SummaryStructure of Business Letter (1)Seven Main PartsLetter Head(Reference No.) and DateInside Name and AddressSalutation(Subject) & BodyComplimentary CloseSignatureSHANGHAI PHARMACEUTICAL CO.,LTD.11 Yan An Rd(E), Shanghai 200002, ChinaTel:63216260 Fax: 63302700E-mail: spcld@YOUR REF. JH/nbOUR REF. 345/128921 August,2008The SecretaryAllen Inc.1740 St. Louis StreetLos Angeles, CA 90015U.S.ADear SirsRe: Order No.789Yours faithfullyShanghai Pharmaceutical Co., Ltd.Wang DaweiWang DeweiManagerStructure of Business Letter (2)Three Extra PartsEnclosurePostscriptCarbon CopyDear SirsRe: Order No. 789Yours faithfullyShanghaiPharmaceutical Co., Ltd.HelenGeneral ManagerEncl.: 2 invoicesP.S.C.C. Bank of ChinaBusiness Clue (1)International Trade PracticeEnquiriesOffersCounter-offersOrders-- placing ordersacceptance of ordersfulfillment of orders---Payment (L/C)PackingShipmentInsuranceClaims / ComplaintsBusiness Clue (2)Business Parties---BuyersEnquiriesBuying offers (Bid)Counter-offersPlacing ordersFulfillment of ordersBusiness Clue (3)Business Parties--- SellersOffersCounter-offersAcceptance of ordersFulfillment of ordersBusiness Clue (4)Business Parties--- Third PartiesBankerShipping company (Consigner & Consignee)Agency (Principal & Agent )Insurance Agency (Insurer & Insured)Claim (Claimer (ant) & claimee)Commodity Inspection BureauEstablishing Business RelationsSource of information of receiverSender’s intention/purpose of writing the letterSender’s self-introduction◆introduction of the firm◆introduction of business scopeSender’s requirement/expectation of the receiver ◆ concrete requirement/expectation (enquiries/offers) ◆ receiver’s reply◆ meeting with the receiverStatus EnquiryReasons for writing the letterIntention /purpose of writing the letterStatus enquired＊general requirement＊specific requirementSender’s expectation of the receiversender’s promiseto be treated secretly /confidentiallywithout any responsibility on your partEnquiries (1)combined with establishing business relations1. Source of information of receivers (sellers)2. Purpose/intention of writing the letter3. Self-introduction(firm, business scope, marketing ability)4. Making enquiries◆general enquiries◆specific enquiries5. Expectation (offer/early reply)Enquiries (2)replies to letters of establishing business relations1. Receipt of the letter of establishing businessrelations from the seller2. Summery /conclusion of the letter received(the purpose/intention of writing the letter)3. Making enquiries◆general enquiries◆specific enquiries4. Expectation (offer/early reply)Offers (1)reply to letter of enquiries1. Receipt of letter of enquiries2. Summary of the letter received3. Making an offer4. Terms of validity5. Expectation (order/ reply)Offers (2)combined with establishing business relations1. Source of information of the receiver2. Purpose /intention of writing the letter3. Making an offer4. Terms of validity5. ExpectationCounter-offers1. Receipt of letter of offers2. Summary of the letter received3. Expression of satisfaction about sth.4. Expression of dissatisfaction about sth.5. Reasons for dissatisfaction6. Recommendation / suggestion / offer7. Expectation (follow the recommendation / reply)Sales Promotion1. Introduction of products & company● general view● enclosure2. Recommendation3. Special terms4. Expectation (enquiry/order/reply)Orders (1)Buying Offers(Receipt of quotation/establishing relations)Purpose of writing the letterMaking an buying offer / orderExpectationOrders (2)Acceptance of OrdersReceipt of the orderSth relative to remindExpectation (further orders)Orders (3)Refusal of Orders (Counter Offers)1. Receipt of letter of orders / offers2. Summary of the letter received3. Expression of satisfaction about sth.4. Expression of dissatisfaction about sth.5. Reasons for dissatisfaction6. Recommendation / suggestion / offer7. Expectation (follow the recommendation / reply)Orders (4)Fulfillment of Orders1. Referring to the order, what is happening to us /sth is different from the order2. To provide the correct information3. Suggestion / recommendation4. ExpectationL/C (1)Notification of the Opening of L/C1. Purpose / intention of writing the letter2. Brief introduction of the L/C opened(type, beneficiary, opening bank, amount, time of delivery, time of negotiation, time of presentation of shipping documents, validity of L/C)3. Sth. important to stress(punctual delivery / shipment)4. Expectation (Shipping Advice)L/C (2)Urging Establishment of L/C1. Not receive any information of the opening of L/C2. Problems we are facing / what situation we are in3. Purpose / intention (to urge the buyer to open L/C)4. Expectation ( to open L/C without delay)L/C (3)Amendment to L/C1. Receipt of L/C2. Purpose / intention (make amendment to L/C)3. Reasons for amendmenta. not conform to S/C (clerical /literal mistake)b. sellers’ own reasons (delivery, packing…)4. Recommendation5. ExpectationL/C (4)Extension of L/C1. Receipt of L/C2. Purpose /intension3. Reasons for extension of L/C4. Recommendation (time of delivery, time ofnegotiation, time of presentation of shippingdocuments, validity of L/C)5. expectationShipmentBetween buyer/seller & shipping agency1. EnquiriesBuyer / Seller writes to Shipping Agencyasking for information about shipmet2. OffersShipping Agency replies to Buyer / Seller3. Counter-offersBetween buyer & seller1. Shipping Instruction2. Shipping Advise3. Fulfillment of OrderAgency (1)Applying for Sole Agent1. Source of information2. Purpose / intention of writing3. Self introduction / qualification (business scope,financial status, marketing ability)4. Requirement (specific territory (ies), commission,duration / validity)5. Promise (not to handle other products of the sameline)6. ExpectationAgency (2)Appointing as Sole Agent1. Source of information2. Self-introduction3. Purpose / intention of writing4. Reasons for appointing (agent’s qualification)5. Requirement (sales volume, not to handle otherproducts of the same line)6. Promise (specific territory (ies), commission,duration / validity)7. ExpectationClaims / Complaints1. Receipt of goods (name, Order No., date of arrival,port of destination, name of ship)2. Problems found / reasons3. Certificate / Survey Report enclosed if have4. Solution (warning, refund, replacement)5. ExpectationDescription of L/C (1)Type (confirmed, irrevocable, transferable, divisible )Beneficiary (in sellers’ favour)Opening bank (through … Bank)Amount (for $.. / at the invoiced valueTime of deliveryTime of negotiation (sight / time L/C)Time of presentation of shipping documents (21st day the latest)Validity of L/CDescription of L/C (2)We ask for payment by confirmed, irrevocable L/C in our favor, opening through Bank of China for amount of US$100,000, available by draft at sight, reaching us one month ahead of the stipulated time of shipment, remaining valid for negotiation in China until the 15th day after the time of shipment, and allowing transshipment and partial shipments.Shipping Marks（唛头）Indicative marks（指示性标志）1. consigner & consignee2. port of destination3. package No. / case No.Warning marks ( 警告性标志 ）Description of packingpacked in cans, 12 cans to a cardboard box linedwith a polythene sheet, 10 cardboard boxes to acase with iron hoops at both ends在描述两级以上包装时，除第一部分用介词in外，以后均用介词to。