4
Chapter
Order Letters and Confirmation Letters
1. Order letters
Follow the following steps in writing: Open with reference to some previous contacts such as catalogs, phone calls, exhibitions or trade fairs. This helps the reader find out the intention of the letter. Describe the order. Mention payment and delivery. Express courtesy.
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Chapter
Order Letters and Confirmation Letters
II. Sample Analysis
Questions for comprehension: 4. Does each letter include necessary explanations about its purpose? 5. Can you sum up the writing principles of order letters and confirmation letters? 6. Do they both end with goodwill words adapted to the particular case?
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Chapter
Order Letters and Confirmation Letters
II. Sample Analysis
Letter B Confirming an order for tea
Dear Mr. Simon White: Thank you for your esteemed order dated October 15 for: 5 chests of West Lake Longjing Tea—$2, 000 5 sacks of Hainan Languiren Tea—$2, 200 Our best attention has been paid to the execution of this order, and we have shipped the tea by MS (motorship) Pioneer, leaving here for Singapore today. We are sure that the goods will reach you safely and will give you every satisfaction.
Key: 4. Yes, both letters include necessary explanations. 5. Order letters should begin directly and give detailed information of the goods; confirmation letters must be clear and specific about what is being confirmed. 6. Yes, both letters end with goodwill words.
4
Chapter
Order Letters and Confirmation Letters
II. Sample Analysis
Questions for comprehension: 1. Do the letters use direct order or indirect order? 2. How does the first paragraph in each letter begin? 3. What is the purpose of each letter?
4
Chapter
Order Letters and Confirmation Letters
2. Confirmation letters
Letters of this kinds cover the following points: Thanks for the order Proper reasons to decline the order with regret Recommendation of other items as a replacement or presentation of counter-offer Hope for serving the customer in the future
高等学校英语拓展系列教程
主 编：胡英坤 车丽娟 外语教学与研究出版社
Chapter 4
Order Letters and Confirmation Letters
订单与确认函
4
Chapter
Order Letters and Confirmation Letters
Contents of this chapter
4Chapter源自Order Letters and Confirmation Letters
2. Confirmation letters
The letter contains the following parts: Thanks for the order Favorable comment on the items required Assurance of the best attention Other items which may be of interest to the customer Hope for further order
4
Chapter
Order Letters and Confirmation Letters
2. Confirmation letters
When a company receives an order letter or order form, it often responds with a confirmation letter. A confirmation letter must be clear and specific about what is being confirmed or what is being changed.
4
Chapter
Order Letters and Confirmation Letters
1. Order letters
An order letter is defined as “a request by a customer for a company to supply goods or services”. Order letters need to be clear and concise to avoid confusion. Besides sufficient information must be provided so that there will be no further questions about the order.
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Chapter
Order Letters and Confirmation Letters
2. Confirmation letters
When you are unable to accept the order, you should reply in time either to decline the order or to make a counter-offer.
4
Chapter
Order Letters and Confirmation Letters
1. Order letters
Usual information includes: Item names; Item models; Quantity of each item; Unit price; Total price; Other information such as color, size, weight, material, and other special features.
Key: 1. Both letters use direct order. 2. The first letter begins reference to previous contacts. The second letter begins with thanks for the order. 3. The first letter is placing an order for tea while the second letter is to confirm the order.
4
Chapter
Order Letters and Confirmation Letters
II. Sample Analysis
Letter A Placing an order for tea
Dear Mr. King: From the samples sent us on July 6, we have made selections and have the pleasure of handing you the following order, CIF Singapore: 5 chests of West Lake Longjing Tea—$2,000 5 sacks of Hainan Languiren Tea—$2,200 We have already applied for import license and L/C for this order and will inform you of the reference numbers of both as soon as our applications have been approved by the government agencies concerned. Since we need the goods quite urgently, please effect shipment one month after receipt of our L/C. Yours Sincerely, Simon White