Unit Six

International Trade

Study Objectives• This unit deals with the following situations connected with i

mporting and exporting goods: ♥ making and answering enquires ♥ placing, acknowledging and filling orders ♥ the functions of asking for and giving information are also c

overed

What are the basic procedures to be followed if a contract is to be signed in any business

transaction?

Enquiry询盘、询价

Offer出价 / 出盘

Counter-offer还盘、还价

Acceptance受盘

Contract订约

6.1 Exchanging information

• This section covers the functions of asking for and giving information or apologizing for not being able to give the required information.

• We also emphasize the importance of an appropriately friendly and helpful tone of voice.

Step A

• This step looks at the importance of creating a good impression.

• You’ll hear TWO versions of this conversation.• Decide which of these words describe the IMPRESSION

the two men give in each version of the conversion.• Please identify how each speaker makes himself

sound ‘nice’ in the second version. 1) their tone of voice 2) the way they hesitate 3) the

polite forms they use

Step D

• When you’re giving someone an important piece of information, it’s best to follow this rule: Speak clearly and slowly!

• You’ll hear various people asking for information---and all of them speak unclearly or quickly. Decide what each person wants to know and choose the correct alternative in your books.

• The emphasis is on listening carefully and concentrating.

6.2 Making enquiries

• Whether you are a retailer or a manufacturer, it is crucial for you to find some proper suppliers, so you have to send out enquiries ( 询函信 ).

• An enquiry is aimed at 1) collecting information, 2) giving off information.

• What is the information to be collected? • Generally, the information covers What, When and

How the supplier can do. • What refers to the type of product and service, When

the terms of delivery, How the rate of discount, the terms of payment and guarantee.

• What is the information to be given off?• In most cases, it may cover the enquiry-maker’s

general information-in what business line, headquarters’ location, present operation, and its readiness to establish a certain relation with the supplier-would-be.

• Kenneth Beare2520 Visita AvenueOlympia, WA 98501

• Jackson Brothers3487 23rd StreetNew York, NY 12009

•  September 12, 2000 •  Dear Sirs,

• I am writing to make an enquiry on: 100% cotton cloth, color No. 12, standard width 200 yards.

• We also would like to make sure if you can make the delivery of the above in two weeks and if you could, what the quote (CIF) is like.

• I look forward to your quotation soon.

•  Yours faithfully,  

• Kenneth Beare

•  Kenneth BeareAdministrative Director

• Dear Sir/Madame,

• We are writing for your latest catalogue and price list regarding your office furniture.

• We are in the business of sales of office equipment and facilities and, base in Busan, we have developed markets in Asia and Europe. You have been recommended to us by the Tops List, a trade journal, and we are interested in your products. As we would like to expand our operation, it is essential that our suppliers be both competitive in terms of price and reliable in quality.

• We will be interested in discussing terms with you after the final decision has been made, but can you let us know what discount you would offer on bulk purchase in priority?

• Looking forwarding to hearing from you.

• Yours sincerely,

Tips for Enquiry Letters Writing

• State what kind of information is needed at the very beginning of the letter in a direct way.

• The information should not be merely about the product or service, the packaging, size, delivery, payment and after-sales service terms are also included.

• End the enquiry with a hope for the other side’s prompt reply.

Step A

• You and your partner have just joined the Buying Department of BROADWAY AUTOS. You are ‘Mr. North’s assistance’.

• Imagine you’ve just come into Mr. North’s office and he’s on the phone. Make notes on the call and guess what ‘Fritz’ is saying to Mr. North during the call.

• Decide what to tell Mr. North when he returns to the office.

• You’ll probably decide to tell him that it may be risky continuing to depend on Arcolite. Finding alternative suppliers might be wise.

Broadway AutosArcolite

(sole supplier)

New Supplier(you---newspaper)

Enquiry Letter(boss-Mr. North)

Step C

• Homework Draft a short letter explaining your

requirements to other battery companies. Your letter should be written in a more formal,

impersonal style than Mr. North’s.

6.3 Answering enquiries

• It is very important to make a good impression when responding to enquiries from potential customers.

• Of course, the best impression will be made by providing the materials or information that the perspective client has asked for, this positive impression will be improved by a well written response.

• The response to an enquiry is either a confirmed reply ( 确认回函 ) or a quote (报价).

• In replying, one should first confirm having received the other side’s enquiry, then the solution made in reply―an enclosed catalogue and price list, or a quote, and may be with a discount offer.

• If it happens that you can’t meet the enquiry, a declining should be made in a very polite way.

• Dear Mr. Kim,

• Thank you for the letter dated on March 24 and we are very happy that you are interested in our products.

• Enclosed please find the latest catalogue and the price list.

• The rate of discount is made on the size of the order and the payment is also taken into consideration. Anyhow, for an order of 50 pieces of one product a favorable discount is 5%.

• We are sure that our products will appeal your clients of upper market buyers.

• We look forward to an order from you.• • Yours sincerely,

Step A• Step A is preparatory to the integrated activity.

• You and your partner work in the export department of AntiSpy Products. It’s your job to answer enquiries about your products.

• The document is the current stock position. You will need to refer to this as you do the activity because you’ll have to check on the availability of the products you are asked about.

Step B

• Using the information given in the advertisement and the printout in A, draft repliers to Enquiries #1 and #2.

• To answer the enquires, you will need to look at the inventory position in A3.

Model letters (Enquiry #1)

• Dear Mr. Hanson, Thank you very much for you enquiry about AntiSpy Products.

As you requested we are sending you our latest catalog of security products. We have debited your American Express card #667589980 for the sum of $50 US. This $50 will be discounted from your first purchase from the catalog.

Do please get in touch with me if you have any queries about any of our products which are not covered in the catalog.

Sincerely,

• Enquiry 2#• Dear Mr. Perez,• Thank you very much for your enquiry about AntiSpy Products.

• I am pleased to inform you that we do supply a portable listening device detector: the AntiSpyTM CJ 4000P is a battery-driven device which will detect any eavesdropping devices within 20 feet. It is very compact, looks like a Walkman and costs only $359. For an order of five or more items we are happy to offer you a rebate of 20%, making the price per item $287.20. All our prices include shipping by air. I can also confirm that this product is available from stock at this time.

• If you would like to see a copy of our complete 120pp catalog this is available for $50---which if refundable when you place an order. However, if you decide to order one of our CJ 4000Ps a free catalog will be included with your order.

• Sincerely yours,

Step C

• This step involves answering Enquiries #3 and #4 by letter, e-mail or fax.

• The recorded call requires you to alter the stock position printout in A3.

• The phone call also provides a MODEL for answering the enquiries on the phone in step D---though the tone may be rather to effusive for some people’s tastes!

• Enquiry #3• Dear Mr. Graham,

• Thank you very much for you enquiry about AntiSpy Products.• We do carry a telephone scrambler: the LR 44 Octopus Telephone Scrambl

er. The price for this is $299 including shipping by air.• I can confirm that this product is suitable for both tone dial and pulse dial

and will adjust automatically to any mains voltage from 100 to 250 volts.

• We have only one of these items available at this time but will have full stocks from August 15.

• Please let me know by fax today if you would like to purchase one at this time---I have reserved our one remaining LR 44 for you for 24 hours. Please note that you would need an import license for this product.

• If you would like to see a copy of our complete 120 page catalog this is available for $50--- which if refundable when you place an order. However, if you decide to order one of our LR44s a free catalog will be included with your order.

• Sincerely,

• Enquiry 4#• Dear Mr. Ovambo,

• Thank you very much for your enquiry about AntiSpy Produccts.

• I regret that we are unable to supply our Screen Protector at this time. This is because of the import restrictions into Nigeria which are currently in force.

• However, our former distributors may still have stocks and I suggest you contact them. They are: Kano Security, Independence Square, Kano.

• Do please contact me if you have any further enquiries about our products.

• Sincerely yours,

6.4 Placing and filling orders• This section covers the stages of dealing with an export

order, with each step corresponding to a different date in the process. Additional information for each step is provided in the Files at the appropriate time.

• Each step involves deciding what to do and then writing a fax or letter.

• The purpose of this activity is to revise the writing of faxes by reading faxes and responding to them in kind.

• Generally speaking, after terms of business are set, the purchasing side places an order .Furthermore, an order form filled out is not enough, and a confirming letter usually goes with the order from the purchasing side, as one can not be too careful in business.

• On the other side, after an order is placed, the purchasing side usually expects an acknowledgement from the supplier as to make sure that no mix-up occurs for the order and delivery. The acknowledgement usually covers the order number, the ordered items, the price and discount, the payment settled and the terms of delivery.

purchasing side the supplier

order form, confirming letter

acknowledgement

Water Sportware, 12 Chandos St., St Lenoards, NSW Australis

Order No. AB 2371

Mr. Peter Sung

Del Mar Sporting Ltd

181 Tras Street #07-177

Singapore 0207

10 September 2006

Quantity Description of Goods Unit Price Total

100

100

Rucksacks RS 101

Travel bags TB51

@ $399

@ $199

$ 39,900

$ 19,900

Total amount 59,800

Comments: 10% discount

Authorized by Colin Hirst (Colin Hirst)

Tel: 438-6351 Fax: 438-7025

Water Sportware

12 Chandos St.,

St Lenoards

NSW Australis

Mr. Peter Sung

Del Mar Sporting Ltd

181 Tras Street #07-177

Singapore 0207

Dear Mr. Sung,

We enclose our order No. AB 2371 for the following:

100 Rucksacks RS 101 @ $399

100 Travel bags TB51 @ $199

We would like to confirm that payment is by letter of credit. Thank you for the quantity discount of 10%.

We would appreciate delivery within the next six weeks and look forward to receiving your acknowledgement.

Yours sincerely,

Del Mar Sporting Ltd181 Tras Street #07-177

Singapore 0207Mr. Colin HirstWater Sportware12 Chandos St., St LenoardsNSW Australis 10 September, 2006

Ref: on the order No. AB 2317

Dear Mr. Hirst, Thanks for the order No. AB 2317 placed by you.The items ordered are:1) 100 Rucksacks RS 101 @ $3992) 100 Travel bags TB51 @ $199

A favorite discount of 10% is for the size of the order, so the total amounts up to $59,800.As this is our first trade we would appreciate that payment is by letter of credit.As required, we shall make the delivery before 22 October, 2006, within the six weeks afte

r the date of your order placed.If there is any further question, please contact me without any hesitation.Yours sincerely,

Step A

• The draft fax contains some errors. First you should spot the errors and correct them.

• …179,800 (in words: one seven nine thousand eight hundred)…• …each PB 5000 for export in a 40-foot open top container…• …and valid for 90 (ninety) days from the date of your order…• …Mr. Richardson sends his best regards…

Step B• Model Fax To: Alpha Marine From: SunWorld Powerboats

We wish to order TWO of your stainless steel anchors: Product Number 3456: 120kg stainless steel anchor at a price of £135

including delivery.

Please confirm by return that these are available from stock and let us know when we can expect delivery.

Yours sincerely,

Step C

• File 46 contains a fax from Alpha marine, answering the fax from step B, and a fax from the freight forwarders.

• Proforma invoice 形式发票• 形式发票又叫预示发票（ P/I ）。出口商有时应进口商的要求，发出一份列有出售货

物的名称、规格、单价等非正式参考性发票，供进口商向其本国贸易管理当局或外汇管理当局申请进口许可证或批准给予外汇等之用，这种发票叫做形式发票。

• 形式发票不是一种正式发票，不能用于托收和议付，它所列的单价等，也仅仅是进口商根据当时情况所作的估计，对双方都无最终的约束力，所以说形式发票只是一种估价单，正式成交还要另外重新缮制商业发票。

Model fax• Dear Mr. A__, Thank you very much for your order for two PB 5000 vessels with stainless steel

anchors. I can confirm that the total price for the two vessels will be $187,850 CIF, as stated in our quotation number 0067. This sum is payable by irrevocable letter of Credit confirmed on a T__ bank and valid for 90 (ninety) days from the date of your order.

I can confirm that the two vessels will be shipped in 40-foot open top containers from our factory on 23 August. Passage has been reserved on m/v Caribbean Star to Puerto Limon where the containers will be unloaded on 10 or 11 September.

A proforma invoice is being sent to you by airmail today. Again, thank you for your order. If you have any queries please contact me.

Yours sincerely,

Model covering letter

• Dear Mr. A___, I enclose a proforma invoice for your order for two PB

5000 30-foot Sun Voyager vessels.

If you have any further queries about the vessels, their specification and the delivery date, please get in touch with me at any time by fax or phone.

It is a great pleasure to be doing business with you.

Yours sincerely,

Step D

• Shipwreck? Disaster? File 71 contains reassuring news in a fax from Costa Rica, which must be replied to--- probably again with both an immediate fax and a covering letter.

Step E

• File 22 contains instructions from Mr. Richardson to send a follow-up letter.

Step F

• As it’s nearly Christmas and it seems a good idea to maintain the excellent, friendly relationship with Naves Limon, you can send a seasonal fax!

Step G

• File 52 contains a reply to the fax sent in step F. Naves Limon want to be the agents in Central America---is this a good idea?

• Quote sb. a price for sth. 给……报价

• Please quote us your price on CIF New York basis for the article A40.

• 请给我方报 A40 商品纽约到岸价。

• Please quote (us) your lowest price CIF London.

• 请报你方 CIF 伦敦最低价。

• When quoting a price in international trade, you must use a price term.

• Price terms, also called trade terms or delivery terms, are an important component of a unit price in international trade, standing for specific obligations of the buyer and the seller.

• The price terms refer to using a brief English concept or abbreviation to indicate the formation of the unit price and determine the responsibilities, expenses and risks borne by two parties as well as the time of the passing of the property in the goods.

• In 1936, the International Chamber of Commerce (ICC) drew up a set of standard terms and definitions, which are known as Incoterms 1936.

• The purpose of Incoterms is to provide a set of international rules for the interpretation of most commonly used trade terms in foreign trade.

Group E EXW Ex-works 工厂交货

Group F

FAC Free Carrier 货交承运人

FOB Free on Board 装运港船上交货

FAS Free Alongside Ship

装运港船边交货

Group C

CFR Cost & Freight 成本、运费付至指定目的港

CIF Cost, Insurance & Freight

成本、运费加保险费…

CPT Carriage Paid to 运费付至…CIP Carriage &

Insurance Paid to运费加保险费…

Group D

DAF Delivered at Frontier

边境交货

DES Delivered Ex-ship 目的港船上交货

DEQ Delivered Ex-Quay

目的港码头交货

DDU Delivered Duty Unpaid

未完税交货

DDP Delivered Duty Paid

完税后交货