L e t t e r 1
Self-introduction
Dear Sirs,
Through the courtesy of the Chamber of Commerce in Tokyo, we have learned that you have been supplying the best quality foods all over the world, and we are sure there is a large demand for various exotic foods in our country. We are writing to you in the hope of establishing business relations with you.
We are the largest food trading company in Japan with offices or representatives in all major cities and towns in the country. We have been importing a large variety of foods from Europe and the and consider that we have considerable experience in this field.
A bright prospect for your products in our market is foreseeable, We look forward to hearing from you and assure you of our close cooperation at all times.
Yours faithfully,
Letter 2
Asking to Establish Business Relations
Dear Sirs,
Your letter of November 21 addressed to our sister corporation in Shanghai has been transferred to us for attention. As the items fall within the scope of business activities, we shall be pleased to enter into direct business relations with you. We have learned that you are one of the leading importers and wholesalers of Electric and Electronic Machinery and Equipment in Thailand. We are exporters of the same lines of business, having a business background of some 40 years, and are now particularly interested in exporting to your country Electronic Products of all types.
All kinds of our products are good sellers and worth commendation for their excellent quality. If you are interested in marketing these products at your end, please let us know and we shall be pleased to send you our quotations and sample books upon receipt of your specific enquiries.
We look forward to your favorable reply.
Yours faithfully,
Letter 3
Asking for Catalogues
Dear Sirs,
We owe your name and address to Bank of China, Lagos Branch, through whom we have learnt you are exporters of Chinese Textiles and
Cotton Piece Goods. For your information （谨奉告） , textiles are our main imports, but now we are especially interested in importing Printed Shirting from your country.
If you can assure us of workable prices, excellent quality and prompt delivery, we shall be able to deal in these goods on a substantial scale.
We would therefore highly appreciate it if you would send us by airmail catalogues, sample books and all necessary informationregarding Printed Shirting, so as to acquaint us with the material and workmanship of your supplies.
We are looking forward to your early reply.
Yours faithfully, Letter 4
Asking to Establish Business Relations
Dear Sirs,
Your name and address have been recommended to us by the Commercial Cou nselor s"Office of our Embassy in your country as well- established importers of light industrial goods in your country. We now avail ourselves of this opportunity to write to you and see if we can establish business relations by a start of some practical transactions.
Our corporation is established for the purpose of carrying on import and export business as well as other activities in connection with foreign trade. We are active in commercial intercourse with the trade and financial circles of various countries and districts. We are striving to expand economic cooperation and exchange of technology with foreign countries, and to utilize common and reasonable international practices in a flexible way.
To acquaint you with light industrial goods we handle, we are sending you, by separate airmail, a commodity list and several sample books for your reference. We welcome your inquiries.
Yours faithfully, Letter 5
Invitation to Guangzhou Fair
Gentlemen:
We are glad to learn that you are considering a visit to China to pave the way for cooperation between our two companies.
We agree with you that a discussion between us in person is beneficial and necessary. As the next session of the Chinese Export Commodities Fair in Guangzhou is to be held from April 15 to April 27, 2000 in the city of Guangzhou in southern China, we would like to suggest that you attend it. The general manager and sales representatives of our company will be there to meet you and conduct negotiations with you. Some of the new products will be on display at our stands at the Fair. After the visit to the Fair you are welcome to come to the city of Nanjing to see some of the factories you are interested in.
Provided you have decided on such a visit, we will forward you a formal invitation, with which you can apply for an entry visa.
We are confident that our meeting at the Fair will be productive and lead to advance of our business relations.
Yours sincerely, Letter 6
An itinerary of a Visit
Gentlemen:
We are in receipt of your telex message this morning. In compliance with your request, we have made a tentative itinerary for your trade group visit to Nanjing as follows:
July 24, Monday
10:00 a.m.: Arrival in Nanjing by MU9803
2:00p.m.: Business negotiation
July 25, Tuesday
Morning and afternoon: Going to Suzhou to visit Suzhou Industrial Park
July 26, Wednesday
Morning: Return from Suzhou to Nanjing Afternoon: Visit factories in Nanjing
July 27, Thursday
9:00 a.m.: Business negotiation Afternoon: Sightseeing in Nanjing 7:30p.m. : Departure from Nanjing to Beijing by Flight CA1505 The above itinerary is open to alterations and your comments and suggestions are welcome. Your prompt reply will be highly appreciated.
Respectfully Yours Letter 7
Showing Interest in Products
Dear Sirs,
We have read your advertisement in “ Economic Reporter ” and we ar
glad to know that you are one of the leading exporters of silk blouses in China. We are interested in the products and would like to be informed of details of your various types, including sizes, colors and prices.
We are large dealers in silk garments, havingover 15 year " s experience in this particular line of business. Silk blouses of good quality and moderate prices command a good sale in our market.
When replying, please state terms of payment and discounts you would allow on purchases of quantities of over 100 dozen of individual items.
We look forward to your early reply.
Sincerely yours,
Letter 8
Making an Enquiry
Gentlemen:
Please be informed that one of our clients is in the marked for peanuts. It will be highly appreciated if you could quote us your rock-bottom prices for the same, with indication of date of shipment.
We would like to stress the point that the peanuts enquired for are handpicked Shandong peanuts, 2001 crop and packed in new gunny bags of 100 kgs each. Meanwhile, the goods should be surveyed by a certified public surveyor as to their quality and weight.
In order to facilitate our mutual business, it is hoped that you would airmail us the soonest possible your proforma invoice for 2,000 tons of the above commodity with prices on CFR Genoa basis, so that we could get our client " s confirmation.
Your prompt reply would be appreciated.
Sincerely yours,
Letter 9
An Enquiry for Arts & Crafts Gentlemen:
We are much obliged to Bank of China for the name and address of your company and are pleased to know you are one of the principal producers and exporters of arts and crafts in China.
We are glad to tell you there is an urgent need for moderately priced gifts of salient oriental characteristics in Australia for the forthcoming 2000 Olympic Games in Sydney. We shall appreciate it if you will quote us your floor price for clois onn cups an^ vases of differe nt sizes at your earliest convenience. Quotations for other recommended Chinese arts and crafts appealing to tourists as gifts are also welcome. Provided the prices quoted are competitive, we should like to place large orders with you.
As for payment, we will open irrevocable letter of credit in your favor for the total value right after orders have been confirmed by us. Your soonest reply will be much appreciated
Sincerely yours,
Letter 10
Reply to an Enquiry
Dear Sirs,
Your enquiry for Pens has bee n passed on us for atte nti on by our Commercial Counselor "Sice in your country.
We specialize in produc ing Hero Brand Pens of various types, with a history of 64 years. The en closed catalogue will make you acqua in ted with some of our products.
In particular, we recomme nd and quote for the follow ing types which have met with warm recepti on in the Middle East market and, we are sure , will be of in terest to you.
Art No.
Name of
Commodity
Specificati ons
Prices(per dz)
Type
200
Type
13
Type
251
Twin Gift Set
High Grade
Golde n Pen
High Grade
Iridium pen
A fountain pen of 14k gold nib
Matches a ballpe n.
12k gold nib, Stai nl ess steel cap
exposed n ib, Aluminum cap,
plastic barrel
US $ 100.50
US $ 52
US $ 36
It is un derstood the above prices are quoted on FOB Shan ghai basis and are without engagement, subject to our final confirmation, We " d app
payme nt by con firmed, irrevocable L/C at sight. The goods would be ready for shipme nt one mon th from receipt of your writte n order.
We look forward to your trial order.
Sin cerely yours,
Letter 11
Making a Quotati on
Dear Sirs,
We are in receipt of your letter of July 17, ask ing us to offer 10,000 metric tons of Superior White Sugar on FAS Shan ghai basis and appreciate very much your in terest in our product.
To comply with your request, we are quoti ng you as follows:
Commodity: Superior White Crystal Sugar.
Packing: To be packed in new gunny bag of 100 kgs. each.
Quantity: Ten Thousand (10,000) metric tons.
Price: at USD105.00 per metric ton, FAS Shanghai.
Payment: by 100% irrevocable and confirmed letter of credit in our favor available by draft at sight.
Shipment: October/November 1999
Your attention is drawn to the fact that we have not much ready stock on hand. Therefore, it is imperative that, in order to enable us to effect early shipment, your letter of credit should be opened in time if our price meets with your approval.
We are awaiting your immediate reply.
Yours faithfully,
Letter 12
Making an Offer
Dear Sirs,
We are in receipt of your letter of Nov. 21, for which we thank you, and to which we have sent you a reply by telex this morning.
You must have noted from our telex that we are in position to make you a firm offer on 250 L/Ts Steel Tubes at ￡ 620.00 per L/T CIF Lagos, for shipment to be effected within two months after receipt of your order, and payment is to be made by sight L/C. This offer is subject to your reply reaching here within one week.
As you are aware, there has been an active demand for Steel Tubes in the market. Therefore, it is impossible for us to keep this offer open too long for it will certainly result in increased price, to which we hope you will pay attention, and meanwhile we are expecting your early reply.
Yours faithfully,
Letter 13
Making a Counter-offer
Gentlemen:
Re : Bitter Apricot Kernels 1999 Crop
We are in receipt of your letter of August 14 offering us 60 metric tons of the captioned goods at RMB2,660 per metric ton on the usual terms.
In reply, we regret to inform you that our buyers in Odense find your price much too high. Information indicates that some parcels of Turkish origin have been sold there at a level about ten percent lower than yours.
We do not deny that the quality of Chinese Kernels is slightly better, but the difference in price should, in no case, be as big as ten percent.
To step up trade, we, on behalf of our buyers, counteroffer as follows ,subject to your reply being received here by August 26, our time: “ 60 metric tons Bitter Apricot kernels, 1999 Crop at RMB 2350 per metric ton on CIFC 2% Odense with transshipment at Copenhagen, other term as per your letter dated 14/8/99 ”.
As the market is declining, we recommend your immediate acceptance.
Yours truly, Letter 14
Advising Sb. To Accept a Quotation
Dear Sirs,
We have for acknowledgement your letter of Feb. 27 from which we note that you find our quotation for the abovementioned commodity too high to be acceptable, as the goods of Spanish origin have been offered at a price about 10% lower than ours. While we do not doubt what (ever) you said, we are of the opinion that the quality of the Spanish goods is far from being comparable to ours.
However desirous we are to develop trade between us, we very much regret that we cannot accept your counteroffer. The best we can do is to allow you a 2% reduction in price. We believe if you take the quality into consideration, you will find our quotation most favorable. As our stocks are running low, it is advisable for you to make an immediate decision.
We are looking forward to your favorable reply.
Yours faithfully, Letter 15
Comparison of Goods
Gentlemen:
We are pleased to learn from China Council for the Promotion of International Trade who informed us that you are in the market for honey.
We wish to inform you that we are specialized in the export of the commodity. Chinese honey is popular with European customers with its special flavor.
As requested, we now enclose our quotation sheet with samples and catalogues to be sent under separate cover. We trust that the quoted price is acceptable to you, which is 10% lower than that of the similar article of Indian origin. A fair comparison in quality between our products and those of other suppliers will convince you of the reasonableness of our quotations.
We would suggest that you send us your trial order as soon as possible, as there is a brisk demand for this article.
Yours faithfully,
Letter 16 Recommendation of a Substitute Dear Sirs,
We are delighted to receive your letter of November 18 asking whether we can supply you with Art. No.6024. However, we regret to tell you that the said article is not available owing to the rush of orders.
In order to meet your demand, we would recommend an excellent substitute. It is as good as the inquired article in quality, but the price is 25% lower. It has already found a ready market in Asia. We are dead sure it will meet with warm reception in your country as well.
Full details of our export prices and terms of business are enclosed with this letter. Our illustrated catalogues and sales literature are being sent by separate post.
You may be sure of our immediate attention to your order, which we look forward to receiving.
Sincerely yours, Letter 17 Introducing commodity
Dear Sirs,
The Global Trading Co., Ltd has informed us that you are searching for high-grade Wool Sweaters to be shipped to Denmark. We " d like to offer you our “ Arrow ” lines which reachanadsatrd sufficiently high to redound your credit.
“ Arrow ” brand WloSoweaters are exclusively made from quality export-grade Australian pure new wool, which has unique features giving natural warmth and comfort with proper elasticity and soft feeling. They are also ideal for those with rheumatic, arthritis and back suffering, and already have a good market in over 25 countries and regions.
Dealers in this line have reaped gratifying profits and we have no doubt that you will also be able to share the success.
We enclose a catalogue of the goods for your reference and look forward to your early reply.
Sincerely yours,
Letter 18
Sales Promotion
Dear Sirs,
Thank you for your letter of June 18 ordering 8,000 meters of 100 cm wide watered silk.
We regret to say that we can no longer supply this silk. Fashions constantly change and in recent years the demand for watered silks has fallen to such an extent that we ceased to produce them.
In their place we can offer our new Gossamer brand of rayon. This is a finely woven, hardwearing, non-creasable material with a most attractive luster. The large number of repeat orders we regularly receive from leading distributors and dress manufacturers is a clear evidence of the widespread popularity of this brand. At the low price of only $1.10 per meter, this rayon is much cheaper than silk and its appearance is just as attractive.
We also manufacture other cloths in which you may be interested, and are sending a complete range of patterns by parcel post. All these cloths are selling very well in many countries and can be supplied from stock. If, as we hope, you decide to place an order, we could meet it within three weeks.
We hope to hear from you soon.
Very cordially yours, Letter 19
Supplier Refuses Price Reduction
Dear Sirs,
We have carefully considered your counter-proposal of 20 July to our offer of woolen underwear, but very much regret that we cannot accept it.
The prices quoted in our letter of 18 July leave us with only the smallest margins, and are in fact lower than those of our competitors for goods of similar quality.
The wool used in the manufacture of THERMALINE range undergoes a special patented process, which prevents shrinkage and increases durability, the fact that we are the largest suppliers of woolen underwear in this country is in fact in itself evidence of the good value of our products.
We hope you will give further thought to this matter, but if you then still feel you cannot accept our offer we hope it will not prevent you from approaching us on some future occasion. We shall always be happy to consider carefully any proposals likely to lead to business between us.
Sincerely yours, Letter 20
Placing an Order
Gentlemen:
Enclosed please find our order No. AB3015, for Canvas Shoes in assorted sizes, colors and designs.
We have decided to accept the 8% discount you offered and terms of payment, viz. Documents against Payment, but would like these terms to be reviewed in the near future.
Would you please send the shipping documents and your sight draft to Northminster Bank (City Branch) Deal Street, Birmingham B3 ISQ?
If you do not have any of the listed items in stock, please do not send substitutes in their place.
We would appreciate delivery within the next six weeks, and look forward to your acknowledgement.
Yours sincerely,
Enc. : Order form No. AB 3015
Letter 21 Declining an Order Dear Sirs,
We thank you very much for your order of Aug 3. After careful consideration on your request, however, we have come to the conclusion that we cannot but decline the said order.
In order to meet the specifications for your order we would have to install a large amount of special equipment at our plant, and this would not be possible before January next year without interrupting our normal production. This is something we cannot afford to as we will be heavily committed to orders for the rest of the year.
We regret not being in a position to accept your order, but hope that you will understand our situation. Please let us have any other inquiries of yours, as we shall be only too pleased to meet your requirements.
Yours truly,
Letter 22
Delay in Completing an Order
Gentlemen:
I am writing to you concerning your Order No AB3523 which you placed five weeks ago. At that time we had expected to be able to complete the order within the delivery date we gave you which was July 5th, but since then we have heard our main supplier of copper has gone bankrupt.
This means that we have to find another supplier who could fulfill all the outstanding contracts we have to complete. As you will appreciate this will take some time, we are confident that we should be able to arrange to get our materials and deliver consignments to our customers by the middle of next month.
We regret the unfortunate situation over which we had no control and apologize for the inconvenience. If you wish to cancel the order it would be quite understandable, but we stress that we will be able to complete delivery by next month and would appreciate it if you could bear with us till then.
Please let us know your decision as soon as possible. Thank you for your consideration.
Yours sin cerely,
Letter 23
Fulfilling an Order
Dear Sirs,
Order No. k1236
The above order has now bee n completed and sent to Zhan gjiaga ng Docks where it is await ing load ing onto SS Eastsea which sails for Kobe, Japa n on 25 July and arrives on 29 July.
Once we have the n ecessary docume nts we will hand them to Chartered Bank, your bank" s agents here, and they will forward them
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