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Layout of all kinds of business letters

By Nicholas Kelly,2014-07-01 04:01
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Layout of all kinds of business letters

Layout of all kinds of business letters

    1. Layout of business letter about business relations

    ; Tell the receiver the source of information.

    ; Indicate the writers desire of establishing business relations with the receiver. ; Make a self-introduction of the writers company.

    ; Express the writers 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 receivers 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 receivers 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

    number, specification.

    ; Description of detailed information, such as the color, size, quantity, discount. ; Emphasize the payment terms and delivery requirements, remind the receiver to confirm

    order.

    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.

    Exercise:

    Sender: China National Imp. And Exp. Corp.

     Shanghai, China

    Receiver: Mariwang Pte Ltd.

     402, Orchard Rd. 0806

     Delfi Orchard, Singapore

    Date:Oct 13, 2009

    敬启者!

    感谢贵方1021日的来信,要求我方报24000打儿童衣服的实盘。应贵方要求,

    现报盘如下!

    商品!儿童服装?各种花色,款式?

    尺码!大号, 中号,小号

    数量! 大号7000打, 中号9500打,小号7500

    包装!朔料袋,标准出口硬纸盒

    价格!墨尔本CIF价含佣金2;,每打15美元。?Melbourne

    装运!收到引用证以后立即装运。

    付款!保兑的不可撤销的引用证

    此盘为实盘,贵方回复不迟于111日下午530,一旦本盘过期,货物即将售出。

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.

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