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BUSINESS WRITING
商务英语写作
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Chapter 4 Orders and Confirmation Letters
订单与确认函
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Orders 订单
An 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 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.
▼Thanks for the order ▼ Proper reasons 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.
buyer ▼ Hope for further order
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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:
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To be effective
Correct Clear Concise Complete Concise Courteous
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How to write an effective order letter？
Order letters usually follow the following steps in writing ▼Open with reference to some previous 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
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Confirmation letters 确认函
When a company receives an order letter or order form, it often responds with 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.
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Questions？
What is an order？ a request by a customer for a company to supply goods or service
Good-new or bad news？ Good-new
How to get an order？ offer and counter-offer 报盘及还盘
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Sample Analysis
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 the following order, CIF Keelung:
500 chests West Lake Longjing Tea – U S$ 2,000 50ቤተ መጻሕፍቲ ባይዱ sacks Lijiang Languiren Tea – US $ 2,200
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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 have been approved by the government agencies concerned.
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The letter usually contains the following parts: ▼Thanks for the order ▼ Favorable comment on the items required ▼Assurance of your best attention ▼Other items which may be of interest to the
