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The Layout of a Business Letter 1

Chapter One Establishing Business Relations 19

Introduction 19

Lesson 1 A Letter to a Newly-introduced Client 20

Lesson 2 Self-introduction by the Seller 26

Lesson 3 31

(A)Self-introduction by the Buyer 31

(B)A Reply to the Above 32

Supplement Some Useful Sentences 38

Chapter Two Enquiries and Offers 40

Introduction 40

Lesson 4 An Invitation to Offer 42

Lesson 5 A Specific Enquiry 46

(A)A General Enquiry 51

Lesson 6 51

(B)A Reply to the Above 52

Lesson 7 An Offer 58

Lesson 8 A Voluntary Offer 63

Lesson 9 68

(A)Asking for Proforma Invoice 68

(B)Sending Proforma Invoice 68

Lesson 10 Urging the Buyer to Accept an Offer 74

Supplement Some Useful Sentences 79

Chapter Three Counter-offers and Orders 82

Introduction 82

Lesson 11 A Counter-offer 83

Lesson 12 Persuading the Buyer to Accept the Offer 87

Lesson 13 Concession on Price 91

Lesson 14 An Order 95

Lesson 15 Declining an Order 101

(A)A Repeat Order 105

Lesson 16 105

(B)A Reply 106

Lesson 17 110

(A)Offering Substitute 110

(B)Partial Substitution of an Order 111

Supplement Some Useful Sentences 116

Chapter Four Conclusion of Business 118

Introduction 118

Lesson 18 Confirming a Purchase 119

Lesson 19 Conclusion of Business 123

Lesson 20 128

(A)Sending a Sales Contract 128

(B)Counter-signature 128

Supplement 132

Ⅰ.Some Useful Sentences 132

Ⅱ.A Specimen of a Sales Contract 134

Introduction 139

Chapter Five Terms of Payment 139

Lesson 21 141

(A)Asking for Easier Payment Terms 141

(B)Agreeing to Easier Payment Terms 142

Lesson 22 149

(A)Requesting for Payment by D/A 149

(B)Granting the Request for Payment by D/A 150

Lesson 23 Suggesting Payment by D/P 154

Lesson 24 Modified Terms of Payment 159

Lesson 25 Regarding Payment Terms 167

Supplement 173

Ⅰ.Terms used in making payment 173

Ⅱ.Some Useful Sentences 174

Chapter Six Establishment of and Amendment to L/C 178

Introduction 178

(B)AdvisingEstablishment of L/C 180

Lesson 26 180

(A)Urging Establishment of L/C 180

Lesson 27 186

(A)Amending L/C to AllowPartial Shipment and Transhipment 186

(B)Asking for Amendment to L/C 187

Lesson 28 192

(A)Asking for Extension of L/C 192

(B)Explaining the Necessity of L/C Extension 193

Supplement A Specimen of an L/C 200

Chapter Seven Shipment 206

Introduction 206

Lesson 29 Packing Requirement 207

Lesson 30 214

(A)Shipping Instructions 214

(B)Advising Shipment 215

(A)Inquiring about Shipment 219

Lesson 31 219

(B)Urging Shipment 220

Lesson 32 Proposing Partial Shipments 224

Supplement Incoterms 2000—ICC Official Rules for the Interpretation of Trade Terms 229

Chapter Eight Insurance 234

Introduction 234

Lesson 33 Insurance 235

Lesson 34 240

(A)The Buyer Requests Insurance 240

(B)A Reply to the above Letter 241

Lesson 35 Reply to a Request for Insurance 245

Lesson 36 251

(A)Covering Insurance for the Buyer 251

(B)Insurance Clause 252

Supplement Some Useful Sentences 258

Introduction 260

Chapter Nine Complaints and Claims 260

Lesson 37 Claims for Poor Packing 261

Lesson 38 Claim for Non-conformity of Quality 268

Lesson 39 273

(A)Complaints of Wrong Goods Delivered 273

(B)Complaint Accepted 274

Lesson 40 Complaining of Short Delivery 279

Lesson 41 Settlement of Claim 283

Lesson 42 Claim Rejected 288

Supplement Some Useful Sentences 294

Chapter Ten Agencies 298

Introduction 298

Lesson 43 299

(A)Asking for Sole Agency 299

(B)An Unfavourable Reply 299

(A)Asking for Exclusive Agency 306

Lesson 44 306

(B)A Favourable Reply 307

Lesson 45 311

(A)Exclusive Sales Agreement 311

(B)Sole Agency Agreement 313

Supplement Some Useful Sentences 328

Chapter Eleven Electronic Communications 331

Introduction 331

Lesson 46 331

(A)Telex 331

(B)Fax 335

(C)Electronic Mail 337

Appendix Ⅰ Worldwide Business Telex Abbreviations 340

Appendix Ⅱ Money Abbreviation Table 343

Index 349