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USEFUL PHRASES OF ORDER

1. Thank you for your offer dated 1 December and we agree on your stated terms and
conditions.
2. We would like to thank you for the samples sent to us on 25 last month and would be
glad if you accept and make up our enclosed immediately for various carpets.
3. We thank you for offer no. 234 of 6 May for small sized agricultural machines and
glad to place an order on the terms and conditions as follows.
4. We would like to confirm your order No. .. by telex sent this morning reading in full as
follows:
"10 pumps type.... At the price of USD 1200 per unit FOB Haiphong for immediate
shipment and payment to be made by irrevocable L/C as usual and state some
following points:"
5. Thank you for sending us your catalogue and current price list with your offer No. ...
dated 4 August, but we regret to inform that your price is higher than that of other
suppliers. However, we hope to have other chance to do business with you in the future.
6. Could you please arrange for immediate dispatch? And by the way we enclose the
detailed instructions for packing and marking for your attention.
7. We would appreciate your dispatch exactly at the due stated in the order and we shall
not take delivery of the goods after 31 December when the season is over in our
market.
8. We believe that our products with high quality will sell well, and look forward to
receiving your further orders.
9. We would like to have three sets of technical instructions for the machine's
installment, operation and maintenance. Once of the 3 sets is to be air-mailed in
advance so that we can translate into Vietnamese for domestic consumers, the other
two sets are to be shipped with the goods.
10. We think these machines will be guaranteed within 24 months from the delivery date
and 6 months since the usage dates.
11. The goods under the order No.... dated 25 April are ready for collection. We would
like to open a L/C on the terms and conditions as mentioned in the order above.
12. We are glad to inform you that the consignment of components for colored TV
assembly under your order No.... has been shipped on board SS Hau River. The ship
will be sailing from Osaka tomorrow, and we hope when the goods arrive in HCM city,
you will be satisfied with them and our promptness in dealing your order.
13. Today, we have received in full the goods placed under order No... and would like to
thank you for your special attention to this order. As stated this is only a trial order. Next
month we will place large orders and hope to receive your regarding special order care.
14. We hope that the perfect fulfillment of the order will lead to better future business
relationship on the basic of mutual benefit.
We can now feel at ease as our order No. ... has been finally fulfilled. Through there
were insurmountable difficulties and thought of canceling the order sprang up to our
mind at times during the execution of the order. We hope our further large orders in the
future will be executed promptly and most efficiently.

PLACING ORDER PROCCESS


State of ordering goods:
I. Placing an order
1. Order by letter:
- Must be accurate, clear and easy to understand
- Includes full details of the seller and buyer's address, order number and description of
the goods: name, reference number, number of units, unit price...
- State your requirements as to delivery address, date and mode of transport,
insurance, the term of payment agreed, discount...
2. Order form
- Must be provided by the seller
- The forms are pre-numbered, and there fore, easy to refer to
- Important details can not easily be overlooked
- It is easy to see the general conditions on the front under which orders are placed
- Must be sent with a covering letter to confirm the details in writing to avoid
misunderstandings
3. Covering letter
a. Explain there is an order accompany the letter
+ chng ti gi km th ny n t hng s 345 hi mua 25 my thu bn dn hiu
"clearsound".
+ Please find enclosed our Order No. 345 for 25 "clearsound" transitor receivers.
+ thank you for your reply of 1 April regarding our email about the labtops. Enclosed you
will find our official order for 1000 labtops.
b. Confirm important details such as terms of payment, discount,
delivery, and methods of delivery.
+ theo nh tha thun, cc ngi s c thanh ton sau 30 ngy chp nhn i chng
t bng nhng chng t gi cho ngn hng ca chng ti( Ngn hng ngoi thng
Vit Nam)
+ As agreed you will draw on us at 30 days, D/A, with the documents being sent to our
bank, the bank for Foreign trade of Vietnam, Vietcombank.
+ Chng ti xc nhn l thanh ton bng th tn dng khng hy ngang c chng
ti xin m ti ngn hng trong khong thi gian 90 ngy.
+ We would like to confirm that payment is to be made by irrevocable L/C for 90 days.
+ Chng ti xin cm n cc ngi cho chng ti c hng mc chit khu thng
mi 30% v 10% chit khu theo s lng
+ We would like to thank you for the 30% trade discount and 10% quantity discount you
allowed us.
+Chng ti xin ni rng mc chit khu thng mi 25% l ph hp.
+ We would like to say that the 25% trade discount is quite safisfactoy.
+ iu quan trng l hng phi c giao trc u thng 11 cho kp ma ging sinh.
+ it is essential that the goods are delivered before the beginning of November in time
for the Christmas rush.
c. Methods of delivery:
It is a good idea to advise the company on how you want the goods packed and sent.
+ Hy nh rng vn chuyn bng ng hng khng mi m bo giao hng nhanh
chng
+ Please remember that only airfreight will ensure prompt delivery
d. Packing:
Advise your supplier how you want the goods packed and marked so that they can
easily be recognized by the supplier and customer.
+ Mi chic a phi c gi ring bng giy bc rm bn ngoi v vn chuyn
bng cc thng tha bng g bn ngoi ghi r"sn phm ca M" v nh s t 1-10
+Each piece of crockery is to be individually wrapped in thick paper, packed in straw
and shipped in wood crates with the words"product of the USA marked outside and
numbered 1-10"
+ Loi thm ny phi c ng gi c ai hai u trnh b mn.
+ The carpets should be wrapped and hooped at both ends to avoid wear.
e. Enclosing:
+ Chng ti s t hng nhiu hn na nu n hng ny c hon thin lm chng
ti hi long.
+ We will place further orders if this one is completed to our satisfaction.
+ Nu n hng th ny tha mn mi yu cu chc chn n s lm tng cc hot
ng kinh doanh trong tng lai gn.
+ If this trial order is met satisfactorily, it is likely to lead to further business in the near
future.
II. Acknowledging an order
An order should be acknowledged as soon as it is received.
+ Chng ti vui mng thng bo vi cc ngi l chng ti thc hin xong n hng
ca cc ngi v gi y ang thu xp giao ngay.
+ We are pleased to inform you that we have already made up your order and are now
making arrangements for shipment to Osaka.
+ n hng s 642 hin nay ang c x l v sn sng giao vo cui tun ny.
+ Your order no. 642 is now being processed and should be ready for dispatch by the
end of this week.
III. Advising dispatch
When the goods are dispatched, the buyer should be notified, either by advice note or
by letter stating what has been sent, when the goods were send and reached the
destination, the means of transport used,.. so that he an make the necessary
arrangements to get the goods.
+ hng ca cc ngi t mua c xp ln tu Oriet i t Hi phng vo ngy 4/5 v
s n Kobe vo ngy 8/5. Cc chng t vn ti c chuyn cho Ngn hng
Kobe nhn hng.
+ Your order is already on board the SS Orient and sailing from Hai phong on 4 May
and arriving Kobe on 8 May. The shipping documents have been forwarded to your
bank in Kobe for collection.
IV. Decling the order
- Reasons for decling an order
+ The seller is not satisfied with the buyer's terms and conditions.
+ The goods are not available
+ The buyer's credit is suspected
- How to write letters rejecting orders?
+ Regret your inability to met the buyer's needs
+ Propose an alternative product, if one is available
V. Seller's counter offer
When the seller receives an order he can not meet for some
reasons, he mays:
+ send a substitute
+ made a counter offer
+ regretfully decline the order

OFFER PHRASES
We acknowledged with thanks for your enquiry of 1 December for our
Laocai apatite (Hoang Thach cement, kitchen ware, rattan chairs, range
of woolen carpets...)
With reference of your enquiry date 20 October boxed peanuts and
pineapples. We are pleased to offer you these three items on most
favorable terms and conditions.
It is our pleasure to receive your letter dated 14 December asking for
supply of anise and pine oil, and as requested, we have sent you the
samples by post.
We thank you for your enquiry of October for vase line and are please
to offer firm, subject to acceptance within 10 days for 1000 tons at the
price of ....per ton CIF...
We would like to buy ten pumps type X30 and ten pumps type X-25.
Could you let us know if you allow a 5% discount for order of this
quantity?
We regret to inform you that we cannot allow discount on such a small
order. If you increase your volume up to 30 units, we are prepared to
give you a 2.5% discount.
Delivery is to be made as soon as possible but no later than 1
December.
We shall try our best to deliver the goods by the middle of November
or at the latest by the end of that month.
With regard to the terms of payment, payment is to be made by
irrevocable letter of credit.
The letter of credit shall be opened through the Bank for Foreign Trade
of Vietnam 15 days prior to the shipment to the account of Northern
Europe Commercial bank in your favour.
We would appreciate if you could dispatch half the quantity we ordered
and the rest will be sent in 2 weeks' time.
We regret to inform you that our inability to give you an immediate
order/shipment of hand bag at present.
We will allow you a discount of 5% on orders of quantities of 150000
pieces or more.
We shall be glad to serve/ to be of service you and hope to receive
your further orders.

Letter Sample

Dear sirs

Re: rush mats

We would like to thank you for your letter of 25 June and we were pleased to learn that you liked
our rush mats. We are happy to offer you the goods on the following terms and conditions,
subject to our final acceptance upon receipt of your order.

Commodity: fancy rush mats


Quantity: 5000 pieces
Specification: as per enclosed specifications
Price: GBP 1 per unit CIF Hamburg including packing
Packing: 20 pieces in one bale wrapped in strong rush-matting and steel hooped.
Delivery: in one lot in mid August
Payment: in Pound sterling of Great Britain by an irrevocable letter of credit to be opened
through London Commercial Bank, 15 days prior to the shipment to the account of the Bank for
Foreign Trade of Vietnam in our favour.

We look forward to your early order and assure you that any of yours orders will have our best
attention.

Yours faithfully

Vu Nga

Mu th cho hng s 2

Dear sirs,

Thank you for your enquiry of 4 December for our rattan ware.

We would like to inform you that the items you requested namely shopping baskets and fruit
plates are out of stock. However, we are able to offer you similar products made of carefully
selected bamboos. As you will see from the enclosed photo of the samples, the items marked
VH3320 and VH3312 are much more attractive in design than usual existing ones.

Our products are available in various standard sizes with different designs and we are in position
to deliver the goods in different sizes, designs and colors with three months from receipt of the
order on request.

Our bamboo products are more and more beautiful and attractive thanks to the technical process
which make them durable and artistic. We therefore, believe that the offered goods will be
favorably received by British customers and sell well there.

We assure you that any of your orders will have our great attention.

Yours faithfully

Vu Ng