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THE LAYOUT OF A BUSINESS LETTER 1

CHAPTER ONE ESTABLISHING BUSINESS RELATIONS 15

Introduction 15

Lesson 1 Self-Introduction 17

Lesson 2 （A）A Request for the Establishment of Business Relations 21

（B）A Reply to the Above 21

Lesson 3 （A）Status Enquiry 24

（B）Reply to the Above Letter 24

Supplement Useful Sentences on Establishing Business Relations 28

CHAPTER TWO ENQUIRIES AND OFFERS 29

Introduction 29

Lesson 4 An Enquiry for Chinese Cotton Piece Goods 31

Lesson 5 （A）An Enquiry for Iron Nails 34

（B）A Reply to the Above 34

Lesson 6 An Offer to a New Customer 38

Lesson 7 A Firm Offer 41

Lesson 8 A Voluntary Offer 44

Lesson 9 A Special Offer 47

Lesson 10 （A）Asking for Proforma Invoice 50

（B）Sending Proforma Invoice 50

Lesson 11 Urging the Buyer to Accept the Offer 53

Lesson 12 Concession on Price 55

Supplement Useful Sentences on Enquiries and Offers 57

CHAPTER THREE MAKING COUNTER-OFFERS AND DECLINING ORDERS 61

Introduction 61

Lesson 13 Counter-offer on Groundnut Kernels 63

Lesson 14 Persuading the Buyer to Accept the Offer 66

Lesson 15 Offering Substitute 69

Lesson 16 Acceptance of a Counter-offer 71

Lesson 17 Declining a Counter-offer 74

Lesson 18 （A）A Repeat Order 77

（B）Declining a Repeat Order 77

Lesson 19 Partial Rejection of an Order 81

Supplement Useful Sentences on Making Counter-offers and Declining Orders 83

CHAPTER FOUR CONCLUSION OF BUSINESS 85

Introduction 85

Lesson 20 （A）Sending a Sales Contract 86

（B）Sending a Sales Confirmation 86

Lesson 21 Confirming a Purchase 93

Lesson 22 Conclusion of Business 96

Lesson 23 Counter-signature 100

Lesson 24 Confirming an Order 103

Lesson 25 （A）Acknowledgement of the First Order 107

（B）Confirmation of a Transaction 107

Supplement Useful Sentences on Conclusion of Business 110

CHAPTER FIVE PAYMENT 113

Introduction 113

Lesson 26 Modified Terms of Payment 116

Lesson 27 （A）Asking for Easier Payment Terms 121

（B）Reply 121

Lesson 28 （A）Asking for D/P Terms 125

（B）Reply 125

Lesson 29 （A）Modifying Terms of Payment 128

（B）Reply 128

Lesson 30 （A）Request for Payment by D/A 132

（B）Reply 132

Lesson 31 Unfavourable Reply to a Proposal of D/A Terms 135

Supplement Useful Sentences on Payment 138

CHAPTER SIX ESTABLISHMENT OF AND AMENDMENT TO L/C 139

Introduction 139

Lesson 32 Urging Establishment of L/C 140

Lesson 33 Advising Establishment of L/C and Asking for Timely Delivery 143

Lesson 34 Asking for Amendment to the L/C 146

Lesson 35 （A）Asking for Extension of L/C 150

（B）Reply 150

Lesson 36 Amending L/C to Increase the Quantity and Amount 153

Supplement （A）Useful Sentences on Establishment of and Amendment to L/C 155

（B）A Specimen of an L/C 156

CHAPTER SEVEN SHIPMENT 161

Introduction 161

Lesson 37 Shipping Instructions 162

Lesson 38 Packing Requirement 164

Lesson 39 Shipping Advice 168

Lesson 40 Urging Shipment 171

Lesson 41 Proposing Partial Shipments 174

Lesson 42 Information on Container Service 177

Supplement INCOTERMS 2010 179

CHAPTER EIGHT INSURANCE 181

Introduction 181

Lesson 43 Asking for CFR Terms 182

Lesson 44 （A）A Request for Excessive Insurance 186

（B）A Reply to the Request for Excessive Insurance 186

Lesson 45 Covering Insurance for the Buyer 190

Lesson 46 Providing Insurance Information to the Buyer 193

Lesson 47 A Request for Changing an Insurance Company 195

Supplement Useful Sentences on Insurance 197

CHAPTER NINE COMPLAINTS AND CLAIMS 199

Introduction 199

Lesson 48 Claims for Poor Packing 201

Lesson 49 Claim for Non-Conformity of Quality 205

Lesson 50 （A）Complaining of Short Delivery 208

（B）An Adjustment Made by the Shipping Company 208

Lesson 51 （A）Complaint of Wrong Dispatch 212

（B）Apologizing for Wrong Dispatch 212

Lesson 52 Claim for Short Weight 216

Lesson 53 Settlement of a Claim 219

Lesson 54 Claim Rejected 223

Supplement Useful Sentences on Complaints 225

APPENDIX Ⅰ AGENCY 229

Introduction 229

Letters Exchanged on Agency （A）Importer Asking for Sole Agency 229

（B）An Unfavourable Reply from the Exporter 230

（C）A Favourable Reply from the Exporter 230

Sole Agency Agreement 231

Exclusive Sales Agreement 233

Supplement Useful Sentences on Agency 234

APPENDIX Ⅱ OTHER MODES OF TRADE AND ECONOMIC ACTIVITIES 237

Bidding （A）Invitation to Bid 238

（B）General Instructions and Conditions 238

（C）Requirement Schedule 240

Processing and Assembling Trade （A）Incoming Letter 242

（B）Outgoing Letter 243

Compensation Trade （A）Invitation 246

（B）General Agreement on Compensation Trade 247

Leasing Trade （A）Lease Agreement NO.LA123 250

（B）Annex to Lease Agreement NO.LA123 252

Investment in China （A）Inquiring about Preferential Treatment 254

（B）Reply 254

（C）A Joint Venture Contract 259

Importation of Technology 271

Acquisition and Merger 279

APPENDIX Ⅲ MODES OF ELECTRONIC COMMUNICATION 281

WORLDWIDE BUSINESS TELEX ABBREVIATIONS 283

APPENDIX Ⅳ THE COMPLETE CASE OF A TRANSACTION 309