Chapter Six

Orders and

executing orders

What is an order

An order is a request to supply a specified quantity of goods. It may result from an offer or an enquiry with subsequent quotations. An order may be given by letter, fax or orally at a meeting.

What information does an order include

Name of commodity, model number, size, color, or any other relevant information;

Quantity; Date and method of shipment; Price; Packing; Payment.

How to write a letter placing orders

1. Open with a courteous request ----- when you start the letter with a smile, you get result.

2. Mention the source.

3. Send a complete description of the merchandise ----- Include quantity, page number, color, grade, size weight, model, price, extended prices, or other special distinctions, or whatever is appropriate. Include local tax, insurance, and shipping and handling, if applicable.

4. State the method of payment ----- if you enclose a check, mention the date and check number.

5. Give the shipping address ----- if the shipping address differs from the address on your letterhead, be sure to specify the delivery address.

6. Specify the method of shipment ----- if you need the order in a hurry, let the company know that you are willing to pay for expedited delivery. If not, the company will select the method of payment.

Sample letter: placing an initial order

Dear sirs,

We thank you for your quotation of August 15 together with patterns of Shanghai Printed Pure Silk Fabrics. We find both quality and price satisfactory and are pleased to give you trial order for the following items:

Quantity Pattern No. Prices 15,000 yards 9001 US $ 12 per yd. 10,000 yards 9003 US $ 15 per yd. (All the prices are CIF San Francisco.)

We expect to find a good market for the above and hope to place further and large orders with you in the near future. Our usual terms of payment are by D/P 60 days and we hope they will be satisfactory to you. Meanwhile should you wish to make enquiries concerning our financial standing, you may refer to the following bank:

An order with terms and conditions

Dear sirs,

We thank you for your quotation of August 15 together with patterns of Shanghai Printed Pure Silk Fabrics. We find both quality and price satisfactory and are pleased to place an order for the following items:

Quantity Pattern No. Prices 15,000 yards 9001 US $ 12 per yd. 10,000 yards 9003 US $ 15 per yd. (All the prices are CIF San Francisco.)

We place this order on the clear understanding that only if you can guarantee dispatch in time to reach us by the end of this month, and that we reserve the right to cancel it and to refuse delivery after this date.

We suggest payment by bill of exchange drawn on us at 30 days’ sight. Please say whether this is agreeable to you.

http://www.ego4u.com/en/business-english/communication/generator?order

An order letter with an order form :

Dear sirs, Thank you very much for your letter of 15th June with model and

price lists. We have chosen Compaq 1200 for which we enclose Order No. 988. The goods are urgently required, so prompt delivery will be most appreciated.

Order No. 988 FEI Corporation New York, U.S.A.

Dear Sirs, Please supply: Quantity Article price Delivery 1,000 sets Compaq 1200 $870 per set August Packing: each set to be packed in a plastic box, with a wooden case as

an outer package. Insurance: W.A. for 10% over the invoice amount. Marks: as usual with our previous orders. Terms: draft at sight under an irrevocable letter of credit. We have instructed our bank to open a letter of credit for the amount of

this order. You will soon hear from your bank.

Yours faithfully,

Replying orders from buyers When a seller receives an order from a customer, he

must write a letter to acknowledge the order, the letter should be:

Express pleasure at receiving the letter; Add a favorable comment on the goods ordered; Include an assurance of prompt and careful attention; Draw attention to other products likely to be of interest; Hope for further orders; If sellers cannot accept buyer’s orders for some

reason, it is advisable to recommend suitable substitutes, make counter-offer and persuade buyers to accept them.

Seller declining an order The Seller may decline any order upon

receipt and may revise any quotation at any time prior to acceptance of the Order.

Tips for writing a letter declining an order Decline orders but offer an alternate or substitute item; Make counter-offer and persuade buyers to accept them; Decline an order while still expressing appreciation and giving

explanations.

Sample letter 6.3.8 and 6.3.9

Read and analyze the letters to understand how they are structured.

Confirm an order Shortly after the buyer place an order, an order confirmation will

be sent to the buyer to let him know that the seller has received the order . An order confirmation will arrive, in most cases, before the order has been delivered. It confirms that the order has been received, charged and is going ahead. It is also an advance confirmation that the seller has the confidence that delivery will be made on the requested day and date.

The order has probably failed to reach the seller’s offices. This should prompt the buyer, bearing in mind the time scales just mentioned, to contact the seller immediately, to check if the sellers have received the order and to question if there have been any errors.

Dear sirs, We thank you for your Email of September 3 confirming your

order for 200 metric tons of Green Beans, New Crop, at HK$*** per metric ton, CIF Singapore, packing in single gunny bags of about 50kg, net each.

Although the current market price is a little bit higher, we accept the order on the same terms as before with a view to encouraging business.

As requested in your previous Email, we enclose our Sales Confirmation No. 332 in triplicate. Please send one copy duly signed.

Yours faithfully,

Encl. as stated

Dear Mr. Robert, Referring to your email of February 11, we are pleased to confirm

having sold to you 100 dozen rain coats on the terms and conditions agreed upon.

We enclosed our Sales Confirmation No. 112 in duplicate, a copy of which please countersign and return to us for our file.

Order #: 9999

Name: Mr. Hi NeedE-Mail: hineed@got2getit.ca

Service: 48 Hour ProductionProduct: Pull Apart Key RingItem Colour: Brushed StainlessQuantity: 150Branding: Laser EngravingLogo: Your LogoImprint Colour: Engraved

Please see the attached virtual proof of your product at the bottom of this page. Please note that the colours represented on the product may not be the actual colours of the final piece.

Your Required Delivery Date: Tuesday, March 16, 04 (no time specified)Delivery Address: Got2GetIt Inc.123 Anywhere AvenueCHATHAM, OntarioN5C 2Z3(519) 777 ?1212Attn: Mr. Hi Need, VP of Marketing (x000)

Your Production Schedule will be:

48 HR Production:Thursday, March 11Friday, March 12Shipment Departs: EOD March 12From: Montreal, PQUPS Service: 2 Day ExpeditedDescription: 1 Box (45 lbs)To Arrive By: EOD Tuesday, March 16Additional Shipping Charged: $56.00

*NOTE: WE MUST RECEIVE YOUR REPLY EMAIL ACCEPTING THIS CONFIRMATION BY NO LATER THAN:

1:00 PM (EST) TODAY

TO GUARANTEE THE PRODUCTION SCHEDULING SHOWN ABOVE(Missing this deadline will cause all dates mentioned to fall back ONE business day and may also necessitate the altering of UPS services to still meet the requested delivery date)

PLEASE CLICK ON ONE OF THE FOLLOWING TWO LINKS WHICH WILL OPEN A NEW EMAIL EITHER CONFIRMING OR DENYING THE PRODUCTION OF THIS PRODUCT

Yes, please proceed with this order            No, don't proceed just yet. I have some questions

Execute an order When the buyer finally place a formal order,

the seller shall execute the order in accordance with arrangements and procedures recorded in the confirmation of order.

When executing an order, usually a contract or a Sale Confirmation is made out by the seller and signed by both parties.

When executing the order, the seller shall kept the buyer posted .

Sample letter 6.3.11

Read and analyze the letter.

Dear sirs, We wish to refer to the recent exchange of faxes and are

pleased to confirm having concluded with you a transaction of 30 metric tons of groundnut kernels. Enclosed is our Sales Contract No.345 in duplicate in which please countersign and return one copy to us for our file. We trust you will open the relative L/C at an early date. As regards additional quantities, we are working and will let you have an offer sometime next week.

Sending and countersigning a contract

Dear sirs, RE: Contract No. 2007-1 We are enclosing herewith the contract in two

originals, of which please return one copy to us duly countersigned for our records.

Thank you for your kind cooperation.

Countersigning and returning the contract

Dear sirs, RE: Your Contract No.2007-1 Thank you for your above contract for Human Lotus Seeds. We return herewith one copy duly signed to you for your files. We assure you of our best attention.