CHAPTER 4: ORDERS AND COVER

LETTER OF ORDER
A. ORDER
Overview
An order letter accurately and clearly includes:
- Details of description, quantities, prices and catalogue number.
- Requirements of delivery place and date, means of transport.
- The terms of payment.
Printed order forms are pre-numbered, including important details and the general
conditions under which orders are placed. (it should be sent with a covering letter).
How to write an order
I. OPENING
 Express your thanks for the offer and pleasure in placing an order.
E.g:
We thank you for your offer No…. of/ dated …. and have pleasure in placing/ are
pleased/glad to place an order on the following terms and conditions:
 Clarify that you have an enclosed order (covering letter).
E.g:
Pleased find enclosed our order No…. for…
II. MESSAGES
Confirm the terms and conditions:
1. Name of the commodity/ goods
2. Quality and specifications
3. Quantity
4. Price
5. Packing: as usually export customary packing
6. Delivery
7. Payment: is to be made/ effected in USD by an irrevocable letter of credit at (30 days’)
sight to be opened at/ through/ by the Bank for Foreign Trade of Vietnam (VCB) , 15
days prior to/ before shipment, valid for 15 days to the account of Royal Bank, London,
in your favor (in favour of the seller) for the total value of the goods to be shipped.

III. ENDING
Express the hope of further orders:
We hope that this will be the first of many orders we place with you.
We will place further orders if this one is completed to our satisfaction.
We look forward to your early confirmation of our order/of sale.
We look forward to having your confirmation/acknowledgement soon.
Please confirm your acceptance of this order.

Sample Order Letter

Dear sirs,

We would like to thank you for your offer dated 20 October 2011 and have pleasure in
placing an order on the following terms and conditions:
1. Commodity: water-heaters
2. Quality and specifications: as per enclosed catalogue No.WH 134.
3. Quantity: 300 units
4. Price: 200 USD/unit FOB Haiphong port, excluding packet
5. Packing: as usually export customary packing
6. Delivery: one shipment by the end of October.
7. Payment: by confrmed L/C at sight as usual.

Please confirm your acceptance of this order and your acceptance should reach us not
later than 5 days after the date of this order.

We look forward to your soon reply.

Yours faithfully,
B. COVERING LETTER
I. OPENING
 Acknowledge receipt of the offer
 Express pleasure in enclosing an order form
We thank you for your letter/offer of … for … and are pleased to enclose an order on
the following terms and conditions:
… and take pleasure in enclosing our order No…
Please find enclosed our order No. DR435 for (diesel engines).

II. MESSAGE
 Useful expression
We would like to make clear the following points.
We would like to emphasize (draw your attention to) the following points.
We are very interested in the different types of watches you offered …
We are quite satisfied with …
We have decided to accept the 15% discount you offer …

1. CONFIRM THE TERMS OF PAYMENT

E.g: We would like to confirm that payment is to be made by irrevocable letter of credit,
which we have already applied to the bank for…

2. CONFIRM THE AGREED DISCOUNTS

E.g: We would like to thank you for the 30% trade discount and 10% quantity discount
you followed us.

3. CONFIRM THE DELIVERY DATE

E.g: Delivery before 25 November is a firm condition of this order, and we reserve the
right to refuse goods delivered after that time.
 4. CONFIRM METHODS OF DELIVERY by advising the supplier on how you
want the goods packed and sent to ensure prompt and safe delivery. (In case the
consignment arrives late, the letter is evidence of the instructions you gave)
E.g: We advise delivery by road to avoid constant handling of this fragile consignment.

5. CONFIRM PACKING by advising the supplier how you want the goods packed.
E.g: The carpets should be wrapped, and the packaging reinforced at both ends to avoid
wearing out.

III. CLOSING
Remember to mention the order and other documents you want to enclose in the
Enclosure section.
E.g: Enc: Order No. TL/473

Vocabulary
  Dear Sirs,
C. ORDER ACKNOWLEDGE
I. OPENING
 Express the pleasure of receiving order.
Thank you for your order No… which we received today. We are dealing with it …
We are pleased to inform you that we have already made up your order No…
We acknowledge with thanks your order dated… and are pleased to confirm our sales
on the following terms and conditions:

II. MESSAGE
 Repeat terms and conditions
1. Name of the commodity/ goods:
2. Quality and specifications: as per enclosed catalogue No          234 LD.
3. Quantity: 1,000 pcs/ units
4. Price: unit price ….. including packing, total price is ….
5. Packing: as usually export customary packing
6. Delivery: one shipment/ in one lot, date….
7. Payment: is to be made/ effected in USD by an irrevocable letter of credit at (30 days)
sight to be opened at/ through/ by the Bank for Foreign Trade of Vietnam (VCB) , 15
days prior to/ before shipment, valid for 15 days to the account of Royal Bank, London.

 Add favorable comments on the goods ordered

e.g. When the goods reach, we feel confident that you will be completely satisfied with
them - at the prices offered they present exceptional value.

 Include an assurance of prompt and careful attention or draw attention to

other products likely to be of interest.
e.g. As you may not be aware of the range of goods we deal in, we are enclosing a copy
our catalogue and hope that our handling of your order with us will lead to further
business between us.

III. ENDING
  Express your hope for further orders.
We look forward to your repeat orders
We hope that our handling of your first order will lead to further business between us
and mark the beginning of a happy working relationship.

IV. MOREOVER
 Advice of despatch
Advice of despatch  is a note or a letter advising the customer that the goods have been
sent. (it informs WHAT/ WHEN/ HOW the supplier have sent)
E.g: The consignment of 20 sets of dining table has been sent to you by rail today. Please
confirm receipt and quote consignment note No.8573.

 Indents
Indent is an order placed through commission (commercial) agents/ houses. It is not an
order for goods but an order to the agent to buy the goods from various manufacturers.
Indent gives details of the goods required, prices, packing, shipping instruction, methods
of payment, etc. which the agents need to know.

Sample Letter
Dear Sirs,

The 500 gross of plastic wash-basins you ordered on 10th July, 20… (your order No
7432) will be shipped to you by the MS Tigirs sailing from Saigon Port on the 25th
March and due to arrive at Basra on 15th April.

The bill of lading, commercial invoice and insurance certificate together with our draft
drawn sixty day’s sight have been passed to the North Europe Commercial Bank and
should reach you within a few days. The enclosed copy of invoice will give you advance
information of the consignment.

We hope you will receive the goods and that they will give you full satisfaction. We hope
to have the pleasure of dealing with your future orders.

Yours faithfully,
One more
Dear Mr./Ms. ......,
Re: Order for 100 copies of Mastering Mathematics
As per our discussions on __________ (date of meeting) we are pleased to place an order
for 100 copies of Mastering Mathematics book by _________ (writer) for Class VII for
the ICSE Board on the following terms and conditions:
The cost of each book will be ________ (inclusive of all taxes)
Payment terms will be a post-dated cheque for 50% advance with order. This cheque will
be cleared on the day of the deliver. The balance payment of 50% 7 days after delivery
and after random inspection
Delivery will be done within 7 days from the order date
Delivery will be done at ________________ (address of organization)
If the order is not delivered as per the above terms and conditions, the order stands
cancelled
Please find enclosed cheque number ________ dated ________ for ________ towards/ in
advance for the order.
We hope to have a long business relationship with you.
Yours faithfully,

By early October
will place a trial order for 50 units.
conditions can be acceptable to us
make up/execute/ processed promptly: thực hiện ngay

the order enclosed for various (different) kinds of carpets: đơn đặt hàng mua các loại
thảm mà chúng tôi gửi kèm thư này.