Order Letter

1
Order Letter

• Gladys Hung

2
Letter example on p. 44

• Following our telephone conversation this
  morning, I
• would like to order 3,000 deluxe tweeters, and
  3,000
• super woofers. Could you deliver the items in
• accordance with the purchase order attached?
• Please send the items by express freight.
• I would like to confirm the prices are unchanged
  form
• our previous order, and include a 10 discount.
• As before, we will pay by certified check within
  15 days
• of receipt of the order.

3
Sample order letter

• Dear Mr. LeeThis is an order for the
  merchandise described below.10 EA. AMMONIUM
  HYDROXIDE 55 GAL. _at_212.50 2125.003 EA. CHAMBERS
  INDUST. SOLVENT.HI-CONCENTRATE 55 GAL. 122.00
  1220.00Please ship as soon as possible. Payment
  terms shall bestandard 2-10/NET 30. Method of
  shipment UPS.Any questions regarding this
  order should be directed toMIKE CHAMBERS AT
  813-521-1668  813-521-1668  EXT. 243 in the
  Florida office.Thank you for your prompt and
  expeditious handling of thisorder.

4
Sample order letter

• Dear Sir
• Your estimate, dated Oct. 24, for providing 10
  sets of lathes (Model 1233) has been approved and
  we are therefore enclosing our purchase order
  for this transaction.We must reiterate that
  this order has to be deliveredon or before
  (date) due to commitments we havemade to our
  customers.Thank you for all of your cooperation
  in this matter.

5
The structure of order letter

• Acknowledge the previous correspondence
• State your reactions to the prices, discounts,
  samples, etc.
• Place the Order
• Confirm the terms of payment or
• suggest methods of delivery
• Set deadline for delivery
• Close the letter and add a formal ending.

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Answers on P. 45

1. We would like to order 500 pairs of FASTA jogging
   shoes, Model No. F342. Can you deliver the items
   by June 10?
2. I would like to order ten dining table sets,
   model no. JS700-2. Please ensure delivery before
   the end of February.

7
Order Letter - Acknowledge the previous
correspondence

• Please find enclosed our Order No. B4521 for 25
  Clearsound transistor receivers.
• The enclosed order (No. R154) is for 50 packets
  of A4 copier paper.

8
Order Letter - State your reactions to the
prices, discounts, samples, etc.

• As agreed, you will draw on us at 30 days, D/A
  with the documents being sent to our bank, The
  National Mercantile Bank.
• We would like to confirm that payment is to be
  made by irrevocable letter of credit.
• We would like to thank you for the 30 trade
  discount and 10 quantity discount you allowed us.

9
Order Letter - Set deadline for delivery

• It is essential that the goods are delivered
  before the beginning of November, in time for the
  Christmas sales period.
• Delivery before 28 February is a firm condition
  of this order, and we reserve the right to refuse
  goods delivered after that time.
• Delivery by 30 April is essential, and we reserve
  the right to cancel the order and return the
  shipment at your risk and expense at any time
  after the date.

10
Order Letter - methods of delivery

• By airfreight
• By express freight
• By DHL

11
Order Letter - packing instruction

• Each piece of crockery is to be individually
  wrapped in thick paper, packed in straw, and
  shipped in wooden crates marked ? and numbered 1
  to 6.

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Type of orders

• TYPES OF ORDER

• ORDER TRANSACTION

• Trial order
• Sample order
• Purchase order
• Official Purchase Order
• Bulk order
• Regular order

• to place an order
• To acknowledge an order
• To cancel an order

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Vocabulary of packing

• Packed
• Wrapped
• Marked
• numbered

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certified check ????

• A certified check is a check that your banking
  institution guarantees with funds in your own
  bank account.

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Payment term

• Money order
• 30 days T/T on receipt of shipment
• T/T in advance
• Irrevocable letter of credit (LC)
• Certified check
• D/A, D/P

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p. 50

1. Find
2. Confirm
3. Process
4. Receive
5. contact

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Vocabulary (in textbook)

1. acknowledgement
2. accordance
3. attached
4. previous
5. ensure
6. invoice
7. discount
8. process
9. subtotal