Commercial Correspondence

Unit 5

Orders and
Cover Letters of
Orders
 Orders

Definition
An order is a request to make or supply goods
or service.
 Order form (official, printed)
 Cover letter

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 Orders

Opening
Express thanks for the offer and pleasure in
placing an order
• We thank you for your offer No. 204/PP of
(dated) 15 September 20__ and are pleased
(glad) to place an order on the following
terms and conditions:
• … and have pleasure in placing an order
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 Orders

Main Message
1 – 6: See Offers
7. Methods of payment
• Payment: … to the account of Vietcombank,
in your favour (in favour of the seller) for
the total value of the goods to be shipped.
• vào tài khoản của Ngân hàng Thương mại VN cho người bán được hưởng

.
100% giá trị của hàng sẽ giao
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1. Name of the goods
2. Quality and specification
3. Quantity
4. Details of prices
5. Packing and marking
6. Delivery

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 Cover Letter of an Order

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 our order No. ….
for ….
• … and take pleasure in enclosing our order No…
• Please find enclosed our order No. DR435 for
(diesel engines).
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 Cover Letter of an Order

Main Message: Useful expressions

• 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 …

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 Cover Letter of an Order

Main Message: Methods of payment

Bill of exchange
 Sight draft: a bill of exchange payable immediately
upon acceptance (accept to pay)
 Draft at 60 days (after) sight: payable within 60
days of acceptance (60 D/S)
• We should be glad if you would agree to draw on
us at 30 D/S (at 30 days) for the amount of …

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 Cover Letter of an Order

Main Message: Methods of payment

Documentary collection
 Documents against payment (D/P) Nhờ thu trả
ngay
 Documents against acceptance (D/A) Nhờ thu
trả chậm

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 Cover Letter of an Order

Main Message: Discounts

Confirm the agreed discounts
• We would like to thank you for the 30% trade
discount you allowed us.
• Although we expected a higher trade discount
than 15%, we will place an initial order and hope
that the discount can be reviewed in the near
future.

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 Cover Letter of an Order

Main Message: Delivery

Confirm the delivery dates
• Delivery is required not later than the end of this
month.
• It is essential that the goods are delivered before
the beginning of November, in time for the
Christmas sales period.
• Delivery before 28 May is a firm condition of this
order, and we reserve the right to refuse goods
delivered after that time. 11
 Cover Letter of an Order

Main Message: Packing

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

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 Cover Letter of an Order

Closing
Expressing hope for future business
• We look forward to your early confirmation
of our order (confirmation of sales).
• We look forward to having your
confirmation/ acknowledgement soon.
• Please confirm your acceptance of this order.
Note: Remember the Enclosure section
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