report group 7(edited 10.06)

7/28/2019 Report Group 7(Edited 10.06)

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FOREIGN TRADE UNIVERSITY

HO CHI MINH CITY BRANCH

REPORT

SUMMARY OF THREE KINDS OF

LETTERS AND COMPARISON

Class: K49CLC3

GROUP 7

1. L Tun Anh 10010170022. o Mnh Thy Duyn 10010170513. Nguyn Ngc ng H 10010170624. Nguyn Bo Ngc Khanh 10010171065. Hunh Tho Lin 10010171196. on Th Thy Linh 1001017121

TABLE OF CONTENT


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.................................. 2

......................................................................................................................................... 2

1) Placing an order .......................................................................................................................... 2

2) Comparison: Cover letter of order vs. Order........................................................................... 0

3) Example ....................................................................................................................................... 0

.................................................................................................................................. 1

1) Payment in Foreign Trade by L/C ............................................................................................ 1

2) Settlement of accounts ................................................................................................................ 1

3) Tips ............................................................................................................................................... 2

4) Example ....................................................................................................................................... 0

........................................................................................................................... 1

1) Structure ...................................................................................................................................... 1

2) Useful expressions ....................................................................................................................... 0

3) Example ....................................................................................................................................... 1

............................................................................................................................. 2

.................................................................................................................. 0


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1) Placing an order

placing anorder

acknowledgean order

advice ofdespatch

delay indelivery

refuse anorder

express thanksfor offer

pleasure toorder

opening

commodity,quality andquantity, price,delivery, etc.

terms andconditions

hope for salesconfirmation/

advice ofdespatch

ending


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2) Comparison: Cover letter of order vs. OrderOrder Cover letter of Order

PURPOSE

Provide detailed information,requirements, etc.

Confirm important terms that have

been agreedEmphasize/ Remind terms that are

different from the offer

FORM Companys form No available form

WRITING

STYLEFormal, brief Formal, more friendly

S

T

R

U

C

T

U

R

E

Opening

Express thanks for the offer/ quotation

We thank you for your offer/ catalogue and price list

Pleasure to order Refer to the order

We have pleasure in placing our orderon the following terms and conditions

Please find enclose the above order

Body

Terms and conditions Confirmation of terms and conditions

Commodity, specification, quantity,

price

Payment Payment

Payment to be made by We would like to confirm that

Discounts

We would like to thank you for the

30% discount.Delivery Delivery dates

Delivery: in one lot, 6 weeks from the

date of this order

(Delivery date: not later than)

Delivery place:

It is essential that the goods are

delivered before

We reserve the right to refused goods

delivered after

Method of delivery

Please send the goods by express

freight

Packing and Marking Packing and Marking

Packing: to be wrapped in ... The goods should be wrapped in,

packed in

Insurance, technical documents,

guarantee, validity

Closing

Hope for sales confirmation/ advice of dispatch/ etc.

We look forward to receiving your acknowledgement of this order

Hope for future business

We will place further orders if


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3) Example3.1 Cover letter for order

Dear Mr. Causio

Order No. W6164

Thank you for your letter of 1 July, and the catalogue and price list.

Please find enclosed the above order. We would like to remind you that we expect

delivery before 28 August, i.e. within six weeks. We will pay by bankers draft assoon as we receive the shipping document.

If any of the items we have ordered are not available, please do not send substitutes.

And please could you email Herr Faust if there are any problems with delivery?

We look forward to receiving acknowledgement of this order.Yours sincerely

3.2 Order letter

Dear Mr. Causio

Order No. W6164

Thank you for your letter of 1 July, and the catalogue and price list.

We would like to make an official order on the following terms and conditions:

1. Commodity: Vacuum cleaner.2. Specifications: model AB20, as per the catalogue No. 3. Quantity: 200 (two hundred) units.4. Price: Unit price: USD100/unitTotal value: USD 20,000.00 (In words: twenty thousand US dollars only)

5. Payment: by bankers draft6. Delivery: before 28 August 20--

We look forward to receiving acknowledgement of this order.

Yours sincerely


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1) Payment in Foreign Trade by L/C1.1 Payment by L/C

1.2Documentary credit- stages in transaction

2) Settlement of accounts2.1. Advice of payment2.2. Acknowledgement of payment2.3. Delayed payment

a. Request for more time- Begin the letter with your creditors name- Explain why you cannot clear the account, but do not be dramatic.- You may be able to pay some money on account, e.g. to pay part of

what you owe. This shows a willingness to clear the debt, and will gain

your creditors confidence.- If you cannot offer a part payment, give as precise a date of payment.b. Replying to request for more time- If you agree to the request, a short letter all that is needed.- If you refuse the request, you will need to explain, politely, why you are

refusing.- An offer of a compromise will also need an explanation.

Foreign buyer's order Exporter's acknowledgementpayment

by L/C

1

2

Buyer approaches bank Bank offers to provide credit

34

Buyer instructs bank Bank agrees to open credit

5

6

Buyer notifies exporter Bank issues L/C

78

Exporter presents documents

Bank debits buyer


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c. Request for paymentFirst request

A first request should take the form of a polite enquiry, which accepts

that there may be a good reason why the account has not yet been

cleared.Reply to the first request Second request

If customers acknowledge your request but still do not pay, or do not

answer at all, then you can make a second request. As with first

requests, you should include copies of invoices and statements.

Reply to the second request Third request

Review what has happened, explain the balance has been outstanding

for a long period, and if necessary threaten legal action if the account is

not paid within a specified period.

3) TipsDO NOT: DO:

Immediately assume that your

customers have no intention of paying

their account

Take the form of polite enquiry

Use an appropriate tone

Put an urgent payment request Allow a period of time for account

settlement

youroutstanding balance

you must clear

Make the letter impersonal

Use the definite articlethe outstanding balance

Use the passive voiceto be cleared


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4) ExampleDear Mr. Davis,

We are writing concerning the outstanding balance dating back to January 2012. It

appears that the invoice #223 has not yet been settled. When we agreed to offer you

credit facilities we pointed out that it was essential to clear accounts on the exact date.

As you realize, the delayed payment can create problems for us with our own

suppliers. However, we know that since we began trading you cleared your accounts

regularly on due dates. Therefore, we would appreciate if you give us an explanation,

or let us have a remittance within the next ten days.

Thank you in advance for your cooperation.

Sincerely,

Maria McPhee

Accountant

Enclosure: Invoice #223


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1) Structure1.1 Parts of the complaint: There are 06 parts

1.2 Parts of a reply: There are 06 parts

Acknowledgereceipt of

goods

State thecondition of

the goods

Enclosenecessarydocuments

State thereason tocomplaint

Suggestsolutions

Hope for theaction

Acknowledgereceipt ofcomplain

Explain themistake

Solve theproblems

Reject/accept

a complaint

Repeat

apologies

Wait for

acceptance


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2) Useful expressions ACKNOWLEDGE RECEIPT OF THE GOODS: On (date), I (bought, leased, rented, or had repaired) a (name of the

product, with serial or model number or service performed) at (location,

date and other important details of the transaction)Ex: On Nov. 27, 2009, I purchased a Widget 3000, model #123456, from your

store at 456 Main St. in Anytow

I am writing to complaint about the shipment of (name of shipment), shippedby (name of the ship) under the contract/order number.

I am writing to express my extreme displeasure with the .. your salesrepresentative sold me on ..

STATE THE CONDITIONS, DETAILS DAMAGE, REASONS TOCOMPLAINT

Poor quality Unfortunately, your product (or service) has not performed well (or the

service was inadequate) because (state the problem). I am disappointed

because (explain the problem: for example, the product does not work

properly, the service was not performed correctly, and I was billed the

wrong amount, something was not disclosed clearly or was

misrepresented, etc.).

Wrong goods

When we have the cases open, it has been found that it contain differentarticle

Damaged goods It was on unpacking the consignment when the damage was discovered

Inferior goods The goods we received are very much inferior in quality to your sample

Shortage of goods After careful inspection that it has been found against., the consignment

only contains..

None/Late delivery We refer to our letter of that our order no of should have been

delivered / despatched weeks ago/last. We regret having to report that we have not yet received the goods we

ordered on ENCLOSURE(S) I have enclosed a copy of a cleared check for your review Enclosed are the copies of .. We enclose the Survey Report issue by


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PRESUME POSSIBLE CAUSE We can only assume that

SUGGEST RESOLUTION To resolve the problem, I would appreciate your(state the specific action you

want - money back, charge card credit, repair, exchange, etc.). Enclosedare copies (do not send originals) of my records (include receipts,

guarantees, warranties, canceled checks, contracts, model and serial

numbers, and any other documents).

I would very much like your help by We shall be very glad if you

HOPE FOR THE ACTION I am looking forward to receiving your reply by . I look forward to your reply and a resolution to my problem and will wait until

(set a time limit) before seeking help from a consumer protection agency or

the . WARNING If I do not hear from you by.,3) Example

65 Market Street

Val Haven, CT 95135

June 30, 2004

Customer Service

Cool Sports, LLC

8423 Green Terrace Road

Dear Sir or Madam,

I have recently ordered a new pair of soccer cleats (item #6542951) from your website

on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw

that the cleats were used. The cleats had dirt all over them and there was a small tear

in front of the part where the left toe would go. My order number is AF26168156.

To resolve the problem, I would like you to credit my account for the amount charged

for my cleats; I have already gone out and bought a new pair of cleats at my local

sporting goods store so sending another would result in me having two pairs of the

same cleats.

Thank you for taking the time to read this letter. I have been a satisfied customer of

your company for many years and this is the first time I have encountered a problem.

If you need to contact me, you can reach me at (555) 555-5555.

Yours faithfully,Ken Thomas


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ORDER PAYMENT COMPLAINT

PURPOS

E -Indicate when buyerswant to make a

purchase

-Provide detailedinstructions

-Request for payment-Record transactions-Confirm payment-Acknowledge payment-Delay payment

-Acknowledge sellerabout the mistakes in thegoods delivered

-Suggest or ask forsolutions

PHASE

-After the buyer findsthe suppliers offersatisfactory

-Accompany a payment fora product or service

previously acquired.

-After the goods orderedare delivered.

-After receiving goodsand recognizing some

troubles in the goods

delivered

BINDING -

Yes -

Yes -

No

THIRD

PARTY -Yes (forwarding

agent)

-Yes (the issuing bank andadvising bank)

-No

TAXONO

MY

Based on the process:

-Cover letter-Order-Acknowledging order-Advice of dispatch

-Delay in delivery-Decline order

Based on paymentmaturity:

-Invoices & statementsBased on purpose:-Advice of payment

-Acknowledgement ofpayment

-Delayed payment-Request for payment

Based on the problem:

-Complaint of wronggoods, inferior quality;

or complaint concerningquality, damaged

goods

WRITER

-Buyer:Cover letterOrder

-Supplier:Acknowledging

orders

Advice of despatchDelay in deliveryDecline order

Settlement of accounts-Buyer:Advice of paymentRequest for delayedpaymentReply to the request forpayment

-Supplier:Acknowledgement ofpayment

Reply to request fordelayed payment

Request for payment

-Buyer:Complaint of wrong

goods, inferior quality;or complaint

concerning quality,damaged goods

-Supplier:Reply to all these

complaints (by seller)


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Roles Person in charge

REPORT

Order: Summary Tun Anh

Comparison, Example ng HPayment: Summary, Tho Lin

Comparison, Example Thy Duyn

Complaint: Summary, Example Thy Linh

Comparison Ngc KhanhEdit Ngc Khanh

HANDOUT

Content All group

Vocabulary list ng HEdit Ngc Khanh

CLIP Starring All groupEdit Tun Anh

POWERPOINT Edit Thy Duyn

report group 7(edited 10.06)

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