Acknowledgment and Dispatch Advice

Gentlemen:

Thank you very much for the order you gave our salesman, Mr. Colbert, on November 7.

Enclosed you will find the bill of lading and invoice for the complete order, which was shipped by rail this morning. You will note from the invoice that we have allowed you a quantity discount of 10%.

We hope that the goods will arrive in good condition and look forward to the pleasure of serving you again soon.

Yours sincerely,

Encl.

 

Motorcar Dealer Thanks Customer for His Order

Dear Mr. Cooper:

We're glad that you decided to become a Volkswagen owner. Thank you for buying your new VW from us.

After all, you might have bought it in any of the other 49 states, or in any of 135 other countries around the world. That's how many places you can travel to and still get service from factory-trained mechanics.

It has been a pleasure helping you pick out your new VW. We wish you many years and many miles of enjoyable driving.

Sincerely,

Murray Motors Inc.

 

Acknowledgment of Order and Request for Credit Information

Gentlemen:

Thank you for your order for

5 No. 18 Steel Safes, beige finish,

3-number combination lock, $ … each.

As this is our first transaction with you, we must ask you to fill in and return the enclosed blank form from our credit department. This is part of our routine in handling new accounts.

Your order will be shipped as soon as we receive this information. However, if you are in urgent need of the safes, you may instruct us by wire to ship them on a C.O.D. basis.

Very truly yours,

 

Encl.

 

Manufacturer Acknowledges Order — Customer Referred to Dealer

Dear Mrs. Myers:

Thank you very much for your order of April 7 for a 15 cu.ft. BLUESPOT Frostless Freezer.

We would like to send you the freezer, but as manufacturers we sell only through dealers and never supply appliances direct from the factory. May we therefore suggest that you visit one of the following dealers in your city:

Kendall Appliances Store, 411 Woodbury Ave.

Harper & Smith, Inc., 66 Union Street

You will receive courteous and prompt service at either of these stores, and we are sure that you will be satisfied with your BLUESPOT Frostless Freezer. The sealed refrigeration system is guaranteed for five years. All other parts carry a similar one-year guarantee.

 

Yours sincerely,

 

Maker of Tweed Skirts Acknowledges Order from Private Customer — Cannot Promise Delivery Within the Time Desired

Dear Mrs. Grey,

Thank you for your order of 6th November. Much as we should like to help you, we are sorry to say that we cannot promise delivery by 23rd November.

At this time of the year we are exceptionally busy in all departments. As you know, we make everything individually and specially to order, which naturally takes time, and we normally require about six weeks for delivery.

We would rather tell you this now than disappoint you later and hope that you will instruct us to put your order in hand for delivery as soon as possible.

In the meantime we shall hold your order in our pending file and should be grateful if you would quote the reference AJ/CD/018 in your reply.

Yours sincerely,

 

Stock Temporarily Depleted

Dear Sirs,

Thank you very much for your order of the 5^th February for Wall Paper.

There has been such a demand for Patterns 88/377, 88/867 and 89/310 that our stock is temporarily depleted. However, a new supply is expected early next month, and when it arrives we shall lose no time in sending you the patterns desired.

By the same post you will receive from us a selection of our latest patterns. Orders for these patterns can be executed immediately.

 

Yours faithfully,

Refusal to Supply at Buyer’s Price

Dear Sirs,

 

Thank you for your order for 2,000 yards of Cloth No. 112 at ₤ 0.70 per yard.

We regret, however, that we are unable to accept your order at this figure. You will find, on referring to our previous correspondence, that we quoted a price of ₤ 0.75 per yard. This is our keenest price, on which we cannot grant you any further concession. Besides, it is generally expected that prices will rise in the near future.

We shall, of course, be pleased to carry out your order if you confirm it at ₤ 0.75 per yard, 30 days net.

Yours faithfully,

 

Tasks

I. Translate letters from Russian into English:

Подтверждение заказов

№1

Уважаемые господа!

Благодарим Вас за Ваш заказ на 100 чайных сервизов «Kelly». Данный товар имеется у нас в наличии и будет отправлен Вам немедленно по получении денежного перевода на сумму? 370 согласно прилагаемой фактуре.

С уважением,

Приложение

 

№2

Уважаемые господа!

Мы были рады получить Ваш заказ от 15 ноября на

15 скатертей 120*120 см «Lucinda»

15 покрывал 200*140 см «Cory»

Эти товары имеются на складе, и мы можем гарантировать доставку на Ваш склад до 28 декабря. Согласно Вашему требованию мы известим Вас о дате отгрузки.

Искренне Ваши,

Отклонение заказа

№3

Уважаемые господа!

Благодарим Вас за Ваш заказ от 14 декабря.

После внимательного изучения мы пришли к выводу, что для Вас было бы лучше на этот раз обратиться к другому изготовителю. Для изготовления машины, соответствующей Вашей спецификации, нам нужно было бы установить специальное оборудование на нашем заводе, а это не только невозможно было бы выполнить до февраля, но и серьезно повлияло бы на весь производственный процесс.

Нам действительно очень жаль, но мы надеемся, что Вы поймете нашу позицию.

Мы будем рады выполнить Ваши требования в будущем, если это будет в наших силах.

Искренне Ваши,

 

II. Draft letters in English from the following particulars:

№1

Машиностроительный завод в Нюрнберге получил от фирмы «В» в Питерборо заказ на автоматические токарные станки, которые должны быть изготовлены по специальным требованиям заказчика. Машиностроительный завод подтверждает получение заказа и указывает на то, что, как уже было упомянуто в его предложении, время поставки продукции по специальным заказам составляет, по меньшей мере, от 5-7 месяцев. Но, поскольку фирме «В» токарные станки нужны очень срочно, машиностроительный завод готов исполнить её заказ в первую очередь. Он надеется, что токарный станок будет готов к отправке уже к 20 мая и обещает уведомить английскую фирму о готовности заказа.

№2

Фирма «А» в Глазго получила срочный заказ от фирмы «В» в Бристоле на поставку косметической продукции на основе полевых трав. Фирма «В» просит предоставить ей товары, соответствующие образцу, и просит выслать подходящую замену в случае отсутствия требуемой продукции на складе. Фирма «А» подтверждает получение заказа и сообщает о том, что заказ передан для исполнения, и подготовка товара к отправке будет осуществлена к концу следующей недели. Фирма надеется, что этот первый заказ приведёт к дальнейшим деловым отношениям.

 

III. Read, translate and act out the dialogue:

Changing the Order

R. – Roberto, A – Anna

R.: Fashion Mode. Roberto Branca speaking. How can I help you?

A.: Hello, Roberto. Anna from Stores International in Leeds here. How are you?

R.: Hi, Anna. I’m fine, thanks. You too, I hope. So I saw your first order two days ago.

A.: Yes, that’s actually why I’m calling. I need to change the order, but I’m not sure if the online tool for doing that is ready yet.

R.: Sorry, Anna. Unfortunately that’s right. It should be available next week as soon as all the features of your client access have been installed. But it’s no problem. I can type the changes into the system here.

A.: OK, thanks. But I’ll need written confirmation as well.

R.: Yes, of course. I’ll enter the changes into the system and the software will automatically generate a confirmation email. Would that be OK?

A.: Oh, absolutely.

R.: So, first, could you please tell me the order number?

A.: Yes, it’s WC0001-128jh.

R.: OK, one moment. Right, here it is. So, what do you need changed?

A.: First, I have two corrections. One is the place of delivery for item number seven. It ought to be Brighton, not Birmingham.

R.: Brighton. OK, I’ve got that. And the second change?

A.: The women’s T-shirts should be light green, not light blue.

R.: Right. That’s article number six – I’ve changed that to light green.

A.: Wonderful. And finally, could I also ask you to add another item to the order?

R.: Certainly.

A.: Can we have 2,000 women’s jeans, black …

R.: Black did you say? Not blue like those for the men?

A.: No, no, black is correct. That’s model number JM-15K. They should be delivered on 9 November to Leeds.

R.: OK. Is there anything else I can do for you?

A.: No, that’s all for now. Thanks, Roberto.

R.: My pleasure. And as I said, you should be able to do this kind of thing online by the end of next week. And if it’s still doesn’t work then, just let me know.

A.: Great, Roberto. I really appreciate it. Thanks again. Bye.

IV. Read and translate the text:

Tit for Tat

An elderly American farmer wrote to a mail-order house as follows: “Please send me one of the gasoline engines you show on page 877, and if it’s any good, I’ll send you a check.”

In time he received the following reply: “Please send check. If it’s any good, we’ll send the engine.”

 

V. Delivery

 

Execution of Orders

The seller executes buyer's order by delivering the goods according to the terms of the contract.

Before delivery can be made, the goods have to be carefully packed to ensure safe arrival. Adequate packing is of particular importance in the case of overseas shipments. The packing containers must be strong enough to withstand rough handling and the stresses of transport, but, on the other hand, they should be as light and compact as possible.

Export packages have to be provided with distinctive marks, which make it possible to identify the individual shipments. Caution marks (words or symbols) are usually added. The marks should be shown on at least two sides of each package. Buyer’s instructions with regard to packing and marking, as well as the regulation of the importing country, must, of course, be strictly complied with.

Unless it has been agreed that the buyer is to collect the goods, the seller has to make arrangements for transport. For this purpose he enlists the services of forwarding agents and carriers. Small packages may be sent by parcel post.

To protect the goods from the risks of loss or damage in transit, insurance is taken out by the seller or the buyer. In the case of overseas shipments, marine insurance is necessary. Ordinarily, marine insurance covers the goods only as long as they are on board the carrying vessel, but it can also be affected on a warehouse-to-warehouse basis (warehouse-to-warehouse insurance).

After execution of the order, the seller sends the buyer his invoice. He may also send the buyer a dispatch or shipping advice and a packing list showing the contents of the individual packages.

Sometimes the supplier has to advise the customer when the goods are ready for dispatch, or send him progress reports from time to time, informing him how his order is getting along and when he may expect delivery.

 

Invoices

Invoices or bills are usually rendered when the goods are delivered, but they may also be made out before or after delivery. Most invoices are prepared on printed forms with the firm's letterhead (invoice forms, US: billheads). A complete invoice contains the following details:

1. Name and address of buyer.

2. Date and number of invoice.

3. Date and number of order.

4. Quantity and description of the goods; marks, numbers, etc., of packages.

5. Unit price and extension;deductions, additional charges, etc.; total invoice amount.

6. Miscellaneous details, such as method of transport, terms of payment, etc.

In foreign trade the regular invoice is known as a commercial invoice to distinguish it from a customs invoice and a consular invoice. It has to be made out with great care, as it forms the basis on which the other export documents are prepared. Commercial invoices are often required for customs and other official purposes and must therefore conform to the regulations of the importing country. These regulations may require that the commercial invoice be signed by the exporter, be made out in a certain number of copies, bear a special declaration by the exporter, be certified by a chamber of commerce, etc.

A special kind of invoice is the pro-forma invoice. It is used when the buyer is required to pay in advance, when goods are sent on approval, or consigned to an agent for sale. A foreign buyer may need a pro-forma invoice in order to be able to apply for an import licence, or to instruct his banker to open a documentary credit. A pro-forma invoice is often sent to a customer to show him what the cost of the goods would be if he decided to buy them. In this case the pro-forma invoice is merely a special form of quotation.