1.BusinessletterOrderSample
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DearMr.Schmidth
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Thank you for your enquiry of 30 May 2012 and please find enclosed our offer for bamboo salad bowl                  
setsNo05/VHWM/12andthelatestcatalogue.However,wewouldliketonotethefollowingpoints:
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The price at which the goods are offered is USD 10.5 per set CIF Hamburg, Germany including                
packing, firm within three months, we also allow a 5% usual trade discount of FOB price for your first                  
order.
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We have the good available for immediate shipment from stock within 3 weeks from receipt of your                
officialorderfororderunder2000sets.
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Payment is to be made in US Dollar by L/C at sight to be opened through CommerzBank, Muenchen                 
30dayspriortotheshipment.
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We assure you that our bamboo salad bowl sets are food safe, attractive in design, reasonable in price                 
willbepopularintheEurope.
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Welookforwardtoyourearlyorder.
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Yourssincerely

MichaelHoang
Director
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2.BusinessletterOrder
MẪUCÂU
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1.Thankyouforyourofferdated1Decemberandweagreeonyourstatedtermsandconditions.

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2. We would like to thank you for the samples sent to us on 25 last month and would be glad if you                      
acceptandmakeupourenclosedimmediatelyforvariouscarpets.
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3. We thank you for offer no. 234 of 6 May for small sized agricultural machines and glad to place an                    
orderonthetermsandconditionsasfollows.
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4.WewouldliketoconfirmyourorderNo. bytelexsentthismorningreadinginfullasfollows:
“10 pumps type…. At the price of USD 1200 per unit FOB Haiphong for immediate shipment and                
paymenttobemadebyirrevocableL/Casusualandstatesomefollowingpoints:
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5. Thank you for sending us your catalogue and current price list with your offer No. … dated 4                  
August, but we regret to inform that your price is higher than that of other suppliers. However, we                 
hopetohaveotherchancetodobusinesswithyouinthefuture.

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1
6. Could you please arrange for immediate dispatch? And by the way we enclose the detailed               
instructionsforpackingandmarkingforyourattention.
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7. We would appreciate your dispatch exactly at the due stated in the order and we shall not take                  
deliveryofthegoodsafter31Decemberwhentheseasonisoverinourmarket.
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8. We believe that our products with high quality will sell well, and look forward to receiving your                 
furtherorders.
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9. We would like to have three sets of technical instructions for the machine’s installment, operation               
and maintenance. Once of the 3 sets is to be airmailed in advance so that we can translate into                  
Vietnamesefordomesticconsumers,theothertwosetsaretobeshippedwiththegoods.
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10. We think these machines will be guaranteed within 24 months from the delivery date and 6 months                 
sincetheusagedates.
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11. The goods under the order No…. dated 25 April are ready for collection. We would like to open a                   
L/Conthetermsandconditionsasmentionedintheorderabove.
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12. We are glad to inform you that the consignment of components for colored TV assembly under                
your order No…. has been shipped on board SS Hau River. The ship will be sailing from Osaka                 
tomorrow, and we hope when the goods arrive in HCM city, you will be satisfied with them and our                  
promptnessindealingyourorder.
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13. Today, we have received in full the goods placed under order No… and would like to thank you                  
for your special attention to this order. As stated this is only a trial order. Next month we will place                   
largeordersandhopetoreceiveyourregardingspecialordercare.
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14. We hope that the perfect fulfillment of the order will lead to better future business relationship on                 
thebasicofmutualbenefit.
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15. We can now feel at ease as our order No. … has been finally fulfilled. Through there were                  
insurmountable difficulties and thought of canceling the order sprang up to our mind at times during               
the execution of the order. We hope our further large orders in the future will be executed promptly                 
andmostefficiently.
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3.ĐặthàngOrder
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Stateoforderinggoods:
I.Placinganorder
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1.Orderbyletter:
Mustbeaccurate,clearandeasytounderstand

 Includes full details of the seller and buyer’s address, order number and description of the goods:                
name,referencenumber,numberofunits,unitprice…
 State your requirements as to delivery address, date and mode of transport, insurance, the term of                
paymentagreed,discount…
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2
2.Orderform
Mustbeprovidedbytheseller
Theformsareprenumbered,andtherefore,easytoreferto
Importantdetailscannoteasilybeoverlooked
Itiseasytoseethegeneralconditionsonthefrontunderwhichordersareplaced
Mustbesentwithacoveringlettertoconfirmthedetailsinwritingtoavoidmisunderstandings
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3.Coveringletter
a.Explainthereisanorderaccompanytheletter
+chúngtôigửikèmthưnàyđơnđặthàngsố345hỏimua25máythubándẫnhiệu“clearsound”.
+PleasefindenclosedourOrderNo.345for25“clearsound”transitorreceivers.
+ thank you for your reply of 1 April regarding our email about the labtops. Enclosed you will find our                   
officialorderfor1000labtops.
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b.Confirmimportantdetailssuchastermsofpayment,discount,delivery,andmethodsofdelivery.
+ theo như thỏa thuận, các ngài sẽ được thanh toán sau 30 ngày chấp nhận đổi chứng từ bằng những                    
chứngtừgửichongânhàngcủachúngtôi(NgânhàngngoạithươngViệtNam)
+ As agreed you will draw on us at 30 days, D/A, with the documents being sent to our bank, the bank                     
forForeigntradeofVietnam,Vietcombank.
+ Chúng tôi xác nhận là thanh toán bằng thư tín dụng không hủy ngang đã được chúng tôi xin mở tại                     
ngânhàngtrongkhoảngthờigian90ngày.
+WewouldliketoconfirmthatpaymentistobemadebyirrevocableL/Cfor90days.
+ Chúng tôi xin cảm ơn các ngài đã cho chúng tôi được hưởng mức chiết khấu thương mại 30% và                    

10%chiếtkhấutheosốlượng
+Wewouldliketothankyouforthe30%tradediscountand10%quantitydiscountyouallowedus.
+Chúngtôixinnóirằngmứcchiếtkhấuthươngmại25%làphùhợp.
+Wewouldliketosaythatthe25%tradediscountisquitesafisfactoy.
+điềuquantrọnglàhàngphảiđượcgiaotrướcđầutháng11chokịpmùagiángsinh.
+ it is essential that the goods are delivered before the beginning of November in time for the                 
Christmasrush.
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c.Methodsofdelivery:
Itisagoodideatoadvisethecompanyonhowyouwantthegoodspackedandsent.
+Hãynhớrằngvậnchuyểnbằngđườnghàngkhôngmớiđảmbảogiaohàngnhanhchóng
+Pleaserememberthatonlyairfreightwillensurepromptdelivery
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d.Packing:
Advise your supplier how you want the goods packed and marked so that they can easily be                
recognizedbythesupplierandcustomer.
+ Mỗi chiếc đĩa phải được gói riêng bằng giấy bọc rơm ở bên ngoài và vận chuyển bằng các thùng                    
thưabằnggỗbênngoàighirõ”sảnphẩmcủaMỹ”vàđánhsốtừ110
+Each piece of crockery is to be individually wrapped in thick paper, packed in straw and shipped in                 
woodcrateswiththewords”productoftheUSAmarkedoutsideandnumbered110”
+Loạithảmnàyphảiđượcđónggóicóđaiởhaiđầuđểtránhbịmòn.
+Thecarpetsshouldbewrappedandhoopedatbothendstoavoidwear.
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e.Enclosing:
+Chúngtôisẽđặthàngnhiềuhơnnữanếuđơnhàngnàyđượchoànthiệnlàmchúngtôihàilong.

3
+Wewillplacefurtherordersifthisoneiscompletedtooursatisfaction.
+ Nếu đơn hàng thử này thỏa mãn mọi yêu cầu chắc chắn nó sẽ làm tăng các hoạt động kinh doanh                     
trongtươnglaigần.

+Ifthistrialorderismetsatisfactorily,itislikelytoleadtofurtherbusinessinthenearfuture.
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II.Acknowledginganorder
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Anordershouldbeacknowledgedassoonasitisreceived.
+ Chúng tôi vui mừng thông báo với các ngài là chúng tôi đã thực hiện xong đơn hàng của các ngài và                      
giờđâyđangthuxếpđểgiaongay.
+ We are pleased to inform you that we have already made up your order and are now making                  
arrangementsforshipmenttoOsaka.

+Đơnhàngsố642hiệnnayđangđượcxửlývàsẵnsànggiaovàocuốituầnnày.
+Yourorderno.642isnowbeingprocessedandshouldbereadyfordispatchbytheendofthisweek.

III.Advisingdispatch

When the goods are dispatched, the buyer should be notified, either by advice note or by letter stating                 
what has been sent, when the goods were send and reached the destination, the means of transport                
used, sothatheanmakethenecessaryarrangementstogetthegoods.

+ hàng của các ngài đặt mua đã được xếp lên tàu Oriet đi từ Hải phòng vào ngày 4/5 và sẽ đến Kobe                       
vàongày8/5.CácchứngtừvậntảiđãđượcchuyểnchoNgânhàngởKobeđểnhậnhàng.
+ Your order is already on board the SS Orient and sailing from Hai phong on 4 May and arriving                   
Kobeon8May.TheshippingdocumentshavebeenforwardedtoyourbankinKobeforcollection.

IV.Declingtheorder

Reasonsfordeclinganorder
+Thesellerisnotsatisfiedwiththebuyer’stermsandconditions.
+Thegoodsarenotavailable
+Thebuyer’screditissuspected

Howtowritelettersrejectingorders?
+Regretyourinabilitytometthebuyer’sneeds
+Proposeanalternativeproduct,ifoneisavailable

V.Seller’scounteroffer

Whenthesellerreceivesanorderhecannotmeetforsomereasons,hemays:
+sendasubstitute
+madeacounteroffer
+regretfullydeclinetheorder

Exercise
1. Chúng tôi xin cảm ơn thư chào hàng của các ngài đề ngày 1 tháng 12 và chúng tôi thấy có thể chấp                       
nhậnđượcnhữngđiềukiệnnêutrongđó:
Thankyouforyourofferdated1Decemberandweagreeonyourstatedtermsandconditions.

4
2. Chúng tôi xin cảm ơn hàng mẫu các ngài đã gửi cho chúng tôi hôm 25 tháng trước và sẽ rất vui                      
mừng nếu các ngài chấp nhận và thực hiện ngay đơn đặt hàng mua các loại thảm mà chúng tôi gửi                    
kèmthưnày.
We would like to thank you for the samples sent to us on 25 last month and would be glad if you                      
acceptandmakeupourenclosedorderimmediatelyforvariouscarpets.

4.Báogiáquotation

Whatisaquotation?
Aquotationisapromisetosupplygoodsontermsstated(cácđiềukiệnnêurõ)

Whatinformationisinaquotation?
 Thankcustomersfortheirinterests.

e.g: Thank you for your enquiry dated 21 April 2010 asking about/concerning(lien quan) our sport              
wear.
Detailsaboutprices,discounts,termsofpayments.

e.g:Weusuallyallowa15%tradediscounton/forordersofover1000units.
5%offretailprice:giảmgiá5%giábánlẻ
Thepricequotedis$200C.I.FHaiPhong
Paymentbyirrevocableletterofcredit/checque/incash/

Termsofdelivery:
Anexpressionofhopethatthequotationwillbeaccepted.
Tabulatedquotation:lậpbảng/danhsách

 Covering letter: thư gửi kèm place more emphasis on the points you want to get attention from                 
customersandtakethechance(tậndụngcơhội)stointroducestnewtothecustomers.

LAYOUTOFBUSINESSLETTER

a,Theimportanceofbusinessletters
Ameantokeepcontactwithcustomers
Toexchangeinformation/understandingcustomer’srequirement/togettoknowcustomers
Tocreateagoodimpressiononcustomers
b,Letterparts
● Letterhead/sender’saddress
Theprintedletterheadisonthemiddletopofthepaper
Thesender’saddressisalwaysplaceonthetoprighthandsideofthepaper.
Itincludesthenameofthecompany/address/telephoneandfaxnumber/emailandwebsiteaddress
Datelineisbelowthesender’saddress(nottowritemonthsinfeedertoavoidconfuse
AmericanEnglish:1/11/2010meansNovember
BritishEnglish:1/11/2010meansJanuary

Referenceinitials

5
Consistofthesigner’sinitials:
Ourref:NT/TH
Yourref:PQ/23
Insideaddress
Onthelefthandsideofthepaper
Itincludes:
● courtesytitle+nameofreceiver
● Jobtitle
● Nameofthecompany
● Nameofthehouseorbuilding
● Numberofthehouse+street
● Nameoftown/city,postcode
● Nameofcountry
e.g:
Mr.VuNga
Salesmanager
WestwoodLtd.
NguyenXienStreet
ThanhXuan,Hanoi
Vietnam
● Attentionline(notalwaysrequire)
Fortheattentionoftheproductionmanager
● Theopeningsalutation
DearSir,
DearSirs
DearMadam
DearSir/Madam

DearMrSmith
DearMrsAlison
DearMissAnna
DearMsAlison
● Subjectline
Re:orderNo.136
1. Bodyoftheletter:messageisparagraphs
2. Theclosingsalutation:
DearsirYoursfaithfully
DearMr.SmithYourssincerely
● Signature
Handwrittensignature
Thewriterfullname
Jobtitle
+p.p(prepro):forandonbehalfofthemanager
e.g
Yourssincerely

6
Hoan
VuNga
SalesManager
e.g:
Yourssincerely
Hai
Mr.Danny
p.pVuNga
SalesManager
● Enclosereminder
Enc./End

Enc.Catalogueandpricelist
● BillofLading(2coppies)
● Invoice(1copy)
● Pricelist(2copies)
Cc:carboncopy
Bcc:blindcarboncopy
5.Letterlayout
Fullblockedformat:allpartsoftheletterbeginsatthelefthandside
 Blocked format: the same as full blocked format, except the date line, reference initials, the closing                
salutation,signatureandthesender’saddressidentificationareontheright.
 ½ semiblocked format: the same as blocked format: the beginning of each paragraph is indented 5 or                 
10spaces

6.Inquirysamples
Dearsir

Thank you for enquiry of 4th April in which you asked about our carpets and the conditions and terms                  
forabigorder.
We‘ve already sent you by parcel post a range of rug samples which are made of different materials,                 
includingsyntheticfiber.
Wehaveenclosedthepricelists,detailsaboutthetermsandconditionsfortheorderwithbigquantity.
Wearelookingforwardtohearingfromyouandtoyouropinionaboutourproducts.
Yoursfaithfully
Vunga

VienamExportcompany
Thưacácngài,
Chúng tôi xin cảm ơn thư của các ngài đề ngày 4 tháng 4 hỏi về các loại thảm của chúng tôi và điều                       
kiện cho một đơn đặt hàng mua số lượng lớn. Chúng tôi đã gửi bằng bưu kiện hàng loạt mẫu thảm                    
thuộccácđềtàivàbằngcácnguyênliệukhácnhaukếcảbằngsợitổnghợp.


7
Chúng tôi xin gửi kèm đây bảng giá, cùng với chi tiết các điều kiện cho một đơn mua hàng mua số                     
lượnglớn.
Chúngtôimongđượctinvàýkiếncủacácngàivềcácloạithảmcủachúngtôi.
Kínhchào.
7.MẪUTHƯTRẢLỜIREPLYREQUEST
7.1.Repliestoenquiries
Opening
Mentionyourprospectivecustomer’sname
Thankthewriterforhisorherenquiry,acknowledgetheinterestinyourcompany
Mentionthedateofhisorherletterandquote/anyotherreferences.
e.g:Thankforyourenquirydated10May,2010inwhichyouaskedaboutoursweatersformen.

Confirmthatyoucanhelp
 let the enquirer know near the start of your reply if you have the product or can provide the service                    
heorsheisaskingabout.
e.g: Thank you for your enquiry dated 6 July 2009 in which you asked about our batteries. We are                  
pleasedtoinformyouthatwehaveanewlineofbatteriesthatfit….

Sellingyourproduct:
Explainhowitissuitableforyourcustomer’sneeds.
Encourageorpersuadeyourprospectivecustomertodobusinesswithyouorgivingguarantee.
 Mention one or two selling points of your product, including any guarantee, special offer, and               
discounts…
 Mention not only the specific facts your correspondent requested, but also any place, catalogues,              
samples,demonstrations…
If the information is not provided, you should explain fact fully to maintain the customer’s goodwill or                
offerasalternativeorrefertoanotherplace.


Close
Thankthecustomerforcontactingyou
Encouragefurtherenquiries
8.THƯHỎITHÔNGTININQUIRIES
ENQUIRY
1.Whatisaninquiry/enquiry?
Aletteraskingforinformation
2.Howtomakeenquiries?

8
Bytelephone/email/fax/telex
 To more than one supplierà to get the best offer by comparing prices/quality/terms of payment/ terms                
ofdelivery/discounts….
3.Whattowrite
3things:
Saywhoyouare/whatyouaredoing
Howyouknowaboutsupplier
Tellthesupplierwhatyouwant
+askingforsampleproducts
+ asking for price list, catalogue, prospectus, some more details about the products: patterns,             
demonstrations…
+suggestingdiscounts,termsofpayments… 
VD: + We are manufacturer of broadway delivery vehicles and electric vehicles disable people. We              
arelookingfor/seekingforanalternativesupplieralightbatteriestopowerourthesevehicles.
+WeareveryinterestedinyoursweateradvertisedintheTimesissuedlastmonth.
9.THƯCHÀOHÀNG
9.1.Mẫuthưchàohàngsố1
Dearsir,
Re:rushmats
We would like to thank you for your letter of 25 June and we were pleased to learn that you liked our                     

rush mats. We are happy to offer you the goods on the following terms and conditions, subject to our                  
finalacceptanceuponreceiptofyourorder.
Commodity:fancyrushmats
Quantity:5000pieces
Specification:asperenclosedspecifications
Price:GBP1perunitCIFHamburgincludingpacking
Packing:20piecesinonebalewrappedinstrongrushmattingandsteelhooped.
Delivery:inonelotinmidAugust
Payment: in Pound sterling of Great Britain by an irrevocable letter of credit to be opened               
through London Commercial Bank, 15 days prior to the shipment to the account of the Bank for                
ForeignTradeofVietnaminourfavour.
We look forward to your early order and assure you that any of yours orders will have our best                  
attention.
Yoursfaithfully

9
VuNga

9.2.Mẫuthưchàohàngsố2
Dearsirs,
Thankyouforyourenquiryof4Decemberforourrattanware.
We would like to inform you that the items you requested namely shopping baskets and fruit plates are                 
out of stock. However, we are able to offer you similar products made of carefully selected bamboos.                
As you will see from the enclosed photo of the samples, the items marked VH3320 and VH3312 are                 
muchmoreattractiveindesignthanusualexistingones.
Our products are available in various standard sizes with different designs and we are in position to                
deliver the goods in different sizes, designs and colors with three months from receipt of the order on                 
request.

Our bamboo products are more and more beautiful and attractive thanks to the technical process which               

make them durable and artistic. We therefore, believe that the offered goods will be favorably received               
byBritishcustomersandsellwellthere.
Weassureyouthatanyofyourorderswillhaveourgreatattention.
Yoursfaithfully
VuNgà
9.3.Mẫucâu

● We acknowledged with thanks for your enquiry of 1 December for our Laocai apatite (Hoang              
Thachcement,kitchenware,rattanchairs,rangeofwoolencarpets…)
● With reference of your enquiry date 20 October boxed peanuts and pineapples. We are pleased to               
offeryouthesethreeitemsonmostfavorabletermsandconditions.
● It is our pleasure to receive your letter dated 14 December asking for supply of anise and pine oil,                  
andasrequested,wehavesentyouthesamplesbypost.
● We thank you for your enquiry of October for vase line and are please to offer firm, subject to                  
acceptancewithin10daysfor1000tonsatthepriceof….pertonCIF…
● We would like to buy ten pumps type X30 and ten pumps type X25. Could you let us know if you                    
allowa5%discountfororderofthisquantity?
● We regret to inform you that we cannot allow discount on such a small order. If you increase your                  
volumeupto30units,wearepreparedtogiveyoua2.5%discount.
● Deliveryistobemadeassoonaspossiblebutnolaterthan1December.
● We shall try our best to deliver the goods by the middle of November or at the latest by the end of                     
thatmonth.
● Withregardtothetermsofpayment,paymentistobemadebyirrevocableletterofcredit.
● The letter of credit shall be opened through the Bank for Foreign Trade of Vietnam 15 days prior                 
totheshipmenttotheaccountofNorthernEuropeCommercialbankinyourfavour.
● We would appreciate if you could dispatch half the quantity we ordered and the rest will be sent in                  
2weeks’time.

10
● We regret to inform you that our inability to give you an immediate order/shipment of hand bag at                 

present.
● Wewillallowyouadiscountof5%onordersofquantitiesof150000piecesormore.
● Weshallbegladtoserve/tobeofserviceyouandhopetoreceiveyourfurtherorders.


11