Unit Eight : Orders anUnit Eight : Orders and Their Fulfilmentd Their Fulfilment

Unit Eight : Orders anUnit Eight : Orders and Their Fulfilmentd Their Fulfilment

Introduction

1. What is an order? An order is a request made by the buyer/importer

to ask for a specified quantity of goods to be brought to him, sent to him or made for him. It usually results from an offer or an enquiry with subsequent quotations. An order may be given by a letter, a telex, an email or orally at a meeting. Nowadays, quite a number of firms use printed order forms to place an order.

A sample order form: SHANGHAI DASHENG CO. LTD. No. 593 Fuxing (M) Road, Shanghai Order Form No. P134 January__, 2006H. Simpson & Co., Ltd.298 South StreetSydney, Australia

Art. No. Commodity Quantity CIFShanghai NetB67 Bed Sheets, 106cm, blue 250 USD2.50 eachB89 Bed Sheets, 129cm, pink 250 USD3.00 eachP100 Pillow Cases, blue 500 USD1.50 pairP120 Pillow Cases, pink 500 USD1.50 pairPacking: In cartonsShipment: Prompt shipment from Sydney.Payment: By irrevocable L/C available by draft at sight. For Shanghai Dasheng Co. Ltd.

Secretary

2. When a seller receives an order he will give an acknowledgement or a reply. If the order is accepted, the seller will use a printed acknowledgment, which is called “Sales Confirmation” (abbreviated as S/C).

3. The obligations for both parties: According to commercial law the buyer’s order is an

offer to buy and the arrangement is not legally binding until the seller has accepted the offer. After that, both parties are legally bound to honour their agreement. The obligations for both parties are as follows:

1) The buyer’s obligations: A. to accept the goods supplied, provided they comply with the terms of the order, B. to pay for the goods according to the terms agreed upon, C. to check the goods as soon as possible (failure to give prompt notice of faults to the seller will be taken as acceptance o the goods).

2) The seller’s obligations: A. to deliver the goods exactly of the kind ordered, and at the agreed time, B. to guarantee that the goods to be supplied are free from faults of which the buyer could not be aware at the time of purchase.

SALES CONFIRMATION No. MS-00-266 Date June 20, 2005

The Seller: The Buyer:Shanghai Garments Company Suko Co. Ltd. Japan100 North Suzhou Road 5-11-36 Negishi Taito-ku Shanghai, 200008, P.R. China Tokyo 110, Japan The undersigned Sellers and Buyers have agreed to close the following transactions according to the terms and conditions stipulated below:

COMMODITY AND

SPECIFICATION

QUANTITY UNIT PRICE

& TERMS

AMOUNT

Men’s Shirts (white)

Men’s Shirts (grey)

1000doz.

500doz.

USD15.--

USD 10.--

USD 15,000.--

USD 5,000.--

TOTAL VALUE: CIF Yokohama USD 20,000.00

SHIPMENT: with 30 days after receipt of L/C DESTINATION: YOKOHAMAallowing transshipment and partial shipments PAYMENT: By 100% confirmed & irrevocable INSURANCE: C & F to be effected L/C to be available by sight draft, reaching the by the buyers. CIF to be effected Sellers 45 days before the month of shipment, by the sellers at 110% of invoice remaining valid for negotiation in China for value covering all risks and war risk further 15 days after the prescribed time of as per China Insurance Clauses. shipment, allowing transshipment & partial (C.I.C.)shipments.General Terms: 1. Reasonable tolerance in quality, weight, measurements, designs and colors is allowed, for which no claims will be entertained. 2. Buyers are to assume full responsibilities for any consequences arising from: (a) the use of packing, designs or pattern made to order; (b) late submission of specifications or any other details necessary for the execution of this Sales Confirmation; (c) late establishment of L/C; (d) late amendment to L/C inconsistent with the provision of this Sales Confirmation. 3. Sellers are not responsible for late or non-delivery in the event of force majeure or any contingencies beyond Sellers’ control. 4. Claims, if any, concerning the goods shipped should be filed within 30 days after arrival at destination.

5. Buyers should sign one copy of this Sales Confirmation and return it to Sellers within 10 days after receipt. If nothing is proposed to the contrary within that time, this Sales Confirmation will be effective. Sales Confirmation, issued on the strength of Buyers’ order or earlier confirmation, is effective immediately on its issuance and subject to neither modification nor cancellation, unless agreed.

SHASNGHAI GARMENTS COMPANY ________________________ ________________________ The Buyers The Sellers

Contents of order• An order is a request to supply a certain amount of goods. an order should include:

• 1.detailed description of the commodity, such as

• the name, article number, special features if any;

• 2. quantity; • 3. price; • 4. payment;• 5. shipment and destination; • 6. packing; • 7. insurance, etc

Useful Words and Expressions

1. Order 订单，订货2. Place / accept / book / acknowledge( 卖

方确认） an order 3. Confirm ( 买方确认） / deliver （交

付） / cancel an order 4. Decline / refuse/ reject / turn down / co

mplete / fulfill / execute / process / an order

5. Provisional / trial / repeat / regular order

Types of Letters concerning order: 1. Placing a first order 2. Acknowledging an order

3. Rejecting an order

How to place an order : • 1. Make your order accurate and clear . • 2. Refer to the previous contact about

the transaction . • 3. Thank your seller . • 4. Quote the order number . • 5. Be careful about numbers. • 6. Use order forms for daily orders. • 7. Appreciate the seller’s cooperation.

How to reply to an order : • 1. Answer immediately when receiving the

order . • 2. Repeat the date and contents of the order. • 3. Say you accept/book/enter/confirm the

order, if you accept the order. • 4. Comment on your product and offer your

cooperation. • 5. Do not just say you cannot do something but

give reasons and offer your assistance.

How to reject an order1. Acknowledge the receipt of the order with thanks. 2. Explain why it is so unfortunate that you cannot m

eet the buyer’s requirement with focus on what the situation actually is. In this way, you may suggest that you are just as eager to do business if there exist any possibility at the moment.

3. Show your appreciation of the buyer’s confidence in your company and express your regret of inability to be helpful.

4. Offer help in other possible ways and express your wish for further contacts.

When placing an order : • 1. We find the quality and prices of

your product satisfactory and are pleased to place an order with you for something.

• 2. We find your products satisfactory, and look forward to/ anticipate receiving the goods within/by + time.

• 3. Please see to it that the goods are exactly the same as our sample.

• 4. If the quality of your product is up to our expectation, we shall send further orders.

• 5. The goods must be equal to our samples in all aspects. Inferior goods will be rejected.

• 6. If you do not have the goods in stock, please send us substitutes of the nearest quality.

When accepting an order :

• 1. We appreciate your order for… and welcome you as one of our customers.

• 2. Your order is receiving our immediate attention. You can depend on us to make shipment well within your time limit.

• 3. We have accepted your order for women’s blouses. Please send us colour assortment immediately.

Rejecting buyer’s terms: • 1. We appreciate your interest in our prod

uct but we no longer supply it as the production has been discontinued. We now have a new product which is an excellent replacement.

• 2. We are sorry, owing to shortage of stock, the maximum we can supply now is …（ certain amount ）

• 3. After we have done the costings, we are very sorry to inform you that even if we did the job for you at cost, it would be beyond the price you are willing to pay. We are contacting other manufacturers to see if they can supply you with the quality you desire at fair price.

• 4. We very much regret that we shall not be able to accept your order as we did in the previous years as we have improved our packing, which is much nicer and stronger but has made our price 10% higher than last year’s.

Letter 11. out of line (with) ( 与 ......) 脱节 ; ( 与 ......) 不一致 e. g. Your price is entirely out of line. The commodities you offered are out of line with the b

usiness scope of ours. 2. ruling adj. 现行的 e.g. Your price is in line (out of line) with the ruling mark

et here. 3. freely adv. 大量地 ; 乐意地 ; 无困难地 e.g.Competitors are offering freely at this price. Goods of the same quality are freely obtainable in the local market.

4. firm adj. 坚挺的 e.g.The pound stayed firm against the dollar in Lon

don but fell a little in New York. firm v. 上升 e.g.The London stock market firmed up a bit. 5. likelihood n. 可能性 e.g. There is no likelihood of the price going down.6. in view of (= considering) 鉴于 e.g. In view of the unusual circumstances, they agre

e to waive their requirement

Letter 21. shortage n. 不足 , 不足额 ( 指交货时 , 常指短重 ) e.g. Please do your utmost to ship shortage by the ne

xt available steamer.2. undertake v. 承担 , 答应 e.g. As this is an order of substantial size, we cannot s

afely undertake to complete its manufacture in a month's time.

3. uncertainty n. 变化 , 不肯定 e.g. In view of the uncertainty of price movement, we

deem (means: consider, regard) it advisable to withhold offering .

4. revert (to) v. 复原 , 复旧 , 重提 e.g. It would probably be a month before we can rev

ert to the special quality you required, which is being test-manufactured.

5. feel free to 无约束的 =do not hesitate to. 6. rely on ( 或 reply upon) ph. v. 信赖 , 依靠 e.g. You may rely on our shipping the goods within t

he period specified.

Letter 41. captioned shipment 标题货物2. ex prep. 从 ex 是拉丁语 = from e.g. ex stock = from stock 表示 " 由 ...... 轮卸下 " ;

" 在 ...... 交货 ". e.g. The goods ex S.S. Peach have been inspected. e.g. The price is $90 per ton ex warehouse London. 3 . badly in need of 急需 e.g. As they are badly in need of (or: in urgent need of, in great need of) the goods, pl

ease hurry all possible.

Letter 51. acknowledge v. 告知 ( 收到 ) ; 承认 e.g. We acknowledge your letter of March 5. We acknowledge (the) receipt of your letter of Marc

h 5. 2. per prep. 每 ; 由 , 由 ...... 装运 e.g. This material sells at US$... per metric ton CIF. Please reply per return post. We advise having shipped Contract No.425 per s.s. Peace.

3. book n. 帐册 v. 把 ...... 记载入册 to put to book 登入帐册 e.g. We are glad we have been able to put the busine

ss to book. We are glad that we have booked your order for 1

50 bicycles. We are glad that we have booked with you 150 bic

ycles. bookings n. pl. 订货 e.g. Owing to heavy bookings, we cannot accept fres

h orders at present. 4. keep your enquiry before us 记住你方的询价 (keep your enquiry in mind/ keep your enquiry on file

for future reference )5. for your perusal 供你方祥阅

Letter 71. book your order for ... 卖给你方 e.g. With reference to your letter of the 4th Novemb

er, we have pleasure in informing you that we have booked your order for 1,000 alarm clocks.

2. rest assured = be assured 放心 , 确信 e.g. The chief difficulty in accepting your orders no

w is the heavy backlog of commitments. But you may rest assured that as soon as we are a

ble to accept new orders, we shall give priority to yours.

3. effect v. 实现 , 完成 to effect shipment 装船 to effect insurance 投保 to effect supply 供货 to effect delivery 交货 to effect amendment 修改e.g. His opinion ~ed a change in the plan. Please ~ insurance on the goods against TPND. According to the stipulations in the foregoing sales

confirmation, shipment is to be ~ed during May/ June.

Payment is to be ~ed by a confirmed, irrevocable L/ C payable by draft at sight.

4. with the least possible delay = without any delay