商务英语应用写作教学课件
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CHAPTER 5
BUSINESS LETTER (I)
EILEEN
1. The Process of Doing Business
Inquiry Replies to inquiry Counter offer
A Enquiry B A B
Quotation / offer declining
acceptance
acceptance
Orders, Confirmation
Payment, Shipment
2. Orders：
Definition:
A request to supply specified
quantity of goods.
2. Orders: the format of an order letter
Show satisfactory on goods and agreement on
terms to give an order:
A specific order or enclosed printed order form :
name of commodity, article number, specification ,quantity,
packing , delivery date, port of destination，price
terms of payment, etc.
2. Orders: the format of an order letter
Reinforce some special or important request:
packing, delivery date, terms of payment , etc.
Ask for the confirmation or reply
Hope to more cooperation
2. Orders：
Writing Rules:
accuracy clarity
2. Orders: patterns and substitutions
Show satisfaction on goods and agreement on
terms to give an order:
1. We find both quality and prices satisfactory
and
Your quality and prices are satisfactory
send/give you an order
we are pleased to place an order
enclose an indent
for the following items on the understanding.
2. Orders: patterns and substitutions
A specific order:
Commodity name Quantity Article No. Price
Item Pattern No. CIF Sydney
Catalogue No. FOB Sydney
Packing: In cotton cloth bales
In wooden cases
Be wrapped in bags and packed in standard export
cardboard cartons
Shipment: Prompt shipment from Tianjin
Payment: 100% by confirmed, irrevocable L/C by draft of
sight (at sight)
2. Orders: patterns and substitutions
Reinforce some special or important request:
1. Our terms of payment are
confirmed and irrevocable L/C
telegraphic transfer and we hope they will
cash against document
be acceptable to you.
2. You can make inquiries concerning our financial
standing/status to our bank.
2. Orders: patterns and substitutions
Reinforce some special or important request:
3. Please see to it that your goods
meet our requirements.
are of the best quality and the highest craftsmanship.
are exactly equal to your sample in quality.
2. Orders: patterns and substitutions
Reinforce some special or important request:
4. We need the goods urgently , and it is
imperative/important/desired that they must reach
us by the end of this month.
5. Since this is our first order, we hope you will do
everything possible to ensure punctual shipment.
6. Please make delivery immediately by the first
make prompt shipment
available steamer upon receipt of our L/C.
2. Orders: exercises I
Since the price and the quality of your wine seem quite
satisfactory, we have decided to place the following order with you:
Ref No. 4573
Item No. Description Quantity Unit Price
M256579 Latour-Red 1979 180 btl. FF67.25
M278682 Mouton-Red 1985 150 btl. FF70.05
Delivery: By sea, arrival before August 20,2006
Terms: Letter of Credit at sight.
Please confirm the order, so that we may open the relevant
L/C without delay.
2. Orders: exercises I
Since the price and the quality of your wine seem quite
satisfactory, we have decided to place the following order with you:
Ref No. 4573 查询号码
Item No. Description Quantity Unit Price
M256579 Latour-Red1979 180 btl. FF67.25 法国法郎
拉度红酒
M278682 Mouton-Red 1985 150 btl. FF70.05
莫顿红酒
Delivery: By sea, arrival before August 20,2006
Terms: Letter of Credit at sight.
Please confirm the order, so that we may open the relevant
L/C without delay.
2. Orders: exercises II
订单要求：
型号
茶壶 40个 每个 30美金 211
茶托 200个 每百个 40 美金 239
茶盘 300个 每百个 50 美金 234
茶杯 300个 每百个 45 美金 221
包装：用棉布包装，装入出口用标准纸箱
支付：通过保兑，不可撤销信用证，见票即付汇票
并要求货物的质量同所提供的样品相同,
还有尽快发货，在收到信用证后装第一艘可订到仓位的船。
2. Orders: key of exercises
Dear sirs,
Thank you for your quotation of 6 May. Your goods and
prices are satisfactory, and we are pleased to send you an
order for the following.
Item Qnty Article No. Price
Tea pots 40 211 $30 each
Tea saucers 200 239 $40 per hundred
Tea plates 300 234 $50 per hundred
Tea cups 300 221 $45 per hundred
Packing ：In cotton cloth bales, packed in standard
export cardboard cartons
Payment: 100% by confirmed, irrevocable L/C by draft
of sight
2. Orders: key of exercises
Please see to it that your goods must be exactly equal to the
samples in quality. Our customers urgently required the
goods, please ship as soon as possible by the first
available steamer upon receipt of our L/C. We shall be
grateful if you confirm definite delivery date , meanwhile you
can inform us at your earliest convenience.
Look forward to your early reply!
Best regards,
(signed)
Eileen
3.Acknowledgement of an order:
Contents :
Express your thanks for the order and
send the sales confirmation:
Clarity terms of payment or delivery etc.
Ask to send back the signed
confirmation or look forward to further
orders:
3.Acknowledgement of an order:
patterns and substitutions:
Express your thanks for the order and send the sales
confirmation:
1. Welcome you as one of our customers and we are
sending our Sales Confirmation No.109 in
duplicate, a copy of which is to be counter-signed
and returned for our files.
2. We are pleased to confirm the above order.
3.Acknowledgement of an order:
patterns and substitutions:
Clarity terms of payment or delivery etc:
1. You may be assured that this order will
be executed to your satisfaction.
2. We assure that we shall effect shipment
on the specified date in your order.
3. There is a great demand for the goods and
our stock is exhausted. It will be 3 months
before it is available again.
3.Acknowledgement of an order:
patterns and substitutions:
Clarity terms of payment or delivery etc:
4. We wish to point out that stipulations in the
relevant credit should strictly conform to
the terms stated in our Sales Confirmation
in order to avoid subsequent amendments.
5. If we receive your reply in the affirmative,
we shall conform supply of the prices stated
in your order.
3.Acknowledgement of an order:
patterns and substitutions:
Ask to send back the signed confirmation or look
forward to further orders and the others:
1. You will be completely satisfied with our goods
at the price offered which represent exceptional
value.
2. I hope this first order will lead to further
business and mark the beginning of a happy
working relationship.
3.Acknowledgement of an order:
key of exercises
1. Your samples of rubber boots received
favorable reaction from our customers, and we
are pleased to enclose our order for 300 dozen pairs.
2. Please ensure goods sent us, which are
exactly equal to our
samples in quality. We would appreciate great
care in your selection
of good quality.
3.Acknowledgement of an order:
key of exercises
3. Please rush the order. If delivery cannot be
made before March
5, we shall have to cancel the order.
4. We thank you for your Order No. 345 that
we have accepted your terms which are exceptional.
There is an increasing demand for these goods and
the price is on a rapid increase.
5. We apologize for the delay in executing your
order. The delay was caused by a shortage of raw
material and also by a back log of orders.
The Process of Doing International Business
Inquiry Replies to inquiry Counter offer
A Enquiry B A B
Quotation / offer declining
acceptance
Order acceptance
Confirmation
A B A
Payment, Shipment
Contents
The Modes of payment
The Practical Sample Of L/C
* The Process of L/C
* The Letter of Urging Establishment of L/C
* The Letter of Amending L/C
* The Letter of Asking For Extension of L/C
The Modes Of Payment:
Remittance：
进口人 出口人：将款项交予
M/T: mail transfer
T/T: telegraphic transfer
D/D: demand draft
Collection:
出口人 进口人：先行发货，开出汇票连同单据委托
银行收款
D/P : documents against payment 付款交单
D/A : documents against acceptance 承兑交单
Letter of Credit:
Letter of Credit : L/C
银行出具的保证，保证提交全套必要的装
运单据后即付货款
The Practical Sample of L/C
单证样本——信 用证(Letter of Cr edit)
Issue of a Documentary Credit
BKJPYUTYA08E SESSION: 000 ISN: 000000
BANK OFOSAKA
Issuing Bank
NEWYORK
NO. 216,AUMAHU,AKI_GUN,OSAKA,JAPAN
XXXXXXXX
BANK OF CHINA,NANTONG BRANCH
Destination Bank :
153,RENMING RD NANTONG CHINA
T EL;0513 -3578321
Type of Documentary
40A IRREVOCABLE
Credit
Letter of Credit
20 LGU -002156
Number
Date of Issue 31G 010302
Date and Place of
31D 0103030 CHINA
Expiry
Applicant Bank 51D NEWYORK BANK ,OSAKA
Applicant 50 YOUNGAN TRADING
JIAHA INTER TRADING CO.,
Benefi ciary 59
60,NONGJU RD HAIAN JIANGSU ,CHINA
Currency Code, Amount 32B USD 26,520.00
Available
41D ANY BANK BY NEGOTIATION
with...by...
Drafts at 42C AT SIGHT
Drawee 42D NEWYORK BANK ,OSAKA
Partial Shipments 43P NOT ALLOWED
Transhipment 43T NOT ALLOWED
Shipping on Board/Dispatch/Packing in Charge at/ from
44A SHANGHAI
Transportation to 44B OSAKA,JAPAN
Latest Date of
44C 010320
Shipment
Description of Goods or Services: 45A
100PCT RAYON DIASH CLOTH
30SX30S/56X54/40X40CM 2PLY
CIF OSAKA
CHINA ORIGIN
Documents Required: 46A
Importer
信 开
证
付
款
交
单
用 Issuing Bank
开证行
证 寄
送
偿
操
Corresponding Bank 付
单
通知行
据
作 提交单据
Negotiating Bank
流
Exporter
议付行
转给
程 Shipping Company
Case I: According to the Dialogue
Boyi Art Trade Company Ltd. signed the S/C
No.159 about 2000 Christmas toys with France
International Corp., Liyan stated that the L/C
must reach the sellers 30 days before the
contracted date of shipment. The delivery date is
August 30, that means that the L/C must reach
Fujian Company before August 1. But until
August 8, they still have not received the L/C
from Susan .
If you are Liyan , How should you do?
August 1 August 30
August 8
Urging establishment of L/C
The main contents of the letter :
* Which L/C must be opened
* The cause of your urging
* Urge to establish
* Pay attention to some key points
Urging establishment of L/C
New words and expressions :
* 1. urge to establish/open a L/C
establish v.
open v. 开立（信用证）；
相关信用证还未开立。
The relevant L/C has not been established.
我们很高兴与您建立业务关系。
We shall be glad to establish business relations
with you.
由于你们的延期开证,我们不能发货. 请马上开出上
述信用证。
We could not ship the goods because of the delay of
your L/C. Please open the above L/C at once.
Urging establishment of L/C
* 2. do your utmost to expedite establishment of L/C
尽最大可能加速开证
请尽最大可能加速开证, 以便我们能执行订单。
Please do your utmost to expedite establishment of L/C ,
so that we may execute the order.
* 3. establish aletter of credit in our favor for the
amount of------- through ------bank
通过--银行电开以我方为受益人的金额为----的信用证
我们恳请贵方通过纽约银行电开以我方为受益人的金
额为300万美金的信用证。
We request you to open/establish a letter of credit in
our favor for the amount of US $ 3000000 through
New York bank .
Urging establishment of L/C
* 4. 百分百保兑的不可撤消的即期信用证
100% confirmed irrevocable letter of credit
by draft at sight.
我们接受百分百保兑的不可撤消的即期信
用证。
We accept 100% confirmed irrevocable letter of
credit by draft at sight.
Urging establishment of L/C
Useful Sentences:
* Which L/C must be opened
1. With reference to the 4000 dozen shirts
under our Sales Confirmation No.TE151,
we wish you to open the relevant L/C at
once.
Urging establishment of L/C
* The cause of your urging
1. We wish to draw your attention to the fact that
the date of delivery is approaching.
is approaching = can be met
2. We have adequate stocks of the products in
our warehouse, but up to the present we have
not received the covering/relevant Letter of
Credit.
covering = relevant
Urging establishment of L/C
* Pay attention to some key points
1. Please see to it that L/C stipulations are in
exact accordance with the terms of the
contract.
be in exact accordance with = should
strictly conform to
Practice I
According to case one, as you are Liyan of
Boyi Company Ltd., please write a letter to
Susan of France Company to urge
establishment of L/C, or you will cancel the
order.
Practice I
Dear sirs,
With reference to the 2000 kitchen cupboards under
our Sales Confirmation No.159,we wish to draw your
attention to the fact that the contracted date of
delivery is August 30, so your L/C must reach us
before August 1, but today August 8 ,we have not
received the relevant L/C. Please do your utmost to
expedite its establishment, so that we may execute the
order.
Please open the L/C as soon as possible ,or we will
cancer the order. Looking forward to receiving your
favorable response at an early date.
Yours faithfully
Practice II
Complete the following sentences by translating the
part in Chinese into English:
1 We will open the L/C ________(一收到你方答复
后).
2 The goods under S/C No.3697 has been ready for
quite some time.________(请按合同价格迅速开证)
3 In spite of our repeated requests,___________(信
用证仍未收到). Please open the credit by SWIFT
immediately, otherwise, we cannot effect shipment in
January
4. _____________________(如果信用证不能在7月底
前开到我处)，we will be forced to cancel your order.
Importer
信 开
证
付
款
交
单
用 Issuing Bank
开证行
证 寄
送
偿
操
Corresponding Bank 付
单
通知行
据
作 提交单据
Negotiating Bank
流
Exporter
议付行
转给
程 Shipping Company
Case II:
If you are Liyan, when you check the L/C
opened by France company, you found some
discrepancies as follows:
1．受益人的名称地址有误:
2．合同号有误
3．货物的数量单位有误。
What should you do ?
Asking for Amending L/C
Some useful expressions:
1. We are in receipt of your L/C, but we
would request you to amend it as follows:
①The quantity should read 300 sets.
② Transshipment is permitted.
2. Asking you to amend the L/C to read:
3. The date and place of expiry should read:
Asking for Amending L/C
4. On examination, we find that partial
shipment and transshipment are not
allowed in the L/C.
on (upon) examination=on perusal 经审查,
经详阅，我方发现信用证有不许分批装
Asking for Amending L/C
4. Referring to L/C issued by Mercantile Bank for the
amount of $25300 covering 3000 dozen socks, we must
point out that
partial shipment and transshipment are not allowed.
the shipment does not conform to the contract.
5. Such being the case, we would request you to amend
your L/C to allow partial shipment and transshipment.
在此情况下，我方请求你方修改信用证允许分批装运
和转船。
Asking for Amending L/C
6.We hope you will see to it that the
amendment is made without delay.
Practice I
Translate the following sentences into
Chinese:
1.It is imperative for you to amend the
L/C as per our fax of the 25th.
2.When we checked the received L/C
with the relevant contract, we found
that there were several discrepancies
that needed amending
3.Such being the case，we agree to
amend “port of loading: Guangzhou ”
in the L/C to read “port of loading:
Shanghai”
2.The name of the applicant shall be
“SOUDI ARABIA FOODSTUFFS
IMP&EXP CORP., LTD.”, not
“...EXP&IMP...”
3.The drafts shall be “ at sight” ,not
“at 30 days after sight.”
4.The Latest date of shipment shall be
“991215”, not “991201”.
5.The inspection clause has been
amended to read as “Inspection
certificates issued by C.C.I.B. or
specific inspector accepted by the
Beneficiary.”
Practice II
Write a letter of amending L/C:
Printed Material: IV
Practice II
Dear sirs,
Thank you for your L/C No.WT509 ,but we regret to
say that we have found a number of discrepancies. Please
amend the L/C as follows:
(1) “Messrs Hudson & Co.” should read “Chase
Manhattan Bank, USA”;
(2) The amount both in figures and in words should
respectively be US$30000 and Say US Dollars Thirty
Thousand Only;
(3) Draft to be at sight instead of at 60 days after sight;
(4) Insert “Children” before “Bicycles”;
(5) The date and place of expiry should read: May
15,2004 in Beijing, China;
Your early fax amendment to the L/C will be highly
appreciated.
Yours faithfully,
Asking for extension of L/C
Letter of Credit : L/C
通常装运月份前30天 卖方收到信用证
reach the sellers 30 days before the
contracted month of shipment
装运期后15天为信用证的有效期
valid for 15 days after date of shipment
Asking for extension L/C
Asking for extension L/C:
1. We have no alternative but to ask you to
extend the shipment date and validity of
your L/C to 31/5 15/6 respectively.
2. Ask you to extend the above L/C to 31/8
and 15/9 for shipment and negotiation
respectively, with the amendment to reach
us by July 15.
Practice
由于信用证的迟到或是其它原因，货物无
法在合同规定的时间内装运，写信要求对方
延展信用证中的装运期和信用证的有效期：
由于来自厂商方面的无法预知的困难，我
们觉得不可能在五月四日前发货，所以若贵
方能将信用证的船期和有效期分别展至6月30
日和7月15日，将不胜感激。
Practice
Owing to the unforeseen difficulties on
the part of manufacturer, we find it
impossible to effect shipment before-----
,and would appreciate our extending
the shipment date and validity of your L/C
to----- and-----respectively.。
5. Shipment :
Shipping documents including:
B/L: bill of lading
Insurance policy
Commercial invoice
5. Shipment : patterns & substitutions
1. Enclosed please find one full set of the non-
negotiable copy of the shipping documents covering
this consignment.
2. We will ship the above consignment on board S.S.
“Noah” with ETA 23 November.
ETA: estimated time of arrival
ETD: estimated time of departure
3. The shipment of the goods under S/C No.123
has been made on board S.S. “Pearl” for
transshipment at Hong Kong into S.S. May Flower.
5. Shipment : exercises
敬启者：
我方第101 号销售确认书项下的货物已装
“美罗”号轮，在新加坡转“尼亚”号轮装运。
随函附上货运单一套，包括海运提单，保险单据
及商业发票一份，请查收。
敬上
5. Shipment : exercises
Dear sirs：
The shipment of goods under S/C No.101 has
been made on board S.S. “Meiluo” for transshipment
at Singapore into S.S. “Niya”. Enclosed please find a
full set of shipping documents ,including B/L, invoice
policy and commercial invoice.
Yours faithfully
6. Complaints :
Complaints about :
Merchandise: quantity: difference between
missing or shortage
quality : inferior quality
Service: slow service,
delay of shipment
Packing: bad packing
Other errors : invoice
6. Complaints : the format
Opening: state the problem
Body: the problem lead to some results
what you want to be done:
accept a claim
settle by arbitration
Closing: trust their handling
keep the goodwill of the reader
6. complaints : patterns and substitutions
Complain about quality:
1. On comparing the goods received ,we found that
they are not in exact accordance with the sample.
have not turned out to our satisfaction.
Complain about bad packing:
2. We regret that several bales were seriously damaged
owing to negligent packing.
the boxes were found split open.
6. complaints : patterns and substitutions
Complaint about quantity:
3. After inspection, we found that
it was 87 boxes short.
some articles were missing.
there is a shortage of 60 bales.
6. complaints : patterns and substitutions
Ask for claims:
1. Allowance should be made for unforeseen
circumstances.
2. Under these circumstances,
we have to returned the goods to you at your expenses.
We are sending you a list of the inferior goods for your
replacement.
3. Please refund our money, or we will be forced to
take legal action.
7. Claims /Complaints :
Some problems:
Merchandise: quantity: difference between
missing or shortage
quality : inferior quality
Service: slow service,
delay of shipment
Packing: bad packing
Other errors : invoice
7. Claims : polite , calm, but firm
Opening: state the problem
details about order No. delivery date
the account number
Body: the problem lead to some results
what you want to be done:
accept a claim
settle by arbitration
Closing: trust their handling
ask for reasonable adjustment
8. Adjustment :
Means the reply to complaints
Content:
Granting adjustment or partial adjustment
Refusing an adjustment
8.Adjustments : the format
Opening: express sympathy and understanding
Body: admit and explained the mistakes
decision on preventing the error
state what you will do
Closing: reaffirm the value of the product and
your company
exercises of complaints, claims and adjustments
1.你们有证据吗？
2. 开箱时,本公司就发现货品质量远比我方答应订单
时的样品差.
3. 根据商检报告,我方有权拒收货物,向你方提出索赔.
4. 我们十分清楚,我方无法弥补我们造成的不便,但在
今后的交易中,我们一定尽力使贵方满意.
5. 我们准备让合同价格的10%, 我们希望这样能解决
问题.
6. 我们不想让此案再搁置下去.
7. 我们将请船运公司来检查损失,以便他们安排赔偿.
8. 我们保留向你们要求赔偿任何损失的权利.
exercises of complaints, claims and
adjustments
1. Have you get any proofs?
2. Upon unpacking the cases, we found that the quality
was much inferior to the sample on which we approved
the order.
3. On the strength of the inspection report, we have the
right to reject the goods delivered and lodge claim
against you.
4. We realize very well that we cannot make up for the
inconvenience caused by us, but we will endeavor to
satisfy and please you in future transaction.
5. We are ready to allow a discount of 10% of the price
contracted, we hope that this will meet the case.
exercises of complaints, claims and
adjustments
6. We are reluctant to leave the case outstanding
any longer .
7. We will ask the shipping company to come
and inspect the damage so that they can arrange
compensation.
8. We reserve the right to claim compensation
from you for any damage.
exercises of complaints, claims and adjustments
Dear Sirs,
We have received your letter of February 15th with
enclosure relating to a claim on the above shipment.
On careful investigation we admit that there could
have been something wrong with small part of them.
On the other hand, we feel that you are over censuring
this shipment. We are afraid we cannot agree with you
that most of the honey is of Amber color. By our
standards, the honey is Light Amber. It is perhaps a
matter of technical difference.
However, to clear the path speedily for fresh business,
we are prepared to allow you $10.00 per long ton or a
total of $250.00. This is the best we can do, and if it is
acceptable to you, please send us a fax to this effect so
that the case can be settled by a prompt remittance.
Yours faithfully,