Order and Contract 订单与合同

www.themegallery.com Order and Contract订单与合同

Contents Basic Knowledge Concerned • Part One Letter-writing Guide • Part Two Other Commonly Used Expressions and Sentences • Part Three Sample Letters • Part Four Practical Training • Part Five www.themegallery.com

Part One 1. Orders and Their Effects (1) An order is a request to supply a specified quantity of goods. An order may be given by a printed order form, letter, fax, e-mail, etc. Usually, an order is a symbol of acceptance, but it may also result from an offer or an inquiry with subsequent quotations. That is to say, the form of an order can be used as a buying offer, an acceptance or a confirmation. An order is just a form to describe the commodity accurately and clearly. So when you receive an order from a customer, you need to identify what it stands for. And then, you can accept it, counter-offer it and confirm it. www.themegallery.com

Part One 1. Orders and Their Effects (2) Usually, businesses use an order form to obtain goods from suppliers. When a form is not available, a letter is needed for the order. When writing an order letter, you must include all the specifics necessary to complete the order to your satisfaction. To make your order clear and easy to understand, you should use the listing format of the order form as a guide to giving information about the following matters: (1) a full description of the commodity, including model number, size, color, or any other relevant information (2) quantity (3) date and method of shipment (4) price per item (5) packing (6) payment www.themegallery.com

Part One 2. Contract (1) After a firm offer is accepted or an acceptance is confirmed, a contract or a sales confirmation should be made out, generally by the sellers, and signed by both parties. A sales contract or a sales confirmation (S/C) will go into effect immediately upon signature. A contract or a sales confirmation must contain all the particulars agreed upon during the course of negotiation, but the contract contains also such conventional clauses as inspection and claims, arbitration and force majeure, etc. In case of dispute, this is the only authentic document on which judgment is based. In a letter sending or making mention of a contract, the following contents should be included. www.themegallery.com

Part One 2. Contract (2) (1) confirming the business agreement (2) stating that you have enclosed an order form, a contract confirmation, or a sales confirmation (3) requesting the return of one copy duly signed for your file (4) expressing your expectation of the counter-signature, promise or hope that the contract would be fulfilled smoothly and successfully, and that the mutual business would be expanded in the future www.themegallery.com

Part Two (Orders and Contracts are unseparated parts of Acceptances and Confir- mations, therefore they have much in common in contents and expressions.) www.themegallery.com

Part Two www.themegallery.com

Part Three Expressions (1) 1. new/fresh orders 新订单; initial orders 首次订单; outstanding orders 未完成订单; trial orders 试订单; duplicate orders, repeat orders 重复订单,续订单; amended orders 修改后的订单 2. accept an order 接受订单; confirm an order 确认订单; cancel/withdraw an order取消订单 3. book an order 接受订单; place an order 下订单 4. carry out/execute/fulfill/work on/fill an order 执行订单 5. decline an order, refuse an order, turn down an order 拒绝订单 6. send/give sb. an order for sth. 向某人下……的订单 7. order sth. at a... (price) 以……(价格)订购某物 8. confirm acceptance of one’s order 确认接受某人的订单 9. in/out of stock 有/无存货 10. recommend sth. as a substitute 推荐某物作为替代品 11. be unable/not in a position to accept/entertain one’s order 无法接受某人的订单 www.themegallery.com

Part Three Expressions (2) 12. ensure the fulfillment of an order 保证订单的执行 13. sales contract 销售合同; sales confirmation 销售确认书 14. draw up a contract 草拟合同; draft a contract 起草合同; have a contract ready for signature 备好合同签字 15. sign/close/enter into a contract 签订合同 16. sign/countersign and return a copy of... for one’s file/record 签退/会签一份……供某人存档/备案 17. Enclosed please find... 随函附上……,请查收｡ ; Hereby we enclose... 兹附寄…… ; be pleased to enclose... 很高兴地附上…… ; Enclosed is... 所附上的是…… 18. We are sending you... 现(特此)寄上…… 19. counter-signature 会签 20. in duplicate/ triplicate/ quadruplicate/ quintuplicate/ sextuplicate/septuplicate/ octuplicate/nonuplicate/decuplicate 一式两/三/四/五/六/七/八/九/十份 www.themegallery.com

Part Three Typical Sentences (1) 1. We have now seen the samples and are prepared to order 50000 pieces as a trial. 2. We are pleased to find that your material appears to be of fine quality. As a trial, we are delighted to send you a small order for 2500 dozen rubber shoes. 3. With reference to the goods you ordered, we have decided to accept your order at the same price as that of last year. 4. We have pleasure in informing you that we have accepted your order No.234. 5. As the goods you ordered are now in stock, we will ship them without fail as early as possible. 6. Unfortunately, your order for goods model No.84 is now out of stock, but we recommend No.85 as a substitute which is very close to your choice in quality though slightly higher in price. www.themegallery.com

Part Three Typical Sentences (2) 7. To our regret, we are unable to accept your order at the price requested, since our profit margin does not allow us any concession to discount the price. 8. As wages and prices of materials have risen considerably, we regret that we are not in a position to book the order at the prices we quoted half a year ago. 9. We have received your order. It is booked and we are processing it. 10. As our factories are fully committed for the fourth quarter, we regret our inability to accept any new orders. 11. We have received your order No.751 and it will be executed to your satisfaction. 12. Pleased be assured that the order will be punctually fulfilled. 13. We are sending you our sales confirmation No.789 in duplicate. Please sign and return one copy for our file. 14. Thank you for your letter of April 8, and the enclosed order sheet for 1000 sets of sewing machines. We are enclosing our S/C No.345 in duplicate, please countersign and return one copy to us for our file. www.themegallery.com

Part Three Typical Sentences (3) 15. Enclosed is our sales contract No.986 in duplicate. If you find everything in order, please sign and return one copy for our file. 16. As a result of the recent exchange of cables between us, we confirm having booked your order No.369 on the terms and conditions set forth in the enclosed S/C No.939, in duplicate. Please countersign one copy and return to us for our file. 17. We are pleased to enclose our contract No.589 in two originals. Please countersign one of the originals and return to us for our record. 18. Enclosed please find our sales confirmation No.996 in duplicate for your counter-signature. Please sign and return one copy to us for our record as soon as possible. 19. Please send the duplicate of the contract countersigned to us. 20. If there is evidence of a breach of contract by either party, the contract may be cancelled immediately. www.themegallery.com

Part Four Sample 1 (1) An Order Used as an Offer Dear Sir or Madam: Thank you very much for your letter of June 15, 2007 with models and price lists. We have chosen Article No.1338 for which we enclose order No.988. The goods are urgently required, so prompt delivery will be most appreciated. We hope this order is workable to you and look forward to your earliest reply. Yours sincerely, www.themegallery.com

Part Four Sample 1 (2) Order No.988 ABC Corporation New York, USA Dear Sir or Madam: Please supply: Quantity Article Price Delivery 1000 sets No.1338 US$850 August, 2007 Packing: each set to be packed in a plastic box, with a wooden case as an outer package Insurance: W.A.1for 10% over the invoice amount2 Marks: as usual with our previous orders Payment: draft at sight under an irrevocable Letter of Credit3 www.themegallery.com

Part Four Sample 2 (1) An Order Used as an Acceptance Dear Sir or Madam: Thank you for your quotation of August 15, 2007 together with the patterns of Shanghai Printed Pure Silk Fabrics. We find both quality and prices satisfactory. We are pleased to give you a trial order for the following items based on the stock at the price named1: Quantity Pattern2Number Unit Prices Total Amount3 15000 yards 9001 US$12 per yd. US$180 000 12000 yards 9002 US$13 per yd. US$156 000 10000 yards 9003 US$15 per yd. US$150 000 (All the prices are CIF San Francisco.) www.themegallery.com

Part Four Sample 2 (2) We expect to find a good market for the above and hope to place further and larger orders with you in the near future. Our usual terms of payment are by D/P 60 days and we hope that it will be satisfactory to you. Meanwhile, should you wish to make inquiries concerning our financial standing, you may refer to the following bank: (The name and address of the bank) Yours sincerely, www.themegallery.com

Part Four Sample 3 (1) Confirming an Order Dear Sir or Madam: We are pleased to receive your order of September 5, 2007 for Shanghai Printed Pure Silk1and welcome you as one of our customers. We confirm the supply of Shanghai Printed Pure Silk at the prices stated2in your letter as follows: Quantity Pattern Number Unit Prices Total Amount 15000 yards 9001 US$12 per yd. US$180 000 10000 yards 9003 US$15 per yd. US$150 000 (All the prices are CIF San Francisco.) www.themegallery.com

Part Four Sample 3 (2) We are arranging for dispatch3 next week on S. S. “Dongfeng”4. When the goods reach you, we feel confident that you will be completely satisfied with them. As you may not be aware of5the wide range of goods we deal in, we are enclosing a copy of our catalogue and hope that our handling of your first order with us will lead to further business between us and mark the beginning of positive working relationship. Yours sincerely, www.themegallery.com

Part Four Sample 4 An Order Used as a Counter-offer Dear Sirs, We have received with thanks your order No.369 of September 5, 2007 for Shanghai Printed Pure Silk. We can accept your order except for the first item Art. No.9001. The manufactures are finding it impossible to meet the current demand for this very popular item. We deeply regret that we cannot supply this item for you at this time. Once the item 9001 is available, we will inform you at once. The other items can be supplied immediately. Enclosed is the amended order sheet1for your confirmation. We Look forward to your earliest reply. Yours sincerely, www.themegallery.com

Part Four Sample 5 Enclosing a Contract Dear Mr. Sims, Referring to the faxes exchanged1between us resulting in2the conclusion of business for 200 tons of Oysters, we are enclosing our sales contract No.39 in duplicate3. Please countersign and return the bottom copy to us for our file. We trust you will open the necessary Letter of Credit as soon as possible. Your quick answer will be appreciated. Sincerely yours, Zhang Ming Manager www.themegallery.com

Part Four Sample 6 Enclosing a Countersigned Contract Dear Mr. Zhang, Thank you very much for your letter of September 20, 2007 concerning the sales contract No.39. We have checked the entire1contract and are satisfied with it. Enclosed please find one signed copy for your file. We have applied for the L/C2through our bank in your favor to cover the said3products and would be grateful if you can execute the order4as quickly as possible. We are looking forward to your reply. Sincerely yours, Mike Sims Manager www.themegallery.com

Part Five Beginning Training 1. Put the following English into Chinese. (1) (1) initial orders 首次订单 (2) book an order 下订单，订购 (3) in stock 有存货 (4) ensure the fulfillment of an order 保证订单的执行 www.themegallery.com

Part Five 1. Put the following English into Chinese. (2) (5) recommend sth. as a substitute 推荐某物作为替代品 (6) sales confirmation 销售确认书 (7) counter-signature 会签 (8) Hereby we enclose... 兹附寄…… (9) quadruplicate 一式四份 www.themegallery.com

Part Five 1. Put the following English into Chinese. (3) (10) countersign and return a copy of... for one’s record 会签一份……供某人备案 (11) We are hereby pleased to place an order for 100 sets of sewing machines with you, at US$250 each set. 我们特此高兴地向贵方订购100台缝纫机，每台250美元。 (12) We enclose a trial order as the quality is up to our expectation. We will send duplicate orders in the near future. 由于货物的质量达到我们的要求，我们附上试订单。在不久的将来我们会下重复订单。 www.themegallery.com

Part Five 1. Put the following English into Chinese. (4) (13) With reference to your letter of September 5, 2007, we have pleasure in informing you that we have booked your order for 2000 sets of clocks. 关于贵方2007年9月5日的来函，我们很高兴告知贵方我们已经接受你们关于2000台闹钟的订单。 (14) We are pleased to find that your material appears to be of fine quality. As a trial, we are delighted to send you a small order for 2500 dozen rubber shoes. 我们很高兴发现贵方用料品质优良。现寄去2500打胶鞋的小额订单以作试购。 www.themegallery.com

Part Five 1. Put the following English into Chinese. (5) (15) As wages and prices of materials have risen considerably, we regret that we are not in a position to book the order at the prices we quoted half a year ago. 由于工资和原料价格大幅度上涨，很抱歉无法按我方半年前所报价格接受订单。 (16) Thank you for your letter of April 8 and the enclosed order sheet for 1000 sets of sewing machines. We are enclosing our S/C No.345 in duplicate, please countersign one and return to us for our file. 贵公司4月8日来函及所附1000台缝纫机订单均已收到。兹附寄第345 号销售合同一式两份，请签退一份以便存档。 www.themegallery.com

Part Five 1. Put the following English into Chinese. (6) (17) As a result of the recent exchange of cables between us, we confirm having booked your order No.369 on the terms and conditions set forth in the enclosed S/C No.939, in duplicate. Please sign and return to us for our file. 作为我们双方之间最近往来电报的结果，我们确认按所附939号销售确认书规定的条款接受贵方第369号订单。该确认书一式两份，请签退一份供我方存档。 (18) We are sending you our S/C No.200 in duplicate, one copy of which please sign and return for our file. 现特此寄上我方销售确认书第200号一式两份，其中一份请在签退后供我方存档。 www.themegallery.com

Part Five 1. Put the following English into Chinese. (7) (19) Enclosed is our sales confirmation No.35 in duplicate. Please sign a copy and return for our file. 附上的是我方的第35号销售确认书一式两份，请贵方签字后退回一份给我方存档。 (20) We appreciate your order No.308 for 3000 pieces of women’s shirts. We are pleased to accept your terms. Enclosed please find a copy of our sales confirmation No.56-2007. 非常感谢你方购买3000件女士衬衣的308号订单，并十分高兴地接受贵方条件。随函附寄我方56-2007号销售确认书一份，请查收。 www.themegallery.com

Part Five 2. Read the following letters and choose the best one from the given answers for the missing prepositions. to; at; of; with; in; on; for; from; onto; into; by Letter 1 Dear Mr. Chen, Thank you for your letter of September 21, 2007 (1) which you enclosed your pricelist and catalogue. As we find both quality and prices satisfactory, we are pleased to give you a trial order (2) the following items (3) the understanding from stock (4) the price named. ...(order form) Since our customers urgently require all these items, we hope you will make delivery (5) an early date. Your quick answer would be appreciated. Sincerely yours, ______ in ______ for ______ on ______ at at ______ www.themegallery.com

Part Five to; at; of; with; in; on; for; from; onto; into; by Letter 2 • Dear Mr. Snyder, • We refer (1) your fax of July 30, 2007 regarding the repeat order (2) Garment. • We regret that we are unable to fill your order, as our manufactures are heavily committed. • We will, however, keep your order and as soon as we are (3) a position to accept new orders we will contact you by fax. • regard to stock lines, we are enclosing a list (5) your information. Should you be interested in any items, please inform us of your requirements. • Sincerely yours, ______ to ______ for ______ in _______ _______ With for www.themegallery.com

Part Five Intermediate Training 1. Put the following Chinese into English. (1) (1) 修改后的订单 amended orders (2) 执行订单 carry out/execute/fulfill/work on/fill an order (3) 以……价格订购某物 order sth. at a… (price) (4) 无存货 out of stock www.themegallery.com

Part Five 1. Put the following Chinese into English. (2) (5) 无法接受某人的订单 be unable/not in a position to accept/entertain one’s order (6) 销售合同 sales contract (7) 签退一份……供某人存档 sign and return a copy of… for one’s file (8) 随函附上……,请查收｡ Enclosed please find… (9) 现(特此)寄上…… We are sending you… www.themegallery.com

Part Five 1. Put the following Chinese into English. (3) (10) 一式两份 in duplicate (11) 如果质量合适,我们会向贵方下续订单｡ If the quality is suitable, we may place repeat orders with you. (12) 从你们6月5日寄来的样品中,我们已经做出了选择｡很高兴向贵方下订单｡ From the samples sent on June 5, we have made selections, and have the pleasure to place an order with you. (13) 我方接受该项订单,并会尽早安排发货｡ We accept the order and shall arrange delivery as soon as possible. www.themegallery.com

Part Five 1. Put the following Chinese into English. (4) (14) 由于我们对质量和价格都比较满意,现就以下货物向贵方订货｡ As we find both quality and prices satisfactory, we are placing an order with you for the following. (15) 作为试订,我们欣然小量订购贵公司AC106号空调机150台｡ As a trial order, we are delighted to give you a small order for 150 sets of your air conditioners AC106. (16) 所附上的是我们第986号销售合同两份,如果贵方认为没问题,请签退一份供我方存档｡ Enclosed is our sales contract No.986 in duplicate. If you find everything in order, please sign and return one copy for our file. www.themegallery.com

Part Five 1. Put the following Chinese into English. (5) (17) 我们很高兴附上销售合同第2068号一式两份,请贵方签字并退回一份供我方备案｡ We are pleased to enclose our sales contract No.2068 in duplicate. Please countersign one copy and return to us for our record. (18) 随函寄去我方第AG-01号销售确认书一式两份,请签退一份以便存档｡ Enclosed please find our S/C No. AG-01 in duplicate. Please countersign one copy and return to us for our file. www.themegallery.com

Part Five 1. Put the following Chinese into English. (5) (19) 请将已会签的合同一份寄给我方｡ Please send the duplicate of the contract countersigned to us. (20) 兹附寄我方第589号合同正本两份｡其中一份请签退后寄还我方存档｡ Hereby we enclose our contract No.589 in two originals. Please countersign one copy and return to us for our record. www.themegallery.com

Part Five 2. Supply the missing words in the blanks of the following letter. The first letters are given. Dear Ms Jennifer, We appreciate your letter of September 20, 2007 together with your (1)o No.38 for 300 tons of garlic. We are pleased to (2)a your (3)t and conditions. (4)E please find our sales (5)c No.333 in (6)d . Please sign one copy and (7)r to us for our (8)f . We wish to point out that a Letter of Credit in our favor should be opened before October 20, 2007. We appreciate your cooperation and trust that the shipment, which is to be (9)d after receipt of the relative L/C, will result in your (10)e satisfaction. We look forward to your quick reply. Sincerely yours, _________ rder __________ _________ ___________ cceptr erms nclosed _____________________ ____________ ontract/confirmation unplicate _______ _________ eturn ile ____________ ispatched _________ ntire www.themegallery.com

Part Five Advanced Training 1. Letter Composing (1) On behalf of the addresser, compose a letter according to the given information and message. Remember to arrange the necessary parts in proper form as they should be set out in a business letter. Information: (1) Sender’s Name: Guangdong Foreign Trade Development Corp. (exporter) (2) Sender’s Address: 779 East Dongfeng Road, Guangzhou, China (3) Sender’s Cable Address: 5527 GFTDC (4) Sender’s Telex: 44388 GFTDC CN (5) Sender’s Fax Number: 86-20-83328156 (6) Date: September 15, 2007 (7) Receiver’s Name: H. J. Wilkinson & Co. Ltd. (importer) (8) Receiver’s Address: 245 Lombart Street, Lagos, Nigeria www.themegallery.com

Part Five 1. Letter Composing (2) Message: (1) 感谢对方2007年9月13日寄来的印花棉布的样品｡ (2) 说明你方对价格和质量都比较满意,愿意订购下列货物｡ Quantity Pattern Number Unit Prices Total Amount 300 yards 72 US$12 per yd. US$3600 450 yards 82 US$15 per yd. US$6750 300 yards 83 US$15 per yd. US$4500 (3) 强调货物需从现货供应｡ (4) 希望你们将来能向对方大量订购｡ (5) 请对方寄给你们一式两份的销售确认书｡ www.themegallery.com

Part Five 2. Letter Replying Read the following letter and then compose a letter in reply to it. Dear Mr. Chen, Thank you for your letter of September 30, 2007. We are glad to inform you that your sample is found satisfactory and we wish to purchase your products. Enclosed please find our order No.368. We would be grateful if you would execute the order as soon as possible. Sincerely yours,  Steve Smith www.themegallery.com

Specimen letter 1 • Dear Sirs, • Thank you for your previous letters and having sent us samples of canned mushroom. We find both quality and prices satisfactory and are pleased to place an order for the following goods on the understanding that they will be supplied from stockat the prices stated: • Quantity Article No. Prices • 12M/Ts 0801 USD1800 per M/T • 8 M/Ts 0802 USD1800 per M/T • FOB Yantai • If this first order is successfully executed, we shall place further and larger orders with you in the near future. • Our usual terms of payment are by D/P at sight and we hope that they will be acceptable to you. • Please send us your confirmation of sales in duplicate and see to it that the goods are strictly in accordance with the samples. • Yours sincerely, • Hawker Wood Trading Co., • David Spear • Manager www.themegallery.com

Patterns &Substitutions • 1.on the understanding that they will be supplied from stockat the prices stated: • --on the understanding that 条件是： • on condition that/ provided that • --Supply from stock:现货供应 • 2. If this first order is successfully executed, we shall place further and larger orders with you in the near future. • -- execute /carry out/ perform/fulfill an order • -- place further and large orderswith you www.themegallery.com

fresh order 新订单 • new order 新订单 • initial order 初次订单 • trial order 试订单 • repeat order 续订单 • duplicate order 重复订单 • outstanding order 未完成订单 • pending order 未完成订单 • to accept an order 接受订单 • to book an order 接受订单 • to confirm an order 确认订单 • to cancel an order 取消订单 • to reinstate an order 恢复订单 www.themegallery.com

3.confirmation of sales in duplicate: • s/c? service charge • 一式三份: • in triplicate; in three copies;in three fold • 一式四份: • in quadruplicate;in four copies • 一式五份: • in quintuplicate; in five copies • 一式六份: • in sextuplicate; in six copies • 一式七份: • in septuplicate: in seven copies www.themegallery.com

Order and Contract 订单与合同