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1、BUSINESS WRITING 商务英语写作 1 Chapter 4 Orders and Confirmation Letters 订单与确认函 2 Orders 订单 nAn order in trade is defined as a request by a customer for a company to supply goods or service It is the result of an offer or a counter offer with a positive acceptance An order letter is important and widely
2、used to complete a transaction Order letters need to be clear and concise to avoid confusion Besides sufficient information must be provided so that there will be no further questions about the order Date3 Questions nWhat is an order a request by a customer for a company to supply goods or service n
3、Good new or bad news Good new nHow to get an order offer and counter offer 报盘及还盘 Date4 To be effective nCorrect nClear nConcise nComplete nConcise nCourteous Date5 How to write an effective order letter nOrder letters usually follow the following steps in writing Open with reference to some previous
4、 contacts such as catalogue or phone call exhibition or trade fair etc This helps the reader find out the intention of the letter Describe the order Mention payment and delivery Express courtesy Date6 Confirmation letters 确认函 nWhen a company receives an order letter or order form it often responds w
5、ith a confirmation letter Confirmation letter also uses direct order of writing It must be clear and specific about what is being confirmed or what is being changed Date7 The letter usually contains the following parts Thanks for the order Favorable comment on the items required Assurance of your be
6、st attention Other items which may be of interest to the buyer Hope for further order Date8 When you are unable to accept the order you should reply in time either to decline the order or to make a counter offer The letter of this kind usually covers these contents Thanks for the order Proper reason
7、s to decline the order with regret Recommendation of other items as a replacement or presentation of counter offer Hope to serve the buyer in future Date9 Letter A Placing Order for Tea Dear Mr Keynold From the samples sent us on July 6th we have made selections and have the pleasure of handing you
8、the following order CIF Keelung 500 chests West Lake Longjing Tea U S 2 000 500 sacks Lijiang Languiren Tea US 2 200 Sample Analysis Date10 We have already applied for import license and letter of credit for this order and will inform you the reference numbers of both as soon as our applications hav
9、e been approved by the government agencies concerned Since we need the goods quite urgently please effect shipment one month after receipt of our L C Yours Sincerely Date11 nSample nCIF nCFR nFOB nimport license nletter of credit nreference numbers neffect shipment n样品 n到岸价 Cost Insurance Freight n成
10、本加运费 Cost Freight n离岸价 free on board n 进口许可证 n信用证 n参考号 序列号 编号 n装货 Date12 贸易术语 CIF nCIF是COST INSURANCE AND FREIGHT NAMED PORT OF DESTINATION 三个 单词的第一个字母大写组成 中文意思为成 本加保险费加运费 指定目的港 指当货 物在装运港越过船舷时 实际为装运船舱 内 卖方即完成交货 货物自装运港到目 的港的运费保险费等由卖方支付 但货物装 船后发生的损坏及灭失的风险由买方承担 Date13 比较 nCFR中卖方必须支付将货物运至指定的目的 港所需的运费和费用
11、 但交货后货物灭失或 损坏的风险及由于各种事件造成的任何额外 费用即由卖方转移到买方 但是 在CIF条件 下 卖方还必须办理买方货物在运输途中灭 失或损坏风险的海运保险 因此 由卖方订 立保险合同并支付保险费 买方应注意到 CIF术语只要求卖方投保最低限度的保险险别 如买方需要更高的保险险别 则需要与卖 方明确地达成协议 或者自行作出额外的保 险安排 Date14 贸易术语 CFR nCFR CNF 是COST AND FREIGHT三个单词的其 中一个字母组合而成 中文意思为 成本加运 费 指定目的港 COST AND FREIGHT named port of destination 成本
12、加运费 指 定目的港 nCFR是指卖方必须在合同规定的装运期内 在装 运港将货物交至运往指定目的港的船上 负担货 物越过船舷为止的一切费用和货物灭失或损坏 的风险 并负责租船或订舱 支付抵达目的港的正 常运费 Date15 贸易术语 FOB nFOB是国际贸易中常用的贸易术语之一 FOB的 全文是Free On Board named port of shipment 即船上交货 指定装运港 习惯称为装运港船上 交货 按此术语成交 由买方负责派船接运货物 卖方应在合同规定的装运港和规定的期限内 将 货物装上买方指定的船只 并及时通知买方 货 物在装船时越过船舷 风险即由卖方转移至买方 n在FO
13、B条件下 卖方要负担风险和费用 领取出口 许可证或其他官方证件 并负责办理出口手续 采用FOB术语成交时 卖方还要自费提供证明其 已按规定完成交货义务的证件 如果该证件并非 运输单据 在买方要求下 并由买方承担风险和费 用的情况下 卖方可以给予协助以取得提单或其 他运输单据 Date16 Dear Mr Samson White Thank you for your esteemed order dated October 15th 2008 for 500 chests West Lake Longjing Tea US 2 000 500 sacks Lijiang Languiren T
14、ea US 2 200 Our best attention has been paid to the execution of this order and we have shipped the tea by m s motorship Pioneer leaving here for Keelong today We are sure that the goods will reach you safely and will give you every satisfaction Letter B Confirming an Order for Tea by m s MS 由 经 先锋号
15、 内 燃机 轮船装运 your esteemed order 贵公司的订单 Date17 According to the terms of L C we have drawn upon you for the amount of invoice US 4 200 at three months sight upon you through Bank of China Keelong Branch and we trust you will meet the bill on presentation We hope this transaction will lead to an enduri
16、ng relationship between us Yours sincerely Rose Keynold the terms of L C 信用证条款 draw upon 向 开具发票 meet the bill on presentation 见票即付 我方已通过中国银行基隆分行按发 票金额向贵方开出4200美元的汇票 我方希望贵方见票即付 Date18 Questions for Comprehension 1 Do the letters use direct order 2 How does the first paragraph in each letter begin 3 Do the letters include necessary explanations about their purposes 4 Do they both end with goodwill words adapted to the particular case 5 What is the purpose of each letter 6 How do the authors fulfil
