Layout of all kinds of business letters
1. Layout of business letter about business relations
; Tell the receiver the source of information.
; Indicate the writer’s desire of establishing business relations with the receiver. ; Make a self-introduction of the writer’s company.
; Express the writer’s expection of cooperation and an early reply from the receiver. 2. Layout of business letter of an enquiry
; State how you get to know about the firm.
; Expressed your interested products or your purpose of the letter ; General enquiry: ask for price list, catalogue,sample and so on./ Specific enquiry: enquire
about the price, quality, specification, payment and other trade terms. ; Show optimism in mutual cooperation prospect and look forward to an early reply. 3. Layout of letter on making an offer
; Express thnanks for the enquiry, if any, making reference to the date or reference number.
; Make clear the nature of the offer.
; State clearly name of commodity, quality, specification and other trade terms of an offer.
; Provide some additional information.(sample, catalog and special discount) ; Express expectation for future cooperation.
4. Layout of business letter on making a counter-offer
; Express thanks for the offer or letter.
; Apologize for disagreement to the certain terms.
; State reasons for your disagreement.
; Put forward concrete suggestions or amendments to the former offer. ; Waiting for early reply.
5. Layout of business letter on placing an order
The first kind of order (with an order form)
; Thanks for the receiver’s offer and letter and state your purpose of this letter. ; State your special requirements of this order.
; Wating for acceptance/confirmation of this order.
The second kind of order( without order form)
; Thanks for the receiver’s offer and letter and state your purpose of this letter. ; State the order and number of order in the beginning, including name of commodity, item
; Description of detailed information, such as the color, size, quantity, discount. ; Emphasize the payment terms and delivery requirements, remind the receiver to confirm
6. Layout of letter on acknowledging or declining an order
; Express thanks for receiving the order.
; For acknowledging the order, repeat the main contents of the order, make sure to deal it
promptly and carefully./ For declining the order, state the reasons politely and show optimism
for future cooperation.
; Encourage future orders or cooperation.
Sender: China National Imp. And Exp. Corp.
Receiver: Mariwang Pte Ltd.
402, Orchard Rd. 0806
Delfi Orchard, Singapore
Date:Oct 13, 2009
数量！ 大号7000打， 中号9500打，小号7500打
7. Layout of letter on negotiating payment terms
; Express appreciation for the previous letter.
; Indicate the intention of the letter. Apologize for te disagreement to the receiver’s payment
terms in the previous letter; State your suggestion on payment terms. ; State reasons for your disagreement or suggestion.
; Express expectations of the receiver’s approval at an early date.
8. Layout of letters on urging establishment of an L/C
indicate the current situation. ; Remind your receiver that you haven’t received the L/C and
; State clearly your request that the receiver should open L/C without delay. ; Express expectations of the receiver’s cooperation and an early reply.
9. Layout of letters on the excuting the contract
; Express appreciation for the previous letter/ order.
; Point out the problems in the excuting of contract and state your own suggestion. ; Express expectations of the receiver’s cooperation and an early reply.
10. Layout of letters on shipment (3 kinds of letters on shipment) 1) shipping advice--------------a shipping advice in a form ; Thanks for the previous letter and state your purpose of your letter ; Detailed information about the shipping advice.\
; Looking forward to more orders in the future.
2) letters on Urging prompt shipmeng
; Point out the problesm of the shipment or your purpose of the letter. ; State the inconvenience caused by the delay in shipment. ; Express expectations of the receiver’s cooperation and an early reply.
3) Letters on apologizing for delay in shipment
; Express appreciation for the previous letter.
; Apologize for your delay in shipment and state the reasonable reasons. ; State the scheduled time for shipment.
11. Layout of letters on insurance
; State your purpose of the letter
; Give detailed information of your goods and shipment
; Asking your customer to cover insurance for you.
12. Layout of letters on claims and arbitration
; State that the captioned goods have been received.
; Point out the loss or damage of your goods;
; Enclosed please find survey report and state the reason of the damage. ; Ask your customer to compensate for the loss or damage.