UNIT 7
Placing Orders

An order is a formal request to the seller for the supply of certain goods at a specified quantity. It usually begins with an offer or inquiries with subsequent quotations, an order may finally come after a series of letters, faxes, e-mails, even orally on telephone, trade fair or at a meeting, and it can be sent by a letter, a printed order form, a fax or an e-mail message.

An order is the action of the buyer. When buyers agree to the terms of an offer, they usually place an order. Most buyers would like to use printed order forms while sellers use printed acknowledgements, which can save time and ensure that no information will be ignored.

It should also be noted that an order itself might be the acceptance. Placing an order is not an indispensable step for every business, some L/C transactions are the case.

Accuracy and clarity are of vital importance in placing an order. Generally speaking, the contents of an order are the usual main clauses of a contract, i.e. name of commodity; detailed description of goods（specifications/qualities/article numbers, etc.）; quantity; price; packing; time of shipment and terms of payment, etc.

And, in some cases,（remittance and collection as the payment,）stipulations for shipment and documents are also included.

According to the commercial law, the buyer's order is an offer to buy. Once confirmed and accepted by the seller, the order will be legally binding on the two sides and require both parties to honor their agreement. So when an order/agreement comes into force, the seller should deliver the goods exactly in accordance with the order within the stipulated time; the buyer should accept the goods if they are up to the standard as contracted, pay for the goods and let the seller know the faults in good time if discovering there is any. In simple words, the basic obligation of the seller is to deliver the qualified goods at the agreed time and quantity, and the basic obligation of the buyer is to accept the goods and make the payment.

Specimen Letters

Letter-7 (1) (Placing an Order)

Letter-7 (2) (Placing a First Order)

Letter-7 (3) (Acknowledgement of the First Order)

Letter-7 (4) (Acknowledgement of Order No. 038)

Letter-7 (5) (Acknowledgement of an Initial Order)

Words, Phrases and Notes

1. mutual ['mjuːtʃuəl]: adj. each other; reciprocal 相互的，彼此的

e.g. A good business relationship has been established on good will and mutual understanding between the two parties．双方在善意和相互理解的基础上建立了良好的业务关系。

mutual correspondence 相互通信，相互联系

2. order: n. the goods（to be）supplied; an instruction to a tradesman or manufacturer to supply goods 所订货物；订单

常用的搭配主要有：

initial order 首次订单

fresh order 新订单

trial order 试订单

repeat order 续订单

duplicate order 重复订单

place an order（with sb. for sth.）向（某人）订购（某物）

accept an order 接受订单

execute/fulfill/fill/carry out an order 执行订单

cancel an order 取消订单

decline/turn down/refuse an order 拒接订单

confirm/entertain an order 接受订单

3. carton: n. a kind of packing container made of paper 纸箱，纸板箱

4. USD 1,850/MT CIF New York：每公吨CIF至纽约1850美元

注意：在商务信函中，表示一个价格要有4个部分组成，即the chosen currency, the unit price figure, the calculating unit and the trade term，而且要注意其先后顺序。美元用USD or US$表示。

5. reserve the right: keep the right 保留权利

6. provided: conj. if; supposing; in case 假如，倘若

e.g. We will place you an order immediately provided your price is competitive．如果你们的价格有竞争力，我们就会马上向你方订货。

7. D/P after 60 days' sight：见票后60天付款交单

D/P: documents against payment 的缩写

8. stock: n. a supply of sth. available for future use; available goods 库存，现货

常用的搭配主要有：

have a stock of… 有……的存货

keep sth. in stock 某物有存货

out of stock 脱销；缺货

residue stock 剩余库存

supply…from stock 现货供应

e.g. If you can supply the commodity from stock, we can sign the contract with you immediately．如果你方能现货供应该商品，我们就马上与你方签订合同。

9. content: n. purity 本文指“含量”

10. execute: ['eksikju:t] vt. carry out; perform; implement 执行；履行

e.g. If you place a duplicate order, we can execute shipment this month．如果你方下重复订单，我们可在这个月履行装运。

11. sales contract: a written promise to sell some goods under some terms and conditions 销售合同。类似的表达还有：purchase contract 购买合同（有买方填制的合同）

12. in duplicate: two identical copies 一式两份

一式几份的表达：

in triplicate 一式三份

in quadruplicate 一式四份

in quintuplicate 一式五份

in sextuplicate 一式六份

in septuplicate 一式七份

in octuplicate 一式八份

in nonuplicate 一式九份

in decuplicate 一式十份

四份及四份以上也可用in…copies/fold 来表达。

在外贸单据中，一式两份、三份和四份的情况居多。

e.g. commercial invoice in triplicate 一式三份的商业发票

13. see to it that: make sure; guarantee 务必使；设法使；保证，确保

14. usual practice: regular practice 惯例，习惯做法

15. affirmative [ə'fə:mətiv]: adj. expressing agreement; indicating “yes” 表示同意的，肯定的

e.g. Our customer replied in the affirmative to the captioned goods．我们的客户对标题项下的货物给予了肯定的答复。

16. first available steamer：最早能预定到仓位的船只

e.g. Please arrange for shipment for the goods we ordered by the first available steamer．请安排最早能订到仓位的船只装运我们订购的货物。

17. exceptional: adj. exceeding; very unusual; outstanding 非凡的；特殊的；杰出的

exceptional treatment 破格的待遇

exceptional offer 特殊（优惠）的报盘

exceptionally: adv． 非凡地，格外，特殊地

e.g. If your order is exceptionally large we will allow you another 2% discount．如果你方的订单特别大，我方就再给予你们2%的折扣。

18. in good time: in time; promptly 迅速地，及时地

19. turn out: prove to be 证明是，结果是

20. pave the way for: make preparation for 为……铺平道路；为……做准备

e.g. The meeting in Paris has to some extent paved the way for a successful cooperation

between the two parties．巴黎的会面在某种程度上为双方的合作成功铺平了道路。

21. book: v. subscribe; place an order 接订；预定，预订

e.g. We are glad that we have booked you order for 150 bicycles．我们很高兴接受你方150辆自行车的订单。（book = accept）

比较：We are glad that we have booked with you 150 bicycles．我们很高兴向你方订了150辆自行车。（book = place order）

22. herewith: adv. with this 随同此信（书、文件）

e.g. Please fill in the registration form enclosed herewith．请按照随附文件填写注册表格。

23. file: n. record; a device in which papers are systematically arranged for quick reference 档案

for one's file 供某人存档

24: stipulation ['stipju'leiʃn]: n. terms or conditions; clauses agreed by the two sides and made in an agreement, contract, etc．规定；条款

e.g. The stipulations in your L/C are not in conformity with those in our contract．信用证中的条款和合同中的条款不符。

25. conform to: be in accordance with; keep to or comply with（a rule, a standard, etc.）符合；使一致

e.g. These plans must be in the best interest of the enterprise and should also conform to the relevant laws and regulations．这些计划必须是为了企业利益的最大化，并且还要符合相关的法律法规。

in conformity with 符合，与……一致

26. subsequent: adj. following; later; coming after 以后的；接下来的

e.g. All subsequent transactions should be done on L/C basis．今后所有的交易必须在信用证的基础上达成。

Please note that the stipulations in your L/C should be in conformity with those in our contract to avoid the subsequent amendment of the L/C．请注意你方信用证的条款应与我方的合同一致以避免随后信用证的修改。

27. dispatch [di'spætʃ]: n. & v. sending; send 派遣，发送

28. small red beans: a kind of side crops 赤豆

通常说的五谷（the five cereals）为：rice 稻谷，wheat 麦子，soybean 大豆，corn 玉米，potato 薯类

29. exceptional value for money: really worthwhile to buy the goods 物超所值

e.g. The commodity we are offering are of superior quality and excellent value for money．我们所报的商品质量上乘，物有所值。

Commonly Used Sentences

1. We enclose a trial order. If the quality is up to our expectation, we shall send further orders．我们附上了一份试订单，如果质量能达到预期的要求，我们将继续订货。

2. If this first order is satisfactorily executed, we shall place further orders with you．如果这个首订单执行得令人满意，我们会接着订货。

3. We enclose our order, but must point out that the falling market here will leave us little or no margin of profit. We must ask you for a better price in respect of future supplies．我们附上订单，但必须指出的是下滑的市场使得我们几乎没有利润空间，对于将来的供货，我们必须要求你们报更好的价格。

4. The material supplied must be absolutely waterproof, and we place our order subject to this guarantee．所提供的材料必须绝对防水，我们订货是以此为保证的。

5. While thanking you for your order, we have to explain that supplies of raw materials are becoming more and more difficult to obtain, and we have no alternative but to decline your order．感谢贵方的订单，但我们不得不解释的是，原材料的供应越来越紧张，因此我们别无选择，只有谢绝你方的订单。

6. The chief difficulty in accepting your orders now is the heavy backlog of commitments. But you may rest assured that as soon as we are able to accept new orders, we shall give priority or preference to yours．现在接受你方订单的主要困难是已经接受太多的订单。但请放心，只要一旦能接受新的订单，我们就会优先考虑你方。

7. Your order is receiving our immediate attention, and you can depend on us to effect delivery well within your time limit．你方的订单得到了我们即刻的关注，我们可保证在你们的时限内完成交货。

8. Your order is booked and will be handled with great care. Please open the relevant L/C, which must reach here one month before the date of shipment．你方的订单已经接订并得到了很大的关注。请开立信用证，该证必须在装运日期前一个月到达。

9. With reference to your letter of November 4th, we have pleasure in informing you that we have booked your order for 1,000 alarm clocks. We are sending you our S/C No. 100 in duplicate, one copy of which please sign and return for our file．关于你方11月4日的信函，我们很高兴地告知，我们已经接订了你方1000个闹钟的订单，我们马上寄去编号为100的订单一式两份，其中一份请签署并寄回我们存档。

10. We have accepted your order for 30,000 yards of Article No. 60. Please send us color assortment immediately and open the covering L/C according to the terms contracted．我们已经接受了你方30000码的订单，货号为60。请马上寄来花色并根据合同开立相关信用证。

Effective Writing Skills

“First” orders, which are orders from new customers, should need most concern and prompt reply to acknowledge by letter. When you receive a first order, you should reply immediately and with courtesy. This kind of letter should usually include the following contents:

（1）an expression of pleasure at receiving the order;

（2）a favorable comment on the goods ordered;

（3）an assurance of prompt and careful attention;

（4）direction of attention to other products likely to be of interest;

（5）hope for further orders and cooperation.

Occasionally, the seller cannot accept buyers' orders because the items ordered are temporarily out of stock, or the prices and specifications have been changed. In such circumstances, rejecting letters must be handled with utmost care and with an eye to goodwill and further business.

Letters for Optional Study

LOS-7 (1) (Placing a First Order)

LOS-7 (2) (Acknowledgement of an Order)

LOS-7 (3) (Declining an Order)

LOS-7 (4) (Confirming a Repeat Order)

Exercises

I. Answer the following questions.

1. What is an order?

2. What are the contents of an order?

3. When an order/agreement comes into force, what are the obligations of the buyer and the seller respectively?

4. How should people reply on receiving a first order?

5. How should people reply if he cannot accept the order?

II. Translate the following sentences from Chinese into English.

1．这是一个试订单，请尽最大努力执行这笔订单，因为它将带来其他交易。

2．我们很感谢你方寄来试订单，并保证及时而细心地处理你们的订单。

3．我们很高兴与贵公司完成首次订单的交易，期待扩大双方贸易并保持长期的贸易关系。

4．对于上述订单，我们随附第216号合同一式两份，其中一份请及早回签以供我方存档。

5．相信这一新订单的执行将为我们之间的进一步业务往来打开局面，并标志着双方友好合作的开始。

6．我方在这一行业已有多年经验，若你方价格具有足够的吸引力，我们可马上向你方大量订货。

III. Translate the following sentences from English into Chinese.

1. Although the current market is firm with an upward tendency, we accept, as an exception, your order with a view to encouraging business.

2. To our regret, we are not in a position to accept your order at the price quoted, since our profit margin does not allow us to make any concession by the way of reducing price.

3. Unfortunately, the goods you ordered are out of stock and the supply of raw materials is not available now, we have no alternative but to decline your order. However, we recommend No. 815 as a substitute which is very close to your choice in quality and price.

4. We are facing now is the heavy backlog of commitments. But please put your mind at ease that as soon as we are able to accept new orders, we shall give priority or preference to yours.

5. We take pleasure in informing you that we have accepted your order for 20,000 yards of article No. 163. Please send us color sample immediately and open the relevant L/C according to the terms contracted so that we may arrange the production in advance.

6. We have booked the following order according to your letter of September 8th and guarantee that, on receipt of the relevant credit, we shall arrange for the shipment without any delay.

IV. Choose the best answer to complete each of the following sentences.

1. There is always a great demand for your goods if they are of good quality and competitive______ prices.

A. at

B. in

C. of

D. under

2. It will be ______ if you will send us samples by airmail.

A. appreciate it

B. appreciate

C. appreciated

D. appreciates

3. In business negotiations, there usually are four steps: inquiry, offer, counteroffer and acceptance. Among these four, ______ and acceptance are the two indispensable steps.

A. inquiry

B. offer

C. counteroffer

D. none of them

4. We are not in a position to offer firm, as the goods are ______.

A. without stock

B. from stock

C. out of stock

D. outside of stock

5. For this reason, we cannot but ______ your proposal.

A. decline

B. waive

C. approve

D. reduce

6. Please ______ us your competitive price for the following items.

A. make

B. quote

C. supply

D. enquire

7. We have a considerable demand ______ your goods and should welcome your samples.

A. to

B. at

C. of

D. for

8. Which of the following is not necessarily included in an inquiry?

A. Product name.

B. Price.

C. Payment terms.

D. Arbitration terms.

9. The prices given in the quotation for the above goods are ______ for one week.

A. remaining

B. lawful

C. firm

D. null

10. It is strongly advisable that when replying to an inquiry, the seller start his letter by ______. A. directly informing about the prices

B. providing details of the product

C. telling honestly that the product is out of stock

D. thanking the inquirer for his interest

11. When a（n）______ is made, a foreign trade transaction is concluded.

A. inquiry

B. offer

C. counteroffer

D. acceptance

12. We are pleased to inform you that we ______ in Chinese silk garments and would take this opportunity to send our quotation.

A. supply

B. specialize

C. interest

D. sell

13. As ______, we are sending you a sample book and our latest price lists.

A. request

B. requested

C. require

D. requiring

14. With a firm offer it is the ______ option to accept or reject during the validity period.

A. broker's

B. seller's

C. buyer's

D. any third party

15. “This offer is subject to your acceptance by Aug. 15th” is a（n）______.

A. non-firm offer

B. offer without engagement

C. firm offer

D. indefinite offer

V. Letter writing.

You are the representative of Yantai Xiangyu Import and Export Corporation. Organize a letter to your customer, Wego Chemicals in the USA, acknowledging receipt of his order, but regret being unable to accept their order owing to the rise in cost, your quotation thus has increased by 7%. Quote your new price and ask for your customer's acceptance.