5订购与确认.docx

1、5订购与确认5. 订单与确认 orders & acknowledgement （无总体介绍，函电类型分为Order Letter，Acknowledgement 2种）Order letter 订购函英文版After previous mail exchanges and negotiations, the seller and the buyer finally agree on the price and terms of a transaction. Then the buyer decides to place an order. He may choose to do so by

2、writing an e-mail, by sending a fax, or just by oral expressions. He may specify the order by sending an official order form or simply including all the details in the letter/mail. However he places the order, there are 2 key principles he shall follow:Completeness: the order shall be complete and s

3、pecific to include the following essential elements: Order reference Description of goods and specifications Quantity Price Trade terms Payment terms Packing requirements Date and mode of shipmentAccuracy: as an order will later act as a contract or a part of the contract, the buyer shall take great

4、 care to ensure its accuracy and to avoid any possible mistakes which might cause troubles or even disputes related to execution of the order. Typical examples of mistakes include misspelling, misplacement of decimal points, and wrong price calculations.When writing a letter of order, the following

5、structure can be used.Typical structure: Acknowledge previous mail exchanges about offers or proposals and tell your decision to place an order. Give full details of the order, either by an attached order form or by a text/list in the letter. State the terms and conditions related to the order, like

6、 payment terms, packing, delivery time, etc. Emphasize key requirements or reservation clause, if any. Require the seller to send the sales contract and proforma invoice, if necessary. Express your wishes for proper and punctual execution of the order. 中文版经过此前的信函往来和谈判，买卖双方最终就交易价格和条款达成一致意见。之后，买方决定下单。

7、买方可以通过撰写电子邮件、发送传真或口头说明下单。他可以发送正式订单表，或者简单得在信函/邮件中说明所有细节，确定订单。但是，买方下单时应遵守 2 个关键原则：完整性：订单应完整、明确地说明下列必要元素： 订单号 商品说明及规格 数量 价格 贸易条件 付款条件 包装要求 日期和装运方式准确性：由于订单函之后将作为合同或合同附件，因此买方应特别注意确保订单函的准确性，避免任何可能导致订单执行相关问题或甚至纠纷的错误。典型的错误包括拼写错误、小数点错位及价格计算错误。撰写订单函时，可采用下列结构。典型结构： 确认此前有关报盘或提议的信函往来已收悉，并告知您决定下单。 随附订单目录，或在信件中描述或

8、列举订单的细项。 说明订单相关条款或条件，例如付款条件、包装、交付日期等。强调关键要求或保留条款（若有）。 如有必要，要求卖方发送销售合同和形式发票。 表达您希望恰当及时执行订单的愿望。Acknowledgement 订单确认函英文版When the seller receives an order, he shall immediately reply to the buyer expressing gratitude no matter whether the order will be accepted or declined. If the order is accepted, the

9、 seller shall confirm the particulars of the order to the buyer, promise to process the order as required, and send the proforma invoice and sales contract, if necessary. Otherwise, if the seller, for whatever reason, cannot fulfill the order or meet the buyers requirements, the seller shall decline

10、 the order, give the reasons, and suggest alternative solutions or express wishes for future cooperation. Some common reasons for declination of orders include unavailability of stock, market price variation, and heavy order commitments, etc. When writing a letter of order acknowledgement, the follo

11、wing structures can be used.Typical structure (acceptance): Acknowledge receipt of the order and express thanks. Confirm and accept the order and its particulars. Restate important terms if necessary. Attach the P.I., order confirmation and S/C, if required. Request the buyer to countersign and retu

12、rn the S/C. Remind the buyer to issue an L/C or make prepayments, if necessary. Promise that the order will be executed to the satisfaction of the buyer. Express wishes for more orders from the buyer.Typical structure (declination): Acknowledge receipt of the order and express thanks. Give reasons w

13、hy you cannot accept the order and show your regret for having to decline the order. Offer alternative solutions. Express wishes for future contacts and business cooperation.中文版当卖方收到订单后，无论其是否接受订单，卖方都应当立即回复买方，表示感谢。如接受订单，卖方应向买方确认订单细节，承诺按要求执行订单，并提供形式发票和销售合同（如有必要）。否则，如卖方因故未能履行订单或满足买方要求，则卖方应拒绝订单，说明原因，并提出

14、替代解决方案或表达未来合作的祝愿。卖方拒绝订单的常见理由包括库存不足、市场价格变动及大量承约等。 撰写订单确认函时，可采用下列结构。典型结构（接受订单）： 确认已收到订单并表示感谢。 确认并接受订单及其细节。如有必要，重述重要条款。 如有要求，随附形式发票、订单确认书和销售合同。要求买方会签并返还销售合同。 如有必要，提醒买方签发信用证或付款。 承诺按照买方要求执行订单。 表达希望买方继续下单的愿望。典型结构（拒绝订单）： 确认已收到订单并表示感谢。 说明未能接受订单的原因并表示拒绝订单的遗憾之情。 提供解决方案。 表达希望与对方继续保持联络并建立业务关系。 Sample letter:例文共

15、3篇，Order Letter, Acknowledgement (Acceptance), Acknowledgement (Declination) 各一篇Order letter 订购函Dear Bill,Thank you for your mail dated Sept. 8. Were glad to learn that you accept our counter-offer and give a 10% discount. So we decide to place an order with you for the following items: (Acknowledge

16、 receipt of previous mail; tell your decision to place an order)Name Art. No. Size Color Quantity Unit PricePillow case JP256X01 40*80cm anthracite 820 pcs RMB 35.80Bed sheet EG320XGB 220*200cm turquoise 820 pcs RMB 56.20(Give details of your order)Prices based on CIF HamburgPayment: sight D/PPlease

17、 supply the goods from your stock and make the shipment BEFORE OCTOBER 5. We reserve the right to cancel the order or reject the goods for late arrivals. (State terms and conditions related to the order)Please prepare the S/C accordingly and send to us for confirmation and countersignature. (Ask for

18、 S/C)There is a huge demand for the above goods in the market. If this order works well, we will come back with more orders.(Express wishes for proper execution of order)Regards,Thomas ShroederAcknowledgement (acceptance) 订单确认函（接受订单）Dear David,We thank you for your order No. 8260 for 2000 sets of di

19、sh washing machines. (Acknowledge receipt of order and say thanks)We are pleased to confirm that the goods can be supplied from stock and can be shipped immediately. (Confirm and accept the order) As you requested, please find attached our proforma invoice for you. (Attach PI)Besides, we have prepar

20、ed a sales contract and have sent it to you by separate mail. Please countersign the contract and return one copy to us. (Send S/C and request for countersignature by the buyer)Please be assured that the order will be well processed to your satisfaction. We look forward to receiving more orders from

21、 you soon. (Assure the buyer of proper order execution and express wishes for more orders)Faithfully,Jack WuAcknowledgement (declination) 订单确认函（拒绝订单）Dear Ivan,Thank you for your mail dated Feb. 13, in which you placed an order No. 6538 for 5800 pcs of backpacks, requiring shipment before March 28. (

22、Acknowledge receipt of the order and say thanks)Although we really would like to accept your order, we feel much regretful that we cannot meet your requirement on shipment. There has been an increasing demand for our products recently, and our production capacity has already been fully booked by ord

23、ers that require shipments in Feb. and March. (Give reasons why you cannot accept the order and show regret)After some talks with our production manager, we confirm that the earliest possible shipment of your order would be until April 25. Please let us know if this is acceptable to you. (Provide an

24、 alternative solution)Were sorry for the inconvenience caused to you. Hope this will not prevent you from contacting us for more business in the future. (Express wishes for future contacts)Regards,Catherine Hu Useful words, phrases & sentences:Words & Phrases:signature 签名formal 正式的particulars 细节；详情p

25、ack 包装package 包装packing 包装countersign 回签demand 需求stipulate 规定undersigned 在下面签名的force majeure 不可抗力volume 数量；体积decline 谢绝party （合同的）一方arbitration 仲裁claim 索赔defect 缺陷dispute 纠纷compensation 补偿liable 有责任的discrepancy 矛盾；不符order form 订单（表）considerable 大量的；可观的substitute 替代品place an order 下单sales contract （S

26、/C）销售合同sales confirmation 销售确认书Proforma Invoice (PI) 形式发票Purchase Order（PO）订单trial order 试订单in duplicate 一式两份in triplicate 一式三份replenish stock 补充库存regular order 定期订单Repeat order 续单，翻单without delay 立刻port of loading 始发港；装运港port of destination 目的港；抵运港fulfill/carry out/perform a contract 履行合同cancel a c

27、ontract 取消合同cancel an order 取消订单Sentences:We are quite satisfied with the quality of your samples. Please ship us the following items from stock.Please find attached our order form.Were pleased to place an order as below.This order is subject to all items being delivered before to catch up the Chris

28、tmas season/peak season/spring summer season (SS)/autumn winter season (AW).Please note that the goods shall be supplied in accordance with your samples.We reserve the right to cancel this order or reject the goods for late arrivals.If the trial order works well, we will place more orders in the nea

29、r future.If the quality is up to our expectation, we shall send further orders in the near future.Look forward to your acknowledgement/confirmation.We are glad to receive your order and hereby confirm that all the items required can be supplied from stock.Unfortunately, the goods you ordered cannot

30、be supplied from stock.Please be assured that your order will have our immediate attention.We hereby confirms your order as follows:We assure you that the delivery of the goods will be made before as required.We are sorry to tell you that we cannot accept your order/meet your requirements because we

31、 are already fully occupied/heavily committed.This Contract is made by and between the Buyer and the Seller, whereby the Buyer agrees to buy and the Seller agrees to sell the under-mentioned commodities according to the terms and conditions stipulated below:This Contract is made in duplicate. Each party holds one with the same effect.This Contract shall become effective immediately upon signatures by both parties. Exercises:. Multiple choice (choose the best answer).1. We have increased the order quantity by 15% so as to _ for the 5% special discount.A