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英语函电范文(三)Receiving orders

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3.1 Thanking a buyer for an order
 

Dear Mr. Toyama Tokanava,

Thank you for your order dated 8 September .the model you selected from or showroom went out today under my personal supervision. The order is being forwarded to you by ---------- shipping company. The relevant documentation is enclosed.

 

I enjoyed meeting you and hope that this order represents the beginning of a long and prosperous relationship between or companies. The next time you visit us, please let me know in advance so that I can arrange a lunch for you with our directors.

 

Yours sincerely,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.2 Dealing with a difficult Buyer
 

Dear Mr. Ray Brown,

We have been doing business together for a long time and we value our relationship. Of late, we have not been able to provide the kind of service we both want.

 

The problem is that your purchasing department is changing orders after they have been placed. This has led to confusion and frustration for both of our companies. In several instances, you have returned goods that were originally ordered.

 

To solve the problem, I propose that on receipt of an order our sales manager requires you to verify it if you decide on any changes, we will amend the order and fax you a copy so that you can check it.

 

I trust that this system will cut down on delays and errors and will allow our operations to run smoothly.

 

With best regards,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.3 Declining an order
 

Dear Mr. T.B. Walker,

Thank you for your order no.5812 for DVD players, which we received today. We regret that, owing to the shortage of stock, we are unable to fill your order. Moreover, our manufactures cannot undertake this order either for future delivery because of the uncertain availability of raw materials. We will, however, contact you when supply improves.

 

In the meantime, please feel free to send us your specific inquiries for other types of DVD players. You can be assured of our best attention at all times.

 

Yours sincerely,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.4 Partial rejection of an order
 

Dear Mr. Armen Majaryan,

 

Thank you for your order dated 2 February for a minimum quantity for 60,000 pieces CHPH34 model earphones.

 

Had you contacted us a month ago, we could have completed your request in full. I regret to inform you that our stocks are now low and the maximum we can supply is 40,000 pieces.

 

However, we would like you to consider taking 35,000 pieces CHPH22 model earphones. This product is priced 10% lower. This substitution is, of course, subject to your approval.

 

If you agree to our proposal, we can complete the deal; otherwise we are afraid that you will have to be satisfied with 40,000 pieces of CHPH34 model for the time being.

 

In order to speed up the transaction, we have e-mailed you today with the above information.

 

Yours sincerely,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.5 Answering a complaint
 

Dear Mr. Jones,

Thank you for your mail dated 30 July regarding your order no.1844. We are glad to hear that the consignment was delivered promptly.

 

We regret that box no. 46 in container No. 3 did not contain the goods you had ordered. We have investigated the matter and found that we did make a mistake in putting the orders together. I have arranged for the correct goods to be sent to you at once. The relevant documents will be mailed to you as soon as they are ready. Please keep box No.46 and its contents until called for by our agent who has been informed of the situation.

 

I feel terribly sorry and apologize for the inconvenience caused.

 

Truly yours,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.6 Accepting a claim and attempting to sell more products
 

Dear Mr. Blue,

Thank you for your e-mail telling us about the mistake in our shipment to you last week. We send our sincere apologies.

 

After checking with our export department I found you were billed for 50,000 pieces of magnetic heads. The problem arose when our export department mislabeled your cartons and your shipment went to another buyer.

 

The 5,000 pieces of magnetic heads you ordered are being shipped to you today. As far as the shipment of microphones we sent to you in error is concerned, you can return them to us and we will pay the shipping charge.

 

You may, however, wish to keep the microphones as well. They are a very popular item this year in your region. Why not keep the microphones to see how they sell? I will arrange with our account department to delay the billing, to give you plenty of time to settle both payments. Please let me know your decision.

 

With best regards,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.7 Attempt to establish a business relationship with the buyer
 

Dear Manager,

We have obtained your name and address from -----------, and we are writing to inquire whether you would be willing to establish business relations with us.

 

We have been manufacturing power relays for many years now. At present we are interested in extending our overseas market and would appreciate your response.

 

Considering our competitive prices, we expect to establish a long-term partnership with you.

 

We look forward to your early reply.

 

With best regards,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.8 Replying to a buyer’s letter to establish business relations
 

Dear Mr. Andrew Bollone,

Thank you for your letter this morning. We would be glad to enter into business relations with your company.

 

In compliance with your request, we are sending you, under separate attachment, our latest catalog and price list covering our export range.

 

Payment should be made by irrevocable and confirmed letter of credit. Should you wish to place an order, please e-mail or fax us.

 

Yours sincerely,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

3.9 Contacting a past buyer
 

Dear Mr. Oscar Peterson,

We were informed by our trade contacts that your company has reestablished itself in Argentina and is once again trading successfully. We would like to congratulate you and offer our best wishes for your continued success.

 

In the past, our two companies were involved in a large volume of trade. We see from our records that you were one of our top tin customers. We very much hope that we can resume our mutually beneficial relationship at this point.

 

Since our last transaction, our product lines have changed dramatically. not only do they reflect the most current south American need for ceramic resonators ,some of our products are specifically targeted for the market in your individual region.

 

As an initial step, I suggest you visit our website at www.globalsources.com/deselec.co where you will find our illustrated catalog for your evaluation. Should you wish to receive product samples for closer inspection, we will immediately forward them free of charge; just as we did in the past.

 

We look forward to hearing from you.

 

Sincerely yours,

Chen Guo Yu, General Manager

Dynamic Exports Shanghai Electronic Co., Ltd.

gchen@globalsources.com

www.globalsources.com/deselec.co

 

 

3.10 Selling more to a regular buyer
 

Dear Frank,

We have recently refreshed our online catalog at www.globalsources.com/desz.co  These products are currently available at your request, and cover the latest market trend.

 

We are most grateful that you have, for several years, included a selection of our product in your mail-order catalogues. The resulting sales have been very steady.

 

We believe that you will find our new product most attractive. They should get a very good reception in your market (manufacturing).

 

Once you have time to study the supplement, please let us know if you would like to take the matter further. We would be very happy to send samples to you for closer inspection. For your information, we are planning a range of ----------, which should do well in the European market.

 

We will keep you informed on our progress and look forward to hearing from you.

 

Sincerely yours,

Hong Jian she, General Manager\

Dynamic Exports Shanghai Zipper Co.,Ltd.

jhong@globalsources.com

www.globalsources.com/desz.co

 

 

 

4. Glossary
 

The following are generally -accepted terms and definitions

 

Cash on delivery - a method of making a purchase with the expectation that the item(s)will be paid for on delivery.

 

Certificate of incorporation - business license

 

Letter of credit (L/C) - an instrument or document issued on behalf of a buyer by a bank on another bank or banks or on itself. It gives the buyer the prestige and financial backing of the issuing bank. The acceptance by the bank of drafts drawn under the letter of credit satisfies the seller and the seller’s bank in the handling of the transaction.

The buyer and the accepting bank also have an agreement as to payment for the draft as they are presented.

 

Request for information - an inquiry from a potential buyer about your products and company. Your response to the RFI will help buyers decide whether a buyer from you or not.

 

Request for samples - a request for information made a buyer to a supplier for samples of the supplier’s products

 

Terms of payment - the prescribed time a person has to make installment or other payment as identified in a loan or credit contract.

 

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