J. Jean, Ju. Junko
J.: TEGID, Jean Duban speaking.
Ju.: Hello, Jean. Its Junko from Japan Com in Tokyo. How are you this morning?
J.: Oh fine, Junko, thanks. And yourself?
Ju.: Not bad. At least the sun is shining today.
J.: Yes, here too a nice improvement. So, what can I do for you today?
Ju.: We would like to order some USB adapters for our network both the XPR14 and XPQ12 models.
J.: OK. Let me just write this down. So, model number XPR14: how many do you need?
Ju.: We need 400. And then for model XPQ12, 250. Can you manage delivery to our office in Osaka by Friday morning?
J.: Yes, of course. Thats no problem. So, let me just make sure Ive got everything down right. So, Model XPR14, 400 units, and XPQ12, 250 units, to be delivered by Friday morning in Osaka.
Ju.: Yes, thats right.
J.: Fine. Ill fax you a model contract immediately. As soon as we get that back with your signature, we can send off the shipment.
Ju.: OK. That sounds fine. Thanks, Jean.
J.: My pleasure, Junko. Bye.
Ju.: Bye.
Placing the First Order
J. Jean, A. Alex
A.: Phone Europe. Alex Beck speaking.
J.: Hello, Alex. Its Jean Duban at TEGID in Lyon. Ive just received your message.
A.: Hi, Jean. Yes, thanks for getting back to me. As I said in my message, we are ready to place our first order under the frame contract.
J.: Thats great, Alex. Let me just find a pen so I can write this down. OK, go ahead.
A.: OK, wed like to have 13,000 extension leads.
J.: Sorry, Alex. Did you say 13,000 or 30,000?
A.: Thirteen. One three.
J.: OK, 13,000. Yes, that will be fine. Obviously we need to talk about the delivery date. If I remember correctly, we promised we would deliver that quantity within two months.
A.: Yes, thats correct.
J.: Good. I know our production unit is ready so Ill pass the order on to them. But you will email us the form as required, right?
A.: Of course. Ill email it to you straight away.
J.: Thats great, Alex. Ill be in touch to let you know how things are going.
A.: Thanks, Jean. Have a nice day.
J.: You too, Alex. Bye.
Cancelling an Order
C. Customer, S. Supplier
C.: Im calling about the sales invoice Ive just received from you for 50 car CD players.
S.: OK, whats the problem?
C.: Well, there seems to have been a misunderstanding. I havent actually placed an order for them.
S.: Sorry, I dont follow you.
C.: Well, when I called your office last week, I was just making enquiries about the players prices, availability
S.: Are you saying you dont want them? My assistant told me you needed them urgently. Weve packed them and were just about to send them off to you.
C.: Im sorry. To be honest, I was getting quotes from several suppliers. If Id wanted to place a firm order, Id have given you written confirmation. Your assistant was a bit too hasty, Im afraid.
S.: OK, well, I suppose wed better cancel the order then. I take it you dont want the CD players.
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C.: Im afraid not. Weve ordered them from another source this time. Im sorry if this has caused you any inconvenience.
S.: Dont worry. Ill have a word with my assistant, I dont want him to make the same mistake again.
C.: Yes, I think you should do that. Well, goodbye for now.
IV. Make up dialogues based on the following assignments:
1. Your customers representatives have seen your display at the exhibition. Ask them about their impressions; find out if they are going to place an order for the equipment with you. Suggest a visit to the plant which produces the equipment.
2. You are negotiating a prospective purchase of consumer goods. Indicate the samples you have chosen and state your idea of a discount. Promise to confirm your final choice by letter.
3. You are selling furniture. Your partner is interested, but reluctant to buy it at the terms suggested. However, he is interested and is willing to negotiate.
4. Meet Mr. Taylor and tell him that their samples impressed you favourably and you would like to place a big order with them but you find their prices high.
V. Read and translate the text:
Confusing Order
A milkman, while on his rounds one morning, found the following note from a customer:
Dear Milkman:
We dont want milk every day. We want milk like this: Today we want milk. Tomorrow we dont. And the next day will be just like the day before the day after tomorrow.
Mrs. Jones
IV. Acknowledgments
Replies to Orders
When an order is received, it is customary for the seller to send the buyer a written acknowledgment. The acknowledgment of an order placed on the basis of a firm offer, in good time, and without any qualifications, is sent merely "for order's sake", as a final confirmation of a contract already in existence. In all cases where the seller is free to accept or refuse the buyer's order, the acknowledgment constitutes the seller's formal acceptance of the order, which results in a contract between buyer and seller.
Occasionally, however, a supplier is compelled to refuse an order. Perhaps the buyer's terms are not acceptable, the goods ordered are no longer manufactured or carried in stock, or the firm which placed the order is known to be financially embarrassed. Manufacturers selling through agents or dealers often have to refuse orders received at the factory.
Acknowledgments
Acknowledgments of orders may be either letters or printed forms. In his acknowledgment, the supplier thanks the customer for his order and informs him of the date on which the goods will be delivered. In the case of immediate delivery, the acknowledgment includes an advice of dispatch. If the order is incomplete or not clear, the supplier asks the customer to furnish further details or to specify his wishes. The acknowledgment may also contain a request for references or credit information.
In order to avoid misunderstandings, it is often advisable to repeat in the acknowledgment the most important points of the order. The acknowledgment may also be a detailed confirmation of the sale concluded (sales note, contract note). Sometimes the seller sends the buyer a contract in duplicate and asks him to return one copy with his signature.
Terms and phrases
| a. Acknowledgment of Orders | |
| We thank you for your order, which we acknowledge as follows:... | , : |
| Your order has been put in hand, and we shall do our best to have the goods ready by the end of next week. | , , . |
| We shall do our utmost to expedite the completion of your order. | , . |
| We shall notify your forwarding agent as soon as the consignment is ready for collection. | , , . |
| We assure you that your instructions will be carefully observed. | e , . |
| Special care will be devoted to the execution of your order. | . |
| We hope that this first order will lead to further business. | , . |
| represents the first step in the establishment of (marks the commencement of, is the beginning of) a long and mutually beneficial business relationship. | . . |
| We trust that we may have the pleasure of serving you again soon. | , . |
| We should be glad if you availed yourselves of our services in the event of further requirements. | , , , . |
| b. Refusal of Orders - Counter-Offers | , |
| We regret being unable to supply the goods ordered. | , . |
| We must ask you to excuse us from accepting your order. | . |
| We cannot execute your order at the prices stipulated. | . |
| As we cannot supply our motor scooters direct from the factory, we refer you to, our authorized dealers in your area. | , , . |
| We have passed your order on to our agents. | . |
| We no longer stock this item. | . |
| These sizes are no longer available. | . |
| We are out of these blouses. | . |
| These blouses are out of stock. | . |
| Our stock have been sold out (have been cleared, are depleted, are exhausted). | . |
| A new supply will not be available until | (). |
| Unless you instruct us to the contrary, shipment will be made on receipt of new supplies. | , , . |
| For article No. 223 we could substitute articles No. 226 or No. 228, which are very similar to the quality ordered. | 223 226 228, . |
| If you raise your order to, we shall be glad to supply the material at the price requested. | , . |
| The prices stated in your order have been taken from our price list of 1st January 20..., which has in the meantime been superseded by a new one. | , , - 1 20 , . |
Specimen letters
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