商务信函细分起来不下几十种，但在本书中我们只选择几种重要环节的商务信函进行介绍，而且这些环节本身也构成了一套完整交易。
一、几种重要环节的商务信函
1.Sales Promotion Letters（促销函）
促销函是宣传产品或服务，以引起人们的注意、激发人们的兴趣、增强人们的欲望，进而促使人们做出购买行为的有力工具。从某种意义上讲促销函是一种广告，但它比一般广告更具有针对性，因为促销函的读者是与所宣传的商品或服务有密切关系的人，而不是一般广告的公众。促销函可以写给自己的客户也可以写给可能购买自己商品或服务的其他人。
写促销函时，可以采用以下方法和技巧：
（1）开头要能一下引起读者的注意。为此，可以用重要的事实、惊人的现象、面临的问题、与读者有切身联系的情况等开头。
（2）中间部分要清楚、生动、热情地描述商品或服务的特性，介绍使用或经销该商品或服务所能带来的好处。特性和好处应巧妙地融合在一起，一般是先说出好处，然后再结合商品或服务特性展开论述。
（3）在介绍商品或服务的特性和好处之后，可以用实事加以证实，例如：权威机构的鉴定结果、权威人士的认证、用户的反馈等。
（4）最后说明订购的方法或者查取相关信息的途径。
（5）促销函设计要精美，版式要新颖，段落要短小，主要内容可以用画线、手写、改变字体、改变颜色等方式予以突出。
（6）促销函中可以附上回执单或卡片以方便读者采取行动，另外还可以在促销函中附寄免费的样品。
DOVE Chocolate Company
1122 Park Road Ground
NEWYORKNY02334
February 10，2006
Ms.B.Kaasen
Bregade 51
Copenhagen K
DENMARK
Dear Ms.Kaasen，
In this Valentine’s Day，
How can I say I love you？
Don’t worry，DOVE chocolate helps you transfer your heart.
In this special day，
Bury my deep heartword here，
And send to you！
In this cold winter，
We’ll send you a perfect love.
Why are you hesitate now？
Send order to us，
We’ll offer you the best quality of chocolate at a reasonable price.
We wait for you on 800-555-800000.
We hope a nice Valentine’s Day for you！
Yours sincerely，
Xiong Jun
Xiong Jun
Your ref：123bs/gm
Our ref：456m f/kg
April 6，2006
Mr.Shirley Cheng
Financial Director
Beijing Smart Garments Co.，Ltd.
1234 Hong Kong Road
Beijing 100087，China
Dear Mr.Cheng，
Re：Your references 123bs/gm
Thank you for your enquiry about our new products.
I am sure that like most financial directors，you are concerned about the everincreasing cost of business travel.It seems that the only way to reduce costs is to reduce the number of trips of the executives.In this company we face the same problem.With the high pressure of competition，we know the importance ofmeeting customers and local office staff face to face，but we were also concerned about the level of costs.
Recently，we decided to use some of our own technology to tackle the problem.We now have the videoconferencing system，and I am delighted to say that we have been able to cut our annual business travel budget by around 45%.
I hope that you find this information valuable and if you or your colleagues would like to find outmore，you are very welcome to attend the launch of our videoconferencing products which will be held on Friday，May 5，2006.Please visit our website www.smart.com for any more details.
Yours sincerely，
Wang Chong
Wang Chong
Customer Service Manager
Mr.Zhang Chi，Director
Sales Department
Cowbell，Inc.
132 Mortimer Street
London WIC 37D
England
Tel：03 5548 3699
April 6，2006
Sales Manager
Star Sport Co.
334 Luoyu Road
Wuhan 430070
China
Dear Sirs，
Playing Football Like Backham
Playing Football Like Backhamis our new production in which the famous football star Backham shows his football skills and teaches people playing football like him.Such a production with one DVDand a book in it is first on market publicly.And our company is the only legal authorization administrator.
Backhamis one of themost popular football star in the world，not only his handsome face but also his outstanding skills.And there are so many fans of Backhamall over the world.With 300，000 college students in your city，we believe there is a large and potentialmarket.Afew of lucky customers will get Backham’s photos with his signature.
We will assign just one agent in Wuhan.If you want to know more details，please call us or visit our company’s web（http://www.cowbell.com）.
Yours faithfully，
Zhang Chi
Zhang Chi
Lucky Trading Company
15 Beach Lane
Chengdu，Sichuan 640000
China
March 5，2006
Mr.Jordan
20 Guangzhou Road
Yibin，Sichuan 644600
China
Dear Mr.Jordan，
Have you ever embarrassed when you could not find a pair of com fortable shoes for playing basketball？
Now there’s a new kind of shoes at your choice.Lucky that is produced by our company has won several patents，and has been regarded the best shoes for Chinese players’feet.Above all，our price ismuch lower than that kinds of shoes produced in America.Paying only one-third of American shoes，but you can gain better quality.And the prices range from￡20 to￡40，therefore you can pick out your favorite shoes and afford it.
Don’t think too much，pick up your phone at once and dial the free ordering telephone number 800-87662739.We will get the shoes at your hand during 24 hours.Then you will own a pair of professional quality shoes which make you can jump higher，and run faster on the basketball ground.
Yours sincerely，
Xie B ing
Xie Bing
Im port and Export Com pany of Wuhan
Jiefang Road 430024
Wuhan，Hubei，China
Tel：（027）87654562 Fax：84564879
Our ref：DS/MR
3 rd April 2006
Henry’s Electric Company
Time Square
New York
U.S.A.
Dear Sir or Madam，
Wish you to place an order.
Through the network，we have your name and address.We know that you are interested in wiring ducts made by Chinese enterprise and you want to import the wiring ducts from China.We take the pleasure of addressing you this letter，hoping to establish a sound trading relation ofmutual benefits with you.
We—IE COMPANY，located in Wuhan，is specialized in themanufacturing ofwiring ducts with the production capacity of over 600，000 cubic meters permonth.We have been manufacturing and exporting wiring ducts formany years.With excellent quality and fully competitive price，all our products are exported to overseas markets and they enjoy high reputation among our business partners and customers，and our trade partners are satisfied with our products.
In order to give you a general idea of various kinds of the wiring ducts we are handling，we are airmailing you under separate cover our latest catalogue for your reference.Please let us know immediately if you are interested in our products.We will send our price list and sample to you as soon aswe receive your specific inquiry.
We believe our products will benefit you very much.Please be advised that your order is greatly appreciated.
Yours faithfully，
Peterssymons
Peterssymons
BMWCHINALTD.
Motor Building，Verylong Road，Shanghai，P.R.China，200020
Tel：021-88080008 Fax：021-88080088
8th April 2006
Ernst＆Young Accounting Agent
Jinmao Building 5203
Pudong，Shanghai
P.R.China
Dear Sir or Madam，
Ask world’s top companies’managers what they consider to be the most important keys to success in operating a company，and nine times out of ten they will put efficiency at or near the head of their list.Nowadays business activities need to be efficient and profitable，that means you can’t waste a minute even you are in the car.But we can hardly dealing with affairs in a running car.Time will be wasted regretfully.
Well there is a solution—X3，the new series of business car from BMW.
The X3 series is designed especially for the business use.It employs the latest technology which can satisfy your demand perfectly.The VTEC engine makes the car more powerful and steady during the travel，and there is less noise.Intelligent air conditioner in the front and the back and the adjustable seat provide you with com fortableness.The newly inner design ismore spacious and functional.It also has 12 aerostat gasbag which can protect you against danger.
The X3 series will be sold in public in July，butwe accept to place an order now.If you place the order now，you can get a discount of 2%.You will find enclosed leaflets of the X3 series and we look forward to your order.
Yours sincerely，
Sun Yuan
Sun Yuan
Manager of Marketing
WUXUNLTD.
No.312 Bayi Road
Wuhan 430014
China
TEL：027-87654621
April 6，2006
Shanda Interactive Entertainment Ltd.
No.690 Bibo Road
Shanghai
China
TEL：021-50504740
FAX：021-50504740-8088
Dear Sirs，
We write to introduce ourselves to you as a business that provides computer sales，consultancy and maintenance services to growing companies in the east of China.
In particular，we offer：
1.Purpose-built computer systems and software to meet a company’s exact requirement.
2.Consultancy services，including one-day training seminars for managers and employees involved with operating computer systems and software.
3.Same-day service contracts for organizations within a 50-mile radius of our offices.
At this stage，we enclose our latest brochure for your perusal.If you are interest in our range of products and services either now or in the future，please callme on my direct line—02787654621.We would be pleased to supply further details on request or to discuss your requirements.
We look forward to your call.
Yours faithfully，
Wu Xun
Wu Xun
2.Inquiry Letters（询盘函）
询盘是指交易的一方打算出售或购买某一商品或服务，向另一方发出的磋商邀请。询盘可由买方发出，也可由卖方发出，前者习惯上叫“邀请发盘”（Offer Invitation），后者习惯上叫“邀请递盘”或“招标”（Bid Invitation）。
询盘在法律上对双方均无约束力，即：买方询盘后，无必须购买的义务，卖方也无必须出售的责任。但在习惯上，对方应尽快答复。不过，如果一笔交易从询盘开始，经过双方磋商，最后达成交易，询盘函将是交易文件的主要组成部分。
写询盘函时，可以采用以下的方法和技巧：
1）开头就直截了当地告诉对方想了解些什么信息，切忌拐弯抹角。
2）询问的内容往往不只限于产品或服务的价格，还可以了解一下产品的规格、包装、交货期、付款方式或者服务的时间、范围等情况。
3）结尾一般是表达希望对方尽快提供信息的心情。
4）询盘函应简洁、清楚、礼貌。
China National Metals＆Minerals Im port＆Export Corporation
Sanyang Street No.123 Beijing，P.R.China 100089
Tel：010-87663456 Fax：010-87552576 E-mail：Chinamm@sina.com
Your ref：
Our ref：No 347/WHU
April 4，2006
M.D.Corporation
56 Tower Street
Toronto，Canada
Dear Sirs，
Subject：Enquiry No.123
We are now in the market for the metals and shall appreciate it if you will airmail to us at your earliest convenience your best quotation C＆F Shanghai，showing in details as to the specifications and time of delivery.
Should you be unable to supply the goods called for，would you please offer the nearest for our consideration？
Thank you for your attention in advance.
Yours faithfully，
Wang Ting
Wang Ting
Western MechanicalWholesale Supply
237 Stevens Avenue NE
Seattle，Washington 97453
U.S.A.
1-206-5551258
March2，2006
Mr.Ping Wang
Far East Tools Industry Corp.I/E Branch
No.34，Meishuguan Houjie
Dongcheng District
Beijing 100010
China
Dear Mr.Wang，
Nice tomeet you on last Guangzhou Fair.
The Chase Bank has informed us that you are one of the leading exporters of tools and instruments in your country.As we have much interest in this line of the Chinese goods，we would appreciate your sending us catalogues，price-lists and，if possible，a full range of samples at your earliest convenience.
We should find itmost help ful if you could give us detailed information of CIF prices，discounts，and terms of payment.
As we often receive inquires about this line of the Chinese goods from our friends in various countries in Latin America，we shall be able to give you considerable orders if your quality is suitable and the pricesmoderate.
We hope this will be a good start for long and profitable business relations.
Yours sincerely，
Jiang Xiaoyan
Jiang Xiaoyan
Manager
Zhengchang Trading Co.，Ltd.
Wuhan Hubei 430072
CHINA
6th April 2006
LIDATRADING CO.，LTD.
NO.1267 EAST NANJING ROAD
SHANGHAI，CHINA
FAX：021-64042588
Dear Sirs，
Subject：Telecontrol Racing Cars
We have already received your letter together with your catalogues.
Having thoroughly studied the catalogues，we find that your Telecontrol Racing Cars Art.No.18812，18814，18817 and 18819 are quite suitable for our market.We may need one 20’FCLeach for May，2006 delivery if the price is suitable.Please kindly inform us if you are able to supply and quote us your most favorable price for the above goods on the basis of CIFC3 NEWYORKwith details，including packing，shipment，insurance and payment.
Your immediate attention will be highly appreciated.
With best regards.
Yours faithfully，
Peterssymons
Peterssymons
113 Zhongshan Street
St.Louis，MO12345
March 30，2006
Mr.Walter Woo
Sales Director
2900 Desert Ridge
Cincinnati，SJ12345
Dear Mr.Woo，
SUBJECT：ENQUIRY
Please send me information about your office equipment.Our company needs some new office equipments.Such as computer disk，notebook，type paper.
Our company is with great brand，so we hope the goods we purchase should be with high quality and reasonable price.
We would appreciate your answering the following questions：
1.How many kinds of the equipment do we need？
2.If there is any discount？
3.What sort of guarantee do you offer？
Please respond by April 7 so we can place an order before our supply of office equipment runs out.
Yours truly，
Song Jin
（Ms.）Song Jin
DAFU TRADING CO.，LTD.
No.1234 Hubing Road
Wuhan University
Wuhan
China
FAX：027-87668670
April 4，2006
DRAGONTOYCO.，LTD.
1180 CHURCHROAD
NEWYORK97014
U.S.A.
FAX：215-393-3921
Dear Sirs，
I understand that your company supplies the Murex range of window fittings and components，which we are interested in stocking.
With this in mind，Iwould be grateful if you would provideme with a sales brochure，price list and order form by return of post，along with details of your trading terms and conditions，and the current availability of these items.
Please note that at this stage we do not wish to be telephoned or visited by a sales representative，but will be in touch as soon as we have had an opportunity to study the variousmaterials.
Your immediate attention will be highly appreciated.
Yours faithfully，
Nidafu
Nidafu
Ms.Lydia
Cynthia Co.，Ltd.
3618 Monition Street
London WPG 45E
England
April 4，2006
Mr.Nelson，Director
Sales Department
Bell Co.，Ltd.
911 Hornet Avenue
Washington 97571
U.S.A.
Dear Mr.Nelson，
We are interested in your current typewriters.We would like to know more about the prices and discounts you offer.
Abusiness associate of ours，CNB Ltd.，mentioned your name to us and showed us a catalogue.They were contentwith the typewriters you sold to them，so we are writing to you about it.Do you give guarantees with the typewriters？
In your catalogue we saw the TCG 179 which looks as though it might suit our purposes.Moreover，how long would it take to ship？
If you can offer competitive prices and guarantees，we would buy your commodities.We would like tomake a decision on this soon，so we sincerely appreciate your early reply.
Yours sincerely，
Lydia
Lydia
KK
Kidd ie Korner，Inc.
1234 Galaxy Drive
San Francisco，California 03547
April 6，2006
Datex Trading Co.，Ltd.
Lianfang Building
654 Huayuan Avenue
Dalian，Liaoning 116000
China
Dear Sirs，
We know that you are exporters of textile fabrics.We would like you to send us details of your various ranges，including colors and prices，and also samples of the different qualities ofmaterial used.
We are volume dealers in textiles and believe there is a promising market in our area formoderately priced goods of this kind mentioned.
When quoting，please state your terms of payment and discount you would allow on purchases of quantities of not less than 1，000 meters of individual items.Prices quoted should include insurance and freight to San Francisco.
Yours sincerely，
Chen Xin
Chen Xin
Trade Manager
IHKImporting Company Ltd.
632 Berry Drive
Minneapolis，MN55106
U.S.A.
0504/J
April 8，2006
Mr.J.Turner
Sales Department
ABC Bicycles Company
51 High Street
Canterbury 8633
New Zealand
Dear Mr.Turner，
Re：“ABC”Bicycles
Kindly mail us a copy of your catalogue and latest price list for“ABC”bicycle.We are very much interested in bicycles both for men and women.There is a heavy demand for bicycles.Owing to the high price of petrol，it is likely thatmore people will use bicycles instead of cars.
If the quality of your bicycles proves satisfactory and your quotation is competitive，we are ready to conclude substantial business with you.
Your early reply will be appreciated.
Yours sincerely，
Chen Li
Chen Li
3.Offer Letters（报盘函）
报盘是指报盘人（Offer）向受盘人（Offeree）就某项商品或服务的买卖交易条件提出订立合同的建议，是交易磋商中不可缺少的环节。
报盘与询盘一样，可以由卖方提出，也可以由买方提出。前者习惯上叫“卖方报盘”（Selling Offer），后者习惯上叫“递盘”或“投标”（Bid）。
在我国进口业务中，报盘分两种，有法律约束力的实盘（Firm Offer or Offer with Engagement）和无法律约束力的虚盘（Non-Firm Offer or Offer without Engagement）。
撰写报盘函时，应注意以下几点：
1）实盘函在法律上称为要约，是一份表示报盘人愿意接受自己提出的条件约束的文书，函一旦发出，报盘人不得随意变更其中的内容。如果受盘人接受了实盘函中提出的条件，一份具有法律效力的合同即告成立，报盘人就有义务履行函中所做出的承诺。
2）实盘函的内容必须清楚明确，不能有模棱两可的语句。
3）实盘函的内容必须完整，主要条件必须完备，如果连起码的价格或装运期都没有的话，就不能叫实盘。有些老客户之间，交易条件虽未一一列明，但在其中加上了Other conditions same as usual（其他交易条件和往常一样）之类的表述，也应视为实盘。
4）发出实盘函表示报盘人愿意无条件地接受所报条件的约束。一般在实盘函中都要规定愿受其约束的时间界限。
5）虚盘函是指不清楚、不完整或有保留的报盘。这种函不具有要约的性质，只能视为要约邀请，因而对报盘人没有法律约束力。
Kenyon-Reed Co.
350 14 th Street
New York，N.Y.10010
April 4，2006
Sales Department
Madison Ltd.
1383 Forest Ave.
Guangzhou，Guangdong，510021
China
Dear Sirs，
In response to your letter of March 28，we have pleasure in enclosing a detailed quotation for bathroom showers.
Besides those advertised in the Builders’Journal，our illustrated catalogue also enclosed shows various types of bathroom fittings and the sizes available.Most types can be supplied from stock.45～60 days should be allowed for delivery of those marked with an asterisk.
Building contractors in Hong Kong and Taiwan have found our equipment easy to install and attractive in appearance.Naturally all parts are replaceable，and our quotation includes prices of spare parts.We can allow a 2%discount on all orders of USD6，000 in value and over，and a 3%on orders exceeding USD20，000.Any orders you place with us will be processed promptly.
Yours sincerely，
Peterssymons
Peterssymons
SUNNYCoffee-Bean Ltd.
Nottingham House，Nottingham Street，Forest Hill，London SB33 2kf
Chairman John Hilton O.B.E.Directors S.B.Allen N.Sc.，
N.Ignot，R.Lichens B.A.
Telephone：（01）6123 6123 Cables：SUNNYTelex：821211
Your ref：COF0001
Our ref：Order1234
3rd April 2006
Happy Cafe
Bredgade 52
Copenhagen K
DENMARK
Dear Sirs，
Re：Coffee Beans，2006 Crop.
We thank you for your inquiry of 31st March.As requested，we are airmailing you，under separate cover，one catalogue and four bags’as sample for our coffee beans that from Brazil.We hope they will reach you in due course and will help you make your selection.
In order to start a concrete transaction between us，we take pleasure in making you a special offer，subject to our final confirmation，as follows：
“60 metric tons of Coffee Beans，2006 Crop.of Brazil，at CNY4，300 to CNY6，000 per metric ton CIFC 2%Aarhus（the detail price had been mentioned in the catalogue thatwe posted to you at the same time），shipment per steamer during May/June with transshipment at Copenhagen.Other terms and conditions are the same as usual，with the exception of insurance which will cover All Risks and War Risk for 110%of the total invoice value.”
As no direct steamer is available from here to Aarhus，the parcel will have to be transshipped at Copenhagen.Please note that additional cost from Copenhagen to Aarhus is included in the quoted price.
We hope to receive your reply at an early date.
Yours faithfully，
Peterssymons
Peterssymons
Enc.
Product Catalogue X1
Sample X4（bags）
2301 Main Street
POBox 549
Kansas City，Missouri 64141
1 800 821-2121
3 rd August 2006
Mr.Clark
Warwick House
Warwick Street
Forest Hill
London SE23 1JF
UNITEDKINGDOM
Dear Mr.Clark，
We have received your inquiry sheet of 1st August together with the attached sample for which we thank you.
As the result of the inspection of sample，wemay assure you thatwe are in a position to manufacture the same products in design and quality as the sample.
On the basis of 100，000 pairs annual requirement we offer you as follows：
Price：25 cents CIF Alexander per pair
Packing：in plastic bags outer-packed in cardboard cartons
Payment：by irrevocable confirmed sight L/C
Delivery：during November/December 90 days after receipt of your order
Please give us your directions if you have any problems.
Yours sincerely，
Deng B ao
Deng Bao
General Manager
World Economics Department
Wuhan University
Wuhan，Hubei 430072
P.R.China
March 25，2006
Mr.Harrison Lee
Micon Corporation
Ontario，Canada
Dear Mr.Lee，
I’m very glad to receive your letter dated on March 23 and thank you for your interest in our goods.We are enclosing some copies of our illustrated catalogues and price lists giving the details you ask for，together with some samples.
As you will see in the above lists and the samples，we have given you the lowest prices and the best quality goods.On regular purchases in quantities of no less than sixty dozen of individual itemswe would allow you a discount of 3%.As to the terms of payment，we usually require L/C payment.If you can place your order no later than the end of thismonth，we would guarantee shipment within 14 days of receipt.
If you have any further questions，do contact us without hesitation and we will try to work out for you.
We are looking forward to your early order.
Yours sincerely，
Li Jingjing
Li Jingjing
Manager
Enclosures
H.B.Corporation
789 Main Street
London
April 3，2006
Sparker Corporation
Walt Street 46
Metropolis，U.S.A.98000
Dear Sirs，
From the trade magazine The Business World，we have obtained your name and address and understand that you’re an exporting company dealing primarily in electronic computers.We’re well established as a manufacturer and exporter of computers and our products are enjoying high reputation for their excellent quality.We’re pleasure in offering you the following quotations.
The price of our computer Model No.586 is!1，000 FOB London per set.We believe this price can compete well with those firms.And if your quantity is considerable large，we can offer you 3%commission as in introductory line.There is a heavy demand for these commodities and this will result in higher prices.So，take advantage of the strengthening market if you send an immediate reply.
We’re looking forward to pleasant business relations with you.
Yours sincerely，
Chen Xi
Chen Xi
Huaxin Trading Co.，Ltd.
14th Floor Kingstar Mansion
676 Jianghan Road
Wuhan，430070
China
April 7，2006
James Brown＆Sons
＃304-310 Jalan Street
Toronto，Canada
Tel No.：（＋01）7709910
Fax No.：（＋01）7701100
Dear Mr.Lockwood，
We are pleased to make an offer regarding our HXseries chinaware.
For 35-Piece Dinnerware and Tea Set Art No.HX1115，the prices are USD20.99 per set FOBC5 Shanghai，USD24.79CFRC5 Toronto，and USD25.11 CIFC Toronto.It is to be packed as 1 set to a carton，542 cartons to a 20’FCL，paid by sight L/C and shipped within 6 weeks of receipt of the relevant L/C.The insurance shall cover W.P.A.Clash＆Breakage，and War Risk for 110%invoice value.
For 15-Piece Tea Set Art No.HX1128，the prices are USD13.78 per set FOBC5 Shanghai，USD16.31CFRC5 Toronto，and USD16.33 CIFC5 Toronto.It is to be packed as 1 set to a case，2 cases to a carton，437 cartons to a 20’FCL，paid by sight L/C and delivered earliest at the end of May.The insurance terms are the same
as above.
For 20-Piece Dinnerware Set Art No.HX2012，the prices are USD18.04 per set FOBC5 Shanghai，USD20.62CFRC5 Toronto，and USD20.88 CIFC5 Toronto.It is to be packed as 1 set to a case or a gift case，2 cases to a carton，400 cartons to a 20’FCL，paid by sight L/C and shipped within 6 weeks of receipt of the relevant L/C.The insurance terms are the same as above.
You will readily understand that this offer remains good only for 7 days.
We are looking forward to your initial order.
Yours sincerely，
Peterssymons
Peterssymons
Noliam Coat Ltd.
248 Fuzhou Road
Shanghai，200022
China
April 6，2006
Mr.J.B.Fournier
Manager
IF 3ALtd.
34 Avenue du Captain Garner
Marseilles，93000
France
Dear Mr.J.B.Fournier，
In reply to your enquiry of April 4，2006
We are pleased to receive your enquiry of April 4，2006 and thank you for your interest in our products.
As you know，prices for leather are now on the increase and there is considerable demand for leather coats at home.Our output falls short of the demand at present.However，for the quantity you mentioned，we are pleased to offer as follows，subject to your acceptance reaching here by April 30，2006：
400 pairs women’s leather coats
Color：black and red
Size：34，35＆36
Price：each one at 40 Euros CIF Marseilles
Payment：by confirmed irrevocable L/C at sight
Shipment：25 days after receipt of L/C
The price will inevitably be raised in the near future because of the low stock and increasing demand，so your early order is absolutely essential.
Yours sincerely，
Zhu Gongchun
Zhu Gongchun
Sales Manager
4.Order Letters（订货函）
买方在收到报盘函后，如果认为卖方所报条件可以接受，便去函订货。如果卖方的报盘函为实盘，即要约，那么，订货函是买方对要约的承诺，具有法律的约束力，是买卖合同的重要组成部分。
订货函是最简单的商务英语文书之一，因为它没有涉及多少写作策略方面的问题，但仍要注意以下几点：
1）开头就直接说明订购的意图。
2）订货函一般应包括：商品的名称、品质、数量、包装、价格条件、交付方式以及需要对方提供的单据等。
3）内容必须准确、清楚。不论是商品的价格还是商品的规格都应做到准确无误，否则会带来不必要的损失与麻烦。
Mr.Li，Director
Sales Department
Fuxing Road
Hangzhou，Zhejiang
310004
April 5，2006
Wuhan University
Wuhan 430072
China
Dear Sirs，
Our Order No.123
We have studied the specifications and price list of your apples and now wish to place an order with you.We want to order the apples with the price of 2.5 yuan per kilogram for 500 boxes.As we are in urgent of the goods，we should be glad if you could make up and ship the order as soon as you possibly can.
We would like to propose a mode of payment，i.e.when the goods purchased by us are ready for shipment and the freight space booked，please fax us and we will remit you the full amount by T/T.As a result，we will save a lot of expense on opening the letter of credit without damaging your interests，we hope you will grant our request.
We look forward to your confirmation of our order.
Yours faithfully，
Hu Jingying
Hu Jingying，Director
Sales Department
BBC Ltd.
Liberation Street 235，Wuhan，Hubei，China 430072
Tel：86-27-87661025 Fax：86-27-87664025
E-mail：BBC.Ltd@yahoo.com.cn
Your ref：456JS/lb
Our ref：265W/xd
April 4，2006
Mr.John Smith，Director
Sales Department
Cobell，Inc.
2395 Constitution Avenue
Seattle，Washington 98014
U.S.A.
Dear Mr.Smith，
Subject：Order for 150 electron microscopes No.EM256
We have received your letter dated April 2，accepting our negotiation for the price and package conditions for the electron microscopes which we are intended to buy.
We are appreciative of your considerations for our part，which has accounted essentially for our final decision to place our order for the 150 electron microscopes No.EM256.As we have negotiated，the unit price is!1，500，contributing the total payment of!225，000 which we’ll make by a confirmed irrevocable L/C.And the equipment should be containerized with independent identical package each.
We’ll send our L/C in two days，and hope that the shipmentwill be effected as soon as possible.
Yours sincerely，
Li Xinran
Li Xinran
Director
Purchasing Department
15 Victoria St.
Hamilton，New Zealand
Tel：（07）8562634
Your ref：
Our ref：234GW/gp
April 5，2006
Mr.Otto Pride
Marketing Manager
Historic Co.，Ltd.
132 Mortimer Street
London WIC 37D
England
Dear Mr.Pride，
Thank you for your letter of 28th March sending us patterns of cotton prints.We found both quality and prices satisfactory and are pleased to give you an order for the following items on the understanding that they will be supplied from current stock at the prices named：
We expect to find a good market for these cottons and hope to place further and larger orders with you in the near future.
Our usual terms of payment are by irrevocable L/C available by draft at sight and we hope they will be satisfactory to you.By the way，can you effect shipment as soon as possible？
Please send us your confirmation of sales in duplicate.
Yours sincerely，
Suzanne Hu
Suzanne Hu
HUBEI PROVINCIALNATIONALRESOURCES
IMP.＆EXP.CORPORATION
85 Qiuchang Road，Wuhan 430016，P.R.China
Tel：027-82423876 Fax：027-82423816
E-mail：DES@263.net
Your ref：No.08
Our ref：No.876
Date：April 5，2006
Dear Sirs，
Referring to the cables exchanged between us recently，we confirm having placed with you the following order：C566 Tea 50M/TONS.
We would like you to immediately send us your acknowledgement of this order.In international standard tea boxes，24 boxes on pallet，10 pallets in FCLcontainer.Our usual terms of payment are by confirmed，irrevocable L/C，payable by sight draft against presentation of shipping documents.
Your early attention to this order will be appreciated.
Yours faithfully，
Wu Mengyue
Wu Mengyue
WANG AQUATIC PRODUCT INDUSTRIALGROUP CO.，LTD.
Peace House，Peace Street，Beijing SE24 1JF
Telephone：（010）88888888 Cable：WANG Telex：654321
Your ref：924WX/gty
Our ref：109bf/lp
April 5，2006
Iconic Co.，Ltd.
132 Mortimer Street
London WIC 370
England
Dear Sirs，
Re：“Super”canned fish
Thank you for your samples and price list of April 2，2006.
We are glad to give you an initial order for 500 cartons“Super”canned fish.Please note that the quality of the goods shipped must be exactly the same as your samples.As we need this item badly，please duly signed before April11，and we shall arrange to open an irrevocable L/C in your favor immediately after we receive our Purchased Order confirmed by you.
If this initial order is found satisfactory we shall give you a large order in the very near future.
Yours faithfully，
Wang Xi
Wang Xi
HOME OF RAINBOWLTD.
Fruit Garden，Apple Street，Shanghai200087
MDGreen Frank，Directors S.B.Allen，M.Sc.N.Iron，R.Ping B.A.
Telephone：（021）54332154 Telex：（021）54339184
Your ref：DW/AW31st March 2006
Our ref：SY/SJ
Date：5th April 2006
Ms.B.Kite
Warwick Street
Forest Hill
Beijing 100083
Dear Ms.Kite，
Subject：Your catalogue 1275
Thanks for the catalogue and the samples you sent us lastweek.We are quite pleased with the quality and style of your products，and the sunglasses and hats have specially raised our interest.So we decide to order some.
According to your catalogue，the number for sunglasses is 027654321 and hats 0285613.For sunglasses we need fifty green ones and twenty pink ones，and for hats we would like to order thirty dozens，ten for each size，and white is our favorite color.If you can give us some discount，we will consider ordering more.I believe you can understand that the weather is getting warm，so we need the goods urgently.We hope we can receive your confirmation by 14th April.We will pay in sight payment L/C，and as soon as your confirmation arrives，we will send you the L/C.
We hope we can set up a long friend ly relationship through this transaction，and we are waiting for your answer.
Yours sincerely，
Home of Rainbow Ltd.
Sheng Yan
Sheng Yan
Hisonic Co.，Ltd.
132 Mortimer Street
London WIC 37D
England
April 5，2006
Mr.Henry
The American Trading Co.，Inc.
5-10 Manhattan，New York
NY1058
U.S.A.
Dear Mr.Henry，
Thank you for your quotation of electric refrigerator Model 250 on March 30，and we note that the total cost of the 500 units is US!35，000.00 CIF New York.
We agree to this price，and have decided to place an orderwith you.We will instruct The Bank of China，Shanghai to open an L/C in your favor as soon as we receive your confirmation.
When executing the order，please attach the Bills of Lading，Commercial Invoices，Packing Lists and Marine Insurance Policy to your draft.
We look forward to hearing from you.
Yours sincerely，
Cai Qingyi
Cai Qingyi
Purchase Manager
5.Order Acknow ledgement Letters（订货确认函）
对订货予以确认已成了商务惯例，因此，一收到订货函就应该马上回信确认，不能过了十天半月货都发出去了，对方还不知道订货下落，那将损害企业的形象。
如果对方是根据你方报的实盘下的订单，你的回信确认是礼节上的要求，也是趁机促销的好机会。如果对方是按你报的虚盘或纯属主动下的订单，你只有予以确认，才能建立具有法律约束力的合同关系。我国的习惯做法是收到对方订单后寄去售货确认书（Sales Confirmation）。
撰写订货确认函时，注意以下几个方法和技巧：
1）开头应感谢对方的订货，如果决定接受的话，还应在第一段就把这个好消息告诉对方，因为这是对方急切等待的。
2）内容要准确无误，对订货数量、交货期、货款金额等重要数据要进行确认。
3）如果对方所订货物短缺，也应马上回信说明原因，如：high popularity，great demand等，这种解释有利于促销。
4）如果不能按客户要求的时间交货，应告诉客户可能的交货期，并强调公司为尽早交货所做的努力。
5）如果无对方要求的货而有类似的货，可提议以之代替，但最好避免用substitute这个词，因为人们总觉得substitute不会像被替代的货物那么令人满意。
6）如果对方的订购函中有什么不妥或遗漏之处，不应指责对方，只能在感谢对方之后，策略地请对方说明。
7）订货确认函要充满热情，对对方的惠顾表示真诚的谢意，并趁对方兴致正浓时进行积极促销，以提高公司和产品的声誉。
Water SportWare
12 Candors St.
St.Leonard’s
NSW2065 Australia
Your ref：
Our ref：345DW/SB
April 4，2006
Mr.Peter Sun
DELMar Sporting Ltd.
181 Tars Street＃07-177
Singapore 0207
Dear Mr.Sun，
Subject：Our Order No.AB2371
We enclose our Order No.AB2371 for the following：
We would like to confirm that payment is by letter of credit.Thank you for the quantity discount of 5%.
We would appreciate delivery within the next six weeks and look forward to receiving your acknow ledgement.
Yours sincerely，
P.P.Water SportWare
Du Xikun
Du Xikun
CHINANATIONALIMPORT＆EXPORT CORPORATION
87，West Street Wuhan，China
Your Ref：JS/GB
Our Ref：SP/WW
April 5，2006
Mr.Werner J.Sparks，Director
504 West Tenth Street
New York，N.Y.
Dear Mr.Sparks，
Re：Order No.3546 from your company
Many thanks for your Order No.3546 of April 2 for 100 tons of wheat.
We have pleasure in confirming that goods are now being prepared.We hope that we’ll be able to count you among our regular customers.In order to carry out the order smoothly，you are requested to open the letter of credit in time.On our part，the goods will be shipped in good time to meet your requirements.
Please let us know if you do not receive our shipment within 30 days after the goods are dispatched.We try to fill all orders within 24 hours of receipt.
Yours sincerely，
Wang Wei
Wang Wei
Wonder Street No.1
KC 0001
Tokyo
Japan
4th April 2006
Nerv Ltd.
Twin Street
KB 00001
Mihua City
CHINA
Dear Sir or Madam，
Re：Order No.503
Thank you for your order of our product.In your Order No.503 you want to buy 10“Doll of Midori”on!10.00 each.We are glad to serve for you and you will get the goods before 10th April.Please contact us after receiving our goods.
As our first customer in your country，we will send your goods for free.
If there is any further information you require，please contact us.Meanwhile，we look forward to hearing from you soon.
Yours sincerely，
Claus B rant
Claus Brant
SUPER WINE LTD.
Red House，Bayi Street，Nanchang，Jiangxi Province，China
Telephone：（0791）8222222 Telex：874523
E-mail：abcdef@yahoo.com.cn Postcode：330000
Your ref：234gw/hg
Our ref：123ab/cd
March 31，2006
Mr.Green，Vice President
New Company
123 Luoyu Street
Wuhan，Hubei Province
China
Dear Mr.Green，
SUBJECT：Order Acknowledgement
Thank you for your Order 234gw/hg of March 27，2006.The shipment of your order of 3 boxes of Classic Wine has been arranged and these purchases are planned to reach you in just a few days.
We have already had the purchases paid through your account in Bank of China.
We believe that you will be satisfied with the wine you have ordered，due to its high popularity during this year which you may observe later.
Yours sincerely，
Mary Kelly
Mary Kelly
Sales Manager
Shanghai Baosteel Steel Products Trade Co.，Ltd.
Pudian Road 370
Pudong District，Shanghai
Telephone：0086-021-68404699
Postcode：200122
Our ref：648AA/1a
4th April 2006
Mr.Richard Silver，Director
London Office Always Associates
Purlieu House，11 Station Road，Essex CM16 4HA
Dear Sirs，
Subject：Confirmation of Your Order No.4A65
Thank you for your order of our finest Cold Rolled Sheet.We are happy to accept your order and write this letter to confirmit.
In your order you proposed to buy 1，000 tons of our Cold Rolled Sheet whose price was USD49，500 per ton.Gladly to tell you，we accept your price and we have the actual goods stored in our warehouses.To make further confirmation，something important has to be stressed as listed below.Since we have actual goods，so we can deliver it before Christmas as long as you open an irrevocable L/C and deliver it to us.Since we have fixed the price，then the total value must be USD49，500，000.
Finally，thanks again for your order of our goods.As a specialist in producing worldclass steel，we have a variety of goods which may interest you，if you need our nextto-none products or service，do not hesitate to contact us.
Yours faithfully，
Harold Leo
Harold Leo
Manager
AK47 Group Co.，Ltd.
108 Fastest Street
Bingdao，China
TEL：（6576）878776609
FAX：（6576）575987976
Your ref No：9876943
Our ref No：145454
March 2，2006
PETERSSYMONS Co.，Ltd.
378，5 th Street
New York，U.S.A.
6586909
WHS7HY
Dear Sirs，
We thank you for your order of March 1 for 1，000 packs by cable.
Although the prevailing quotations are somewhat higher，we will accept the order as before.
We are glad to know that a letter of credit will be established in our favor immediately.However we would like to draw your attention to the fact that the stipulations in the relative credit should strictly conform to the terms in our Sales Confirmation in order to avoid subsequent cable amendments.
We appreciate your cooperation and trust that the shipmentwhich is to be dispatched after receipt of the relative letter of credit will turn out to your entire satisfaction.
Yours faithfully，
Liu Zhuo
Liu Zhuo
Sonics Corporation
211 Guangba Road
Wuhan，430072
China
Your ref：April 2，2006
Our ref：S/W
April 7，2006
Mr.Song，
102 Xingjian Road
Nanning，530600
China
Dear Mr.Song
Your order’s accepted
Thank you for your April 2，2006 order，and we’ll accept it with pleasure since we happen to hold some stocks.
By your order，your check，worth CNY4，000，is proposed to arrive on April 4，2006，and we would delivery without delay the TV set SE2046 that you’ve ordered.
Enclosed is a list of our latest electric products，some of which，we hope，would interest you.
Yours sincerely，
Wei Yuan’an
Wei Yuan’an
Sales Manager
Encl.as stated
Hisens Group Co.，Ltd.
17 Eastsea Street
Qingdao，266071
China
TEL：（0532）3872882
April 7，2006
S/C No.：0000673
SALESCONFIRMATION：C514
REF.ORDER No.：456
WUHANUNIVERSITY
1234 Bayi Road
Wuhan，430072
China
Dear Sirs，
Thank you for your order of March 20，we confirm having sold to you the merchandises you have mentioned on terms and conditions as below：
PAYMENT：BYIRREVOCABLE ANDCONFIRMEDL/C AT SIGHT INOUR FAVOUR.
SHIPMENT：WITHIN10 DAYS AFTER RECEIPT OF YOUR L/C.
REMARKS：PLEASE OPENL/C ADVISING THRU（BANKOF CHINA）.
Yours faithfully，
Qin Xin
Qin Xin
6.Collection Letters（收款函）
很多大公司都会拟出一套收款的系统，在经过充分测试证明有效之后，正式列为常设的程序，这就是所谓的系列收款函。
系列收款函从3至6封不等，有的公司寄出两三封收款函还未收到货款，就会去函以诉诸法律途径作为胁迫；有的则会等到寄出第六封信后仍未收到货款时，才会寄出“不付款，等着瞧”的最后通牒。
写收款函时，应注意以下几点：
1）系列收款函应一封比一封严厉，但也要不失礼节，不可尖酸刻薄地攻击甚至诽谤对方。
2）最初的收款函主要是提醒对方，希望对方履行付款的义务。所以在写作时，语气要友好，不可指责对方。
3）中期的收款函应加强语气，指出不按时付款会带来的负面影响。
4）后期的收款函应明确告诉对方，如不付款就诉诸法律。
5）每封收款函都应写明对方所欠金额。
6）收款函不要授人以柄，例如不能说：
Our productmight not prove to your full satisfaction，but payment for your purchase is your obligation.（我们的产品可能不怎么令你方满意，但付款是你方的义务。）
Precision LTD.
1122 Parkway Plaza
New York，N.Y.02334
Your ref：
Our ref：JJ/MR
4 th April 2006
Superman Ltd.
Warwick House
Warwick Street
Forest Hill
London SE2 1JF
UNITEDKINGDOM
Dear Sirs，
Non-payment of our draft
Thank you for your letter of March 26，giving us shipping instructions together with marks and numbers，for 50 cartons“Precision”screw drivers on your Order No.A-88163 of March 15.We are very pleased to advise you that the goods have been shipped per S.S.“Master”sailing on March 30，as per our Invoice enclosed.
As arranged，we are drawing a draft on you at sight，D/P，for the amount of US !9，000and ask you to protect it.The shipping documents will be submitted by the Arabian Bank against your payment of our draft.
We trust you will find the shipment satisfactory and induce you to place with usmore orders.
Yours sincerely，
J.Jiang
J.Jiang，Marketing Manager
BONBONCorporation
888 Nanjing Avenue
Wuhan 430068，P.R.C.
Your ref：537/a
Our ref：735/aa
April 5，2006
Mr.John Bush
Sales Department
SKYCo.，Ltd.
132 Mortimer Street
London WIC 37D
England
Dear Mr.Bush，
Subject：the payment to the Order NO.456
We are so pleased that our chocolates sell well in England and have a good reputation.I’m writing to remind you thatwe have not received your payment for the Order NO.456.
Our company recently bought some new machines for packaging which will improve our packaging and enhance the speed of the packaging，butwe are demanded in cash on shipment.In addition，one month ago，our company has just decorated our office building，so we have got a problem of circulation of cash in this period of time.
We would be grateful if you could pay us in 30 days after the shipment（as it was stated in the contract）.It will also be help ful for our business relationship.
We are looking forward to your prompt reply.
Yours sincerely，
Emma Sun
Emma Sun
Vice President
Shenzhen International Trade Company
Prosperous Street No.9
Guangdong Province
China
Your ref：
Our ref：ZZL/0404
April 4，2006
Ms.Linda Skeat，Director
Sales Department
Cobell，Inc.
2395 Constitution Avenue
Seattle，Washington 98014
U.S.A.
Dear Ms.Skeat，
Re：your payment concerning the order of No.123
We first would like to express heartfelt thanks to you about your last payment on the order of No.123.We believe it is a good beginning of the relationship between us.
However，as you know，we have agreed that the payment should be guaranteed every 10 days from the day we signed the contract.Specifically speaking，you have signed to pay respectively on March 24，April 3 and April 13.I have to tell you that deferred paymentwill influence our operation a lot nowadays，so we will appreciate it if you can pay the money promptly.
If there is any other trouble，please don’t hesitate to contact us.
Yours sincerely，
Zhang Zhuoli
Zhang Zhuoli
Corbel，Inc.
2395 Constitution Avenue
Seattle，Washington 98014
U.S.A.
April 5，2006
Historic Co.，Ltd.
132 Mortimer Street
London WIC 37D
England
Dear Mr.J.Cooper，
Re：FINALNOTICE—Overdue Invoice No.184514 Amount：USD500，000.00
You have been given more than ample time and notices regarding your now seriously overdue debt of USD500，000.00 with us.
We have instructed our offices to stop all supplies to your company till this account is cleared.
Your immediate attention is sought to this urgentmatter.
Please understand that this is our final notice to you.However，we give you one last opportunity to clear the account by April 15，2006.After this date it is our normal policy to pass on seriously delinquently accounts to a third party collection agency or our legal counsel.This could further jeopardize your credit rating in the industry.We trust that this will not be necessary.
Once again this is our Final Notice.
Yours sincerely，
Peterssymons
Peterssymons
Cc：Robert Keats，President
International Trading Company
188 Renmin Road
Wuhan，China
430072
April 6，2006
Ms.Atlash
Accounting Department Manager
Devlin Industrial Wiring，Inc.
55 Leavitt Street
Denver，Code 80112
Dear Ms.Atlash：
BALANCE OVERDUE
We want to call your attention to the enclosed copy of our March 1 invoice for !198.99.This balance on your account is now sixty days overdue.
Since we have not heard from you，we assume that your records agree with ours and that the balance owned on your account is correct.If you have any reason to dispute the amount，please contact us immediately.If not，we urge you to send us your check right away before the unpaid balance affects your credit standing.
We will appreciate your co-operation，Ms.Atlash.Thank you.
Yours sincerely，
Huang Xuyan
Huang Xuyan
Changsheng Corp.
Zhuodaoquan Street T-1，
Wuchang Dist.430071
Wuhan，Hubei
Tel：027-68764436
April 7，2006
China Fine Furniture Import＆Export Corp.
82 Zhuque Street，
Dongcheng Dist.100009
Beijing
Tel：010-87642359
For the attention of the Sales Manager
Dear Sir or Madam，
Account No.9558802302110255550
We write to inform you that we haven’t received your payment of!10，000 for invoice 4516，dated 29th March.We will be grateful if you would give this matter your special attention.
If payment has been made in the past few days，please neglect this letter and accept our thanks for your payment.
If you have any queries about your account，please do not hesitate to contact us on 027-68764436.
Yours sincerely，
Li Dongfei
Li Dongfei
Credit Controller
Ms.Cao，Director
Sales Department
CKYCompany
Xiongchu Avenue
Hongshan，Wuhan 430070
CHINA
Your ref：
Our ref：423 CKY/lp
4th April 2006
Mr.Wang，Director
Sales Department
Eurofa，Inc.
567 Jianshe Avenue
Qiaokou，Wuhan 430015
CHINA
Dear Mr.Wang，
Subject：reminder of payment
We have delivered the goods according to our contract No.435.However，we haven’t received your cheque.
Maybe it’s delayed by the post or just because you forgot to mail it.
If you have already put the check in themail，we apologize for the inconvenience and thank you for your payment.
Yours sincerely，
Cao Keyi
Cao Keyi
Ms.Cao，Director
Sales Department
CKYCompany
Xiongchu Avenue
Hongshan，Wuhan 430070
CHINA
Your ref：
Our ref：469 CKY/lp
19 th April 2006
Mr.Wang，Director
Sales Department
Eurofa，Inc.
567 Jianshe Avenue
Qiaokou，Wuhan 430015
CHINA
Dear Mr.Wang，
Subject：the second reminder of payment
Unfortunately，your cheque hasn’t been received until now.
If you do havemailed it，we are afraid that itmust be lost.Please send us another one.If we received the original one later，we would justmail it back.
If you haven’t mailed it，please pay this account promptly.We would like to continue doing business with you，but we need your cooperation and payment to do so.
Thank you for your prompt attention to thismatter.
Yours sincerely，
Cao Keyi
Cao Keyi
Ms.Cao，Director
Sales Department
CKYCompany
Xiongchu Avenue
Hongshan，Wuhan 430070
CHINA
Your ref：
Our ref：578CKY/lp
24 th April 2006
Mr.Wang，Director
Sales Department
Eurofa，Inc.
567 Jianshe Avenue
Qiaokou，Wuhan 430015
CHINA
Dear Mr.Wang，
Subject：the final reminder of payment
This is your final reminder that your account of!100，000 is past due.
If the payment is not received by 30 th April，we will have no alternative but to turn your account over to a lawyer or collection agency for collection.
Thank you for your prompt attention to thismatter.
Yours sincerely，
Cao Keyi
Cao Keyi
7.Claim Letters（索赔函）
当遇到对方提供的商品品质欠佳或提供的服务不周这类对方未履行或未完全履行合同规定的责任时，要求对方对因此而造成的损失予以赔偿的商务信函通称为索赔函（Letters for Claim或Letters of Complaint）。
写作索赔函时，可借鉴以下写法：
1）索赔函应有礼有节、有证有据地提出赔偿要求，证据要有分量，但不要写成声讨信，不要指责、教训对方。
2）索赔函一开头就应直接把问题摆出来，说明索赔的原因。
3）信中应清楚地说明期望补偿的办法：是降低价格、换成新货，还是干脆退货？
4）索赔函的收信人必须具体。称呼为To Whom It May Concern的索赔函往往是没什么结果的。索赔函在写给主管人的同时，最好抄送一份给总裁。
5）在写给主管人的信末注明抄送给了总裁（cc：President of Your Company），以促使主管人在总裁过问此事之前就理赔。
6）为确保主管人和总裁本人而不是秘书读到你的索赔函，可在信封上注明：CONFIDENTIAL或PERSONAL字样。
7）必要的话，可以警告对方：如不理赔或理赔不当的话，就诉诸仲裁或提起法律诉讼。
Corbel，Inc.
3682 Mortimer Street
London WIC 96F
England
Your ref：
Our ref：861TD/MS
3rd April 2006
Richard Thomas＆Baldwin Ltd.
128 Gower Street
London WEQ 98D
Dear Sirs，
Re：Defective LG radio
We received our consignment of 1，000 LG radios thismorning.
However，on checking the radios we have discovered that 56 of them do not function properly.They appeared to be incapable of sounding for some reason.Therefore，we are afraid they are completely unusable.
We need these goods to fulfill the order from our customers.We shall now have to postpone because of your poor quality control.
We would like you to replace these faulty radios with fully functioning radios within the nextweek.We are afraid if you are unable to guarantee delivery，we should be prepared to accept a completely refund of the money which was paid for the order.
Yours sincerely，
Chen Jianbo
Chen Jianbo
Wu Yu
World Economics Department
Wuhan University
Wuhan，430072
Our Ref：CJ-01
Your Ref：
April 25，2006
Mr.John Smith，Director
Sales Department
Changjiang Press Corporation
246 Magnolia Avenue
Wuhan，430074
Dear Mr.Smith，
I amaware of your reputation for high quality service and reliability，consequently I don’t hesitate to write to you.
Today I have received thirty copies of Elementary Microeconomics.Though these books are well printed，unluckily they are not Intermediate Economics specified in April 3 order，a copy of which is enclosed.What’s more，the total amount of the order is 1，020 dollars.However，the invoice accompanied the shipment showed the amount due as 1，200 dollars，so it is apparent that Iwas charged the regular price of 40 dollars instead of lower price Iwas promised.
I am returning the thirty copies of Microeconomics to you in the separate mailing.Please substitute thirty copies of Intermediate Economics.
Once I receive the right books，Iwill send a check for 1，020 dollars in payment of the order.
Yours sincerely，
Wu Yu
Wu Yu
W＆S Im port＆Export Corporation
Bayi Road，Wuhan 430072
Hubei，China
April 7，2006
J.P.Co.
356 Seal Avenue
San Francisco
U.S.A.
Dear Sirs，
We have been transacting with you for many years and have always covered our requirements from you，we can say for certain thatwe have established good business relations with your firmin the interest of both firms.
However，we find from offers recently made to us by other firms that we have been paying you at 5%more than the prices obtainable from your competitors.To take Contract No.11-sa-0503 as an example，the Coffee Machine your competitors quoted us only 4，700 dollars which 5%lower than we booked at 5，000 dollars from you，and with the remaining terms the same as yours.We prefer to continue buying from you，seeing thatwe have dealtwith you so long.However，you must help us to do so by bringing your prices to the same level as those of your competitors；otherwise we shall have no alternative but place our orders elsewhere.
Please take the above into consideration when submitting quotation in future.
Yours faithfully，
Wei Xin
Wei Xin
Sale Department
ABC Company
51 High Street
Texas，U.S.A.
Your ref：123XY/dy
Our ref：456HT/wh
7th April 2006
Mr.Zhou Hong，Sales Manager
Hongguang Company
20 Huangpu Road
Shanghai China
Attention：Mr.Zhou
Dear Sirs，
Re：345/ZH
Our order No.KL-293 for 30 cartons of woolen carpets was received on April 1，2006.Butwe regret to say that11cartonswere found broken and the carpets in them were soiled.This was obviously due to improper packing.
Need less to say，we have suffered a great loss from this as we cannot possibly deliver themerchandise in this condition to our customers.We，therefore，have to ask you to give us a 15%allowance on the invoice value or we will return the soiled carpets to you and ask for replacement.
We hope you will give our suggestion your most favorable consideration and let us know your decision at an early date.
Yours faithfully，
Luo Huiling
Luo Huiling
Soundsonic Ltd.
Warwick Street
Chicago，U.S.A.
April 7，2006
Kee＆Co.，Ltd
34 Regent Street
Washington，U.S.A.
Gentlemen：
We refer to sales contract No.564 covering the purchase of 10 metric tons of apples.We telexed you on 31st May informing you that the consignment arrived on 6 th April.
On inspection，we found that 20 bags had damaged and that the contents，estimated at 300kg，had been lost.We proceeded to have a survey reportmade.The report has now confirmed our initial findings.
The report indicates that the loss was due to the use of substandard bags for which you are responsible.On the strength of the survey report，we register our claimagainst you as follows：
Short delivered quantity GB￡100
Survey charges GB￡20
Total claimed GB￡120
We enclose survey report No.TS6478 and look forward to early settlement of the claim.
Yours faithfully，
Zhu Minhui
Zhu Minhui
Sonic Ltd.
Chang’an Road 51
Chaoyang，Beijing
P.R.China
100010
8 th April 2006
Rollercycle Co.，Ltd.
Holly Avenue 22
Los Angles
U.S.A.
29803
Dear Sirs，
Subject：Contract No.1234 for 850 bicycles
With reference to the new ly arrived shipment under the captioned contract，we regret to state thatwe have found upon inspection that the quantity is not fulfilled，which is obviously inferior to the quantity stipulated in the contract.We have also discovered that some of the bicycles also have problems with quality.Athorough examination showed that the damaged bicycles were due to improper packing，for which the suppliers should be held responsible.
On the basis of the customs house’s Survey Report，we hereby lodge our claim with you for 50%of total amount.
We enclose Survey Report No.BJ（05）853 and look forward to your settlement at an early date.
Yours sincerely，
Lu Xin
Lu Xin
Manager of Import Department
Zhengyang Ltd.
Sprain House，Sprain road，Zhangpu
Chairman Long Teng Sales Manager Lu Weizhen
Zhangzhou，Fujian，China
Tel：（86）0596-3888258
Your ref：
Our ref：FJ/CH
9 th September 2006
Mr.B.Kaasen
Sales Department
BMWHouse，BMWRoad
BMWAutomobile Company
Munich，Bavaria
Germany
Dear Mr.Kaasen，
BMW’s has represented driving pleasure and qualitymerchandise.That iswhy more and more people choose this famous TM.
Two months ago，we purchase a BMWautomobile（your company’s Sales Check 11223344 dated May 9，Model 745i）from the Export Department.Our driving and using experiences prompted us to purchase this one.
Everything is well about this car except its fuel consumption.According to the instructions，the fuel consumption would be 12 l/100 km.But through the indicator of instrument panel，it used nearly 20 liters of gasoline per 100 km these twomonths.As we know，oil price is very high now and was given another push uplastweek.We also remember the words of your great Chairman Doctor Patrick：BMWmeans the Quality Service.Therefore，I will return the car to your department and would appreciate your crediting my account for!70，000，or you could send me another new automobile to exchange it.Nomatter which one you choose to do，we will always trust BMWCompany.
We hope to hear from you favourably.
Yours sincerely，
Lu Weizhen
Lu Weizhen
Sales Manager
8.Adjustment Letters（理赔函）
在收到对方写来的索赔函后，总得进行一番查证，弄清是非，然后尽快回封理赔函，把处理意见告诉对方。
写作理赔函时，应做到以下几点：
1）信中要表示理解对方的处境，应该自始至终都客观地看待问题，让事实说话，不管对方的索赔合不合理，都不可妄加指责对方。
2）应明确告诉对方，你为此事做了什么？现在正在做些什么？打算怎么办？
3）如果对方的索赔有理，决定满足对方要求，一开头就应该把此信息传递给对方，不要在第一段就推卸责任，为自己辩护。
4）如果对方的索赔是无理的或已过索赔有效期，当然不能满足其索赔要求，但把这个信息传递给对方时应策略些，不应开头就直接说出拒绝赔偿的意图，首先表示理解对方的困境，然后，在措词上给对方拒赔的暗示，再进一步说明拒赔的态度，并应着重说明拒赔的原因。
5）理赔函自始至终要表现出合作的态度，让下列话语成为信的主调：
Thank you for...
May we ask...
Please let us know...
We are glad to work with you.
…
China Im port and Export Corporation
Changle Street 188，Xiamen，Fujian China 361000
Tel：86-0592-28766102 Fax：86-0592-87664025
E-mail：CIEC.Ltd@yahoo.com.cn
Your ref：123XJ/lxr
Our ref：456XYS/mm
Date：April 2，2006
BBC Ltd.
Sales Department
Walter，Inc.
123 Apple Street
London，Britain 4568
Dear Sirs，
Re：Your claims for wrong shipment
Thank you for your letter of April 2，and itwas with much regret thatwe heard Case No.80 did not contain the goods you ordered.
After checkup by our staff at the warehouse，we found that a mistake was indeed made in the packing because of a confusion of numbers.Please accept our sincere apology.We are very sorry that you and your customers are inconvenienced，and Iam personally taking care of your order and am having it hand led so that you will receive the right goods not later than April 8.
We hope thatwith sincerity thismatter will not affect our good relations in our future dealings，and we await your kind confirmation.
Yours faithfully，
Xie Yunshuo
Xie Yunshuo
Black and White Ltd.
Yingbing Road 236，Yichang，Hubei，China 443200
Tel：0717-45687424 E-mail：xiongjun123@163.com
Your ref：568WD/wt
Our ref：864XJ/xs
Date：April 4，2006
Walt Ltd.
Warwick House
Marshal Street 456
New York，WIC 376
Attention of Marketing Manager
Gentlemen：
Re：Our S/C KF2046L-Cup Made in China
Much to our regret，the above shipment arrived at your end with several cups damaged asmentioned in your letter of April 1，2006.
You may be aware that our cups have occupied a great share of themarket abroad for quite a long time，and all our customers have been satisfied with our packing.Each shipment of our goods is strictly inspected by our shipping department before loading，and it is subject to a careful examination，the goods under the above Sales Confirmation XV2054Lwere in perfect condition when they were shipped，and we have marked some distinguishable signs to help the workers to carry them.
After researching the matter carefully，we think the damage might be caused by the wrong handling in transit.Your claim should be referred to the shipping company as the mishap occurred after shipment.So we find no reasons to compensate for the loss you claimed for.
Yours sincerely，
Xiong Jun
Xiong Jun
BONBONLtd.
332 Yongqing Street，Wuhan，Hubei Province，China
Tel：（027）82721010 Telex：567845
E-mail：bonbon@163.com P ostcode：430010
Your ref：456gw/hg
Our ref：555ab/cd
April 4，2006
Ms.Emily Chen，Director
Stock Department
Microsoft Ltd.
5566 Mortimer Avenue
New York 98124
U.S.A.
Dear Ms.Chen，
SUBJECT：Compensation Claim
We will send you a new printer this Friday to replace the one foregoing.And you don’t have to pay premium of course.
Our general engineer found that chief part of the printer has something wrong，and we are now negotiating with provider.
Please forgive our negligence，Ms.Chen.We have reinforced our censorship before they leave factory，and we hope that we can offer you better service from now on.
Yours sincerely，
Chen Wenjuan
Chen Wenjuan
919 Zhongshan Avenue
Wuhan，Hubei 430072
April 1，2006
Ms.Linda Skeat
808 Taibei Avenue
Wuhan，Hubei430065
Dear Ms.Skeat，
Thank you for your letter regarding your 2003 Passat.We appreciate loyal customers like you and value your idea.
Your car was very carefully examined by our top technicians.Then they discovered nothing wrong in your car and agreed that nothing under the warranty covers tires when they blow out.We are unable to replace your car，butwe can replace the tires.If you will bring your car to us by the end of thismonth，we will gladly replace your tires at a“Preferred Customer”price of only 300 Yuan per tire.
You should continue to check your tires before driving every day，because daily driving does put a great deal of wear and tear on vehicles as well as on tires.Providing our customers great driving value is second important only to ensuring their safety.You will be satisfied with your new tires and we hope to see you soon.Please callme and Iwill set up your appointment with the customer service department.
Yours sincerely，
Tina Wang
Tina Wang
Customer Service Department Manager
System H/G Corporation
Green Road 123，Wuhan，China
Tel：027-87164395 Fax：027-87164403 Website：www.system.com
E-mail：shgc@126.com
Your Ref：
Our Ref：No.SP-01
April 4，2006
Mr.Sun Ping
World Economics Department
Wuhan University
Wuhan，430072
Dear Mr.Sun，
We have read carefully your letter of complaint on the discrepancy of the goods with the original sample.You’re entirely right.This was apparently caused by our error.Please allow us to offer an apology for your inconvenience.I am grateful to you for pointing it out to us.
We are sending you a new lot by air at once and we trust that this will insure your satisfaction.We also would ask you to return the fault goods at your convenience with freight forward.To compensate for your loss，we will offer you 35%discount.
Enclosed is a copy of our latest catalogue describing the prices of our new products，you will be interested in them.We will do our best to prevent any reoccurrence of this sort of error.
Yours sincerely，
Liu Zhuanxi
Liu Zhuanxi
ABC Trading Co.
188 New ton Palace
Norfolk
NG29 OPA
Tel：01345-567921
Fax：01345-438923
Your ref：DB/lih
Our ref：NJ/JLCF2
April 3，2006
MS.J.Marks
30 Arlington Court
CAMBRIDGE
Cambs
CA29 5RT
Dear Ms.Marks，
Re：Your claims for shortweight and inferior quality
We have received your fax of April 2，with enclosures，claiming for shortweight and inferior quality on the consignment of wheat shipped per S.S.“Prince”.
We immediately looked into thematter and find that our wheatwas properly weighted at the time of loading and the quality was up to standard.We，on our part，really cannot account for the reason of your complaint.But since the wheat was examined by a public surveyor upon arrival at Qingdao，we cannot but accept your claims as tendered.
We will send our check for EURO7612.in full and final settlement of your claims ABC-80 and ABC-81 as soon as possible.
We apologize for the trouble caused to you and would like to assure you that all possible steps will be taken by us to avoid any reoccurrence of similar nature in our future dealing with you.
Yours sincerely，
Wang Dan
Wang Dan
Manager
二、商务促销函的新发展
众所周知，现代社会电子邮件以其廉价和便捷逐渐在商务沟通中扮演重要角色。而作为相对传统方式的信函，也有着新的发展。本小节仅从促销信函的角度来看现代商务信函发展。针对促销而言，尽量广泛地铺开宣传道路、扩大影响是其所能起到作用的关键因素。电子邮件在这方面有着得天独厚的优势，即邮件群发，通过特定的软件，可以一次性发送数十万封的邮件给广阔的人群。信函在实际操作和价格成本上都有着自己的劣势，但是只要我们能充分发挥已有优势，是可以扬长避短的。因为电子邮件虽然发送面广，但是“命中率”未必高，所以能够取得的成效是受到“命中率”限制的。这正是信函的突破口，我们可以从提高命中率的角度思考问题。
1.从已有客户资源出发，保持客户关系，向以往客户发送促销函，提高“命中率”。
在商务行为中，一个公司或者个人的需求在很多时候具有连续性或持续性，正如一个水果销售商不会只做一次生意，一定有持续的需求。所以抓住一个客户能够多做成几笔交易，不仅有持续稳定的经济收入，而且信誉的上升和交易成本的下降使得其商务意义超过与不同的人进行多次交易。例如在以下函件中的行为：
ALetter to Recomm end Goods Availab le from Stock
Dear Sirs，
Thank you for your order of June 1.We enclose a catalogue and price list.Meanwhile，we have also sent a catalogue of our range of tinned vegetables under separate cover，which we trustwill reach you very soon.We are sorry，however，that our fruit products are in great demand at the moment，since it is in the middle of summer，which is our busiest season for fruit.Because of this，tinned peaches and grape fruit are in short supply，and we cannot satisfy all our customers’demands.
In fact，our grape fruit products are almost out of supply.We can recommend apricots，which fortunately we have in stock at themoment.You may be interested to know that，our new discounts or bulk purchase came into effect on June 1.
We would be please to receive your order very soon.
推荐有库存的货物
感谢你们6月1日的订单。随函附上一份价目单。同时，我们已另外邮寄出一份我们罐装蔬菜系列产品目录，相信很快会抵达你处。然而，我们感到遗憾的是，目前市场对我们的罐装水果产品需求甚殷，因为时值仲夏，这是我们水果销售的最忙季节。正因为如此，罐装桃子和葡萄供不应求，我们无法满足所有顾客的需求。事实上，我们的葡萄产品几乎缺货。不过，我们可以推荐杏子，目前尚有存货。你们也许有兴趣得知，从6月1日起，我们对大宗购买实行新的折扣优惠。我们希望很快收到你们的订单。
2.对于有着额外价值的老客户，可以提供优惠价格确保老客户的关系。
Old Price to Favor Old C lient
Dear Mr.Henry，
Thank you very much and your order No.392.
Unfortunately，in common with other suppliers，our prices have risen since you placed an order with us two years ago.This is due to the rising cost of raw materials.However，you will be pleased to hear that we have decided to supply your current order at the old price as you used to be our regular client.
Iwill keep you fully informed about the progress of your order.
Yours sincerely，
Addison Tanghai
Addison Tanghai
Sales Director
老定价优惠老客户
非常感谢你方第392号订单。
不幸的是，和其他供应商一样，自从你方两年前向我们订购后，我们的价格已经上涨。这是由于原材料价格上涨。不过，你方会高兴得知，我们已经决定按照老定价向你方供应这批订货，因为你是我们的老客户了。
我会随时通知你方有关订单执行的进展情况。
3.以更新颖的广告语或者形式招徕新客户，让我们的信函更动人。请看以下例子：
ALetter to Prom ote the Sale of Products
Dear Customer，
NEVER WASHPANS AGAIN
We said it and we mean it：NEVER WASHPANS AGAIN！
You can now do all your cooking in beautiful Ceramic Ware—cook and serve food in the same lovely dishes！Boil，fry，roast，bake—do it all in Ceramic Ware.Freeze food in the same dishes，if you wish.These beautiful utensils，made of the same amazing ceramic used in missile cones，can go from freezer to stove to table.You then slip theminto the dishwasher or the sink with the other dishes.Never slave at scouring pans again.
Come to see Ceramic Cookware Demonstrated
in Big Stores Housewares Department
Wednesday，Thursday，Friday
April 10，11，and 12
Hand le these ceramic cook-and-serve pieces.Test and try them yourself.
You’ll be impressed by their practical and beautiful design，and more important of all the surprisingly reasonable prices.
推销商品
尊敬的客户：
再也不用洗锅了
我们当真这么说：再也不用洗锅了！
现在您可以用漂亮的陶瓷器皿从事各种烹调——用同一件漂亮的器皿烹调和盛放食物。煮、煎、烤、烘，陶瓷器皿样样都行。如果您愿意，还可以在该器皿内冰冻食物。这些漂亮的器皿用制造导弹外壳的特殊材料制成，能够从冰箱内取出，放上火炉，再端上餐桌。您随后将它们放入洗碗机或者洗涤槽同其他碟子放在一起就行了。再也无需费神擦拭。
请来大商店的家用器皿部
观看陶瓷器皿的展销
周三、周四、周五
4月10日、11日、12日
亲手试试这些能烹调和盛放食物的器皿。
您会对它们实用而又漂亮的设计留下深刻印象，而最重要的是它那令人感到惊喜的合理价格。
总而言之，信函作为传统的沟通方式有着不可替代的优势。就像虽然IT经济风光一时，但是传统的经济实体如钢铁、电信、邮政依然掌握经济界风云。我们学好商务信函，尤其是用活商务信函对于以后的工作与沟通有着重要而深远的意义。
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