offer is valid, subject to the receipt of your reply on or before April 10, 2011”. Unfortunately, your order is days later than required. If we had been informed in time, we would have reserved the goods for you.

Attached please find our new catalogue, which can be supplied now. We look forward to your future enquiries and orders.

Yours truthfully,(Signature)


Comments: The seller rejects the order appropriately, which

may impress the buyer and their good relationship might be kept.

Analysis:Para. 1: Acknowledge the order but have to

reject it.Para. 2: State the reason for rejection.Para.3: End with substitutes and hope for future

cooperation.

Letter 2 Letter 2

Dear Sirs,Thank you for your order of 12 July. However, we cannot the price you stated.

Although we’ve already traded at that price, we have to increase it now because the raw materials increased sharply in the past two months and are going up steadily in international market. With a view to our long-standing business relationship, we’d like to give you our lowest prices as follows:

We don’t mean to push you to place the order. But we think you’ rather know that the prices will be increased again after we run out the raw materials we’ve stocked. We are looking forward to your prompt reply and hope to have a chance to trade with you soon.

Yours faithfully,

(Signature)

Letter 2 Letter 2


Comments:This letter is well organized, in which the writer

rejects the order with politeness and states the reasons why they can not entertain it. As alternative, they offer lowest prices for the said items to show their sincerity. Finally, they inform the buyer of the upward price trend in order to push the buyer to make the decision of placing the order.

Analysis:Part 1: Show appreciation for the order, but have to

reject it.Part 2: Reason for rejection and new offersPart 3: Press the buyer tactfully to place the order

and express the hope for future cooperation

Section 6 Summary



Section 1 Lead in





1. be unable/not in a position/not toaccept/entertain sb’s order 拒绝订单

2. heavy/full commitments/bookings; heavily loaded/burdened/committed of… 承担大量的订单 / 承担过重的订单 ; heavy backlog of…commitments/orders (back orders) 积压尚未交付的订单太多

3. run out of stock 缺货 / 没有库存 / 脱销





Section 6 Summary



Section 1 Lead in




Section 5 Simulation WorkshopSection 5 Simulation Workshop

Write a letter rejecting an order partly; the following points should be included:

　 To be glad to know the customers are satisfied with the last order and will place a repeat order.

　 Two of the items in the order cannot be supplied now, but no problem with the rest.

　 About the stock, which can be supplied immediately, please refer to the catalogue attached.

KeysKeysDear Mary, We are glad to know that you’re satisfied with our products and going to place a repeat order with us. We have no problems with item JA002 and item JA005, which can be shipped as you required. However, item JA003 and JA004 can not be available now because the provider of raw materials failed to supply the fiber we need in time. 　　 Hope you can understand our situation. Since we are looking for the alternatives, we promise that item JA003 and JA004 will be available next month.　　 We recommend you place an order for item JA002 and item JA005 first. You may like to purchase some other items we could supply from stock, for which we enclosed herewith.　　 We will inform you as soon as we could supply JA003 and JA004. Thank you for your understanding and sorry for the inconvenience we caused.　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　 Yours,Jack 　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　 Jack

Section 6 Summary



Section 1 Lead in




SummarySummary

Writing a negative letter: 1. A Positive Opening 2. Detailed explanations 3. A Positive Close


2 Learning Task 1

3 Learning Task 2

4 Learning Task 3

5 Module Assessment


6 Module Conclusion


2 Learning Task 1

3 Learning Task 2

4 Learning Task 3

5 Module Assessment


6 Module Conclusion

Module Conclusion Module Conclusion

《外贸英语函电》 ISBN 978-7-303-14749-6

外 贸 英 语 函 电 Business English Correspondence

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外　贸　英　语　函　电 Business English Correspondence