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A&C Trading Ltd.Harbour View Tower 35 Nguyen Hue Street, District 1, HCMC, Vietnam.. Harbour View Tower35 Nguyen Hue Street District 1, HCMC, Vietnam Dear Mr A, We are pleased to receiv

THƯƠNG LƯỢNG QUA THƯ TÍN

THƯƠNG MẠI

NEGOTIATION BY BUSINESS LETTERS

STRUCTURE OF BUSINESS LETTER

STRUCTURE OF BUSINESS LETTER

• The layout and presentation of letter are very important as they give the readers the first

impression of the company

• Two styles of the letter

– Blocked

– Indented

CONTENTS OF LETTER

– Simplicity and Courtesy

– Clarity and Accuracy.

1 ENQUIRY

Opening

* Tell your supplier what sort of firm you are.

Our company is a subsidiary of Universal

Business Machines and we are specialize in….

We are one of the main producers of industrial chemicals in Vietnam, and we are interested

in

1 ENQUIRY

Opening

• How did you hear about firm you are writing to?

We were given your company’s mane from

Trade Association, we would like to have more information about your products

1 ENQUIRY

Body of Enquiry

* Asking for catalogues, price-lists, leaflet , quantity, quality, samples, patterns, demonstrations, methods

of payment, discounts, delivery, etc.,

We would appreciate your sending us an up-to-date price list for your building materials.

We would appreciate it if you could send some

samples of material so that we can examine the

texture and quality

1 ENQUIRY

Closing

• Usually a simple “thank you” is sufficient to close

an enquiry, however you could mention that a

prompt reply would be appreciated.

Thank you for your attention, we look forward

to hearing from you soon

We would be grateful for an early reply

1 ENQUIRY

* Indicate the further business or

possibility of orders.

If the price quoted are competitive, and the

quality up to standard, we will order on regular basis

A&C Trading Ltd.

Harbour View Tower

35 Nguyen Hue Street, District 1, HCMC, Vietnam

We are a large chain of retailers and are looking for a manufacturer who could supply us with a wide range

of sweaters for teenage market.

As we usually place very large orders, we would expect a quantity discount 20%, and our terms of

payment are normally 30-day bill of exchange, documents against acceptance.

If these conditions interest you, and you can meet order of over 1,000 garments at one time, please send

us your current catalogue and price-list We hope to hear from you soon.

Your faithfully,

Nguyen Van A

Sales Manager

3 Closing

Encourage further enquiry: ex hope to hear from you again

Harbour View Tower

35 Nguyen Hue Street

District 1, HCMC, Vietnam

Dear Mr A,

We are pleased to receive your inquiry, and hear that you like our range of sweaters.

There would certainly be no trouble in supplying you from our wide selection of garments which we make for all age groups.

We can offer you the quantity discount you asked for which would be 15% off net prices for orders over USD4,000, and we always deal on payment by sight draft, cash against documents However, we would be prepared to review this once we have established a firm trading association with you.

Enclosed you will find our summer catalogue and price-list quoting prices CIF Saigon We hope that

we can reach an agreement on terms quoted.

Thank you for your interest, we look forward to hearing from you soon.

Your sincerely,

D.Causio

2 OFFER

** OFFER ACTIVELY

Give details for your own firm and

products, enclose catalogues, price-lists and discount, sample.

3 COUNTER -OFFER

Seller Buyer

Offer

Counter - offer Order

Counter -order Order

4 ORDER

•Order are usually written on company’s official

order form

•If you use an official order form when placing an

order, you should send a covering letter confirming terms of payment, discounts, delivery and packing.

A&C Trading Ltd.

Harbour View Tower

35 Nguyen Hue Street, District 1, HCMC, Vietnam.

Ref: 26/OrJ Date: 24 June, 20

Would you please send the shipping documents and your draft to VCB, HCM City branch?

We would appreciate delivery within the next six weeks, and look forward to your acknowledgement Your sincerely,

Nguyen Van A

Sales Manager

6 CONFIRMATION

Confirmation: is to confirm the details of terms and

conditions agreed by both parties

LETTER OF COMPLAINT

• @ Opening

• We would like to inform you

• I am writing to complain about…

• @ Explaining the problem

• @ Suggesting the solutions

A&C Trading Ltd.

Harbour View Tower

35 Nguyen Hue Street, District 1, HCMC, Vietnam

As the sale was on CIF basis and the forwarding company was your agents, we suggest you contact them with regard to compensation.

You will find a list of the damaged and missing articles attached, and the consignment will be put

to one side until we receive your instructions

Your sincerely,

Nguyen Van A

Sales Manager

REPLYING TO LETTER OF COMPLAINT

• Thank you for your letter dated informing us that

• We are replying to your letter of 12 December in which you told us that

• @ Explaining the mistakes

• We would like to apologize for the inconvenience.

• Finally, may we say that this was an exceptional mistake and is unlikely to occur again Please accept our apologies for the inconvenience.

•

Harbour View Tower

35 Nguyen Hue Street

District 1, HCMC , Vietnam

Dear Mr A,

Thank you for informing us about the damage to our consignment ( Invoice No 2345).

From previous transactions you will realize that this sort of problem is quite unusual, nevertheless we are sorry about the inconvenience it has caused you.

Please would you return the whole consignment to us, postage and packing forward, and we will ask the shipping company to come and inspect the damage so that they can arrange compensation.

If you want us to send you another shipment as per your order No DR 316, please let us know We have the garments in stock and it would be no trouble to send them within next fortnight.

Your sincerely,

D.Causio