Plan
1 Structure of orders
2 Cover letter to orders
3 Helpful expressions
All the types of correspondence considered so far were directed towards one aim: the order.
In some trades definite quantities of goods are booked before orders are sent. The buyer asks the seller to book and reserve smth. of such and such quality for him. He does not make out an order before the seller has confirmed the booking.
Trial orders ( ) are placed when a client is not sure of the quality of an article and wants to see it for himself. If they turn out good, he may place a bigger order.
In some branches (. ) it is customary to place repeat orders ( ) for identical goods.
For very large orders, such as may cover a complete factory plant, big machines, etc., often special sales contracts are signed.
Many companies use order-sheets (order-forms, order-notes, indents) (, ).
These are printed forms, numbered consecutively and usually containing instructions as to:
time and place of delivery
make-up (, ) an accurate and full description of the goods required
quantities
terms of payment agreed in preliminary negotiations
packing
marks
mode of sending (transport)
insurance
In cases of disputes arising in these matters order-sheets are of much advantage.
Even if the order is telephoned, it must be confirmed in writing.
Order
Senders address
Inside
Address
Authorized______________
(signature)
Quantity Item description Price
No. c.i.f.
Comments: Discount Date:
Delivery
An order-form should be accompanied by a covering letter which allows the opportunity to make any necessary points and confirm the terms that have been agreed:
method of delivery and payment, insurance and packing, special documents (such as Certificate of Origin, Invoice).
Structure (Body of the letter) and prefabricated chunks:
| Contains | English | Russian |
| Introduction | ||
| Pointing out enclosed order | Please find enclosed our order No. for... We shall be pleased to receive your acceptance. We beg to order As per your offer of the we have pleasure in placing with you an order for We agree to your terms and give you herewith a trial order for Please send us the following goods as soon as possible by the quickest route. | . . , , . |
| Main part | ||
| Confirmation of - terms of payment - discounts - date and terms of delivery - way of packing | We would like to confirm that payment is to be made by(see Terms of payment) We will certainly take advantage of the cash discounts you offered for prompt settlement. It is essential that the goods are delivered (air) freight (to) ensure prompt delivery (to) be secured (to) be marked (to) be loaded into | , (. ) , , . , () |
| Close | ||
| Expression of the hope of cooperation | We rely upon you to supply us with first-class articles. Please see to it that the quality is up to sample and note that delivery is required urgently. I trust you will do your best to execute this order to our full satisfaction. I trust you will do your best to give my order your very best attention. | , . , , , , . , , . , . |
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