Ponton Manufacturing Ltd.

Panton Works, Hounslow, Middlesex, TW6 2BQ

Tel: 081 353 0125 Registered No, England 266135

Telex: 21511

Fax: 081 353 6783

Mr H. Majid, 8th October 20—

Majid Enterprises,

Grant Road,

Bombay,

INDIA

Dear Mr Majid,

I am writing to you concerning your order, No. CU 1154/d which you placed four weeks ago. At that time we had expected to be able to complete the order well within the delivery date we gave you which was 18 June, but since then we have heard that our main supplier of chrome has gone bankrupt.

This means that we have to find another supplier who could fulfil all the outstanding contracts we have to complete. As you will appreciate this will take some time, but we are confident that we should be able to arrange to get our materials and deliver consignments to our customers by the middle of next month.

The units themselves have been assembled and simply now need completing.

We regret this unfortunate situation over which we had no control and apologize for the inconvenience. If you wish to cancel the order it would be quite understandable, but we stress that we will be able to complete delivery by next month and would appreciate it if you could bear with us till then.

Please let us know your decision as soon as possible. Thank you for your consideration.

Yours sincerely,

D. Panton

Managing Director

5.7

Specimen letters

5.7.1

Delay indelivery

Questions

1 Why haven't Panton completed the order?

2 How do they intend to overcome the problem?

3 When do they now expect the order to be completed?

4 Can Majid Enterprises cancel the order if they want to?

5 What is the 'decision' referred to in the last paragraph?

6 Which words in the letter correspond to the following: with reference to; finish; complete; certain; put together; trouble; tolerate the situation?

5.7.2

Refusing an order

Questions

1 Why is the order being refused?

2 How does Mr York generalize his refusal?

3 What is the implication of 'in this instance' in the last sentence?

SP Wholesalers PLC

Old Meadow Road, King's Lynn, Norfolk РЕЗО 45W

Telephone: King's Lynn 60841 Cable: SPOLE Telex: 351214

Mr E, van Gellen

131 Place Roget

B-1210 Brussels Ref: DY/ML

7 May 20—

Dear Mr van Gellen,

Thank you for your order, No, HU14449, which we received today. Unfortunately, we do not feel that we can offer the trade discounts which you have asked for, viz. 35 per cent as we only allow a 25 per cent trade discount to all our customers regardless of the quantity they buy.

Our prices are extremely competitive and it would not be worthwhile supplying on the allowance you have asked for. Therefore, in this instance, I regret that we have to turn down your order.

Yours sincerely,

D. York

5.8

Points to remember

1 Even if you use an official order form when placing an order, send a covering letter confirming terms of payment, discounts, delivery, and packing.

2 Orders should be acknowledged as soon as received.

3 When sending an advice, explain how the goods are being sent and let your customer know how to identify the consignment.

4 If there are problems with delivery, tell your customer immediately what you intend to do to correct them. Apologize for the inconvenience.

5 If turning an order down, be polite, and generalize the terms you use so that the customer does not think this refusal only applies to him.

5.9

Words to remember

a trial order

a provisional order

a firm order

to place an order

to confirm an order

to acknowledge an order

to accept an order

to refuse/reject/turn down an order

to fill/fulfil/make up/complete/meet/

supply an order

to deliver an order

to cancel an order

an order form

a compliment slip

a covering letter

an invoice

a pro-forma invoice

an advice of despatch

a consignment note

terms of payment

trade discount

quantity discount

cash discount

banker's draft

sight draft

bill of exchange

to draw a bill on a customer

documents against acceptance

irrevocable letter of credit

quarterly statements

long-term credit facilities

shipping documents

air waybill

bill of lading

insurance certificate

commercial invoice

goods in stock

goods out of stock

to pack goods in crates

to ship goods

to arrange shipment

a forwarding agent

air freight

delivery date

Payment

Invoices, pro-forma invoices, statements of account; methods of payment (home trade and foreign trade), advice of payment, acknowledgement of payment; asking for more time to pay; replying to requests for more time; first and second requests for payment; third requests (Final Demands).

6.1

Date: 2016-01-03; view: 1075